RATIFIED JANUARY 1997
LAST AMENDED JUNE 2008
1. Name of the Association
The name of the Association shall be THE SOCIETY FOR EAST ASIAN ARCHAEOLOGY (SEAA).
This Association is concerned with promoting interest and research in the field of East Asian archaeology through the sharing of information on ongoing projects, encouraging premier quality research and interdisciplinary communications, providing publishing opportunities through a newsletter and journal, holding academic meetings and conferences, providing educational outreach to the general community, enhancing scholarly communications and good relations among archaeologists within East Asia, and encouraging interdisciplinary perspectives involving several regions.
3. General Membership
Membership of this Association shall be composed of professionals and non-professionals worldwide who are interested in East Asian archaeology. There shall be three classes of Membership: Honorary, Regular, and Reduced Fee (e.g. student, unemployed, retired). Membership shall be contingent upon payment of appropriate dues for each category as determined by the Council. The membership year begins on April 1, and ends on March 31.
Privileges of membership shall include
(a) to take party in the decision making process of the Society through voting in person at the General Meeting, and casting post and/or electronic ballots;
(b) to be eligible to hold elected and appointed offices of the Society;
(c) to participate at the World Conference, by presenting papers and posters, and acting as discussants or chairs; and
(d) to have access to the members' area of the Society's website.
4. Executive Board
The Executive Board shall consist of four elected Executive Officers (President, Vice-President, Secretary, and Treasurer). It shall act as the primary decision-making body of the Society in the interim between Council Meetings. The Executive Board shall serve to approve initial, non-routine, or large expenditures by the Treasurer. Decisions by the Executive Board shall shall require a three-quarters majority. In the case of equally divided opinions on the Executive Board, the Editor shall be consulted as a tie-breaker. The Executive Board may issue an invitation to individual Non-Council Appointed Officers (see Article 10) or any other person to attend a Council Meeting as an observer.
5. Executive Officers
The Executive Officers shall be elected by general Postal and/or Electronic Ballot to the Council and shall serve therein as the Executive Board. The Executive Officers shall also sit on the Nominating & Appointments Committee (see Article 12).
President, who will represent the Association to the outside, who will produce an agenda for and chair the periodic Business Meeting, who will act to oversee the activities of the Association in any arising situation, and fulfil other related duties.
Vice President, who will schedule, publicise and oversee the running of the World Conference by the Conference Program Officer and/or Local Organiser. The Vice-President will act on site as the conference trouble-shooter and write a Conference Report for publicity purposes, among other duties. Ordinarily, the Vice-President should succeed to the Presidency upon confirmation by a postal ballot.
Treasurer, who will be in charge of the Central Treasury (see Article 15) and to whom Regional Treasurers will report. The Treasurer will keep the database of members; generate mailing labels; accept Membership Dues, Conference Fees, and Subscriptions as necessary; issue dues notices (to be put in the newsletter); pay out reimbursements; and create an annual Treasury Report, among many duties. The Treasurer will also conduct periodic Membership drives with the help of the Regional Representatives and/or Regional Treasurers.
Secretary, who will serve the President and Treasurer in a secretarial capacity to communicate with the Council (e.g. circulate meeting agenda), administer the postal ballots (including constitutional amendments), take the minutes at the Business Meetings, chair the Nominating & Appointments Committee, and conduct other secretarial activities.
6. Advisory board
Immediate Past Executive Officers shall form an Advisory Board to which Council Members have recourse for advice and guidance.
The Council shall consist of the Executive Officers, a variable number of elected Regional Representatives, and Appointed Council Members of variable number and function. The number of Council Members en toto must not exceed a maximum of twenty, and their affiliations should ensure a broadly equal representation of all three East Asian countries (China, Korea, and Japan) in terms of nationality, scholarly interests, and/or residence.
The Council shall act as the policy making and administrative body of the Association. The quorum for decision-making at Council Meetings shall require the presence of a majority of current Council Members and must include at least two Executive Officers and one Regional Representative each from Asia and the West.
All Council Members shall be dues-paying Members. Each member of Council shall be accountable to the Council for carrying out their Duties. Officer reports shall be due annually to the President in writing by March 1st. The Council will thereafter confer once a year by telephone conference in mid-spring.
