state arts action network

Operating Procedures

Revised 3/12/2006

State Arts Action Network and Council: Structure and Terms

State Arts Action Network
The State Arts Action Network (SAAN) is comprised by representatives from the statewide arts advocacy and service fields. The network consists of all the possible groups that could be defined as an eligible member of the organizations previously known as the State Arts Advocacy League of America (SAALA) or the National Community Arts Network (NCAN). Those eligible for membership must be either an organization that serves as the statewide arts service or assembly organization, or a statewide arts advocacy organization for multiple disciplines. In order for an organization to be part of the State Arts Action Network, it must be a member in good standing of Americans for the Arts.

State Arts Action Council
The State Arts Action Council is the governing body of SAAN and serves in an advisory capacity to Americans for the Arts on behalf of SAAN members. The council provides guidance on the development of programs and services that meet the needs of state arts advocacy or statewide service organizations. The council represents the broad cross section of professionals that comprise the State Arts Action Network.

1. Council Membership
1. The council will consist of not more than 20 and not less than nine elected and appointed members.
2. The council will adequately represent the constituents of the State Arts Action Network with regard to, but not limited to, advocacy, service, geography, and organization size.
3. No more than one elected council member may serve at any given time from any one state.
2. Elected Members
1. Elected Arts Action Council Members
1. Those elected to the council must be members in good standing of Americans for the Arts.
2. Chair, vice chair, and executive committee are elected by fellow, voting council members.
2. Elected Member Terms
1. Beginning July 1, 2005, elected council members will serve staggered three-year terms, with one-third up for election annually. At the time of the first election, initial council members who receive one-year terms are eligible for two additional, three-year terms. Initial council members that receive two- or three-year terms are eligible for one additional three-year term.
2. In elections after July 1, 2005, council member terms are three years. Council members are eligible to be nominated for a subsequent three-year term.
3. The council may appoint members to fulfill unexpired terms. SAAN members appointed to fulfill the term of an elected member shall have the same rights and obligations as other elected members.
4. When a member is appointed to fulfill an unexpired term, if the remainder of that term is less than 1.5 years, the council member is eligible for two additional three-year terms. If the remainder of the term is more than 1.5 years, the council member is eligible for one additional three-year term.
5. No council member may serve more than eight consecutive years.
3. Election Processes
1. Council Nominations
1. The governance committee will draft nomination forms, guidelines, and criteria for elections.
2. The governance committee will solicit nominations from State Arts Action Network members.
3. The governance committee will oversee council nominations and elections.
4. The council will hold elections at a time and place determined by the council.
5. Council members are elected by a simple majority of SAAN Network members.
3. Appointed Members and Terms
1. Ex Officio Appointments to the State Arts Action Network Council.
1. Ex officio appointments are filled by individuals representing organizations that work to advance arts service and advocacy at the national level.
2. Ex officio appointees do not need to be members of Americans for the Arts.
3. Ex officio member are nonvoting.
4. The council may appoint up to three nonvoting ex officio members to the council. The total number of council members, both elected and appointed, shall not exceed 20.
2. Ex Officio Terms
1. Ex officio terms are annual appointments.
2. The governance committee reviews ex officio appointments on an annual basis and presents its recommendations to the council for approval. The council will either extend the appointment for another term or recommend another advisor, based on the expertise needed for upcoming projects and initiatives.
4. Committees
1. Standing Committees
1. Council committees are chaired by elected council members.
2. Committee chairs are nominated by the governance committee in consultation with the chair and vice chair elect.
3. The council chair shall annually determine the number of committee members.
4. Members of the State Arts Action Network may serve on all standing committees with the exception of the executive committee.
5. Standing committees include executive, governance, and programs.
6. Standing committee members are appointed annually by the council.
7. Council members should be active on at least one committee.
2. Standing Committee Responsibilities
1. Executive committee
1. Responsibilities include, but are not limited to, overseeing finances, strategic planning, and the management of critical operational/functional decisions when time does not allow a gathering of the full council.
2. The executive committee comprises elected council members only—those members being the chair, vice chair, standing committee chairs, and one member-at-large.
3. The immediate past chair of the council shall be a member of the executive committee.
2. Programs committee
1. Responsibilities include developing and reviewing questions for research and profiles projects, website content, listserv activity, and setting and coordinating professional development opportunities.
2. The programs committee may include ex officio members and network members.
3. Governance committee
1. Responsibilities include periodically reviewing and updating operating procedures; preparing a list of nominees for election to the council; and preparing a list of nominees for council officers, ex officio members, and committee chairs.
2. The governance committee may include network members.
3. Ad Hoc Committees
1. The council may form ad hoc committees at its discretion.
2. Committee terms and membership are as needed.
5. Council Members' Responsibilities
1. Council Members
1. Council members are expected to work on behalf of all SAAN members.
2. Council members are expected to attend meetings at their own expense in conjunction with an annual subsidy from Americans for the Arts.
3. Council members are responsible for covering conference call costs.
2. Committee Chairs
1. Standing committee chairs are responsible for scheduling their committee’s conference calls in coordination with Americans for the Arts.
2. Standing committee chairs are responsible for providing meeting minutes to their respective committee members in coordination with Americans for the Arts.
3. Standing committee chairs are responsible for serving as the liaison between Americans for the Arts’ director of state arts policy and their committee members.
3. Chair and Vice Chair
1. The chair and vice chair are responsible for scheduling network and council meetings in coordination with Americans for the Arts.
2. The chair and vice chair are responsible for helping to facilitate council and executive committee meetings and conference calls in coordination with Americans for the Arts.
3. The chair and vice chair are responsible for ensuring that all network, council, and committee meetings and efforts remain congruent with the council’s annual plan and Americans for the Arts’ overarching mission.
4. The chair and vice chair are responsible for drafting an annual memo that outlines the accomplishments of the council’s work in the field in coordination with Americans for the Arts.
6. Meetings
1. SAAN Network Meetings
1. The council shall schedule a minimum of one meeting of the full SAAN membership per year. This meeting shall be in person, generally in conjunction with other meetings, such as the Americans for the Arts annual convention.
2. Council Meetings
1. The council will meet a minimum of four times a year, either in person or via conference call.
2. A minimum of two of these meetings will be in person, generally in conjunction with other meetings, such as the Americans for the Arts annual convention.
3. The council shall provide council members with written or electronic notice of all meetings. Meeting notices shall specify the place, date, hour, and agenda of the meeting and shall be mailed, e-mailed, or hand delivered to each council member a minimum of five days prior to the meeting.
3. Committee Meetings
1. Committee meetings will take place either in person or via conference call as needed.
2. Committee meetings will be scheduled by the respective committee chair.
7. Operating Procedure Amendments
1. This document may be amended by a simple majority of elected Council members.
8. Quorum and Voting
1. Meetings and/or votes of the network and council may take place in person, via conference call, or electronically. No action may take place at a meeting until a quorum has been attained. Once a quorum has been attained, members may continue to transact business even if a quorum is not maintained throughout the meeting.
2. At all meetings, each eligible voting member is entitled to one vote on all matters to be voted upon.
3. A quorum exists in the following situations.
1. When the network or council meets in person, 25 percent of eligible voting members must be present for a quorum to exist.
2. When the network or council meets via conference call, a simple majority of eligible voting members must be present for a quorum to exist.
3. When the network or council communicates or votes electronically, a simple majority of eligible voting members must respond for a quorum to exist.
4. In order for any meeting or vote to occur, Americans for the Arts must be given the opportunity to participate.