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By-Laws for the New England Medieval Conference
(Approved November 3, 2007; Amended Oct. 3, 2008; October 30, 2009)

ARTICLE I: The Mission

    1. Founded in 1974, the New England Medieval Conference (NEMC) aims to sponsor an                interdisciplinary conference in medieval studies at varying New England institutions each            year. By doing so it fosters a sense of professional colleagiality among medievalists in the        region.

    2. NEMC is governed by a Steering Committee of a minimum total of fifteen members of        
       which five are officers—the President, the Vice-President, the Webmaster, the Secretary            and the immediate Past President.  A quorum is defined as nine members.

    3. NEMC is a member of the Committee on Centers and Regional Associations of the Medieval        Academy (CARA).

    4. The New England Medieval Conference will feature senior scholars in plenary sessions.

ARTICLE II: The Officers

    1. The terms of the Officers begin after the fall conference.

    2. The Secretary

        a. The Secretary’s term is for three years, thereby ensuring continuity between at least                two conferences.

        b. At any given time, NEMC should not only have a Secretary, but also a commitment                from another individual to succeed the present Secretary.

        c. The Secretary’s duties include:
            i. Working with the President,
            ii. Administering the nomination process:

                1. In a timely fashion the Secretary will contact the Officers and Steering Committee                     members for nominations.

                2. The Secretary will then ascertain that the individuals nominated would indeed                            serve.

                3. After the nominations have been considered by the Steering Committee, the                             Secretary will inform all nominees of the results.

            iii. Keeping and distributing minutes to the Officers and Steering Committee,
            iv. Updating the e-mail distribution list,
            v. Communicating with the NEMC Site Webmaster when necessary,
            vi. Issuing a notice per semester to likely venues (e.g. The Medieval Academy Web site,                 the New England Historical Association, and the Northeast Modern Language                            Association):

                1. In spring, help the conference organizer advertise the place, date and program of                     the upcoming NEMC.

                2. In fall, reiterate the above point. Additionally issue a call for interested conveners                     for future conferences.

            vii. Maintain the handbook of the NEMC and updating and revising it in accordance                         with decisions agreed upon by the Steering Committee.
            viii. Forwarding the CARA dues statement to the Vice President for payment.

    3. The Vice-President

        a. The Vice-President’s term is for one year, the year before the conference that she or he             convenes is held.

        b. The Vice-President should ideally be chosen two years before she or he convenes                    NEMC.

        c. The Vice-President’s duties include:

              i. Establishing and chairing a local organizing committee as early as possible in
                order to convene the conference,

              ii. Securing sufficient funds to run the conference,

              iii. Determining with the local organizing committee what theme will be pursued

              iv. Working with the local organizing committee to ensure that:

                1. Appropriate speakers are contacted and engaged

                2. Speakers from various disciplines are represented

                3. If desired, a Call for Papers is issued

                4. Coordinating the Program

                5. Coordinating Public Relations

                6. Securing housing possibilities for both speakers and attendants

                7. Attending to all other details necessary to run a conference

              v. Paying the CARA dues.

    4. The President

        a. The President’s term is for one year, the year after the conference that she or he                    convenes was held.

        b. The President’s duties include:
            i. Working with the Secretary to ensure that nominees for subsequent offices are
            ii. Presiding at the annual meeting of the Officers and Steering Committee held in
               conjunction with the annual meeting,
            iii. Convening any other meetings deemed important.

    5. Webmaster

        a. The Webmaster’s term is for three years, renewable upon mutual agreement of the
           Webmaster and the Steering Committee.

        b. The Webmaster’s duties include:
            i. Arranging for hosting of the Web site,
            ii. Responsibility for posting and updating information on the website in accordance                    with the instructions of the Steering Committee (see Article V).

    6. The Immediate Past-President. The immediate past-President remains on the Steering
        Committee for the year following her or his term as President.

ARTICLE III: The Steering Committee

    1. The terms of the Steering Committee begin after the fall conference.

    2. The fifteen members of the Steering Committee will have terms of three years, staggered        so that at any given time the terms of at least five members expire in any given year.

    3. The Steering Committee’s duties include:

        a. Attending the annual meeting,

        b. Providing suggestions regarding the nomination of future Steering Committee
           members, likely NEMC Conveners and themes for conferences;

        c. Providing information on other conferences, so that NEMC can be scheduled

        d. Working to enhance NEMC’s visibility,

        e. Serving in general as a resource for NEMC.

ARTICLE IV: Election of Officers and Steering Committee

    1. Nominations for future Officers and Steering Committee members will be made at the
       annual meeting.

    2. A simple majority will ensure a candidate’s election as Officer or Steering Committee

ARTICLE V: The Web site

    1. The Steering Committee is responsible for the content of the Web site.

    2. In addition to the information currently available on the Web site, the following will be

        a. The By-Laws,

        b. The contents of the blue notebook, which contains advisory guidelines for conference             organization;

        c. The name and affiliation of both current and subsequent Secretaries,

        d. A list of publications stemming from past conferences.

ARTICLE VI: Amendments

    1. Should any Officer or Steering Committee member wish to modify any of the By-Laws,            such amendments should ideally be circulated in writing before the annual meeting.

    2. Such amendments will be considered ratified by means of a simple majority vote of a               quorum of members of the Steering Committee present at the annual meeting.

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