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McGill ACA Constitution

Association of Canadian Archivists McGill Student Chapter Constitution

  1. MISSION STATEMENT (Taken from Article I of the ACA's Procedures and Guidelines for Student Chapters).

    The McGill University Student Chapter of the Association of Canadian Archivists (ACA) will:

    1. Serve as a means of introducing new archivists into the profession;
    2. Enhance the educational function by providing an additional focus for the students to discuss archival issues, identify with the profession, and engage in professional activities;
    3. Promote communication among student members and between students;
    4. Provide a communication channel for its members with the general membership of the Association and to the Board on matters of concern to the Chapter;
    5. Develop the leaders of tomorrow's archival profession; and
    6. Attract new members into the Association.
  2. ADMINISTRATIVE PROCEDURES
    1. Membership
      1. All members of the Chapter must be individual members of the ACA.
      2. The Chapter will make its services, activities and information available to non-members.
    2. Statement of Goals and Objectives
      1. The Statement of Goals and Objectives may be changed as the Chapter sees fit.
    3. Communication with the ACA Board of Directors
      1. An ACA Board member, as ex officio member of all Chapters, is the communication link between the Chapter and the ACA Board.
      2. The Chapter is to keep the responsible ACA Board member informed of its activities.
    4. Annual Report and Budget
      1. The Chapter Coordinator is responsible for preparing and submitting a workplan and budget (by March 15th) and an annual report (by May 1st) to the responsible Board member.
      2. The Annual Report will include the names of all members of the Chapter, the names of the Coordinator and Faculty Advisor, and a summary list of all Chapter activities from the past year.
    5. Administration
      1. The positions of Coordinator and Treasurer are to be passed on at the end of every academic year to new executive members.
      2. Nominations and elections are to be held at the beginning of each academic year during a General Meeting conducted by available members leaving office and the Coordinator.
      3. The general student population of the Graduate School of Library and Information Studies at McGill University will have the right to vote for the Chapter's elected leadership.
      4. The Chapter must notify the ACA Board within thirty days following the elections.
      5. Motions to change or amend the constitution will be voted upon by Chapter members, who are thereby also members of the ACA.
    6. Executive Committee
      1. The Executive Committee may be changed as the Chapter sees fit.
      2. The Chapter must have an elected leadership consisting, at a minimum, of a Chapter Coordinator who acts as the liaison between the Chapter and the ACA.
      3. The Chapter must have a Faculty Advisor who is an ACA Individual Member. The Advisor will assist the Chapter in its relations with the ACA Board and assist in planning local programs for the Student Chapter.
      4. Terms of office will be one academic year.
    7. Executive Committee: Roles and Responsibilities
      1. The roles and responsibilities may be changed as the Chapter sees fit.
      2. Coordinator
        • Acts as the liaison between the Chapter and the ACA.
        • Presides over all executive meetings and creates an agenda delivered to the other members of the executive committee prior to the meeting.
        • Oversees the activities of the Chapter and ensures the goals and objectives are being carried out.
        • Responsible for preparing and submitting a workplan to the ACA Board by March 15th of each year.
        • Provides the Executive Committee with a monthly brief of activities to be compiled into an Annual Report submitted to the responsible ACA Board member by May 1st of each year.
        • Along with the Treasurer, the Coordinator has signing authority on the cheques of the Chapter.
        • In the event of the absence, inability or withdrawal of the Coordinator, duties, title and obligations will be transferred to the Assistant Coordinator or another executive member as determined by the McGill Student Chapter of the ACA Executive board.
      3. Assistant Coordinator
        • Acts as the Coordinator if necessary.
        • Organizes discussion groups as deemed appropriate (e.g. Brown Bag Lunch Series).
        • Addresses individual student concerns and the mentorship program.
        • Provides the Executive Committee with a monthly brief of activities to be compiled into an Annual Report submitted to the responsible ACA Board member by May 1st of each year.
      4. Secretary
        • Records the proceedings of each meeting.
        • Submits meeting minutes to the Executive Board for approval prior to the following meeting.
        • Maintains the records and general correspondence of the Chapter.
      5. Treasurer
        • Oversees all financial transactions, the Chapter bank account, and (along with the coordinator) has signing authority on the cheques of the Chapter.
        • Hands signing authority over to the incoming executive committee in April of each year.
        • Prepares an annual budget to be submitted to the ACA Board by March 15th of each year.
        • Provides the Executive Committee with a monthly brief of the financial status and activities to be compiled into an Annual Report submitted to the responsible ACA Board member by May 1st of each year.
      6. Communication Officer
        • Communicates, networks, and supports special events.
        • Proposes new opportunities for community awareness.
        • Updates the various ACA-McGill web communication tools.
        • Prepares semestrial- or bi-semestrial newsletter for dissemination to SIS students and faculty.
        • Provides the Executive Committee with a monthly brief of activities to be compiled into an Annual Report submitted to the responsible ACA Board member by May 1st of each year.
      7. First-Year Representative
        • Provides the link between first-year students in the MISt program at McGill University and the ACA Chapter.
        • Informs first-year students of the events, activities and opportunities of the ACA and the ACA Student Chapter.
        • Designated for a first-year student.
        • Maintains and manages special events, including fundraising, from concept to conclusion.
        • Provides the Executive Committee with a monthly brief of activities to be compiled into an Annual Report submitted to the responsible ACA Board member by May 1st of each year.
  3. OPERATIONAL GUIDELINES
    1. Communications
      1. Communications will be maintained with archival, library, and information studies programs at Canadian universities.
      2. The distribution of a newsletter will provide the means for communication with the ACA and other universities.
      3. The Faculty Advisor will be made aware of all events, activities, meetings, and communications of the Chapter.
    2. Meetings
      1. Meetings will be held, at a minimum, on a monthly basis and called by the Coordinator.

  4. AMENDMENTS

    February 8, 2023
    Motion #1
    WHEREAS The current constitution prohibits first-year students from holding the position of Coordinator in Executive Committee: Roles and Responsibilities.
    BE IT RESOLVED This clause has been removed to allow first-year students to hold the Coordinator position, so long as they are fairly elected by the ACA McGill Chapter.

*Information taken from the Constitution of the ACA McGill Student Chapter.

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