Heartland Chapter

Home

Events

Newsletters

Documents

Email List

Contact

Heartland Chapter Bylaws

ARTICLE I. Name

The name of this chapter shall be Heartland Chapter.

ARTICLE II. Chapter Bylaws

These bylaws shall be submitted to the Chapter Relations Committee of the National Board of Directors of the American Society of Indexers for review. This committee will then submit these bylaws to the Board of Directors, where they must be approved before becoming active bylaws of the Chapter.

ARTICLE III. Objectives

The objectives of this Chapter shall be in keeping with the objectives of the American Society of Indexers:

  1. to improve the quality of indexing and to secure useful standards for the field;
  2. to act as an advisory body on the qualifications and remuneration of indexers to which authors, editors, publishers, and others may apply for guidance;
  3. to present workshops and seminars for the education of members and non-members on indexing and related topics;
  4. to defend and safeguard the professional interest of indexers;
  5. to cooperate with other societies and organizations in the field of indexing and information science.

ARTICLE IV. Policies

The policies and procedures of the American Society of Indexers, as applicable, shall also be the policies and procedures of this Chapter.

ARTICLE V. Membership

Membership to the Chapter shall be held automatically by those members in good standing (introductory, basic, regular, organizational, honorary, or lifetime) of the American Society of Indexers who designated Heartland Chapter as their Chapter as allowed by the ASI, whether first or subsequent choice.

ARTICLE VI. Chapter Requirements

Section 1. This Chapter shall:

  1. maintain a membership of at least 10 active (dues-paying) ASI members;
  2. not be an integral part of any other national organization; and
  3. ensure that the Chapter bylaws are current and are in force.
  4. hold a minimum of two (2) meetings per fiscal year.

Section 2. Should the Chapter fail to observe these requirements, Article XVI applies.

ARTICLE VII. Dues

The American Society of Indexers will allocate the per member allotment as determined by the ASI Board of Directors to the local chapter, at the end of each fiscal year for the previous fiscal year. (Members of the local chapter include all members of the American Society of Indexers who designate Heartland as their chapter, regardless of their activity in the local Chapter.)

ARTICLE VIII. Fiscal Responsibility

Section 1. The fiscal year shall correspond to the fiscal year of the American Society of Indexers and the local Chapter is financially responsible to ASI.

Section 2. The Treasurer's records shall be presented at the annual meeting of the Chapter (the last meeting of the fiscal year).

ARTICLE IX. Officers

Section 1. There shall be at least 2 officers:(a) a Chairperson or President and (b)a Chairperson-elect or Vice-President, and/or a Secretary, and/or a Treasurer. The officers form the Executive Committee.

Section 2. A term of office for President, Vice-President and Secretary shall be 1 year.  A term of office for the Treasurer shall be 2 years.

Section 3. Officers shall assume their duties at the end of the first meeting of each  fiscal year and shall serve for their term of office or until their successors are duly elected or appointed.

ARTICLE X. Nominations and Elections

Section 1. Officers shall be elected by the local Chapter.

Section 2. Only ASI members shall be eligible for office.

Section 3. The Chapter Chairperson shall appoint a nominating committee. The nominating committee shall select a slate of one or more nominees for each office. The Chapter membership shall vote according to the Chapter's Executive Committee's guidelines (e.g. by mail ballot, by secret ballot at a meeting).

Section 4. Vacancies in office shall be treated as follows:

  1. In the event of resignation, incapacity, or death of the Chairperson, the Chairperson-elect, or Secretary or Treasurer if no Chairperson-elect, shall become the Chairperson for  the remainder of the unexpired term.
  2. Vacancies in office other than Chairperson shall be filled by appointment for the unexpired term by the Executive Committee.

Section 5. No member shall hold the same office for more than 2 consecutive terms.

Section 6. Six months or more shall be considered a term of office in determining eligibility for reelection.

