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AMS Administrative Handbook

Page 12 [Section II.B]: [Committees—cont.] Committees Mandated in the By-Laws, cont. — Annual Committees, cont. — Council Committees — Council Nominating—Council Committee on Corresponding and Honorary Members

  1. Council Committees
    1. Council Nominating Committee
    2. By-Law definition: Although this is not technically a By-Law committee, it is cited in Article IV.C.2: “The slate of nominees [for annual election to the Council] shall be drawn from a list of recommended nominees presented to the Board of Directors by a nominating committee of the Council. The election [of members to the Council] shall be conducted by the secretary of the Council by mail.”

      Charge: Preparation and submission through the Council Secretary, to the Board at its spring meeting (usually mid-March), of a slate of “at least twice as many nominees as there are vacancies remaining [on the Council] after the chapter representatives are elected” (excerpt from By-Law Article IV.C.2). The committee is advisory to the Board of Directors, which makes the determination as to the final composition of the list of candidates for nomination to Council. The Board may add names to or subtract them from the list submitted by the committee. It is recommended that only 1 to 3 names over the "twice as many nominees as there are vacancies" mark is desirable, because unsuccessful recent candidates may not be quickly re-nominated, thereby reducing the pool.

      If applicable, the Council Nominating Committee also provides candidates for the position of Council Secretary: a list of six potential candidates is submitted to the Board, which ranks them and may add and delete names. The current Council Secretary contacts them in order until two agree to run. The election of Council Secretary occurs at the same time as the election of Council members and Honorary/Corresponding members.

      Guidelines: See Other Concerns below.

      Constitution: rotation of members. The committee is constituted anew each year, and consists of three members of the Council. It is suggested that the President consult with the Council Secretary regarding potential committee members.

      Timetable: The committee begins work as soon as it is constituted and completes work in February. A call for nominations is sent to the membership in early January. After Board approval, the Council Secretary prepares and mails the election ballot in late spring or early summer.

      Other Concerns:

      1. Committee members should receive from the Council Secretary, in the fall, an updated cumulative list of past Council members. (See Handbook: II.B.2 (Board Nominating Committee, Other Concerns), 3 ) The committee should receive a list of the unsuccessful nominees of the previous four years.
      2. To assist in the preparation of its slate, the committee is advised to be open to suggestions from the Council Secretary and from the membership at large.
      3. Ideas generated during Board discussions for potential Council Members should be communicated to the incoming chair of the committee.
      4. The committee should assemble a master-list consisting of all suggested nominees and then whittle down the list to a diverse list of candidates who are “scholars who have made notable contributions to the stated object of the Society.”

      Travel reimbursement: [n. a.]

    3. Council Committee on Corresponding and Honorary Members
    4. By-Law definition: [n. a.]

      Charge: To consider potential honorees in the two relevant classes of membership, and to report the committee’s recommendations to the Council Secretary no later than February, for transmission to the Board at its spring meeting (usually mid-March). The committee sends a brief rationale for each nominee. The committee is advisory to the Board of Directors: the Board screens the recommendations before authorizing balloting by the Council. In order to be placed on the ballot, each candidate must be approved by a unanimous vote of the Board. Following balloting, which takes place during the summer, the Council Secretary reports the results of the ballot to the President, usually in August, far enough in advance of the Annual Meeting that the President can invite those elected to attend the Annual Meeting, where their election is announced at the Business Meeting and Awards Presentation.

      Guidelines: For details on Council balloting and Board voting on honorary and corresponding members, see: By-Laws, Articles III.A.5 and III.A.6. For information on how to nominate someone for Corresponding or Honorary membership, see this information page.

      Constitution: rotation of members. The committee is constituted anew each year, and consists of three members of the Council. It is suggested that the President consult with the Council Secretary regarding potential committee members.

      Timetable: The committee begins work as soon as it it constituted and completes its work in February. A message to members calling for nominations is sent in early January. The election itself is coterminous with that for members of Council. The balloting is similarly prepared by the Council Secretary and similarly mailed (with that for the other election) by the AMS Secretary, but—unlike the election for members of Council—ballots are to go to the Council Secretary, who tabulates the results (and who sometimes has to chase down sufficient votes to produce nominees).

      Other Concerns: Past documents specify “There should be no more than twelve living Honorary Members and fifteen living Corresponding members at any given time.” This limit has not been kept for years, and there seems to be no reason to reinstitute it; it is nice to see senior members able to enjoy their honors longer.

      Travel reimbursement: [n. a.]