President


PRESIDENT

 

1. Qualifications

2. Charge

3. Term of Office

4. Duties (I): Meetings

5. Duties (II): Other Responsibilities

 

1. Qualifications

The candidates for President must:

a. be a member in good standing of the Society at least 40 years of age

b. have been a member of the Board;

c. have been an active participant in the Society;

d. be organized, experienced in chairing meetings (or knowledgeable about business meeting protocols), accomplish tasks in a timely fashion, and provide leadership;

e. be considered acceptable as a presidential candidate by a majority of the Board;

2. Charge

The President serves as the executive officer and official representative of the Society. In order to realize the purposes of the Society, the President coordinates all functions of the Society and keeps in close touch with the Board members and committee chairs. The President maintains especially close contact with the Executive Director and editors of Society publications. The President may serve ex-officio on all committees except the nominating committee.

The President must set the scholarly and philosophical tone of the Society so as to ensure that all officers and members are inspired to make a maximum contribution of time and effort to the accomplishment of the Society's goals. His/her work as President should enhance the general progress and eventual effectiveness of the Society's efforts to discover and disseminate accurate information pertaining to all aspects of American musics and music in the Americas.

3. Term of office

The President shall serve a two-year term, preceded by one year as President-elect and followed by one year as Past President. The Past President is chair of the Publications Council and an ex-officio member of the Development Committee.

4. Duties (I): Meetings

a. Conducting meetings

At Board meetings, the President ensures that business is transacted expeditiously. She/he also clarifies appointments and responsibilities designated at the meeting so that they may be accurately reflected in the minutes. The President presides at the annual business meeting of the Society, preserves order and decorum, and adjudicates points of order in consultation with the parliamentarian. The President maintains appropriate communication with the Board.

b. Review of the minutes

Within two weeks after each Board meeting the President reviews the minutes, ensures that the summaries are complete and accurate, and returns the minutes to the Secretary for distribution and publication.

5. Duties (II): Other responsibilities

a. The President notifies all candidates (winners and losers) of the results of elections.

b. In consultation with the Board, the President appoints:

1. the chairs of standing committees and ad hoc committees

2. local arrangements and program chairs for conferences and meetings.

After an invitation for a national conference has been accepted by the board, the President sends a letter to the host institution, accepting the invitation. In consultation with the chair of the Conference Site Selection committee and the Conference Manager, the President appoints the Chair of the Local Arrangements Committee. The President appoints the Chair of the Program Committee for that meeting, ideally two years in advance of the conference, so that person can participate as a member of the Program Committee for the coming conference

3. in consultation with the chairs, and with approval of the Board, all other members of committees,

4. Board member representatives as designated, such as the Board Liaison to the Student Forum, and others.

5. representatives to other organizations

6. special appointments for Society tasks, such as Executive Director, archivist, ACLS delegate, RILM liaison, COPAM representative, etc.

7. two tellers to count the ballots for the national election.

c. Charges

The President provides a written charge for every committee and individual appointee making it clear to whom each appointee must report, in what forms, how often and under what circumstances, and specifying annual or more frequent reports, budget requests, and attendance at meetings. All such written charges are made available to the Board, and are included in the Handbook.

d. Creation and dissolution of committees

The Board or the Society may direct the President to appoint standing committees in addition to those specified in the By-Laws. Special ad hoc committees may be appointed by the President as deemed necessary to carry on the work of the Society. The President dissolves special committees when they have fulfilled their charge. The President may recommend to the Board the dissolution of Interest Groups that no longer meet the criteria for which they were organized.

e. Annual report and Bulletin column

The President writes an annual report to the members for presentation at the annual business meeting and/or publication in the Bulletin. The President also writes a regular column for the Bulletin to keep members informed of the current business of the Society.

f. Orientation of new Board members and officers

The President and Executive Director conduct an orientation session with new Board members and officers prior to their first Board meeting. At such sessions, the President will normally both identify issues scheduled to be discussed at the subsequent Board meeting and recapitulate the Board's discussion of those issues to date.

g. Citations

The President is responsible for assigning the texts of awards and citations in consultation with the Chair of the Honors and Awards committee. The President arranges for the announcement of the recipients of honors, awards, and citations at the annual conference of the Society.

h. Calendar

The President and the Executive Director prepare and maintain the official calendar of the Society and a calendar of appointees and terms. Copies of the official calendar are distributed to all whose responsibilities are specified in it or are related to the scheduled items.

i. Finance

1. The President consults with the Finance Committee in preparation of the budget. The President may, at her/his discretion, review the Society's finances (including disbursements) and review contracts negotiated by the Society.

2. When appropriate, the President acknowledges, with letters of appreciation and support, those who have served the Society, including committee chairs and special appointees.

j. Evaluation of staff

The President and other officers, as appropriate, review the performance of the Executive Director and other appointees, and recommend appropriate action to the Board prior to the meeting at which appointments and reappointments are made.

k. Current communications

As a matter of course, the President copies the Executive Director and Secretary on all correspondence.