Heartland Chapter Bylaws


ARTICLE I. Name

The name of this chapter shall be Heartland Chapter.

ARTICLE II. Chapter Bylaws

These bylaws shall be submitted to the Chapter Relations Committee of the National Board of Directors of the American Society for Indexing for review. This committee will then submit these bylaws to the Board of Directors, where they must be approved before becoming active bylaws of the Chapter.

ARTICLE III. Objectives

The objectives of this Chapter shall be in keeping with the objectives of the American Society for Indexing:
  1. To improve the quality of indexing and to secure useful standards for the field;
  2. To act as an advisory body on the qualifications and remuneration of indexers to which authors, editors, publishers, and others may apply for guidance;
  3. To present workshops and seminars for the education of members and non-members on indexing and related topics;
  4. To defend and safeguard the professional interest of indexers;
  5. To cooperate with other societies and organizations in the field of indexing and information science.

ARTICLE IV. Policies

The policies and procedures of the American Society for Indexing, as applicable, shall also be the policies and procedures of this Chapter.

ARTICLE V. Membership

Membership to the Chapter shall be held automatically by those members in good standing (introductory, basic, regular, organizational, honorary, or lifetime)of the American Society for Indexing who designated Heartland Chapter as their Chapter as allowed by the ASI, whether first or subsequent choice.

ARTICLE VI. Chapter Requirements

Section 1. This Chapter shall:
  1. Maintain a membership of at least 10 active (dues-paying) ASI members;
  2. Not be an integral part of any other national organization;
  3. Ensure that the Chapter bylaws are current and are in force; and
  4. Hold a minimum of two (2) meetings per fiscal year.

Section 2. Should the Chapter fail to observe these requirements, Article XVI applies.

ARTICLE VII. Dues

The American Society for Indexing will allocate the per member allowance as determined by the ASI Board of Directors to the local chapter, at the end of each fiscal year for the previous fiscal year. (Members of the local chapter include all members of the American Society for Indexing who designate Heartland as their chapter, regardless of their activity in the local Chapter.)

ARTICLE VIII. Fiscal Responsibility

Section 1. The fiscal year shall correspond to the fiscal year of the American Society for Indexing and the local Chapter is financially responsible to ASI.

Section 2. The Treasurer's records shall be presented at the Spring meeting of the Chapter.

ARTICLE IX. Officers

Section 1. There shall be at least 2 officers: (a) a President, and (b) a President-elect or Co-President. There shall also be a Secretary and/or a Treasurer. The officers form the Executive Committee.

Section 2. A term of office for President and Co-President shall be 2 years. A term of office for the Secretary and Treasurer shall be indeterminate, dependent upon how long the person in office wishes to serve. The Secretary and Treasurer must provide 6 months’ notice when they are ready to vacate office.

Section 3. Officers shall assume their duties after the Spring meeting and shall serve the term of their office or until their successors are duly elected or appointed.

ARTICLE X. Nominations and Elections

Section 1. Officers shall be elected by the local Chapter.

Section 2. Only ASI members shall be eligible for office.

Section 3. The Chapter President shall appoint a nominating committee. The nominating committee shall select a slate of one or more nominees for each office. The Chapter membership shall vote according to the Chapter's Policies and Procedures Manual (e.g., by mail ballot, by secret ballot at a meeting).

Section 4. Vacancies in office shall be treated as follows:
  1. In the event of resignation, incapacity, or death of the President, the Co-President, or Secretary or Treasurer if there is no Co-President, shall become the President for the remainder of the unexpired term.
  2. Vacancies in office other than President shall be filled by appointment for the unexpired term by the Executive Committee.

Section 5. No member shall hold the same office of President or Co-President for more than 2 consecutive terms.