8. Regional Representatives
Regional Representatives shall be elected by general Postal and/or Electronic Ballot to sit on the Council and form part of the Nominating & Appointments Committee. They shall be responsible for Membership and Subscription Drives in their area and will bring to the attention of the Council areal concerns in Association activities. Regional Representatives may also serve as Regional Treasurers, upon confirmation by Council, in order to collect Membership Dues from regional Members for forwarding to the Central Treasury. Regional Representatives shall consist of at least three Western representatives (Europe, North America, Australasia) and at least three Eastern representatives (China, Korea, Japan). Regional Representatives are encouraged to establish local branch societies (see Article 18) and to host local meetings in order to encourage communication on a residential basis among Association members.
9. Officers appointed to Council
Appointments to these positions should be made by the Nominating & Appointments Committee with a three-quarters majority vote.
Public Relations Officer, who will fundraise for the Association and develop and distribute publicity materials for use on the internet, with the press, with publishing companies, book distributors, etc.
Website Editor, who will encourage use of the internet for Association communication, including arranging for uploading of documents (the newsletter), maintaining a Home Page, etc.
Conference Program Officer, who will be in charge of the academic content and scheduling of Conference activities, including the call for papers, etc.
Local Organiser, who will be in charge of conference logistics: booking facilities and equipment, local transportation and events, and arranging payment, etc.
Journal Editor, who will be in charge of collecting, selecting, and editing papers for Journal issues, or who will appoint a Guest Editor for specific issues who will undertake these activities, etc. The Journal Editor will have recourse to an Editorial Board, the members of which shall be approved by the Executive Board.
Newsletter Editor, who will collect, select and edit material, and produce and distribute a periodic newsletter, etc. The Newsletter Editor shall be able to appoint subsidiary editors for specific tasks in creating the Newsletter contents.
10. Non-Council Appointed Officers
These positions may be filled by existing Council Members, or they may be filled by other persons; in either case, it shall be the Nominating & Appointments Committee that appoints to these positions. Appointed Officers not already sitting on Council may be invited by the Executive Board to attend Council Meetings as observers, but they shall not be eligible to vote in Council affairs except by Postal Ballot as conducted among the General Membership.
SAA Liaison, who will coordinate activities at the annual SAA (Society for American Archaeology) meetings for East Asian archaeology and ensure that a presence is maintained and information flows, and who will write a report of activities for the newsletter.
AAS Liaison, who will coordinate activities at the annual AAS (Association for Asian Studies) meetings for East Asian archaeology and ensure that a presence is maintained and information flows, and who will write a report of activities for the newsletter.
IPPA Liaison, who will coordinate activities at the annual IPPA (Indo-Pacific Prehistory Association) meetings for East Asian archaeology and ensure that a presence is maintained and information flows, and who will write a report of activities for the newsletter.
If a Regional Representative does not also serve as Regional Treasurer, the Nominating & Appointments Committee may appoint another person to handle the local SEAA account.
Elections shall be held every four years by postal and/or electronic ballot; a simple majority of the valid returned ballots shall win. In cases where there is no simple majority, a plurality among the valid returned ballots shall win. The term served by all elected Officers shall be four years. With the exception of Website Editor and Journal Editor, the elected and appointed officers may serve in the same position for the maximum of two terms, or eight years. Early resignations may be replaced through the choice of the Executive Board, except for the succession of Vice-President to President, which shall be automatic in the case of the President’s resignation. All elected Officers shall be confirmed through a postal and/or electronic ballot in the subsequent election year. Each Member is entitled to one vote.
12. Nominating & Appointments Committee
The Nominating & Appointments Committee shall consist of all of the Elected Officers (Executive Board and Regional Representatives) and chaired by the Secretary, who shall call for nominations in advance of elections. It shall receive seconded nominations and nomination petitions from the General Membership. A nomination shall exist as a form signed by the nominator, seconder and/or petitioners and nominee agreeing to serve if elected. Only fully paid Members are eligible to nominate, second, petition, and serve.
