Book and Paper Group Guidelines

I. Name

The American Institute for Conservation (AIC) Book and Paper Group (BPG).

II. Purpose

The Book and Paper Group (BPG) is a Division of the American Institute for Conservation of Historic and Artistic Works (AIC) and is therefore bound by the Bylaws of the AIC and the policies set by the Board of the AIC. The purpose of the BPG is to exchange information through meetings and publications.

III. Membership

BPG membership is open to any member in good standing of the AIC. All BPG members have the right to vote on election of officers, changes to the Guidelines, membership dues, and any other BPG issue requiring a vote of the BPG membership. All members are eligible to hold office, serve on committees, and be appointees. All BPG members will receive BPG publications.

IV. Executive Council

The BPG Executive Council is made up of the following offices: Chair, Secretary/Treasurer, Program Chair and Assistant Program Chair. The Chair has authority to make final decisions on all issues, consulting with the other members of the Executive Council as necessary. The term of office for the Chair is two years. The Secretary/Treasurer will serve a two-year term. The term of office for Program Chair and Assistant Program Chair is one year. Every year an Assistant Program Chair will be elected. After serving for one year, the Assistant Program Chair assumes the Program Chair position. The Chair position and the Secretary/Treasurer position will be elected every other year, such that the terms are staggered, i.e., the two are not elected in the same year. The past Chair serves ex officio as a member of the Nominating Committee for two years. The past Chair is not an official member of the Executive Council, but acts in an advisory capacity to this body. The past Chair may be asked to represent the BPG at the annual meeting of the AIC Internal Advisory Group if the Chair is unable to attend. No officer may serve on the council more than four consecutive years. If a vacancy occurs, the Executive Council will appoint a new officer. This new officer will serve out the term of the officer replaced.

V. Meetings

The General meeting of the BPG, in which the business of the group is conducted, will be held annually and will coincide with the Annual Meeting of the AIC.

VI. Election of Officers

A Nominating Committee will be composed of the past Chair of the Executive Council and two BPG members to be elected by a majority vote of the BPG membership at the BPG business meeting. Election of the new Nominating Committee is to be conducted by the outgoing Nominating Committee. Nominations for this committee will be taken from the floor. (Any member nominated need not be present, but must have expressed a prior willingness to serve.) The Nominating Committee will elect its own chairperson. The Nominating Committee will call for nominations from the BPG membership in a mailing or in the newsletter, stating a deadline by which nominations are to be received. The final slate and ballot will be sent to BPG members either electronically or by mail no less than two calendar months before the BPG annual business meeting. Ballots received prior to a stated deadline will be counted. A simple majority will elect any officer. The current BPG Chair will withhold his/her vote to be used in case of a tie. The newly elected officers will be notified prior to the Annual Meeting in order to be able to meet and participate fully in the Executive Council activities at the Annual Meeting.

VII. Committees and Appointees

Committees may be standing or ad hoc. In either case, except for the Nominating Committee, the Executive Council will appoint committee chairs who in turn will appoint their committee members. Committee chairs can be changed at the discretion of the Executive Council. Certain other positions within the BPG will be appointed by the Executive Council. These include, but are not limited to: editor of the BPG Annual, and liaison to the AIC Ethics and Standards Committee.

VIII. Dues

Dues are determined and approved by majority vote at the BPG business meeting. Dues will be collected and held by the AIC, and monies from BPG dues will be dispersed by the AIC at the request of the BPG Executive Council.

IX. Accounting

The Executive Council has spending authority, and it will provide an accounting of all expenditures at the business meeting. As a general rule, the Executive Council should secure prior approval from the membership via a referendum for expenditures in excess of $1000 except for regular annual costs such as those for BPG publications.

X. Amendments

These Guidelines are not bylaws. The BPG is not held to any specific rules of order by which business may be conducted. Changes to the Guidelines may be discussed during the BPG annual business meeting and approved by majority vote of members attending the meeting. Upon ratification of any amendments by the membership, the Guidelines shall be re-submitted by the Secretary/Treasurer to the Board of the AIC for approval.

Amended April 18, 2007