Article 1. Headquarters and Archives
Section 1. The headquarters of this Association shall be located in the State of Incorporation.
Section 2. The archives of this Association shall be deposited at the Association's headquarters.
Section 3. At the conclusion of their term of office, retiring officers are to deposit within three months in the PAHA Archives all their correspondence, documents and papers relating to the Association.
Article 2. Publications
Section 1. This Association shall publish as its official organ a biannual scholarly journal containing articles, reviews and materials devoted to the origins and development of Polish American history and culture. The title of this journal shall be the Polish American Studies.
Section 2. This Association shall publish a newsletter designed to serve the membership as an official and informational bulletin.
Article 3. Meetings
Section 1. No numerical majority of the total membership of this Association shall be necessary for the transaction of business at the annual meeting.
Section 2. The Board of Directors shall meet before the opening of the annual meeting and at mid-year.
Section 3. A quorum for the transaction of business by the Board of Directors consists of a number equal to two-thirds of its officers.
Section 4. Reports of all meetings together with copies of all papers presented and official correspondence received shall be filed in the Archives of the Association.
Article 4. Membership
Section 1. Membership shall be comprised of Individual, Student or Senior Citizen, Institutional, Patrons, Household (two individuals with two votes and one issue of the Newsletter and Polish American Studies), and Lifetime members (individuals only) memberships.
Section 2. Admission to membership shall be by direct application. The Board of Directors has the authority to decide who is a member of good standing.
Section 3. All members shall receive the Polish American Studies and the Newsletter.
Section 4. Honorary membership shall be conferred by the Board of Directors with majority approval of the active members present at the annual meeting, upon a written proposal justifying the honor.
Section 5. Any student registered in a high school, college, or university may be admitted as a member at a student rate.
Section 6. Members who are Senior Citizens (age 65 and above) and who have been members in good standing for the past ten (10) years may apply for a reduced annual membership rate.
Section 7. All Individual, Associate, Sustaining, Patron, Life and Senior Citizen members shall have one vote.
Article 5. Dues and Fees
Section 1. Annual dues, established by the Board of Directors, shall be payable according to the fiscal year extending from December 1 through November 30.
Section 2. Members whose dues are one year in arrears shall not be entitled to vote or to receive the publications of the Association until reinstatement by paying the current dues.
Section 3. If an academic convention is scheduled to coincide with the annual meeting, persons attending said convention shall pay a registration fee set by the Board of Directors.
Section 4. Non-members subscribing to the Polish American Studies and/or the PAHA Newsletter shall pay a fee fixed by the Board of Directors.
Section 5. The Board of Directors reserves the right to grant complimentary annual memberships upon application.
Article 6. Board of Directors
Section 1. The Board of Directors shall consist of the Association’s elected and appointed officers – President, First Vice-President (or Vice-President for Administration), Second Vice-President (or Vice-President for PAHA Awards), Director of Development, Secretary, Treasurer, Executive Director, Editor of Polish American Studies, Director of Online Communications, Editor of the PAHA Newsletter – and a twelve member Council, with six to be appointed by the President.
Section 2. The Board of Directors shall have charge of and responsibility for the general affairs of the Association with supervision and jurisdiction over all activities conducted in the name of the Association. The Board of Directors shall have the authority to determine plans of action, to approve or reject measures to be taken by individuals or subordinate groups, to make decisions in conformity with the established policies of the Association, and to establish committees.
Section 3. The President shall appoint the General Counsel with the consent of the Board.
Article 7. Executive Committee
Section 1. The Executive Committee is comprised of the Association's officers.
Section 2. The duties of the Executive Committee are to carry on the general business of the Association between the Board meetings subject to approval at the next Board meeting.
Article 8. Editorial Board
Section 1. The Editorial Board of this Association shall consist of an Editor and six or more associate editors for the Polish American Studies, the Editor of the Newsletter, the Executive Director, and Director of Online Communications.
Section 2. The Editorial Board shall edit the publications of this Association.
Section 3. Once the incorporation charter is secured all materials published by this Association shall be copyrighted.
Article 9. Committees
Section 1. The Standing Committees of this Association shall include: Program, Publicity, Special Projects, Rules, Resolutions, Membership, Nominations, Awards, Publications, and others to be named by President and the Board.