Section 6. Six months or more shall be considered a term of office in determining eligibility for reelection

ARTICLE XI. Duties of Officers

Section 1. The President shall be the principal officer of the Chapter, and perform the following duties:
  1. Preside at all meetings of the Chapter and the Executive Committee.
  2. Appoint standing and special committee chairpersons with the approval of the Executive Committee.
  3. Serve as ex-officio member of all committees except the nominating committee.
  4. Bring to the attention of the Chapter all pertinent information from the American Society for Indexing.
  5. Approve, in writing, all disbursement of funds.
  6. Send the names and addresses of all officers and chairpersons to the ASI Chapter Relations Chairperson immediately following election or appointment; and an immediate report of any changes affecting the officers.

Section 2. The Co-President shall perform the following duties:
  1. Preside, in the absence of the President, at all meetings of the Chapter and the Executive Committee.
  2. Become President for the unexpired term in case of resignation, incapacity, or death of the President.
  3. Serve in such capacities, as assigned by the President.
  4. Assume responsibility for program planning for the Chapter.

Section 3. The Secretary of the Chapter shall perform the following duties:
  1. Take and record accurate minutes of the proceedings of all meetings of the Chapter and Executive Committee.
  2. Preserve in a permanent file all records and letters of value to the Chapter and its officers.

Section 4. The Treasurer shall perform the following duties:
  1. Have charge of all monies of the Chapter and shall report about the current financial state of the Chapter at all meetings.
  2. Apply for and receive per member allotment of the Chapter from the Treasurer of the American Society for Indexing, to be used for activities of the local Chapter.
  3. Pay all bills upon written authorization of the President.
  4. Keep an itemized record, in a permanent file, of all receipts and expenditures.
  5. Deliver within 2 weeks after expiration of term of office all books, records, and papers to the newly elected Treasurer.

Section 5. Each officer shall deliver, immediately after retiring from office, all accounts, books, records, papers, and other property belonging to the Chapter to the newly elected officer.

ARTICLE XII. Meetings

Section 1. Regular meetings shall be held at least twice a year.

Section 2. The Spring meeting shall be designated the Annual Meeting, at which time reports summarizing the year's activities shall be given.

Section 3. Special meetings may be called by the President or by any 5 members, provided that all members are notified of time, place, and purpose of the meeting.

Section 4. A minimum of 10 Chapter members shall constitute a quorum.

ARTICLE XIII. Executive Committee

Section 1. The elected officers of the Chapter shall constitute the Executive Committee.

Section 2. The Executive Committee shall meet on call by the President, or by any 2 members of the Committee, for the consideration of special matters between regular meetings of the Chapter.

Section 3. Standing and special committee appointments made by the President shall be subject to the approval of the Executive Committee.

Section 4. A majority of the elected officers shall constitute a quorum for a meeting of the Executive Committee.

ARTICLE XIV. Standing Committees

Section 1. The Executive Committee shall activate, as deemed necessary, a Membership Committee, a Program Committee, or a Publicity Committee.

Section 2. Only ASI members shall be eligible for the chairmanship of the standing committees.

Section 3. Committee chairpersons and members shall be appointed by the President.

ARTICLE XV. Amendments

Section 1. Amendments to the bylaws may be proposed by the Executive Committee or by a Bylaws Committee. Individual members may submit suggested bylaw changes to the President of the Bylaws Committee or to any member of the Executive Committee.

Section 2. All proposed amendments shall be sent in writing to every member of the Chapter.

Section 3. Amendments to bylaws may be approved by a two-thirds vote of the responding members by mail or by secret ballot at the meeting.

Section 4. The final adoption by the Chapter of amendments to or revisions of these bylaws shall be contingent upon the approval of the Board of Directors of the American Society for Indexing.

Section 5. When an amendment that affects Chapter bylaws is adopted by the American Society for Indexing, the Chapter shall automatically amend its bylaws to conform.

ARTICLE XVI. Dissolution

Upon dissolution of this Chapter, all its assets remaining after payment of all costs and expenses of such dissolution shall be distributed to the American Society for Indexing, and none of its assets will be distributed to any member or officer of this Chapter.

Approved by Chapter membership 
Approved by ASI Board of Directors 
Updated 1/12/2010