Bylaws of the Semiotic Society of America (PDF Version)
Adopted and Approved by the Executive Board and General Business Meeting 29 October 2017 — 42nd Annual Conference — Puebla, Mexico
- ARTICLE I: CORPORATE SOCIETY NAME
- ARTICLE II: CORPORATE SOCIETY DEFINITION
- ARTICLE III: MEMBERSHIP
- ARTICLE IV: EXECUTIVE BOARD
- ARTICLE V: OFFICERS AND THEIR DUTIES: President; Vice-President; Executive Director; Secretary; Webmaster
- ARTICLE VI: STANDING COMMITTEES: Nominating; Program; Kevelson Award; Sebeok Award; Ad Hoc
- ARTICLE VII: CONFERENCES
- ARTICLE VIII: AMENDMENTS
- ARTICLE IX: ADOPTION OF BYLAWS
- ARTICLE X: RECORD OF AMENDMENTS TO THE BYLAWS
The purpose of a Constitution is to state the Principles of the members of a group for a general and specific purpose. A Constitution specifies the powers and dues of the membership and its officers. Constitutions are meant to be permanent and difficult to change (prior written notice and ⅔ vote of all active members). The SSA Constitution was adopted on 24 September 1976 at Atlanta, Georgia (Georgia Institute of Technology). The meeting was chaired by Allen Walker Reed, chairperson of the Constitution Committee (formed in 1975 by Henry Hiż, Eugen Bær, and Thomas A. Sebeok; filed for incorporation 5 February 1976 by Alan Haberman [attorney]).
The purpose of Bylaws is to state the Operational Rules by which the group manages its routine corporate affairs and management obligations. The Bylaws specify how the duties and responsibilities of Members and Officers are formalized, executed, and evaluated. Bylaws establish activity procedures and timelines for action. Bylaws are meant to be temporary and easy to change (⅔ vote of all members in attendance at a scheduled annual business meeting). Bylaws have the same organizational structure as the Constitution.
The present text of the SSA Bylaws was prepared by the SSA Ad Hoc Committee on Bylaws (Richard L. Lanigan, Chair) using the legal parameters and content required by the New York State, Department of State, The University of New York (Division of Education) and The Division of Corporations, State Records & Uniform Commercial Code. The present text was also suggested by Robert’s Rules of Order (newly rev. 11th ed. 2011) and the Guidelines for Bylaws of the American Bar Association.
ARTICLE I. CORPORATE SOCIETY NAME
The name of the corporation is Semiotic Society of America, Inc. commonly referred to by the name “Semiotic Society of America” and its abbreviated name “SSA”.
ARTICLE II. CORPORATE SOCIETY DEFINITION
SECTION 1. NONPROFIT PURPOSE
1.1. The SSA educational not-for-profit corporation is organized exclusively for educational, artistic and scientific research and publication purposes, including making awards for these purposes, and for such purposes, the making of contributions and distributions to itself and other organizations that qualify as exempt organizations under Section 501(c)(3) of the U. S. Internal Revenue Code, or the corresponding section of any future federal tax code.
1.2. The Semiotic Society of America, Inc. is an educational and professional entity registered with the U. S. Internal Revenue Service as a Domestic Not-For-Profit Corporation. The SSA has the U. S. Tax Code Nonprofit Federal Identification Number (FIN): 68-011-6556.
1.3. The Semiotic Society of America, Inc. is an educational and professional entity registered with the New York State, Department of State, The University of New York (Division of Education) and The Division of Corporations, State Records & Uniform Commercial Code as a Domestic Educational Not-for-Profit Corporation, number 390993. The SSA was incorporated on 5 February 1976. Current status of the entity is “active”. The entity is strictly prohibited from participating in or intervening in any political campaign on behalf of any candidate for public office. The entity contact person of record is:
Javier Clavere, SSA Executive Director
Address: Presser Hall, Room 404, Berea College, Berea, KY 40404 (USA)
Phone: 1-859-985-3464, Ext: 3464; Fax: 1-859-985-3994
E-Mail: email@example.com or firstname.lastname@example.org
SECTION 2. SPECIFIC PURPOSE
2.1. The General Objective of the SSA is to be the leading professional organization for research on Semiotics in North America (United States, Canada, Mexico). The SSA is a transdisciplinary professional organization serving a diverse community of academic scholars with common interests in the study and application of signs and sign systems, commonly referred to as Semiotics and Semiology.