Section 2. Standing Committees may be established by the Board of Directors or by a majority vote of the members present and voting at any annual meeting.
Section 3. Special Committees may be established by the President subject to approval by the Board.
Section 4. Every Committee shall consist of no fewer than three appointed members one of whom shall be designated as chair.
Section 5. Each committee shall perform such functions as are implied by its respective title or as shall be specified by the President of this Association.
Section 6. Each Committee shall submit a written report of its activities to the President of the Association, unless otherwise stipulated in the Standing Rules or in its instructions.
Article 10. Elections
Section 1. Qualifications for office in the Polish American Historical Association: a) to qualify for an executive office the candidate must have been a member of this Association for two years; b) to qualify for membership on the Council the candidate must have been a member of this Association for one year.
Section 2. The First and Second Vice-Presidents, Secretary, Treasurer and six members of the Council shall be elected by members in good standing through ballots by mail two months before the annual meeting in even numbered years.
Section 3. The candidates for elective office shall be selected by a Nominating Committee, which will consist of the two immediate past presidents and the current president of the organization.
Section 4. The Nominating Committee shall prepare a ballot with the names of the candidates for each office at least two months prior to the annual meeting.
Section 5. The Executive Director assisted by a committee made up of a chief teller and two associate tellers appointed by the President will prepare and certify a ballot for each member of the Association in good standing. The ballot will be mailed to the member with instructions for its marking and mailing. The instructions will also contain the date by which it must be returned. The ballot will be accompanied by two envelopes: an exterior mailing envelope addressed to the Executive Director with place for the signature of the member and an interior unmarked envelope for the ballot which can be sealed. The envelopes will be held by the Executive Director until the counting. At that time the teller committee will verify the standing of the members who sent in ballots and remove the ballot envelopes from the exterior signed envelopes and separated. When all the ballots are extracted they will be shuffled by the committee before opening to ensure complete secrecy. After the votes are tallied the tellers will record, sign and certify the results and send them to the President and the Executive Director. The ballots, envelopes and tally sheets will be held by the chief teller for at least a month after the conclusion of the annual meeting unless instructed by the President to hold them longer or turn them over to the Board of Directors. In event of challenges to the results, the ballots will be held until the challenge is resolved by the three-person panel nominated by the President and approved by the Board of Directors. Neither members of the Tellers Committee nor any candidate involved in a challenged election may serve on the panel. The majority decision of the panel will be final.
Section 6. A simple majority of valid votes by mail shall decide an election. In cases in which an office fails to be filled because a candidate or candidates failed to receive a simple majority of mail votes cast, a run-off election will be conducted between the top two contenders for each unfilled position, following the procedures outlined in Article 10, Section 5 of the Standing Rules.
Section 7. Each member (person, organization, or institution) in good standing at election is entitled to vote.
Section 8. The newly elected officers shall take office at the conclusion of the annual meeting, which follows their election.
Section 9. The First Vice-President shall automatically succeed to the Presidency. If the presidency falls vacant the First Vice-President shall succeed to the office and serve the balance of the term and an additional two-year term. If the First Vice-President is unable to do so, the Second Vice-President shall succeed to the office and serve the balance of the term, upon which the First Vice-President will succeed to the Presidency as originally scheduled. If the Second Vice-President is unable to do so, the Board shall elect by majority vote an Interim President to fill out the balance of an unexpired term at the next regularly scheduled Board meeting. The Executive Director shall convene and chair this meeting for this purpose. When the First Vice-Presidency thusly or otherwise falls vacant before the end of its term of office, a special election shall be held to fill the vacancy, following the procedures outlined in Article 10, Section 5 of the Standing Rules, and the new First Vice-President will assume office immediately upon election.
Section 10. The Executive Director, Director of Development, and Director of Online Communications shall be appointed by the President with the assent of the Board for a period of five years and may serve additional terms at the discretion of the president and the board.
Section 11. Ballots for amending the Constitution and /or Standing Rules will be counted by the same procedure as specified in Article 10, Section 5.