ARTICLE XI. Duties of Officers

Section 1. The Chairperson shall be the principal officer of the Chapter, and perform the following duties:

  1. Preside at all meetings of the Chapter and the Executive Committee.
  2. Appoint standing and special committee chairpersons with the approval of the Executive Committee.
  3. Serve as ex-officio member of all committees except the nominating committee.
  4. Bring to the attention of the Chapter all pertinent information from the American Society of Indexers.
  5. Approve, in writing, all disbursement of funds.
  6. Send the names and addresses of all officers and chairpersons to the Chapter Relations Chairperson immediately following election or appointment; and an immediate report of any changes affecting the officers.

Section 2. The Chairperson-elect shall perform the following duties:

  1. Preside, in the absence of the Chairperson, at all meetings of the Chapter and the Executive Committee.
  2. Become Chairperson for the unexpired term in case of resignation, incapacity, or death of the Chairperson.
  3. Serve in such capacities, as assigned by the Chairperson.
  4. Assume responsibility for program planning for the Chapter.

Section 3. The Secretary of the Chapter shall perform the following duties:

  1. Take and record accurate minutes of the proceedings of all meetings of the Chapter and Executive Committee.
  2. Preserve in a permanent file all records and letters of value to the Chapter and its officers.

Section 4. The Treasurer shall perform the following duties:

  1. Have charge of all monies of the Chapter and shall report about the current financial state of the Chapter at all meetings.
  2. Apply for and receive per member allotment of the Chapter from the Treasurer of the American Society of Indexers, to be used for activities of the local Chapter.
  3. Pay all bills upon written authorization of the Chairperson.
  4. Keep an itemized record, in a permanent file, of all receipts and expenditures.
  5. Deliver within 2 weeks after expiration of term of office all books, records, and papers to the newly elected Treasurer.

Section 5. Each officer shall deliver, immediately after retiring from office, all accounts, books,  records, papers, and other property belonging to the Chapter to the newly elected officer.

ARTICLE XII. Meetings

Section 1. Regular meetings shall be held at least twice a year.

Section 2. The first regular meeting of each fiscal year shall be designated the Annual Meeting, at which time reports summarizing the year's activities shall be given.

Section 3. Special meetings may be called by the Chairperson or by any 5 members, provided that all members are notified of time, place, and purpose of the meeting.

Section 4. A minimum of 10 Chapter members shall constitute a quorum.

ARTICLE XIII. Executive Committee

Section 1. The elected officers of the Chapter shall constitute the Executive Committee.

Section 2. The Executive Committee shall meet on call by the Chairperson, or by any 2 members of the Committee, for the consideration of special matters between regular meetings of the Chapter.

Section 3. Standing and special committee appointments made by the Chairperson shall be subject to the approval of the Executive Committee.

Section 4. A majority of the elected officers shall constitute a quorum for a meeting of the Executive Committee.

ARTICLE XIV. Standing Committees.

Section 1. The Standing Committees of the Chapter shall be the Membership Committee, the Program Committee, and the Publicity Committee.

Section 2. Only ASI members shall be eligible for the chairmanship of the standing committees.

Section 3. Committee chairpersons and members shall be appointed for a term of 1 year and may be reappointed. No committee chairperson shall serve more than 3 consecutive years as chairperson of the same committee.

ARTICLE XV. Amendments

Section 1. Amendments to the bylaws may be proposed by the Executive Committee or by a Bylaws Committee. Individual members may submit suggested bylaw changes to the Chairperson of the Bylaws Committee or to any member of the Executive Committee.

Section 2. All proposed amendments shall be sent in writing to every member of the Chapter.

Section 3. Amendments to bylaws may be approved by a two-thirds vote of the responding member by mail ballot or by secret ballot at the meeting.

Section 4. The final adoption by the Chapter of amendments to or revisions of these bylaws shall be contingent upon the approval of the Board of Directors of the American Society of Indexers.

Section 5. When an amendment that affects Chapter bylaws is adopted by the American Society of Indexers, the Chapter shall automatically amend its bylaws to conform.

ARTICLE XVI. Dissolution

Upon dissolution of this Chapter, all its assets remaining after payment of all costs and expenses of such dissolution shall be distributed to the American Society of Indexers, and none of its assets will be distributed to any member or officer of this Chapter.

Approved by Chapter membership
Approved by ASI Board of Directors

updated 4/30/2001