Founded in 1975 and incorporated in1976, the Society supports innovative scholarship linking analytical and critical, theoretical and applied, historical and interpretive approaches to the contemporary, transcultural world. Sign theories are relevant to the arts, humanities, physical, social, and human sciences alike – inclusively applying to cognate disciplines as diverse as anthropology, biology, cognitive science, communication, cybernetics, fine arts, law, literary criticism, linguistics, marketing, media studies, mathematics, nursing, pedagogy, philosophy, religion, and technology.
2.2. Specific Incorporation Objectives of the SSA are
“(1) the advancement of the scientific study of language;
(2) to provide assistance to institutions, organizations, agencies or groups in developing and maintaining programs for the advancement of the scientific study of language, and
(3) to make available information concerning latest advances in the scientific study of language” (Certificate, p. 3).
2.3. Specific Educational Objectives of the SSA are:
(1) To provide research on, and instruction in, semiotics in such venues as workshops, symposia, and conferences;
(2) To provide a national and international venue for an annual conference;
(3) To provide opportunities for research publication in all media (electronic, print); and,
(4) To sponsor, host and/or participate in events and activities that promote the discipline of semiotics at universities, institutes, and related institutions.
2.4. Permanent Publications
2.4.1. Official Journal of Record
The American Journal of Semiotics, ISSN: 0277-7126. Includes Presidential Addresses, Sebeok Fellow Address, and Annual Conference Plenary Addresses, subject to style approval by the Editor. Also includes peer-reviewed articles submitted by the scholarship as well as book reviews. Abbreviated TAJS.
2.4.2. Official Yearbook of Record
Semiotics [conference year], ISSN: 0747-7611. A separate ISBN is assigned to each annual volume upon publication. The Yearbook includes selected papers presented at the Annual Conference that year and other research papers submitted to the Editor by SSA members.
ARTICLE III. MEMBERSHIP
SECTION 1. ELIGIBILITY FOR MEMBERSHIP
The SSA Constitution Article IV, sec. 1 establishes and defines Membership Classes: Individual, Student, Institutional, and Honorary. Because of the legal status of membership, categories are not changeable as a function of Bylaws.
SECTION 2. ANNUAL DUES
2.1. Membership enrollment and account maintenance is administer by agency contract with the Philosophy Document Center. The SSA Website has a direct link button: “Join SSA”. The amount required for annual dues, conference fees, publications costs are posted online: www.pdcnet.org.
2.2. Membership includes an electronic subscription to The American Journal of Semiotics.
Fees for the Annual Conference, print edition of TAJS, and the Semiotics Yearbook are an additional charge. Both publications are produced by agency contract with the Philosophy Document Center.
ARTICLE IV. EXECUTIVE BOARD
SECTION 1. MANAGEMENT
The affairs of SSA shall be managed by its Executive Board (EB). The EB shall have control of, and be responsible for, the management of the affairs, finances, and property of the SSA.
SECTION 2. MEMBERSHIP
2.1. Executive Board (EB) Membership and Duties are defined in Article V, sec. 2. of the Constitution. Because of the legal status of the EB, its membership and duties are not changeable as a function of Bylaws.
2.2. Non-Elected Member of the EB is the  Executive Director (ED).
2.3. Elected Members of the EB are:  President,  Vice-President, and six other Members [ 4, 5, 6, 7, 8, 9 ] of SSA. Only the ED and these members may vote at EB meetings. Only nine (9) votes in total are permitted, a majority being five (5) votes. In the event of an absent member, another EB member may be a proxy voter by presenting a hard copy proxy letter signed by the absent member.
2.4. Ex Officio Members of the EB are non-voting. Ex Officio Members of the EB are the  Editor of The American Journal of Semiotics,  Editor of the Semiotics Yearbook,  Secretary,  Webmaster,  Chair, Kevelson Award Committee,  Chair, Sebeok Award Committee,  Chair, Ad Hoc Committee, and  Representative of the Philosophy Documentation Center.
2.5. All SSA Members may attend and participate EB meetings, subject to time control by the President as chairperson of the EB Meeting.