All elected positions can be challenged through the nomination and seconding of an alternative by any two Members for a vote during the next Postal Ballot. The Nominating & Appointments Committee shall put valid nominations to the General Membership for a vote in the next scheduled Postal Ballot.
The Nominating & Appointments Committee shall entertain nominations from the General Membership for appointments to new or elapsed terms, and current Appointments may be challenged by petition of at least ten members for re-consideration. Nomination forms shall be circulated to the General Membership through the Newsletter by the Secretary.
Valid nominations for appointed positions shall be decided upon by the Nominating & Appoint-ments Committee by a three-quarters majority vote. The term of Appointment shall be four years.
If any elected or appointed officer fails to pay their Membership Dues or is agreed by three quarters of the Council to have failed to perform their duties to the Association, that Officer may be tempo-rarily replaced by an appointment of the Executive Board until the next scheduled Postal and/or Electronic Ballot. Any member in good standing may initiate a removal process by bringing the possibility to the attention of the Council.
Any Member may resign their Membership in the Association at any time, but they will not be eligible for a refund of any portion of their Membership Dues.
The Nominating & Appointments Committee may be petitioned by at least ten Members for the replacement of an Appointed Officer.
The Association shall have a Central Treasury and Regional Treasuries as deemed convenient for collection of annual dues within different currency areas. The Regional Treasuries will annually pay their collected dues to the Central Treasury, accompanied by documentation of the sources of all incoming monies (members’ names, changes in address, purpose of monies, etc.) and any outgoing monies used to maintain Association activities (postal costs, stationery supplies, bank charges, etc.). Expenditures will be distributed on an invoice or reimbursement basis, requiring prior approval of the Treasurer for the expenditure and the production of valid receipts.
The basic income of the Association shall consist of Membership Dues, Conference Fees, and Institutional Subscription Fees. Bequests, endowments and special project funding from corporations or funding agencies shall be solicited to further the objectives of the Association. Initial, non-routine, or large payments shall first be approved by the Executive Board.
No financial obligation in excess of funds available in the Treasuries shall be assumed collectively by the Council or individually by any Member on behalf of the Association, especially in the case of libel suits brought against any Association publication. Every Member or Employee of the Association shall be indemnified by the Association against all expenses and liabilities, including legal fees, reasonably incurred or imposed upon them in connection with any proceeding to which they may be made a party or in which the may become involved, by reason of being or having been a Member or Employee of the Association, except in such cases wherein that Member or Employee is adjudged guilty of wilful misfeasance or malfeasance in the performance of Duties. The liability for such indemnities shall not exceed the funds available in the Treasuries, and no Member of the Association shall be personally liable for debts incurred by the Association.
No part of the Funds of this Association shall be distributed to Members of the Association except under conditions of employment or reimbursement. On dissolution of the Association, any funds remaining shall be distributed to one or more regularly organized and qualified charitable, educational, scientific, or philanthropic organizations to be selected by the Council.
18. Local branches
Branches of the Association may be established by Regional Representatives in their country or area in order to host local meetings and encourage communication on a residential basis among Association members. However, local branch societies may not charge a separate Membership fee in competition with the Association’s Membership dues; funding for local activities must be generated through other means, and such activities may be subsidized by the Central Treasury at the discretion of the Executive Board.
19. Meeting cycle
World Conferences will be held every four years, in alternation with IPPA meetings, and the locus shall shift among major world locations.
Business Meetings will be held at the World Conferences every four years. They will be prefaced by a Council Meeting at which the agenda, previously circulated to Council Members by the President through the Secretary, will be discussed and proposals agreed for presentation to the general Membership at the Business Meeting.
The Constitution shall be reviewed for changes and amendments every four years at the World Conference Business Meeting, when amendments are proposed by the Council on its own initiative or upon petition by ten per cent of the Membership. A new draft Constitution incorporating the suggested changes shall be circulated to the Membership subsequent to the Business Meeting and voted upon in a postal and/or electronic ballot; approval of the changes shall require a three-quarters majority positive vote among those returning valid ballots. The Executive Board shall be responsible for collating suggestions for constitutional amendments and drafting a new document for ratification by the General Membership.