1. Dues – The annual dues of the Society shall be fixed by the Advisory Council payable to the Executive Coordinator or his/her agent. Dues are payable January 1 each year.
2. Reimbursement of Expenses – The President, other officers, and staff shall be reimbursed for reasonable expenses in carrying out the duties of their offices. If funds are available from outside sources, members who serve on committees or carry out special functions approved by the President may be ~ reimbursed for expenses, but no member shall receive fees for professional services except under specific authorization by the President and Advisory Council.
3. Duties of the President
A. Presiding over the meetings of the Advisory Council and general meetings of the Society, setting the agendas for these meetings, and ensuring the implementation of these bodies’ decisions.
B. Delivering a presidential address at the annual meeting that concludes his/her term.
C. Overseeing with the Advisory Council an annual evaluation of the offices of Executive Coordinator, Journal Editor, and Conference Coordinator. Such annual evaluations will be written, at least one paragraph in length, and presented to those who are evaluated to provide opportunity for response.
D. Overseeing the Society’s processes for elections and for amending its Constitution and Bylaws.
E. Serving on and chairing the Executive Committee, whose duties are outlined below.
F. Appointing the Treasurer and Conference Coordinator to six-year terms; and Social Media Coordinator, members of the Book Prize committee, members of the Broussard Best First Book committee, and members of the Mary Kelley Prize committee to three-year terms.
G. Overseeing any special committees that she/he and the Advisory Council might appoint for specific purposes.
4. Duties of the Executive Coordinator
A. Maintaining membership records including records of payment of dues.
B. Receiving, acknowledging, and depositing in some convenient account all gifts to SHEAR and other revenues from the publisher, subscription agency, or other sources.
C. Coordinating ongoing relations and fiscal transactions between the Society, its members, the Journal Editor, or any publishers, vendors, or other parties contracted to conduct the business of the Society.
D. Mailing and receiving of all communications between the Society and its members, such as reports, ballots, billings, announcements, and other assigned duties.
E. Preparing budgets (in cooperation with the Journal Editor) and providing appropriate financial data for the use of the President, Treasurer, Journal Editor, Advisory Council, and any other officers or agents of the Society
F. Authorizing and tracking routine disbursements for budgeted expenditures
G. Supervising any Administrative Assistant or Business Manager appointed to assist her/him in the performance of these duties.
H. Reporting annually to the Advisory Council such summary of activities as the Council shall require.
5. Duties of the Editor, Journal of the Early Republic
A. Performing all responsibilities associated with the management of the Journal of the Early Republic, including relations with the Journal’s host institutions, authors, the Editorial Board, direct supervision of any editorial staff, and coordination with any publishers, vendors, or other parties contracted to produce and distribute the Journal.
B. Recruiting and appointing, with the advice of the President and Advisory Council, members of the Editorial Board to assist with the development of content for the Journal
C. Recruiting and appointing, with the advice of the President and Advisory Council, a Book Review Editor for the Journal.
D. Appointing an annual prize committee for Best Article Prize.
E. Representing the Journal in all deliberations of the Society as an ex-officio member of the Advisory Council and Executive Committee.
F. Reporting to the President and the Advisory Council, and submitting an annual report to the Council.
6. Duties of the Treasurer
A. Holding, managing, and investing Society assets other than those operating funds assigned to the Journal or Executive Coordinator.
B. Preparing, in cooperation with the Executive Coordinator and Journal Editor, financial reports for the Society.
C. Arranging for audits of the Society’s financial records.
7. Advisory Council
A. The Advisory Council shall consist of twelve members, elected by mail ballot of the membership for three-year terms, one-third of the Council being elected each year. Nominations for the Advisory Council will be determined by the Nominating Committee.
B. The Advisory Council is charged with the responsibility of working with the President to develop and implement all phases of the Society’s efforts to fulfill its mission as a learned society. For this reason, all members of the Advisory Council, beginning with those elected in 1993, will be expected to attend all annual Council meetings, as will all ex officio members.
C. No member of the Nominating Committee may serve concurrently on the Advisory Council.
8. Executive Committee
A. The Executive Committee shall consist of the President, President-Elect, Immediate Past President, Treasurer, and Executive Coordinator.
B. The Executive Committee may speak for and take action for the Society pending review by the Advisory Council at the next annual meeting, provided that no action of the Executive Committee shall commit resources in excess of assets in hand nor bind the Society past the time of the next annual meeting without consent of the Advisory Council by means of mail, phone, or electronic poll email. The Executive Committee shall report any such activity or decisions by mail or email to the Advisory Council as soon as practicable.
C. The charge of this committee may be altered or expanded by majority vote of the Advisory Council at any annual meeting.
9. Investment Committee
A. An Investment Committee shall consist of a chair appointed by the President for a three-year term, the Treasurer, two members of the Advisory Council appointed by the President with staggered three-year terms, and an additional member of SHEAR not necessarily drawn from the Advisory Council appointed by the President for a three-year term renewable in the year that neither Advisory Council member is appointed.
B. The Investment Committee shall review and amend as appropriate SHEAR’s investment policy, oversee SHEAR investments by communicating on a quarterly basis after receipt of the quarterly report from the investment adviser, and review the checking account balance at least once per year, arranging transfers as appropriate.
10. Election of Officers–Nominating Committee
A. Elections for President-Elect and for vacancies on the Advisory Council and Nominating Committee shall be held annually by mail email ballot of the membership
B. The six members of the Nominating Committee will be elected in pairs of two to serve overlapping three-year terms.
C. Nominees for election to the Nominating Committee will be put forward by that Committee after soliciting suggestions from the membership as a whole. Members of the Advisory Council may not serve concurrently on the Nominating Committee.
D. Each vacancy on the Nominating Committee will be filled through an election by the voting membership of the Society. There will be two candidates nominated for each vacancy.
E. The duties of the Nominating Committee shall be:
1) To nominate annually for the approval of the membership a candidate for the position of President Elect.
2) To nominate annually pairs of candidates for election by the membership to the Advisory Council.
3) To nominate annually pairs of candidates for election by the membership to the Nominating Committee itself.
4) To make nominations consistent with the Society’s membership diversity in gender, race, geographical area, type of organization represented, historical field, and time period.
11. Vacancy in Office: A vacancy in the office of the Executive Coordinator, Treasurer, Conference Coordinator, or Journal Editor shall be filled by appointment by the President with the consent of the Advisory Council. A vacancy on the Advisory Council shall be filled by the remaining members of the Council until the next regular annual election for Council members. A vacancy in the office of President shall be filled by the President-Elect, who shall immediately contact the Advisory Council and inform them of the vacancy. The Advisory Council may select a President pro tempore to serve until the next regular annual election.