SECTION 3. COMPENSATION
3.1. Members of the EB shall not receive any compensation for their services on the board.
The ED and members of the EB assume no liability, individually or collectively, for the corporate debts or other encumbrances of the SSA.
3.2. The ED is authorized to pay costs for an invited Plenary Speaker (PS) who provide a presentation at the Annual Conference. The ED must have prior approval of the EB for any PS invitation based on the PS budget.
3.3. Plenary Speaker Budget. Proposals to host an Annual Conference must include a PS Budget for each anticipated PS according to the following criteria:
3.3.1. When feasible, one PS should be local to the venue (to avoid travel and hotel costs);
3.3.2. The PS must deliver a formal oral address devoted to a specific topic on, or cognate, to Semiotics;
3.3.3. The PS subvention includes:
(1) An Honorarium, if budgeted and not exceeding US$ 500;
(2) Paid Hotel Room (non-lodging charges are not covered ) and Conference Fee cost;
(3) PS Travel Subvention of actual transportation cost (depending on budgetary availability).
The PS must submit a primary receipt (e.g., airline or train receipt) prior to payment for transportation.
SECTION 4. PARLIAMENTARY PROCEDURE
Any question concerning parliamentary procedure at SSA meetings shall be determined by the President or Committee Chair by Robert’s Rules of Order Quick Study and the full text edition of Robert’s Rules of Order: Newly Revised (11th ed., Roberts Rules Association; Da Capo Press, 2011). On technical issues, the full text edition of Robert’s Rules of Order shall govern.
Officers are reminded that meetings move more quickly if, before votes, the meeting chair appropriately asks: “Is there objection to unanimous consent?”.
ARTICLE V. OFFICERS AND THEIR DUTIES
The Officers of the SSA Executive Board are the President, Vice-President, Executive Director, Secretary, and Webmaster (Constitution Article V).
1. All Officers must be of active member of the SSA.
2. All Officers shall present a written report at both the Executive Board Meeting and the Business Meeting of the SSA Annual Conference.
SECTION 1. PRESIDENT
The President is to take office at end of the Business Meeting after serving as Vice-President.
The term of the President is one (1) year.
The Duties of the President include:
1.1. To preside over Executive Board (EB) meeting at the conference (following installation as President at the prior year annual Business Meeting);
1.2. To recognize those who are completing their service to the EB, and welcome new members of the EB [note that according to Article V Section 2 “In contrast to the President, who assumes office at the end of the Business Meeting, the two newly elected members of the EB take office with the beginning of the Annual Meeting (Conference)”];
1.3. To present the Agenda (provided by the Executive Director) to include:
1.3.1. Approval of last meeting minutes;
1.3.2. Reports by:
(1) The Executive Director including all transactions of the SSA, documentation of financial records, and all society activities such as election of a Vice-President/ President Elect and new EB members;
(2) Editor of TAJS;
(3) Editor of Semiotics Yearbook;
(4) Program Committee Chair (generally the VP/President elect);
(5) Nominating Committee Chair;
(6) Kevelson Award Committee Chair;
(7) Sebeok Award Committee Chair;
(8) Ad Hoc Committee Chair.
1.4. Selection of a New Member of the Nominating Committee—composed of three members serving three years each, with the committee chaired by the individual serving the last year of the 3-year term.
1.5. Announce the results of the Election of a new VP and two new members of the EB (completed at least two months before the annual meeting by the ED);
1.6. Solicit proposed Venues for the next 2-3 Annual Conference meetings and initiate plans for the next Program Committee (including the selection of the Program Committee);
1.7. Request for an Evaluation of the Executive Director and recommendation for reappointing the ED by the Executive Board;
1.8. NEW BUSINESS: Additional agenda items (previously distributed to the members of the board);
1.9. To give the Presidential Address at the conference banquet or luncheon one year after being installed as President;
1.10. To preside over the Business Meeting at the end of the conference, and include voting on any items put forward by the EB, and installing the NEW PRESIDENT.
SECTION 2. VICE-PRESIDENT
The Vice-President shall have the additional title of “President-Elect”.
The Duties of the Vice-President include:
2.1. The VP shall serve for one year only, succeeding to the Presidency in the following year.
2.2. The VP chairs the Program Committee. The Program Committee consists of six members appointed by the Vice-President and Executive Director.
