22 Sep 2014

BY-LAWS

Article I Southern Region
Article II Membership
Article III Duties of Officers and Directors
Article IV Finances
Article V Elections and Filling Vacancies
Article VI Committees
Article VII Annual Meeting of the Members
Article VIII Publications
Article IX Affiliated Groups
Article X Amendments

ARTICLE I - SOUTHERN REGION

SECTION 1.  The Southern Region, for SDA purposes, shall include the following: Delaware, Maryland, District of Columbia, Virginia, West Virginia, North Carolina, South Carolina, Georgia, Florida, Kentucky, Tennessee, Alabama, Mississippi, Arkansas, Louisiana, Oklahoma, and Texas.
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ARTICLE II - MEMBERSHIP

SECTION 1.  The SDA shall have regular, student, and institutional members who pay dues as prescribed by the Board.  Regular members shall have all the rights and privileges of membership, including the right to vote and hold office.  Student members shall have the right to vote but not to hold office.  Institutional members shall not vote or hold office.

SECTION 2.  The membership year shall correspond to the calendar year, January 1 - December 31.

SECTION 3.  Notices for dues shall be distributed at least sixty (60) days prior to the beginning of a new membership year, with a follow-up notice to delinquent members sixty (60) days later.  The secretary-treasurer shall have the responsibility for determining when a member is in good standing.  Membership my be renewed upon payment of current dues.
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ARTICLE III - DUTIES OF OFFICERS AND DIRECTORS

SECTION 1.  The officers and directors of the SDA shall have such duties and responsibilities as are prescribed in the Constitution and the by-laws.  They shall share the other duties and responsibilities of the Board, and the SDA in general, as approved by the Board.

SECTION 2.  The president shall recommend the time and place of meetings of the Board, and shall preside at those meetings and at meetings of the members.  Except for financial matters, the president shall sign all formal instruments and agreements.

SECTION 3.  The secretary-treasurer shall have the following responsibilities:
a. Attend meetings of the Board and the members, and prepare minutes of such meetings.
b. Prepare a budget for the approval of the Board.
c. Handle the financial affairs of the SDA as prescribed by the Board.
d. Maintain current membership files.
e. Conduct elections and other activities requiring a vote of the members.
f. Perform such other duties as the Board may direct.
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ARTICLE IV - FINANCES

SECTION 1.  The fiscal year of SDA shall correspond to the calendar year, January 1 - December 31.

SECTION 2.  The amount of dues for each type of member, registration fees for meetings, and other financial obligations of members shall be determined by the Board.

SECTION 3.  The secretary-treasurer shall receive monies due SDA, maintain financial records, and make disbursements in accordance with the budget approved by the Board.  The secretary-treasurer shall make arrangements for the investment of funds, subject to the approval of the Board.

SECTION 4.  The Board shall be responsible for prescribing auditing procedures, and an audit statement shall be included in the annual report of the secretary-treasurer.
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ARTICLE V - ELECTIONS AND FILLING VACANCIES

SECTION 1.  For the annual election, the report of the nominating committee shall be communicated to the members and ballots mailed to all members in good standing by June 1.  Ballots returned to the secretary-treasurer within 30 days shall be counted.  The nominee for each office receiving the largest number of votes shall be considered elected.  In case of a tie, the Board will select one of the winners for the position.  Election results shall be communicated to the members.

SECTION 2. Except for vacancies filled by appointment or special election, terms of office shall extend for the SDA fiscal year.

SECTION 3. The secretary-treasurer shall be elected by the Board for a three-year period.  The Board shall select a new candidate secretary-treasurer not later than five months before the expiration of the term, to permit the incumbent to familiarize the candidate with the duties and activities of the position.

SECTION 4. A special election to fill a vacant position of president-elect shall be conducted by mail ballot as soon as possible after such a vacancy occurs.  Procedures for such special election shall be prescribed by the Board.

SECTION 5. The regular term of office of a director shall be three years.  A director who has served as vice-president shall remain on the board for any unexpired portion of his or her term as director.

