THE UCLA STUDENT CHAPTER OF THE ASSOCIATION OF MOVING IMAGE ARCHIVISTS (AMIA) CONSTITUTION

Articles:

I. NAME: The name of this organization is The UCLA Student Chapter of the Association of Moving Image Archivists.

II. PURPOSE:

A. To promote the exchange of ideas and interaction among its members, the profession, and the Association of Moving Image Archivists (AMIA) through social and intellectual activities.

B. To provide a forum for the discussion and education of its members in the moving image archival profession, to promote interaction with professional moving image archivists, and to encourage participation in such activities.

C. To foster cooperation and mutual understanding in supporting archival theories and practices.

D. To support and develop mutual interests with other UCLA student groups from within the Department of Information Studies and the Department of Film and Television, such as the student chapters of the Society of American Archivists, the American Library Association, the American Society for Information Science, and similar student chapters at other universities.

III. MEMBERSHIP & NON-DISCRIMINATION STATEMENT:

A. Membership in the organization is open to all currently enrolled students at the University of California, Los Angeles interested in the moving image archival profession.

B. The UCLA Student Chapter of the Association of Moving Image Archivists, in accordance with applicable Federal and State law and University Policy, does not discriminate on the basis of race, color, national origin, religion, sex, disability, age, medical condition (cancer related), ancestry, marital status, citizenship, sexual orientation, or status as a Vietnam Veteran or special disabled Veteran. The UCLA Student Chapter of the Association of Moving Image Archivists also prohibits sexual harassment. This non-discrimination policy covers organization membership, access to organization programs and activities, and the general treatment of members in the organization.

C. At least five (5) active members in good standing will maintain student chapter status.

IV. OFFICERS AND ADVISORS:

A. The officers of the organization shall be president, vice president, secretary, and treasurer. No person will be permitted to hold more than one office. The officers, together with the student chapter advisor, will comprise the Executive Committee and will be responsible for the administration of the organization.

B. The advisor shall be a member of AMIA and will counsel the student chapter as needed. The advisor will serve as a liaison between the student organization and AMIA and the Department of Information Studies and the Department of Film and Television.

C. In the event of a vacancy in the presidency, the vice-president shall assume that office and maintain that office for the remainder of the term. All other officer vacancies will be filled by a majority vote of the Executive Committee. The individual designated to such a position will hold that office for the remainder of the term.

V. DUTIES OF OFFICERS:

A. The President will act as chair of the Executive Committee and preside over chapter meetings. The president will be responsible for all chapter correspondence, functions, and activities. The president will prepare an agenda for chapter meetings to be dispersed to its membership at least one week prior to the meeting. The president will also maintain communication with AMIA.

B. The Vice-President will assume the duties of the President in the latter's absence and in the event the position of President becomes vacant. The Vice-President will assist the President as directed.

C. The Secretary will be responsible for chapter correspondence and recordkeeping, including taking minutes of meetings, recording student membership attendance, maintaining event information, disseminating the agenda and other information to the membership, and preparing the annual report.

D. The Treasurer will be responsible for maintaining financial records, coordinating fundraising, and overseeing chapter funds.

VI. ELECTIONS AND TERMS OF OFFICE:

A. Elections for the offices of President, Vice-President, Secretary, and Treasurer will be held by a secret ballot in the Spring before the close of the Academic year and will allow students one week to cast their ballots.

B. All members of the Student Chapter of the Association of Moving Image Archivists in good standing are eligible to vote.

C. A student member of the Association of Moving Image Archivists will be appointed to serve as an Election Coordinator to oversee the election process, including notifying the membership of candidates and election dates. The Election Coordinator may not run for office for that particular election.

D. Each student running for office must be a member of AMIA and will serve a term of one year and may be reelected to an additional term of one year.

VII. MEETINGS:

A. Meeting dates and times will be determined by the Executive Committee and will follow procedures set by the same. Notice of meetings will be made available to students within the Department of Information Science and the Department of Film and Television. The first meeting of the academic year will be held within the first two weeks of classes.

B. Twenty-five percent (25%) of the total membership constitutes a quorum for the transaction of business.

VIII. COMMITTEES: Ad hoc committees will be appointed from within the chapter membership in concurrence with the Executive Committee as necessary in order to meet its objectives. A member of the Executive Committee will be appointed by the President to chair each committee.

IX. BYLAWS AND AMENDMENTS: A. The Constitution and bylaws will constitute the basis for the chapter's operating procedures. The Executive Committee is authorized to adopt such laws as needed to regularize the administrative practices and procedures of the chapter. B. Proposed amendments to the constitution may be introduced by any member at any meeting and decided by a vote at the next scheduled chapter meeting consisting of at least twenty-five percent (25%) of the total membership. C. The constitution and bylaws will be made available to all members.

X. DISSOLUTION: In the event of the dissolution of the chapter, any remaining funds or assets will be allocated as designated by the Executive Committee in office at the time of dissolution.

XI. FINANCES: A. All expenditures must comply with applicable University policies, regulations, and procedures, and must also be approved by the Executive Committee before funds may be disbursed. Receipts and bills must be submitted prior to disbursement of funds. B. The Student Chapter of the Association of Moving Image Archivists will make its financial records available to authorized University officials and the AMIA Board upon request.

XII. ANNUAL REPORT: A report on the current activities of the chapter will be prepared and submitted yearly to the AMIA for review, to include: the names of all members of the student chapter, the names of the Executive Committee, and a summary of chapter events and activities of the past year.

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