Rules of Order

  1. Definition

    The group is a Division of the American Institute for Conservation (AIC) and is therefore bound by the Bylaws of the Institute and the policies, set by the Institute’s Board of Directors.

  2. Mission

    The group supports photographic materials conservation professionals in preserving cultural heritage by establishing and upholding professional standards, promoting research and publications, providing educational opportunities, and fostering the exchange of knowledge among conservators, allied professionals, and the public.

  3. Membership

    Membership is open to any member of the Institute upon payment of annual dues.  Members have the right to vote on election of officers, changes to the Rules of Order, membership dues, and any other issues requiring a vote. All members are eligible to hold office and serve on committees.  All members are entitled to receive any group publications and communications.

  4. Governance
    • 4.1.Officers
      • 4.1.1.Chair Emeritus: advises current officers. Term is two (2) years. 
      • 4.1.2.Chair: communicates activities to the membership, moderates the business meetings at both the annual and winter meetings, facilitates budget, has authority to make final decisions on all issues, consulting with the other officers as necessary. Term is two (2) years. After term, the Chair assumes the role of Chair Emeritus.
      • 4.1.3.Program Chair: chairs the annual and winter meeting programs. Term is one (1) year.
      • 4.1.4.Assistant Program Chair: assists the Program Chair. Term is one (1) year. After term, the Assistant Program Chair assumes the role of Program Chair.
      • 4.1.5.Secretary/Treasurer maintains a written record of all meetings and activities, prepares an annual budget and provides an accounting of all expenditures prior to the annual business meeting. Term is two (2) years.
    • 4.2.Elections
      • 4.2.1.A Nominating Committee, consisting of the Chair Emeritus, past Program Chair, and past Secretary/Treasurer puts out a call for nominations.
      • 4.2.2.Elections for officers are held in conjunction with the Institute’s other elected positions.
      • 4.2.3.Chair withholds vote in case of a tie.
      • 4.2.4.Newly elected officers take office at the annual business meeting.
      • 4.2.5.Officers serve for no more than four (4) consecutive years. If an officer resigns, the officers will appoint someone to serve out the remaining term. Any Officer may be removed, with or without cause, by a three-fifths (3/5) majority vote of the Officers.
    • 4.3.Committees and other volunteer positions
      • 4.3.1.PMG Chair appoints members for volunteer positions including committee chairs.
      • 4.3.2.The chairs of those committees may appoint additional members at their discretion.


  5. Meetings
    • 5.1.Business Meeting: the group holds its business meeting annually during the Institute’s annual meeting and during the group’s biannual meeting.
    • 5.2.Internal Advisory Group (IAG): the Chair attends the meeting each year. If the Chair cannot attend, they must appoint another officer to attend in their stead.


  6. Finances
    • 6.1.Income
      • 6.1.1.Dues: The Institute collects dues and holds income in trust for the group.
      • 6.1.2.Fundraising: The Institute sets rules and procedures for and assists the group when fundraising for programs and events.
    • 6.2.Expenditures
      • 6.2.1.The Chair may spend up to $1,000 per annum for unbudgeted expenses. Discretionary spending must be communicated to the group’s membership. Amounts in excess must be approved by the group’s membership.
      • 6.2.2.The group reimburses officers for travel expenses up to $1,000 per person for both the annual meeting and the winter meeting (i.e., up to $2,000 total per person in winter meeting years). The Chair Emeritus is not eligible for reimbursement for travel expenses.


  7. Amendments

The group may amend, repeal or alter, in whole or part, the rules with a two-thirds (2/3) majority vote and not less than twenty five percent of members voting. Notice of any proposed Rules change or changes must be furnished in writing to the members entitled to vote not less than thirty (30) days prior to the vote.

Last revised December 2020  


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