Bylaws of the Council for Asian Musicology
1. Membership Categories and Privileges
Membership in the council shall be divided into the following classes:
(a) Patron—Person who contributes $1,000 or more to the Association.
(b) Life Member;Person who contributes $ 300 or more tothe council.
(c) Honorary Member;Person selected to this status by the Board of Directors.
(The above three classes of members are exempted from payment of annual dues. They shall receive life subscriptions to the Journal of Asian Musicology, so long as these are published by the Association.)
(d) Regular Member;Person who pays Regular Member annual dues.
(Regular members shall receive the Journal of Asian Musicology so long as these are published by the Association; in addition, they may receive other publications on terms to be determined by the Board of Directors.)
(e) Associate Member;Spouse or partner of a Regular Member and who pays the annual dues. (Associate Members shall not receive the periodical publications of the Association, with the exception of the Annual Meeting Program which shall be received by both Regular and Associate Members.)
(All members in good standing in classes (a) through (e) have voting rights in the council at Annual Membership Meetings and special Membership Meetings. "Good standing" is lost when dues are six months in arrears.)
Dues will be changed by a vote of the Councils and the Board of Directors.
3. Fiscal Year
The fiscal year of the council shall end on December 31.
(a) Income from dues, bequests to the Association, sale of periodicals, or other sources of income generated directly by the council shall be regarded as a General Fund available for publications, salary obligations, and other current expenses.
(b) Specific grants or contributions may be requested and accepted by the Board of Directors for special projects.
(c) A revolving fund may be established in connection with the publication of monographs and related publications, and funds obtained for the publication of or from the sale of monographs and related publications shall be deposited in this revolving fund to be used only for such publications.
(d) The Board of Directors is charged to supervise the use of the Association’s funds.
Contracts or other obligations shall be signed by those officers of the Association, or its agents, to whom the Board of Directors has specifically delegated the authority.
6. The President
The President shall be presiding officer of the council and Chairperson of the Board of Directors, and shall exercise the duties and responsibilities commonly associated with the office.
The Vice-President shall assume the duties of the President, holding the title of Acting President, in the event of the absence, death, resignation, or in capacity of the President; and in such case the Vice-President shall still succeed to the office of the President in the following year.
8. Executive Director
The Executive Director shall be appointed by the Board of Directors and serve as the chief administrative officer of the Association. It shall be his or her duty, under direction of the Board, to direct the Secretariat, to oversee the affairs of the Association, and to have responsibility for the continuing operations of the Association. The Executive Director has charge of the records and general correspondence of the Association; keeps the membership and subscriber lists; collects dues and subscriptions; manages accounts; makes arrangements for the Annual Meeting, maintains relations with other scholarly associations as appropriate; provides support to the Councils and Committees of the Association; advises on policies, programs and procedures; and performs such other duties as may be specified in the Constitution or Bylaws or be assigned by the Board of Directors. The organization and management of the Secretariat shall be reviewed by the Board of Directors annually. The Executive Director serves as an ex-officio member, without vote, of the Board of Directors.
9. Finance Committee
The Finance Committee shall consist of the Vice-President, the Executive Director, and other members to be appointed by the Board of Directors. The terms of office shall be staggered and one of the appointed members shall be chair. The comptroller of the council shall be the secretary of the Committee without vote. The Finance Committee shall review the budget of the council and all of the Association’s investments, and shall advise the Board of Directors annually on the financial condition of the Association.
10. Nominating Committee
(a) The Nominating Committee shall prepare a list of nominees to include one or more persons for the office of Vice-President, at least seven persons for each of the area councils, and at least three persons for each of the electing regional conferences.
The Council of Conferences shall submit to the Nominating Committee at least three candidates and at least three alternatives for each of the eligible conference slates as recommended by these eligible conferences. The Nominating Committee shall make its selection of nominees from the list submitted by the Council of Conferences. Each area council shall submit to the Nominating Committee at least seven candidates and at least five alternates.