2.3. In the event that the VP cannot fulfill the duties of office, the EB shall appoint a replacement for the duration of the VP term of office with all rights and responsibilities. The replacement person shall be listed as the VP of record in all SSA documentation.
SECTION 3. EXECUTIVE DIRECTOR
The Executive Board (EB) appoints an Executive Director (ED) for one term and eligible for immediate re-appointment based upon the EB’s evaluation of performance during the previous term. The term of ED is three (3) years. The ED has the task of overseeing the affairs of the Society on a regular basis between the SSA Annual Conferences. The Executive Director is directly accountable and responsible to the EB.
3.1. The ED shall be provided with funds to cover administrative, editorial, and clerical assistance. The ED provides a professional service and shall not receive any compensation.
3.2. The Executive Director shall administer the affairs of the Society, with the following specific Duties and Responsibilities:
3.2.1. To function as Chief Financial Officer and Treasurer of the SSA; to establish a Fiscal Year for the SSA; and, to conduct financial and fiduciary operations of the SSA related to publications, meetings, and other functions in cooperation with the Program Committee, Executive Board, and other SSA officers; To maintain permanent digital storage of SSA financial records, archive materials, and other permanent records.
184.108.40.206. To administer a Bank Account in the name of SSA with a Co-signatory who is authorized: to access the account in the event that the ED is incapacitated, to keep financial records of all transactions of the SSA, and, documentation of all other SSA business, functions, and communications;
220.127.116.11. To create and maintain an SSA Financial Data Base with all documentation accessible to the Bank Account Co-signatory.
18.104.22.168. The Co-signatory must be a member of the EB as a manager of legal agency.
3.2.3. To establish an Endowment Reserve Fund. The ED shall establish a separate Endowment Reserve bank account that shall be used for long-term investment to create a fiscal sustainability reserve for the SSA. The EB, upon recommendation of the ED, shall authorize an annual contribution to the Endowment of not less than US$ 1000 per year. Only the EB may authorize withdrawal of funds from the Endowment. A minimum of US$ 50,000 should be in place before considering withdrawals; all interest is to be re-invested in the fund. The ED shall establish a contribution categories on the Membership webpage to solicit tax-exempt [SSA is a NON-Profit Corporation] (1) contributions for the Endowment Reserve Fund and (2) information for designating the SSA Endowment as a beneficiary in Wills and Last Testaments or similar monetary instruments.
3.3.4. To present and distribute a hard copy Annual Fiscal Year Report at the annual Executive Board meeting documenting all financial transactions and other SSA business noted above;
3.2.5. To oversee all issues related to Publications by the Society, delegating any editing and production issues deemed advisable to the respective Editors;
3.2.6. To oversee the elections and referenda conducted by Email ballot.
3.2.7. To submit an Agenda to the President for the Executive Board meeting to take place at the Annual Conference. Note that the details of the Agenda are included in the description of the President’s responsibilities (see above Article V, sec. 1.3.).
3.2.8. To appoint the Roberta Kevelson Award Committee (KAC) which consists of three people (including a Chairperson).
3.2.9. To annually appoint one new member to the Sebeok Award Committee (SAC) nominated by the Nominating Committee and approved by vote of the EB.
SECTION 4. SECRETARY
The Secretary is appointed by the EB for one year and eligible for immediate re-appointment.
The secretary is directly responsible to the EB.
The Duties of the Secretary include:
4.1. To have on hand at all meetings a copy of Robert’s Rules of Order Quick Study.
4.2. To record the minutes of (formal actions taken by motions approved) both the EB Meeting and the Business Meting at the Annual Conference.
4.3. To post the minutes on the SSA Website; notice must be given that such minutes are subject to correction and amendment at the next annual conference (corrected minutes will replace previous minutes on the website).
4.4. To maintain a digital historical record of SSA activity (other than those in the publications of the SSA), e.g., the program and correction sheet for each annual conference, all award certificates, all photographs of award presentations and keynote speakers, etc.
The Secretary shall also maintain an official list of
(1) all Presidents;
(2) all Members and ex officio Members of the EB (by year, with term limits);
(3) all Award Recipients;
(4) all Members registered with The Philosophy Documentation Center (as of one month following the Annual Conference).
