Proposed Bylaws Changes

 

 

The 2018 Ad Hoc Bylaws Committee, consisting of Pat Mercado-Allinger (Chair), Carolyn Spock and Marybeth Tomka, has been working with the TAS Board to identify and fill gaps in the current bylaws. It is the committee’s intent that these proposed revisions result in a governing document that will serve the Society for years to come. The document that is featured on this website includes substantive text changes as well as minor fixes such as the renumbering of subsections. We encourage the TAS membership to carefully consider the proposed changes as these will be presented for approval at the 2018 Annual Business Meeting on October 27, 2018 in San Antonio. 


 

PROPOSED BYLAWS REVISIONS

May 2018

 

Article II:  Dues, Fees, and Finances

Section 5.  The financial records and procedures of the Society shall be examined annually by the Fiscal Overview Committee. or a A Certified Public Accountant (CPA) shall also examine the financial records during Leap Years (and centennial fourth years not assigned as Leap Years). The report(s) of the examination shall be presented for adoption by the members at the following Annual Meeting of the Society.

a.   On years other than Leap Year, Each year, an examination of the financial records kept by the Society for that year shall be conducted by the Fiscal Overview Committee after the close of the fiscal year.

b.   Every four years, set to align with Leap Years (including those centennial fourth years not assigned as Leap Years), a compilation, review, or audit shall be conducted by a Certified Public Accountant appointed by the President and approved by the Board of Directors. The Fiscal Overview Committee does not review the financial records and procedures in years covered by the CPA.

c.         The report of the Committee's or and CPA’s findings (during Leap Years and centennial fourth years not assigned as Leap Years) shall be presented to the Board of Directors as soon as is practical in the following fiscal year after the IRS paperwork is settled, but no later than the second Monday in August.

 

Article III:  Meetings of the Society

Section 5. The Annual Meeting Committee shall assist local arrangements coordinators to organize, publicize, and produce the meeting, and shall act as an interface between that group and the Board of Directors.  The Committee shall consist of five members: the Chair, President-Elect, who shall serve as chair, the Immediate Past President, and three appointees, with one member appointed each year for a term of three years. See Article VIII, Section 2 for composition of the committee.

 

Article IV: Officers

Section 3.  Officers shall perform the duties provided by these Bylaws, by the Society, the Board of Directors, or the adopted parliamentary authority.

b.   The President-Elect shall succeed to the office of President at the end of the term as President-Elect, or upon a vacancy in the office of President. The President-Elect shall be responsible for making committee and special appointments for terms of office that start at the end of the Annual Meeting when the President-Elect assumes the office of President. The President-Elect is a member of the Executive Committee, the Publications Policy Committee, the Budget Committee, the Ethics Committee, and chair of the Annual Meeting Committee.
m.   The Internet Committee Chair/Editor shall be responsible for the materials placed on the TAS website, assigning and guiding members of the Internet Committee to collect and update content for the website, including information on Regional Societies, Academies, Field Schools, Annual Meetings, other activities and outreach, member needs, etc. The Internet Committee Chair/Editor shall be a member of the Executive Committee, Ethics Committee, and Publications Policy Committee.

 

Article VI:  Board of Directors

Section 6. Regularly scheduled Board of Directors meetings may offer call-in options via phone, Internet, or other means of remote access. If remote options are feasible, directions for remote access will be made available to the Board of Directors membership no later than one week before the meeting is scheduled.

Section 67. Nine members of the Board of Directors shall constitute a quorum for the transaction of business and shall include the President or a member of the Executive Committee, one Regional Director, and one standing committee chair. Any member of the Society who holds more than one office on the Board of Directors shall be limited to one vote, and shall count as one member for the purpose of a quorum.

 

Article VIII:  Committees

Unless otherwise specified, all committee and chair appointments are made by the President with the approval of the Board of Directors. Ad hoc committees shall be appointed by the President and approved by the Board as deemed necessary to carry on the work of the Society. The chair of each committee shall designate one of its members to provide content to the Internet Committee.

Section 2. The Annual Meeting Committee shall consist of six members: the Chair, President-Elect, the Immediate Past President, and three appointees. The Chair shall serve a three-year term.  The appointees shall serve staggered, three-year terms. See Article III.

Section 4. The Budget Committee shall prepare a budget for the next fiscal year for approval by the membership at the Annual Meeting. The Committee shall be composed of the President-Elect, the Treasurer, the Treasurer-Elect in such years as the office is filled, the Chair of the Fiscal Overview Committee, and two additional members, with one member being appointed each year for a term of two years.

Section 8. The Fiscal Overview Committee shall examine the financial records of the Society except in a Leap Year each year, including Leap Years when an audit is conducted by a Certified Public Accountant (in accordance with Article II, Section 5). The Committee shall be composed of three members appointed for terms of one year, with one member being appointed each year for a term of three years, with no member currently serving as a member of the Board of Directors. The Chair will serve on the Budget Committee.