Members of the council for Asian Studies are invited to submit nominations for any of these offices other than membership on the Council of Conferences to the Nominating Committee for its consideration.
(b) Subject to Bylaw 10 (e) below, it (the Nominating Committee) shall include among the nominees on the list it prepares the names of all persons nominated by petition signed by one percent of the membership in good standing with voting rights, but it may distinguish between its own nominees and those nominated by petition. Petitions for nominations must be submitted within 30 days after the announcement of its slate by the Nominating Committee.
(c) In drawing up the list of nominees, the Nominating Committee should seek to provide an equitable representation of the ages, sexes, national origins, disciplines, locations of residence, and geographical area of specialization as found in the membership, but is not bound by any particular formula.
(d) Before presenting the list of nominees to the Executive Director, the Nominating Committee shall have ascertained, with respect to each person considered for inclusion on that list (1) whether the person is a member in good standing with voting rights, and (2) whether the person gives the committee written permission to make the person a nominee.
(e) The Nominating Committee shall send the list of nominees to the Executive Director at least 120 days before the convening of the Annual Meeting.
(a) The list of nominees shall be distributed by the Executive Director to all members entitled to vote no less than 60 days before the next Annual Membership Meeting. The document received by each member entitled to vote shall be in the form of a ballot, but with language on it authorizing the Executive Director to cast the member’s vote in accord with the way the member marked the document.
(b) The document shall be so prepared that it is secret and yet will enable the Executive Director to prevent irregularities. The votes shall be counted by the Executive Director, or persons duly designated, and the results shall be announced at the Annual Membership Meeting.
(c) Each member in good standing with voting rights is entitled to vote for one nominee for Vice-President, for three nominees for one of the four area councils (China and Inner Asia Council, Northeast Asia Council, South Asia Council, Southeast Asia Council), for one nominee in any of the other three area councils, for one nominee for the conference of his/her choice for the Council of Conferences. The three persons receiving the highest number of votes for each area council shall have been elected to that council for a three-year term: and the person receiving the highest number of votes for each of the eligible conference slates shall have been elected to the Council of Conferences for a three year term. However, area council election rules may be modified by the board, in consultation with the affected council, to ensure that a designated subarea will be represented by at least one council member.
(d) In case a position becomes vacant among any of the elected officers, directors, or council members, the position shall be filled for the remainder of the term by the person who received the next highest number of votes for that position.
(e) Persons elected to the Board of Directors or to the councils may not immediately succeed themselves for another term on the Board or on that council.
12. Council of Conferences
(a) The Council of Conferences represents the interests of the several regional conferences concerned with Asian studies.
(b) It shall be charged with promoting and developing interest in Asia and the encouragement of the scholarly and more popular understanding of Asia in the regions of its concern. The Council of Conferences shall serve as a liaison between the Board of Directors and participants in the various conferences.
(c) The Council shall consist of one member from each regional conference elected for three-year staggered terms so that new members shall be elected each year.
(d) The Council of Conferences shall consult with the constituent conferences to assure an appropriate rotation of actual nominations for the council so that no constituent conference is unrepresented on the council. In case a position becomes vacant among the members of the council, the position shall be filled by the person nominated by the same regional conference who received the next highest number of votes for that position.
(e) The Council of Conferences shall elect its chairperson and vice-chairperson annually from among its membership. These council officers may be reelected for more than one term. The chairperson shall be a member of the Board of Directors.
(f) The Board of Directors shall consult the Council of Conferences on staffing and policy, and may request the council to designate a representative of that council to serve on any committee of the Association.
14. Annual Meeting
An Annual Meeting shall be held each year at a time and place to be determined by the Board of Directors. Announcements of the time and place shall be sent to members at least 60 days before the Meeting by the Executive Director.
15. Program Committee
The Program Committee shall arrange carefully planned sessions for the Annual Meeting featuring papers, round tables, and discussions. A printed program shall be prepared.
