state arts action network

Operating Procedures

State Arts Action Network and Council: Structure and Terms
(Last Revised March 25, 2009)

State Arts Action Network
The State Arts Action Network (SAAN) is comprised of representatives of 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 SAALA or NCAN. Those eligible to be members must either be an organization that serves as the statewide arts service or assembly organization or be the statewide arts advocacy organization for multidisciplines. 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 the membership of SAAN. 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.

I. Council Membership
   A. The Council will consist of not more than 20 and not less than nine elected
   and appointed members.
   B. The Council will adequately represent the constituents of the State Arts Action
   Network with regard, but not limited to advocacy, service, geography, and
   organization size.
   C. No more than one elected council member may serve at any given time from
   any one state.

II. Elected Members
   A. 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.
   B. Elected Member Terms
       1. Elected Council members serve staggered three-year terms, with a third up
       for election annually.
       2. Council members are eligible to be nominated for a second renewable term
       of three years.
       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.
   C. Election Processes
       1. Council Nominations
           a. The Governance Committee will draft nomination forms, guidelines, and
           criteria for elections.
           b. The Governance Committee will solicit nominations from the State Arts
           Action Network members.
           c. The Governance Committee will oversee Council nominations and elections.
           d. The Council will hold elections at a time and place determined by the
           Council.
           e. Council Members are elected by a simple majority of SAAN Network
           Members.

III. Appointed Members
   A. 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 state and national level. 
       2. Ex officio appointees do not need to be members of Americans for the Arts.
       3. Ex officio member are non-voting.
       4. The Council may appoint up to three non-voting Ex Officio members to the
       Council. The total number of Council members, both elected and appointed, shall
       not exceed 20.
   B. Ex Officio Terms
       1. Ex officio terms are annual appointments beginning July 1 of each
       year.
       2. The Governance Committee reviews ex officio appointments on an
       annual basis and presents it 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.

IV. Affiliate Membership
   A. Affiliate Membership Qualifications
       1. In order to be eligible to join as affiliates, organizations must be a statewide
       group admitted to the SAAN through the review of the Governance Committee on
       a case by case basis.
       2. If no statewide group exists, regional groups within a state would be permitted
       to apply for membership.
       3. If a regional group’s membership is accepted, that group would not be asked to
       resign upon the establishment of a statewide arts organization in that state.
       4. Once approved, a group must either be a member or join Americans for the
       Arts at or above the core level.
       5. Affiliate members would be eligible to receive: select SAAN communications,
       access to the SAAN members-only webpage, attendance at Network meetings
       (as approved by the chair) and access to a listserv featuring all current SAAN
       members and affiliate members.
       6. SAAN member benefits not available to Affiliate members include: membership
       on the Council, membership on standing committees, access to the current
       SAAN listserv, travel reimbursement to SAAN meetings.

V. Committees
   A. 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. Committees shall consist of no more than nine members with the exception of
       the Executive Committee which can have up to seven members.
       4. Members of the State Arts Action Network may serve on any 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.
   B. Standing Committee Responsibilities
       1. Executive Committee
           a. 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.
           b. The Executive Committee is composed of Elected Council members only,
           those Members being the Chair, Vice Chair, Standing Committee Chairs and 
           the Immediate Past Chair.
       2. Programs Committee
           a. Responsibilities include: developing and reviewing questions for research
           and profiles projects, website content, listserv activity, and setting and 
           coordinating professional development opportunities.
           b. The Programs Committee may include ex officio members and Network
           members.
       3. Governance Committee
           a. Responsibilities include: periodically reviewing and updating operating
           procedures, preparing list of nominees for election to the Council, and 
           preparing list of nominees for Council officers, ex officio members and 
           Committee Chairs.
           b. The Governance Committee may include Network Members.
   C. Ad Hoc Committees 
       1. The Council may form Ad hoc committees at its discretion.
       2. Committee terms and membership are as needed.

VI. Council Member Committees and Responsibilities
   A. 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 by Americans for the Arts.
       3. Council members are responsible for covering conference call costs.
   B. 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 and Local Government Affairs and their
       committee members.
   C. 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 assuring that all Network, Council
       and committee meetings and efforts remain congruent with the Council’s annual
       plan and the 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.

VII. Meetings
   A. SAAN Network meetings
       1. The Council shall schedule a minimum of one (1) meeting of the full SAAN
       membership per year. This meeting shall be in person generally in conjunction
       with other meetings such as Americans’ for the Arts annual convention.
   B. Council Meetings
       1. The Council will meet a minimum of three 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 notice 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 (5) days prior to the meeting. 
   C. 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.

VIII. Online Legislative Action Sites (Capwiz)
   A. Americans for the Arts will offer SAAN Member first right of refusal to purchase
   state affiliate sites of the Online Legislative Action Center (Capwiz).
   B. Americans for the Arts will offer SAAN Affiliate Members second right of refusal
   to purchase state affiliate sites of the Online Legislative Action Center (Capwiz).
   C. Only one statewide contract can be issued per each state to participate in the
   affiliate partnership program. Individual cities and/or counties may have their own
   license agreement but are prohibited from taking action on the state level.
   D. Any data that is collected regarding end users will be shared between Americans
   for the Arts and the individual SAAN member.
   E. Americans for the Arts will use this data to solicit membership in the Arts Action
   Fund while the individual SAAN members may use the data to solicit their for own
   membership.

IX. Operating Procedure Amendments
   A. This document may be amended by a simple majority of elected Council
   Members.

X. Quorum and Voting
   A. 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.
   B. At all meetings each eligible voting member is entitled to one vote on all matters
   to be voted upon.
   C. 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.
   D. In order for any meeting or vote to occur, Americans for the Arts must be given
   the opportunity to participate.