SECTION 6. Other vacancies occurring on the Board through election to other office, death, or resignation, shall be filled as follows, for the time-periods specified:
a. President -- by vice-president -- until end of fiscal year.
b. Vice-president -- election by the Board -- until end of fiscal year.
c. Past president -- not filled, remains vacant.
d. Secretary-treasurer -- election by the Board -- three-year period.
e. Directors -- appointment by president with approval of the Board -- until end of fiscal year, and, if required, election to complete unexpired term.
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ARTICLE VI - COMMITTEES

SECTION 1.  There shall be a nominating committee of three (3) members, one of whom is designated as chair, appointed by the president with the approval of the Board, which shall serve for one year.  The committee shall nominate candidates for president-elect and director(s), as required for annual or special elections.  At least two candidates shall be nominated for each office to be filled. Any regular member in good standing shall be eligible for election to office.

SECTION 2.  There shall be a program committee, chaired by the president-elect, to arrange the program for the annual meeting of the members.

SECTION 3.  There shall be a publications committee, chaired by the past president and with two (2) members appointed by the president with the approval of the Board.  This committee will be established at least two years before the SDA\'s official journal is scheduled to change editorships.

SECTION 4.  There shall be such other standing or ad hoc committees as are required to conduct the affairs of the SDA.

SECTION 5.  Reports of the activities of committees shall be communicated to the Board or the members as directed.
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ARTICLE VII - ANNUAL MEETING OF THE MEMBERS

SECTION 1.  There shall be an annual meeting of the members to be held at a time and place designated by the Board.  Such meetings shall be held at places where all members shall have full access to all accommodations.

SECTION 2.  The annual meeting shall include at least one business session at which the constitutional requirements shall be met and such other business conducted as is necessary to further the objectives of the SDA.

SECTION 3.  For purposes of transacting business at a regular or special meeting of the members. a quorum shall consist of twenty-five (25) members.

SECTION 4.  The current edition of Roberts Rules of Order shall govern the SDA in all parliamentary situations that are not provided for in the Constitution, by-laws, or duly adopted rules.

SECTION 5.  The program at the annual meeting shall include at least one plenary session.  Other sessions, panel discussions, round tables, etc. shall be at the discretion of the program committee.

SECTION 6.  The program shall reflect the interests of the members and the Board and shall support the designated objectives of the SDA. Participants shall be representative of the wide spectrum of organizational affiliations of members.  The program committee shall not schedule any participant as the primary author of more than one presentation.  Persons who present papers at the meeting must pay the relevant registration fee.
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ARTICLE VIII - PUBLICATIONS

SECTION 1.  The official journal of the Southern Demographic Association is Population Research and Policy Review.  The Board shall appoint an editor for this journal, for a term to include responsibility for three annual volumes.  The journal editor shall serve ex officio as a nonvoting member of the Board.

SECTION 2.  There shall be a newsletter published and distributed as prescribed by the Board.  The Board shall appoint the editor, or coeditors, of the newsletter.  The editor or coeditors shall serve ex officio as nonvoting member(s) of the Board.

SECTION 3.  On occasion a directory of members shall be published, and there shall be such other publications as the Board may approve.
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ARTICLE IX - AFFILIATED GROUPS

SECTION 1.  The SDA shall encourage the development of state and local or special-interest groups of professional demographers and others interested in population studies concerning or relevant to the South.

SECTION 2.  Groups which have formally organized and which wish to become affiliates of SDA shall make application to the president at least thirty (30) days prior to a regular meeting of the Board.  The Board shall consider each application at its next regular meeting and inform the applicant group of its decision immediately thereafter.

SECTION 3.  The participation of SDA and affiliated groups in each others\' activities shall be as mutually agreed upon.
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ARTICLE X - AMENDMENTS

SECTION 1.  Amendments to the by-laws may be proposed by individuals or groups of members or by the Board.  They become effective immediately following approval and adoption by the Board.  Changes in the by-laws shall be communicated to the members.
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