4.5. To secure and maintain a set of permanent Room Banners, Stand Banners (for registration), Logo Table Covers (for all display tables), and canvas Conference Bags (permanent logo design [no date, except “Founded 1976”], so bags may be bulk ordered for several years use. All print copy for these items must be approved by the EB.
4.6. To explore the possibility and feasibility of creating a digital edition of the “Semiotic Society of America Records, 1970-1992”, a repository currently housed in the Special Collections Library at Pennsylvania State University.
SECTION 5. WEBMASTER
The Webmaster is appointed by the EB for one year and eligible for immediate re-appointment. The Webmaster is directly responsible to the ED, who shall consult the EB as necessary, especially on matters of domain ownership and sever hosting.
The Duties of the Webmaster include:
5.1. To maintain and update the SSA Internet Website, and, associated digital accounts, e.g., Facebook, YouTube, etc.
5.2. To advise the ED and Program Committee on digital media matters associated with the Annual Conference.
ARTICLE VI. STANDING COMMITTEES
SECTION 1. NOMINATING COMMITTEE
Because of the legal status of the Standing Committees, membership and duties are not changeable as a function of Bylaws.
1.1. Definition. The standing committee on nominations is and it duties are defined in Article VI, sec. 1 of the Constitution.
1.2. Report. The Chair or a Member of the committee shall present a written report at the Business Meeting of the Annual Conference.
SECTION 2. PROGRAM COMMITTEE
2.1. Definition. The standing committee on the conference program and it duties are defined in Article VI, sec. 2 of the Constitution.
2.2. Report. The Chair or a Member of the committee shall present a written report at the Business Meeting of the SSA Annual Conference.
SECTION 3. KEVELSON AWARD COMMITTEE
3.1. Award Description
The award honors the contribution of Roberta Kevelson (4 November 1931 —28 November 1998; born Fall River, Massachusetts, USA), a Founding Member of the SSA. She was awarded the first Ph.D. in Semiotics (Brown University 1978) in the USA. Her career position was at Pennsylvania State University, although she taught at The College of William and Mary and had a research appointment at Yale University. She was a pre-eminent Charles S. Peirce Scholar and is best remembered for founding the international research subdiscipline of Semiotics of Law, i.e., Legal Semiotics. In addition, she was responsible for securing the archive “Semiotic Society of America Records, 1970-1992”, a repository currently housed in the Special Collections Library of the Pennsylvania State University.
3.2. Committee Membership
The Roberta Kevelson Award Committee (KAC) consists of three people (including a Chairperson) appointed by the ED. The Committee is responsible for reviewing full papers submitted for the award by Students via the EasyChair system. When necessary (if only an abstract is submitted), the committee chair requests a full paper by a set deadline. The ED gives EasyChair access to all KAC members for online review. The chair notifies the award winner by email.
3.3. Award Purposes
- (1) stimulate student research, presentation, and publication in the discipline of Semiotics;
- (2) recognize outstanding scholarship at the beginning of a student’s professional academic career, and
- (3) foster student membership in the SSA.
3.4. PAPER Selection Criteria
- (1) Topic: Promising research subject matter in the discipline of Semiotics;
- (2) Focus: Sophisticated analyses of a theoretical concept relevant to Semiotics;
- (3) Organization: Clear logic demonstrating analysis and synthesis with problematic and thematic limitation;
- (4) Application: Valuable contribution to understanding the broader discipline of Semiotics;
- (5) Writing: clarity, conciseness, appropriate primary and secondary source citation.
NB: If the Award contest is set up so that students request on their own that their paper be considered for the Kevelson Award, students should bear those criteria in mind. The Committee will in this case not be selecting student papers independently.
3.5. Award Selection Criteria
- (1) a high degree of excellence in all categories of the selection criteria in 3.4.(1);
- (2) originality of topic;
- (3) theoretical focus on a particular semiotician, school of semiotics, or logic model; and
- (4) evidence of systematic research, i.e., self-citation of previous research (published or unpublished) relevant to the paper topic and subject-matter.
