TERM OF OFFICE
The Chair is elected by the MARAC membership in odd numbered years and takes office at the conclusion of the Spring Meeting following the election. The term of office is two years and is eligible for re-election.
DUTIES AS SPECIFIED BY THE MARAC CONSTITUTION AND BYLAWS
Performs the customary duties of a presiding officer of a comparable organization as specified in Sturges’s Standard Code of Parliamentary Procedure, including chairing all Steering Committee meetings and regular and special business meetings of MARAC. (MARAC Bylaws § 1 A, D)
Appoints members to fill vacant Officer and Steering Committee positions on an interim basis until the next annual election. (MARAC Bylaws § 1 C)
Appoints, as follows:
- Members of all standing committees except for the Nominations and Elections Committee and the three award committees (Arline Custer, Distinguished Service Awards, and Finding Aids) to terms specified in the respective committee guidelines. (MARAC Bylaws § 5 B)
- Chairs of all standing committees except for Nominations and Elections Committee and the three award committees (Arline Custer, Distinguished Service, and Finding Aids) to terms specified in the respective committee guidelines. (MARAC Bylaws § 5 B)
- Members and chairs of all special committees and task forces created by the Steering Committee, to serve until their functions or assignments have been discharged. (MARAC Bylaws § 5 C)
- A Parliamentarian, who serves without term at the pleasure of the Chair.
- Liaisons to other organizations, whose terms correspond to the Chair’s own term.
- Members of ad hoc committees.
Appointments should reflect a diversity of the organization (i.e., newer vs. more established members; members from different kinds of repositories and different states with different areas of interest) and should include broad participation of MARAC members. In practice committee chairs often recommend potential members to the Chair who should consider those recommendations in the selection process.
Appointments typically start at the conclusion of a fall or spring meeting. Upon acceptance, the Chair should send the names of selected committee members to the MARAC Webmaster for inclusion on the website.
Committee members and chairs serve at the pleasure of the MARAC Chair and can be removed from their position at the discretion of the Chair. This practice is not encouraged but may need to be necessary to address inactivity by a committee member/chair or for other reason.
Schedules committee, chair, and officer appointments in a timely fashion so that they may take effect at the Spring Meeting each year, or as soon thereafter as possible.
Directs, generally, the work of all MARAC officers, liaisons, and committee chairs, subject to review by the Steering Committee.
Schedules and establishes the agendas for Steering Committee meetings and MARAC business meetings in accordance with the MARAC Constitution, Article 6, and MARAC Bylaws, Section 4, with the consent of the Steering Committee.
Sends notification and meeting agenda to Steering Committee members prior to the quarterly meetings of the Steering Committee. It is recommended that a call for agenda items and reports occur four (4) weeks before the scheduled meeting, and then again at one week’s notice.
Keeps all official records of the Chair and transfers those of vital and enduring value to the MARAC archives at the conclusion of his/her successor’s term.
Note: It is vital to have access to an up-to-date Constitution and Bylaws and understand rules for bylaw and constitution changes as well as other items not covered in the bylaws.
CONCLUSION OF TERM
At the conclusion of a Chair’s term, the incoming Chair should be briefed by the outgoing Chair. Once the election results are determined, it is recommended that the Chairs start the transition process soon thereafter. Of course the new Chair will need to be informed of any continuing activities that need to be coordinated and addressed.
Other important transition items include:
- Transferring specific documents needed for continuity. Note: the outgoing Chair should hold on to records until two years after the new term is complete and then transfer those records to the MARAC Archivist.
- Recommending the use of the At-Large Representatives (e.g., disaster relief,) or as an Executive Committee for some issues.
- Completing appointments still vacant.
- Developing and writing quarterly columns for the Mid-Atlantic Archivist (MAA).
- Addressing any forthcoming issues such as advocacy issues or the immediate need to create committees or subcommittees to address a specific topic/issue.
Samples of various documents produced by the Chair can be found in the Appendix:
- Chair’s report
- Appointment letters
- Thank you letters
- Agenda for Steering Committee and Business Meeting