Bylaws of the Northeast Popular Culture/American Culture Association
The name of the association shall be the Northeast Popular Culture/American Culture Association.
The purpose of the association shall be to encourage and to assist in the study of popular culture and American culture: by bringing together the various intellectual disciplines, academic and non-academic areas included, which may deal with the subject matter; by fostering interdisciplinary research endeavors; and by encouraging interested persons to study popular culture and American culture and to belong to the Association.
The activities of the Association shall be directed by an Executive Council which shall be composed of the following officers: President, Program Chairperson, immediate Past President, Secretary-Treasurer, and up to five Members-at-Large elected by the membership. The Executive Council shall provide for the bonding of the Secretary-Treasurer and shall direct the business of the Association between the annual meetings.
The selection of officers shall be as follows: The Program Chairperson shall automatically move to the Presidency. The Secretary-Treasurer shall be elected for three year terms (renewable). Members-at-Large served three-year terms, once renewable. The selection of these persons shall be made in the third year of service except when a position is vacated for some reason. Vacated positions shall be filled with dispatch by action of the Executive Council and the membership shall be informed of such action at the next annual meeting. All election shall be by majority vote of all members present and voting at the business meeting of the Association held at the annual meeting. Written proxies shall be allowed. The Program Chairperson is chosen by majority vote of the members present at the business meeting of the Association held at the annual meeting. Written proxies shall be allowed. The President presides at the annual Business Meeting.
Amended October 31, 2015: Under a new initiative titled the James P. Hanlan Leadership Award, one member of the Executive Council shall be a graduate student who resides or attends school in New England or New York. This individual shall be appointed for one year (renewable).
The voting members of the Association shall consist of all persons who have paid their annual dues. The amount of the dues and the registration fee for the annual meeting shall be determined by the Executive Council.
Various committees shall be elected or appointed for specific assignments as the Executive Council deems appropriate.
The Association shall publish a newsletter at such times as the Executive Council finds appropriate. There shall be at least one newsletter per year.
Amended October 30, 2014: The newsletter shall be published in electronic form.
A financial statement shall be issued annually in the Association newsletter, and it shall be the responsibility of the Secretary-Treasurer to provide the newsletter editor with this report.
The Bylaws of the Association may be amended as follows: Amendments must be submitted to the Executive Council at least one month prior to the Annual meeting at which they will be discussed. Immediately after the annual meeting, the Secretary-Treasurer shall inform the membership as to the disposition of the amendments. Amendments are passed by a majority vote of the members attending the annual business meeting. The membership at large may amend by two-third vote in a mail ballot.
The Executive Council shall create and periodically review the job descriptions for each of the Association’s officers. The Secretary-Treasurer shall provide each officer with the appropriate job description when the officer assumes office.
NEPCA Officers’ Job Descriptions
Current version amended June 30, 2014 unless specified otherwise)
Job Description: President
- Takes office at the end of the annual meeting.
- Presides over meetings of the Executive Council and any other meetings of the Association.
- Consults with the Secretary-Treasurer, Program Chair, and Local Arrangements Chair regarding the annual conference.
- Assists the Local Arrangements Chair.
- Solicits and receives proposals for conference sites and hosting arrangements.
- Serves as ex officio member of all committees.
- Insures that the Executive Council is informed about the operations of the Association through periodic communication.
- Consults with the Local Arrangement Chair as to the best ways to involve institutions in the region of the conference site in the conference.
- Arrange for pre-program, inter-program, and post-program meetings of the Executive Council.
Job Description: Past President
- Serves as member of the Executive Council.
- Attends to follow-up details of the annual conference including notes of appreciation to Program and Local Arrangements Chair, local arrangements staff, hotel staff, cooperating institutions, etc.
Job Description: Secretary Treasurer
- Elected for a three-year renewable term by the Executive Council. Serves as a member of the Council and as an ex officio member of all committees, provides a mailing address for the Association and conducts all correspondence not more appropriate to other officers.
- Is responsible for the treasury, including receiving and recording all monies received and dispersed, completing any forms for state or federal agencies, consults with the President if there are any doubts as to the appropriateness of expenses, maintains financial records and transfers these to his/her successor in good order.
- Supplies new officers with job descriptions.
- Take minutes at the general business meeting and any Executive Council meetings.
- Maintains a fair copy of the bylaws, insures that all officers have copies, sees to it that all new members have copies, and consults with the Executive Council as to possible amendments.
- Assists the Program Chair and Local Arrangement Chair as needed.
Job Description: Newsletter Editor
- Appointed by Executive Council for a three-year, once renewable term.
- Assumes primary responsibility for Newsletter publication.
- In consultation with the Executive Council, develops editorial policy for the Newsletter.
- Attends meetings of the Executive Council.
- Endeavors to respond to requests of offices as to the placement of items in the Newsletter.
- Unless otherwise designated, the Executive Secretary will serve as Newsletter Editor.
Job Description: Member at Large
- Attends meetings of the Executive Council.
- Carries out request of the President.
- Proselytizes for the Association.
- Informs the Executive Council on matters of interest.
- Recommends potential officers.
- Accepts special assignments from the Newsletter Editor.
- Evaluates the meeting and the program and suggests improvements.
Job Description: Program Chair
- Sends out notices of next year’s conference to journals so as to provide for timely publication of such notice.
- Maintains and adds to the list of journals appropriate for publicity notice.
- Receives program proposals, promptly informs submitters as to acceptance, advises submitters on improving proposals, informs participants as to length of presentation time, session structure, fees, registration costs, etc.
- Sends list of participants to the Secretary-Treasurer so that an accurate list of dues paying members can be drawn up and mailing lists can be updated.
- Maintains constant liaison with the Local Arrangements Chair, the President, and the Secretary-Treasurer.
- Receives files from outgoing Program Chair and passes those and current records in good order to the next chair.
- Serves as a member of the Executive Council.
Job Description: Local Arrangements Chair
- Appointed for a one-year term by the Executive Council.
- Attends meetings of the Council at the President’s request.
- Negotiates with hotels, conference center and other institutions on the proposed conference site.
- Consults with President as to how to foster local institutional support.
- Organizes and instructs local arrangements committee as necessary.
- Arrange for local transportation as necessary.
- Maintains constant liaison with President and Secretary-Treasurer about key conference details.
- Informs local media.
- Arranges for hotel registration materials as necessary.
- Arranges for the staffing of the Registration Desk – supplies responsible person to be responsible for transmittal of funds to Secretary-Treasurer, supplies receipt book, money box, and change.
- Handles A-V requests as feasible.
- Maintains presence at conference as trouble-shooter.