Section 9. The Fundraising Committee shall seek and secure financial support for projects and programs of the Society as identified and prioritized by the Board of Directors. The Committee shall consist of at least three members, with one member appointed each year for a term of three years. 

Section 910. The Grant Review Committee. See Article XII.

Section 1011. The Human Remains Committee shall advise the Board of Directors in matters relating to the handling of human remains and associated materials whichthat are encountered in Society activities. The Committee shall also advise TAS members on applicable state cemetery laws and rules. The Committee shall be composed of three members, with one member being appointed each year for a term of three years. Duties of the Committee will include monitoring the Society's field activities, considering the disposition of remains and associated materials which are encountered, negotiating with interested parties (agencies, landowners, appropriate ethnic groups), keeping abreast of pertinent laws, and reporting findings and information to the Board of Directors.

Section 1112. The Internet Committee shall be responsible for the Society's Internet entities. The Board will approve the creation and implementation of domains and/or electronic discussion lists and Internet partnerships, as well as issues of substantive policy or content for these entities. The Committee shall see to the design, general content, and upkeep of the Society's website(s) and maintenance of its electronic discussion list(s). The Committee shall be composed of the Internet Committee Chair/Editor, the Webmaster Assistant Website Editor, the Listowner Social Media Moderator, and six additional members, with three appointed each year for terms of two years. The Webmaster Assistant Website Editor and Listowner Social Media Moderator (who may be either members or employees of the Society) are appointed annually by the President with the approval of the Board. The Internet Committee Chair/Editor shall be a member of the Executive Committee, the Ethics Committee, and the Publications Policy Committee.

Section 1213. The Merchandising Committee shall be responsible for overseeing the production and marketing of items that feature and promote Texas archeology and the Texas Archeological Society. The Committee is also responsible for maintaining stock inventory and assisting with the sale of Society publications. The Committee shall consist of six members, with two appointed each year for terms of three years.

Section 1314.  The Multicultural Program Committee shall strive to increase the diversity of persons who participate in activities of the Society, and to promote a more inclusive understanding of the heritage of Texas.

The Committee shall include Native American Scholarship, Collegiate Scholarship, and Diversity Program subcommittees, and other subcommittees appointed at the discretion of the President. Each subcommittee will have a chair and at least two members, appointed annually.

The chairs of the subcommittees shall comprise the Multicultural Program Committee, and one of them, or one of the subcommittee members, who then becomes a member of the Multicultural Program Committee, will be appointed to serve as Multicultural Program Committee Chair.

The Committee shall extend scholarship invitations for Field School, the Archeology Academy, the Annual Meeting, and other activities to individuals from groups that are underrepresented in the Society, under advisement of the Executive Committee and within the limits of donated funds.

The Committee shall establish guidelines to ensure continuity in the operation of scholarships and other programs.

Section 1415. The Nominating Committee Chair shall be elected by the Society at the Annual Meeting. The President shall appoint two additional members of the Committee, at least one of whom is not presently serving as an officer of the Society. Members of the Committee shall serve a term of one year and shall not be eligible to serve again on this Committee until the expiration of one full year following their term in this office.

Section 1516. In accordance with the goals of the Society, the Public Outreach and Membership Committee shall work with the Regional Directors to promote TAS in their regions and shall seek to increase membership through publicity of the Society's activities. The Committee shall be composed of six members, two being appointed each year for terms of three years.

Section 1617. The Publications Policy Committee shall provide advice and counsel on matters of policy on all Society publications. The Committee shall be composed of the Publications Editor, Publications Editor-Elect in such years as the office is filled, Newsletter Editor, Newsletter Editor-Elect in such years as the office is filled, Chair/Editor of the Internet Committee, Chair/Editor-Elect of the Internet Committee in such years as the office is filled, and the remainder of the Executive Committee, with the Publications Editor serving as chair and the Newsletter Editor serving as vice-chair.

Section 1718. The Reports and Curation Committee shall be responsible for assembling society history, recruiting authors, and arranging contracts for the completion of Field School reports from expired contracts. The Committee shall gather materials relating to the history of the TAS and seek their placement in proper facilities. In order to follow the progress of current field activities, a representative of this Committee shall act as an advisor to the Field School Committee when initial field school contracts are considered, as well as to the Rock Art Committee during the planning, implementation, and completion of its projects. The Reports and Curation Committee shall accept the responsibility for current work from the Field School Committee on the last day of a stand-alone or recurring Field School with the caveat that the PI may have continuing responsibility for compiling the report. The Committee shall see that collections (records, artifacts, special samples, etc.) from all Society field activities, including but not limited to Field School and rock art recording projects, are properly curated and that access to these collections is assured. The Committee shall consist of a minimum of sixseven members, including a historian position and a curator position, with twoup to three appointed each year for terms of three years.

Section 1819.   The Rock Art Committee. See Article XI.

 

Article X:  Field School

Section 2. The Field School Committee shall be composed of at least six members. At least Twotwo members shall be appointed annually by the President, with approval of the Board of Directors, to serve terms of three years.