Section 1. The name of this association shall be The American Cryptogram Association.
Section 2. The official emblem of the Association shall be the scytale.
Section 1. The purpose of this Association is to help its members improve their knowledge of cryptology and to make available materials and publications to assist in the study of this subject.
Section 2. This Association shall be non-profit, nonpartisan, nonsectional and nonsectarian.
Section 1. Any person with an interest in cryptology shall be eligible for membership.
Section 2. Applications for membership shall be in writing, on forms provided for that purpose, and signed by the applicant.
Section 3. Annual dues shall be payable in advance to the Treasurer, the amount thereof as determined from time to time by the Executive Board. A subscription to The Cryptogram, the Association's official publication, which is included in each dues payment, may also be obtained by payment of an annual fee equal to the annual dues.
Section 4a. Any member more than one month in arrears for dues shall be automatically expelled from membership. However, upon written request by the delinquent member, the Executive Board, at its discretion, may grant further time for payment. Upon receipt of the renewal check membership will start again with the then current issue. Back issues will have to be bought from "For Sale" items, as listed in The Cryptogram.
Section 4b. Any member may resign from the Association upon written notice to the Treasurer, but dues are not refundable.
Section 4c. Any member may be suspended by a majority vote of the Executive Board after written charges filed by another member have been investigated by the Board and the accused has been given an opportunity to read the charges and to reply. A suspended member shall have the right of appeal to the membership at the next annual business meeting and may be recommended for reinstatement by a majority vote of the members present.
Section 5. Each member shall be entitled to cast one vote for the annual election of officers via the official ballot and, if present at the annual business meeting, to vote on any issues that are considered.
Section 1a. The elective officers of the Association shall consist of a President, Vice-President, Secretary, Treasurer, and two Honorary Vice-Presidents. The Honorary Vice-Presidents shall be chosen in recognition of their services to the Association but not charged with any specific responsibilities.
Section 1b. The positions of Historian and Editor shall be filled by appointment by the Executive Board at its first "meeting" and each incumbent shall be an officer of the Associa tion.
Section 1c. The Publisher of The Cryptogram shall be chosen by the Executive Board at its first "meeting".
Section 2. The President shall be the chief executive officer of the Association, shall appoint committee chairmen, shall be ex officio a member of all committees, and shall preside at the annual business meeting.
Section 3. The Vice-President shall assist the President and shall perform the duties of the President during the absence of the President or the inability of the President to act.
Section 4. The Secretary shall record the minutes of the annual meeting of the Association, announce the results of the mail ballots from the membership, and report the formal actions of the Executive Board during the past year.
Section 5. The Treasurer shall be the custodian of all monies and other financial assets of the Association, shall maintain full and accurate records of all receipts and expenditures, shall keep track of membership dues, shall pay all properly presented bills, and shall prepare an annual report to be published in The Cryptogram. Other responsibilities shall be: to receive dues, keep track of noms, and send out necessary materials to new members. The Treasurer shall also make recommendations to the Executive Board for the investment of surplus or reserve funds. If the need arises, the Treasurer shall suggest a member to serve as his/her assistant during his/her term of office; said assistant to replace the Treasurer should the Treasurer be unable to continue in office.
Section 6. The Historian shall be responsible for the preparation and/or updating of the official History of the Association. The Historian shall also seek and solicit copies of Association records, minutes, rosters, Executive Board "meetings", memorabilia, artifacts, and other material related to the Association's History, for the purpose of organizing and maintaining an official collection of historical material.
Section 7. The Editor shall collect, select and edit material for The Cryptogram, allowing nothing of a defamatory or libelous nature nor anything classified as "National Security" to appear.
Section 8. The Publisher shall be responsible for printing and distributing The Cryptogram following the editorial direction of the Editor. The Publisher shall also maintain the official roster of the Association and be responsible for its printing and distribution, as well as other publications, as directed by the Executive Board.
Section 9. All officers shall preside in their respective duties at the annual business meeting. If any officer be absent, an alternate shall be assigned to conduct the affairs of the Association. The minutes, Treasurer's report, and other pertinent material shall be forwarded by the responsible officers to the Editor for publication in The Cryptogram.
Section 10. All officers and volunteer workers in the Association shall serve without monetary compensation except for reimbursement of reasonable expenses. Honoraria may be awarded by the Executive Board after consideration of such recommendations voted by the members at the annual business meeting.
Section 11. All officers, committee chairmen, and other members performing duties on behalf of the Association shall deliver to their successors all files, papers, records, or property of any character belonging to the Association which shall be in their possession at the close of their term of office or completion of their assignment.
Section 1. The property, business and general conduct of the Association shall be managed, except as otherwise provided in this constitution and bylaws, by an Executive Board composed of the President, Vice-President, Secretary, Treasurer, Editor and Historian. This board shall hold quarterly "meetings", at minimum, by mail when an assembled meeting of a majority of the Board is not feasible.
Section 2. At its own discretion, the Executive Board may elect two additional members to their board for the remainder of the term.
