• bursaries
• nominations and elections process
• membership
  
• transition of old/new EC members (i.e. things like getting names/images on the web site, adding to/removing from lists, etc.)
• standard agenda for the meeting (i.e. necessary annual items)
  

Procedures followed by the 2007 bursary committee, per Ray Siemans:

The committee:

[1] read through the paper proposals (and reviews) of those who had indicated they would like to be eligible for the bursary;
[2] ranked them, based on merit and taking need somewhat into account;
[3] checked that ranked list against that of ALLC to ensure no double-award (some, if not most, prime candidates were joint members);
[4] determined the final amount of funding at hand, the final amount of each award,
[5] contacted the successful candidates . . . keeping in mind that some might not be able to accept, and working through the remaining candidates on the ranked list if need arises.

The bursary committee should be assigned during the ACH Committee Meeting at the annual Digital Humanities conference. Or should this be done after elections, since bursary decisions aren't made until the Spring?

Bursary Committee 2008: Chuck, Claire, and Bethany

Nominations and elections process:

See the ACH Bylaws: http://www.ach.org/documents/ACH_Constitution_Bylaws.html#Elections

(from the Bylaws):

A. At each annual meeting of the Executive Council it shall appoint a Nominating Committee consisting of the President or Vice-President and four other members, who shall be current members of the ACH but need not be members of the Executive Council. Each year nominations will be made for Executive Council vacancies; every other year nominations will be made for President and Vice President.

At some time before 1 October the Nominating Committee shall transmit to the Executive Secretary nominations of at least double the number of positions that shall become vacant on the Executive Council at the next election. Care shall be taken by the Nominating Committee to see that suitable candidates are selected from persons who are (or are willing to become) ACH members in good standing and represent as wide a variety of disciplines as possible. Nominations of eligible candidates may also be made by the membership of the Association, provided that each nomination is signed by two members in good standing in the Association, and that the nomination is in the hands of the Nominating Committee in sufficient time to be considered prior to the 1 October deadline.

B. After receiving the list of nominations from the Nominating Committee, the Executive Secretary shall distribute to each voting member, along with any applicable dues notice, a ballot listing all persons nominated to run in the election. Ballots may be distributed and collected electronically (by fax, email, Web, or other means) provided there is a mechanism for preserving the secrecy of the ballot while still ensuring that each member cases only one vote. The ballot must indicate the number of seats that are to be filled ( and therefore the maximum number of persons for whom members may vote). The ballot must also include the address to which it must be returned (unless it is to be submitted interactively, for example through a Web form), and the date (normally January 15th) by which it must be received in order to be counted. All ballots received by the specified deadline shall be opened and tallied by the Executive Secretary, and certified by the President and Vice-President. The results will be transmitted to the Executive Council, Officers, and all candidates for office; any of those people may request a formal recount at the Executive Council meeting. Results of the election will be announced to the Members on or about February 1st. The Executive Secretary will keep the records of voting, including physical or electronic ballots until the completion of the first meeting of the Executive Council after the election.

Membership The role of the membership officer is to *Facilitate communication between ACH and OUP on membership issues *Resolve any problems arising for those with individual membership, in liaison with OUP *Keep a note on membership levels, and check subscriptions and paid up subscribers *Encourage new members to join, and oversee activities to promote membership of ACH.

Contact details (at present) for OUP are

• Main contact, Journal Liaison officer: Trish Thomas patricia DOT thomas AT oxfordjournals.org>
• Contact for up to date membership numbers, and any queries on membership accounts: Paula Thomson paula DOT thomson AT oxfordjournals.org
• Contact for publicity, creation of new leaflets, sending material out to conferences, etc: Sarah Hayton sarah DOT hayton AT oxfordjournals.org

In May and December, up to date membership lists should be procured from OUP to write the report on membership. An up to date list may also be required in spring to facilitate those signing up to the conference, who now need their membership number.

Promotional materials should be sent out to various conferences in the field (DH, DRHA, TEI, MLA) and any others that you can think of. OUP are happy to help with that if given plenty of advance notice (ie a month) to send things out.

New prices are decided in December each year, in liaison with OUP, and the website and leaflets need to be updated accordingly. It is important to check the details on this.

Transition of old/new EC members:

As soon as new members are announced:

• Add new members and remove old members from the listserv (?whose responsibility?)
• Write to new members asking that they send current contact information and face pic to the Webkeeper (Secretary)
• ?

1. Meeting Formalities (15 minutes)
   • Additions to current year Agenda * Approval of current year Agenda * Approval of previous year Minutes
2. Review of Executive Committee business (1 hr)
   • Review of previous year action items
   • Questions on reports: finances, membership, employment, nominating, website, MLA Sessions, Publications, LLC, Humanist
3. DHQ report
4. Membership (1 hr)
   • Issues
   • Outcomes
5. ADHO Governance (1 hr)
   • Issues and discussion
     
     • bring ACH EC up to date on governance issues (President?)
       
     • membership issues and governance
   • Outcomes
     • approve governance documents
     • nominate and vote ADHO Steering Committe representative (voting position)
6. ADHO Conference planning and protocol (1 hr)
   • review of documents, including http://digitalhumanities.org/view/Adho/GovernanceProtocol
     
   • discussion of next year's conference
     
   • appoint members to next year +1 programme committee
     
   • bids for next year +1 conference?
7. ADHO and ACH Website (1 hr)
   • Issues
   • Outcomes
8. Outreach, Employment and Mentoring (1 hr)
   • Issues
   • Outcomes
   • appoint members to committee

Other:

• appoint members to next year's bursary committee (unless we do this after elections)

-- Main.DotPorter - 25 Feb 2008