3.6. Nature of the Award
- (1) the permanent title “Kevelson Award Recipient”;
- (2) Presentation of the winning paper at the Annual Conference;
- (3) Labeling as the “Kevelson Award Recipient” in the printed Conference Program unless the recipient’s identity is to be kept confidential until official announcement;
- (4) publication of the paper in Semiotics Yearbook (subject to peer-review suggested corrections and style approval by the editor);
- (5) A free Membership in SSA for the year following the Award; and
- (6) A “Certificate of Award” presented by the KAC Chair or Committee Member at an appropriate time during the Annual Conference.
The Chair or a Member of the KAC shall present a written report at the Business Meeting of the Annual Conference.
SECTION 4. SEBEOK AWARD COMMITTEE
4.1. Award Description
The award honors the contribution of Thomas A. Sebeok (November 9, 1920 — December 21, 2001; born Budapest, Hungary). A Founding Member of the SSA, he transformed the landscape of sign studies in the 20th Century, following on the foundational scholarship of (1) Charles Sanders Peirce and Charles Morris (in the USA) focused on Semiotics, (2) that of Ferdinand de Saussure (in Europe) focused on Semiology, and that of (3) Roman Jakobson (in the USA and Europe) focused on Semiotic Phenomenology.
Sebeok expanded the purview of Semiotics to include communication and information (non-human signal) systems. He initiated the international research subdiscipline foci on respectively Zoosemiotics, Biosemiotics, and Anthroprosemiotics. The award also memorializes Sebeok’s effort in founding and sustaining the Semiotic Society of America, and secondarily, as a Founding Member (Paris, France 1969) of the International Association for Semiotic Studies and its journal Semiotica of which he was the first Editor.
4.2. Award Purposes
- (1) To honor a living scholar’s substantial career or lifetime scholarly contributions to the discipline of Semiotics by scholars;
- (2) to commend a scholar’s substantial professional service to the SSA;
- (3) to recognize the unique contribution of American Semiotics to the wider international community of semiotic scholarship;
- (4) to remember that exemplary systematic scholarship sustains the discipline of Semiotics.
4.3. Committee Membership
The Thomas A. Sebeok Award Committee (SAC) consists of three members nominated by the ED and confirmed by majority vote the EB. Terms are for three (3) years, with one member rotating off each year. During the third year of the member’s term, the member will serve as SAC Chair. In the case of resignation, death, illness, or other abnormal vacancy in the SAC, a replacement member shall be nominated by the ED and confirmed by the EB within one month of the vacancy (the replacement person completes the original term). Two members of the SAC must be either SSA Sebeok Fellows or Past Presidents. Members of the SAC are not eligible for Sebeok Award nomination during their term on the committee.
4.4. Award Selection Criteria
- (1) Lifetime or substantial career contribution to semiotics;
- (2) Service to the semiotic community through research publications, professional leadership, and teaching mentorship;
- (3 ) a Program of semiotic research publication focused on (a) one particular theorist (e.g., Peirce, Sebeok, Eco), or (b) a school or tradition of thought (e.g., phenomenology, structuralism), or (c) a cognate discipline (e.g., biology, ethics, linguistics, logic); or
- (4) a Demonstrated Commitment to semiotic transdisciplinary dialogue in the spirit of Thomas A. Sebeok.
Outstanding nominations will meet all four categories.
4.5. Award Nomination Process
A Nomination shall consist of a letter of nomination from a member of the SSA to the SAC Chair which specifies
(1) adherence to the stated criteria for the award;
(2) consent of the person so nominated;
(3) the internet address of primary biographical materials, e.g., a university or institute online biography, Academia.edu page, etc. (public authorship pages such as Wikipedia are not acceptable);
(4) a commitment to hold the nomination confidential to the nominator and the nominee; and
(5) the contact Email address of both the nominator and the nominee.
The nomination must be in the form of a PDF file copy of the letter written on the institutional letterhead of the nominator. Self nominations are not accepted.