Section 3. If any place on the Executive Board becomes vacant, the remaining members may fill the vacancy by majority vote for the unexpired term. Notice of such appointment shall be published in The Cryptogram immediately thereafter.
Section 1. A nominating committee consisting of the President as chairman; the Vice-President, and two past presidents appointed by the chairman shall select and furnish to the Executive Board before March 1st, a single slate of nominees for the elective offices of the Association. Following approval by a majority of the Executive Board, this slate of nominees shall be published in the May-June issue of The Cryptogram.
Section 2. Additional nominations may be made by petition, signed by at least ten members in good standing, and filed with the Secretary by not later than June 1st. No nominations may be made thereafter.
Section 3. All nominations shall appear on an official ballot which shall be mailed to each member by the Publisher not later than August 1st. This ballot shall give the name and address of the person designated to receive the ballots. The poll shall close at the convening of the business meeting at the annual convention, or if no convention is held, the date and time shall be set by the Executive Board and printed on the ballot.
Section 4. Election shall be by plurality of the votes cast by official ballot. To be counted, a ballot must be signed by the voting member. In the event of a tie, the winner shall be determined by lot at that time and in accordance with any such method as the presiding officer of the business meeting may direct.
Section 1. The terms of office for all elected officials shall be from the time the results of the official balloting are publicly reported at the annual business meeting until the next year's election results are similarly announced. In the absence of an annual business meeting the terms shall coincide with the Secretary's tally of the ballots on the date set by the Executive Board and printed on the ballots.
Section 2. Officials appointed by the Executive Board shall serve until their successors are appointed or, in the case of special appointees, their assignments are completed. No appointees shall continue in office after the annual election unless they are reappointed at the first "meeting" of the Executive Board.
Section 1. There shall be six standing committees of the Association: the Awards Committee, the Correspondence Committee, the Kent State University Library Liaison Committee, the Publications Committee, the Sales Committee, and the Welcoming Committee.
Section 2. The duties of the Awards Committee shall be to recommend nominees to the Executive Board for the DAMON Award, CHERRY BLOSSOM Award, and other Awards that may be established or which the committee may deem it advisable to recommend. The President shall present the awards recommended.
Section 3. The duties of the Correspondence Committee shall be to respond to inquiries regarding membership and other matters from the public and to direct letters requiring a specialized reply to appropriate individuals in the Association.
Section 4. The Kent State University Library Liaison Committee shall be responsible for the enlargement of the DAMON (George C. Lamb) collection and cooperating with its Librarian in any efforts for the betterment of the collection and usage by Association members.
Section 5. The Publications Committee shall be responsible for recommending to the Executive Board publications and other items of cryptologic interest for financing and/or sponsorship by the Association.
Section 6. The Sales Committee shall be responsible for the sale of materials available from the Association, maintaining adequate stocks and keeping accurate records of all transactions. The committee shall also recommend to the Executive Board the addition or discontinuance of items offered for sale.
Section 7. The Welcoming Committee shall be responsible for welcoming new members to the Association and supplying them with their membership cards.
Section 8. The names of volunteer helpers, assistants, staff members, and others recruited by committee chairmen, the Editor, the Publisher, and other officers shall be reported to the President for recognition by the Executive Board and transmittal to the chairman of the Awards Committee.
Section 1. The annual convention of the Association, if held, shall be held between August 7 and September 15 in each year, at a time and place designated by the Executive Board. If invitations to host the next convention are not received at the convention each officer shall solicit and encourage "bids" for the convention from members in their local areas and other active members to ensure that a convention is held.
Section 2. Notices giving the location and date of the annual convention, if held, will be published in the May-June issue of "The Crypto- gram".
Section 3. At the annual convention sufficient time shall be set aside for an annual business meeting held for the purpose of hearing reports, messages and recommendations made by members assembled. All such proposals and recommendations made by members at that time shall be reported to the Executive Board for their consideration and action. Results of the official balloting for the election of officers and any other matters on the ballot shall be announced at the annual business meeting and published in The Cryptogram.
Section 1. The Association shall publish, on a periodic basis, an official magazine titled "The Cryptogram", which shall be mailed to all members and subscribers. The size, number of pages, and frequency of publication shall be determined by the Executive Board.
Section 2. Other publications and items of cryptographic interest approved by the Executive Board shall be financed by the Association. Such materials shall be judged on their educational merit and value to members and others, and need not be good business investments so long as an ample reserve fund for publication of The Cryptogram is preserved.
Section 3. The Association's Library shall be maintained as the DAMON (George C. Lamb) collection at the Kent State University in Kent, Ohio.
Section 3. To be counted, a ballot must be signed by the voting member. This Constitution shall be amended by a two-thirds vote of the members voting, provided that at least thirty affirmative votes are cast.
Copyright 1993 American Cryptogram Association Reproduction approved for Bulletin Board Service 11-28-93 by the ACA Editor.
Note: Revision of this constitution is currently under consideration.