Article 11. Appointments
Section 1. Six members of the Council shall be appointed within thirty days after the adjournment of annual meeting in even numbered years to hold office until their successors are appointed.
Section 2. The Vice-President for Development, the Vice-President for Research and Special Projects, the General Counsel, and the members of the Editorial Board shall be appointed by the President with the approval of the Board of Directors within thirty days after the adjournment of the annual meeting in even numbered years, to hold office until their successors are appointed.
Section 3. The members of all duly established Committees shall be appointed by the President to hold office for a year with eligibility for reappointment, unless otherwise stipulated in the Committee's instructions.
Article 12. Duties of Officers
Section 1. The duties of the officers shall be such as are implied by their respective titles and such as are specified in these Standing Rules.
Section 2. The President shall act as chief executive officer of this Association, representing and standing for it; preside at all meetings of the Association and the Board, serve as ex officio member of all Committees and the Editorial Board; sign all official documents; within thirty days of assuming the office of the Presidency and then, as applicable, on an annual basis, appoint the General Counsel, the Vice-President for Development, the Vice-President for Research and Special Projects, the Managing-Editor of Polish American Studies, the Editor of the Newsletter, the members of the Editorial Board, Committee members and chairs and representatives of this Association to other organizations; establish Special Committees subject to approval by the Board; and submit a written report of his/her activities at the annual meeting. The President's expenses shall be limited to $100.00 unless authorized by the Executive Committee to spend more for specific purposes.
Section 3. The First and Second Vice-Presidents shall assist the President in the general management of the Association's affairs; the First Vice-President shall serve as chair of the Rules Committee and act as Parliamentarian at the meetings of the Association and the Board of Directors, preside during the sessions in the absence of the President, and shall act as chair of the Program Committee for the annual meeting in the year in which his or her vice-presidency terminates. The Second Vice-President shall act as chair of the PAHA Awards Committee, responsible for the coordination of the awards process and publicity of the PAHA Awards. Both Vice Presidents shall submit written reports of their activities at the annual meeting.
Section 4. The Secretary shall record the proceedings of the annual meeting and the minutes of the Board meetings; and submit a written report of the proceedings and minutes at the annual meeting.
a) The Treasurer shall receive the monies of the Association and make disbursements when necessary; deposit the funds of the Association in a recognized depository in two accounts; checking and interest bearing; mail notices and collect membership dues; keep a record of all monies received, disbursed as well as owed by delinquent members; maintain a financial statement for the year at the annual meeting; prepare and submit all financial and other documents relating to the Association's tax-exempt status; and keep a current file of the members with their addresses and biographical data.
b) Officers authorized to sign checks are the President, the Treasurer, the Executive Director or other representatives duly authorized by the PAHA board; two signatures are required for the validity of checks.
c) The President shall appoint an auditing committee of three for a report to be given at the annual meeting.
Section 6. The Editor shall serve as chair of the Association’s Editorial Board; prepare for publication and distribute the official organ of the Association, the Polish American Studies; accept and edit manuscripts for publication, with the assistance of the Associate Editors; and submit a written report of the year’s work to the Board of Directors. The Editor of the Newsletter will write, edit, and publish the Newsletter of the Association, to be distributed by the PAHA headquarters.
Section 7. The Executive Director will have as his/her duty to provide continuity of the Association’s business between the annual meetings and to carry out the responsibility for the organization’s public relations work. He/She will coordinate the work of the various committees as the President directs; he/she will serve as the liaison between the various committees and the President; he/she will also be the liaison between the Association and other organizations and institutions at times. He/she will oversee the maintenance of the membership database, organize membership drives and maintain contacts with members and prospective members. He/she will assist the President and/or Vice-President in the organization of the annual conference. He/she shall render an account of his/her activities and the monies spent each year at the annual meeting.
Section 8. The Director of Online Communications shall edit, develop, manage, and maintain the Association’s website.
Section 9. The Director of Development will be responsible for fund raising and administration of grants.
Article 13. Affiliations
Section 1. Affiliations with organizations and institutions having kindred interests may be proposed by a majority resolution passed at the annual meeting of this Association, provided that this Association does not jeopardize its independence and activities, and provided that the extent of the obligations of such joint action is controlled by the Board of the Association.