16. Annual Membership Meeting
(a) There shall be an Annual Membership Meeting open to all members and guests of the council to be held at the time and place of the Annual Meeting of the Association, and whose time and place shall be announced in the program.
(b) The President, or, in that officer’s absence, the Vice-President, shall preside.
(c) Two percent of the total membership of the council shall constitute a quorum, but in no event shall a quorum be constituted by less than 100 members. In the absence of a quorum, the Annual Membership meeting may be held, but no votes may be taken.
(d) Only members in good standing with the right to vote may vote at the meeting.
(e) Voting shall follow normal parliamentary procedure for advancing the meeting’s business. No item shall be voted on at the Annual Membership Meeting unless (1) all members prior to the Meeting, received proxy documents from the Executive Director in the form of mail ballots with respect to the item and they had a reasonable opportunity to vote on the item by such documents; or (2) the vote seeks only to determine the "sense of the meeting;" or (3) the vote seeks only to submit the question to the membership at such future time as they shall have received proxy documents in the form of mail ballots to permit them to vote although they are not present at a Membership Meeting. Any vote to submit a matter to the general membership must be passed by a two-thirds majority of those present and voting, providing there is a quorum at the time the vote is taken.
(f) There shall be an agenda prepared by the Executive Director which normally shall include an address by the President, a report by the Executive Director and by the editor of the Journal of Asian Musicology an announcement of the results of the election, and other business.
(g) Under "Other Business," resolutions may be presented by any member in good standing with voting rights, and may be voted upon to determine the "sense of the meeting." If, however, a resolution is designed to determine council policy, to instruct the Board, or to amend the Constitution or Bylaws, such resolution must be submitted in writing to the Executive Director long enough in advance that it can be reproduced and be made available on the first day of the Annual Membership Meeting and be distributed to members attending the Annual Membership Meeting. A two-thirds majority of those members present and entitled to vote, and constituting a quorum, shall be required to pass such a resolution. If passed, such a resolution shall be submitted to the membership under procedures described in Bylaw 18.
Procedure in all meetings of the Association, its councils, committees, or agencies shall be governed by the latest edition of Robert’s Rules of Order, unless otherwise specified in the Constitution or Bylaws.
(a) Referenda are defined as the casting of votes by the membership in good standing and with voting rights on issues other than election, provided each member has been furnished a proxy in the form of a mail ballot. Referenda may be initiated by the Board of Directors, by vote at the Annual Membership Meeting as specified in Bylaw 16 (e), or by petition by three percent of the members in good standing with voting rights.
(b) The Board of Directors may present its opinion on a referendum-issue in writing at the time the proxy in the form of a mail ballot is sent to the membership. If one or more members interested in a referendum-issue in timely fashion (1) tenders payment of all expenses and (2) furnishes the text of an opinion on a referendum-issue he/she wants distributed to all members, the Executive Director shall present that written opinion at the time when the proxy in the form of a mail ballot is sent to the membership.
(c) The result of the vote by members in good standing with voting rights shall be decided by a majority of those voting.
19. Publications Committee
(a) There shall be a Publications Committee that shall make recommendations to the Board with regard to the publications policy of the Association. It will recommend structures and procedures for the production of all AAS publications, including electronic media. The Committee will nominate to the Board committee members, editors, etc.
(b) The Publications Committee shall be composed of the officers of the Association, plus other members appointed by the Board for three-year terms. The Past President shall serve as chair of the Committee.
The editors of the periodical publications shall edit and manage their respective publications, prepare annual reports and budgets, and may have authority to make contracts and other necessary arrangements, subject to review or direction by the Board of Directors. They shall nominate for Board approval the editor and assistants who are to be associated directly with them in preparing their publications.
The Bylaws may be amended by a majority vote of those members in good standing with voting rights voting in the manner provided in Article of the Constitution. Amendments may be initiated: (a) by the Board of Directors; (b) by members attending the Annual Membership Meeting or (c) by a petition signed by three percent of the membership in good standing and with voting rights.