4.6. Award Selection Process.
4.6.1. The annual deadline for review of nominations is 1 June.
4.6.2. SAC Chair Duties
The Chair shall
(1) receive all nominations;
(2) nominations received after 1 June shall be tabled for later consideration;
(3) during the Month of June, the SAC Chair shall send the nominations by Email to the members of the SAC;
(4) by unanimous vote, the SAC will judge each nomination as “Acceptable” or “Unacceptable” according to the stated criteria for the award;
(5) the SAC Chair will notify each Nominator of the nomination status: Unacceptable = rejected as not meeting the criteria for the award; Acceptable = accepted for consideration for a period of five years;
(6) the SAC Chair shall maintain confidential lists of accepted and rejected nominations (these lists shall be referred to numerically in public reports, e.g. , “5 accepted, 3 rejected for 2014”) [Nominations of record at the time of the adoption of the Bylaws shall carry over to the current SAC];
(7) the SAC Chair shall ask each committee member to rank order the group of accepted nominations with a brief justification; the process will be repeated until a unanimous ranking of first (1st) is achieved by one nominee. If the SAC Chair determines that a unanimous decision cannot be reached, the nomination process will be tabled until the following year;
(8) During the month of July, the Chair of the SAC will notify the ED of the award voted by the SAC.
4.6.3. The Sebeok Award is limited to one successful nomination per year. In the rare event that the SAC cannot reach a unanimous decision, no award will be given that year. The next selection will fall to a new committee with a new member rotating into membership the following year.
4.7. Nature of the Award
The award consists of:
(1) the permanent title “SSA Sebeok Fellow”;
(2) presentation of the Sebeok Fellow Address at a plenary session at the next Annual Conference, with appropriate designation in the published Conference Program;
(3) subsequent publication in TAJS;
(4) a free permanent membership in SSA (an Honorary Membership for members not resident in North America as per Article IV, sec. 1 (d) of the Constitution);
(5) a “Plaque Award” presented by the SAC Chair or Committee Member at an appropriate time during the Annual Conference;
(6) free hotel and conference fees for the conference at which the Sebeok Fellow Address is presented;
(7) and when the budget permits, an address honorarium payment not to exceed US$ 500.
The Chair or a Member of the SAC shall present a written report at the Business Meeting of the Annual Conference.
SECTION 5. AD HOC COMMITTEE
An Ad Hoc Committee is created for a specific purpose and is terminated when its Report is accepted at the General Business meeting. It is mentioned in Article VI, sec. 5 of the Constitution. An Ad Hoc Committee is by definition not a standing committee but a special or select committee.
ARTICLE VII. CONFERENCES
SECTION 1. ANNUAL CONFERENCE TIME AND PLACE
Recommendations are made by the EB and voted upon by the membership at the SSA Business Meeting.
SECTION 2. PROPOSAL TO HOST AN SSA ANNUAL CONFERENCE
2.1. Guidelines for Submitting a Proposal to Host the Semiotic Society of America Annual Conference and Business Meeting.
2.1.1. A Letter of Interest to host the SSA Annual Conference shall be submitted to the Executive Director at least one month prior to the Annual Conference.
2.1.2. A Venue Proposal must be submitted along with the Letter of Interest to host the Annual Conference. The proposal must be submitted one year (preferably two) prior to the proposed date (year) of the conference.
2.1.3. The proposal must include information that demonstrates the ability and/or commitment to meet the requirements listed under Responsibilities of Local Host. Typically this information is a letter(s) from an institutional official indicating the general scope of involved support.
2.2. Review of Proposals for hosting of the annual conference shall be conducted by the EB that will make recommendations (based on agreed criteria) for voting in the SSA Business Meeting.
SECTION 3. PROPOSAL PLANNING GUIDELINES FOR HOSTING
3.1. Responsibilities and Expectations for a Local Host: Specify resources available to help SSA successfully conduct the Annual Conference.
3.1.1. Sponsorships and Endorsements: Institutional, Corporate, Commercial, Individual.
3.1.2. Event Help: human resources available to assist with the operation and execution of the activities for the conference (Volunteer Help, Local Host Greeters, etc.).
3.1.3. Funding Available: Amount of financing available for office supplies (Badges, Conference Bags, etc.), print production (e.g., Program Schedule, Advertising Posters, Banners, etc.), and gif items (award certificates and plaques).
3.1.4. Audio-Visual Equipment: Functional capacity (in-room or portable?), quantity (maximum number of units?), and functional capacity (Operating system, Apple or Microsoft; Connectivity, VGA, UBS, interface for Internet, etc.; Internet access (in room; in building); liability for damage or theft).
3.1.5. Promotion: Plans for advertising the event in your local community; Benefits you foresee for your host site and the SSA (win-win scenario); Possibilities for joint programming (parallel public lectures, artistic events, celebrations, etc.).
3.1.6. Venue: Proposers must budget initially from the Price Chart for service charges; the ED will negotiate a final contract; (a) HOTEL: Bids are required (2 or preferably 3); (b) INSTITUTIONAL CAMPUS: Contracting Agent must be specified in the Letter of Interest.
3.1.7. Can you offer entertainment from local artists, sponsored tours, guided sigh seeing tours for family members, trips to local attractions? (Without financial burden?)
3.2. Meeting Facilities Needs
3.2.1. Number/Capacity of Rooms Available
Meeting Rooms (concurrent sessions)
Banquet Rooms (round table dining setup; type of speaker audio system)
3.2.2. Information/Registration Area: Two standard tables needed.
3.2.3. Display Area or Room (preferred for lockup)
Book display (contact person and address for pre-conference shipment of boxes; Is there a campus bookstore agent available?)
Other sales display; general information brochures/pamphlets. At least one standard table for each category.
3.2.4. Coffee and break space available; Is there an In-house coffee vendor (e.g., Starbucks).
3.3.1. Type and Options: Hotel room rate (must include taxes), rates with inclusive meal (if available); Hostel or campus dormitory room rate (if available, feasible).
3.3.2. Food Service: Hotel restaurants and description; room service available; institutional event meal ticket; other restaurant options.
3.4.1. Travel: Air, Train, Bus, Shuttle, Taxi, Automobile. Indicate all travel possibilities stressing easiest access, best price, etc. Note any venue parking restrictions and charges. Online links (especially maps and routes) should be listed as appropriate in all categories.
3.4.2. Visas and Security (International Attendees). In the case of a venue outside the United States of America, provide specific visa type required for entry and exit. Indicate any special requirements (e.g., le>er of invitation, health card/immunizations, expire date range for the passport, etc.).
ARTICLE VIII. AMENDMENTS
SECTION 1. ARTICLES OF INCORPORATION; THE CONSTITUTION
The Constitution may be amended according to the provisions of “Article VIII. Amendments” of the Constitution.
SECTION 2. BYLAWS
1.1. The SSA Membership may amend these Bylaws by submitting proposed amendments to the ED. An Email discussion by the EB shall precede the annual EB Board Meeting. The EB shall vote on amendments. If adopted, the amendment(s) shall be distributed by Email to all active SSA members at least one month prior to the next Annual Conference Business Meeting at which time the Members will vote on adoption.
1.2. Amendments shall be adopted by two-thirds (⅔) majority vote of the SSA members present at the Business Meeting of the Annual Conference.
ARTICLE IX. ADOPTION OF BYLAWS
We, the undersigned, are all current Executive Board Members by force of the Constitution of the incorporated SSA and we consent to, and hereby do, adopt the foregoing Bylaws as the ByPage laws of this corporation, subject to approval by two-thirds (⅔) vote of the SSA membership in attendance at the next annual Business Meeting.
ADOPTED AND APPROVED by majority vote of the Board of Directors on this 26th day of October, 2017.
ATTEST SIGNATURE ___________________________(1)
Javier Clavere, Executive Director, SSA Incorporated
ATTEST, Viva Voce, Members of the SSA Executive Board:
Deborah Smith-Shank (2) ____________________
Deborah Eicher-Catt (3) ______________________
Ted J. Baenziger (4) _________________________
Farouk Y. Seif (5)____________________________
Dora Ivonne Alvarez-Tamayo (7) _______________
Christopher Morrissey (8) ____________________
Gilad Elbom (9) ____________________________
Richard Currie Smith (10) ____________________
Richard L. Lanigan (11) _____________________
(2) ADOPTED AND APPROVED by two-thirds (⅔) majority vote at the annual
General Business Meeting on this 29th day of October, 2017.
ATTEST SIGNATURE ________________________________________
Javier Clavere, Executive Director, SSA Incorporated
ARTICLE X. RECORD OF AMENDMENTS TO THE BYLAWS
1. Amendment to ARTICLE _____, SECTION _____ Adoption Date: ___________________[Text of New Amendment]