2012 Report of the Secretary and Treasurer
Membership
At the end of 2011, the Association had 579 active members, of whom 344 were ordinary members, 94 were retired members, 76 were student members, and 65 were lifetime members (individuals and institutions); the Association can also report that there were 360 lapsed or expired members recorded for 2011. Under the ACHA Constitution, the office membership number is the total of all members, included the expired, which would bring the total to 939. With the changes made to the Constitution in Chicago, the official membership count for 2012 will consist only of active members.
Transition
As of October 1, 2011, the headquarters of the American Catholic Historical Association are located on the campus of Fordham University in the Bronx, New York City. The move was not without its challenges as the transfer of records and other ACHA material was time consuming. This move, nevertheless, was necessary to the financial health and well-being of the Association and for the long term vitality of the organization. Fordham University has been quite generous in terms of financial and staff support. We hope the relationship between the two institutions is long-term.
Web Site
The ACHA has committed a considerable amount of its financial resources to bring the organization into the 21st century. Part of that initiative is exploiting the various ways the internet can promote work of the Association. The 2011 officer elections were conducted on-line, the 2012 annual program was available on the web site, and the annual ACHA awardees were announced via the web. This is the future of the Association.
Finances
Given the transition of office in October, the financial report is a partial one. Based on our membership and its various categories, dues generated $26,680 this year. This figure is based on 344 regular members paying $60 a year ($20,640), 94 retired members contributing $40 ($3,760), and 76 students, $30 ($2,280). The Association pays The Catholic University of America Press $27,792 a year for 579 copies of the Catholic Historical Review (this figure is based on total membership, including Lifetime members– 579 x $12 an issue x 4 issues a year for a total of $27,792. The deficit spending on the CHR is $1,112.
As of January 4, 2012, the endowment, which is overseen by David Canham of Deutsche Bank, stood at $889,268.77. All our investments have been consolidated into a single account at Deutsche Bank as the T. Price and Vanguard portfolios were closed. During calendar year 2011, the investment portfolio had a time-weighed return of -2.07%. The uncertainty of the global economy and the stock market will adversely impact the value and returns of our investments for the foreseeable future. In 2010 the Association ran a deficit of some $30K, and, as the transition has made it impossible for me to produce an accurate financial report for 2011, I cannot state at this time what the deficit spending was for 2011. I hope to do so by our next annual meeting in January 2013. The Association is drawing from the interest and the principal of our investments. Unfortunately, I predict deficit spending again in 2012, somewhere in the neighborhood of $20K-$30K. While the move to New York City will reduce our staff expenditures in 2012 by $19K, the Association does not generate enough revenue from its membership dues to cover all expenses. Use of the Secretary-Treasurer’s stipend to cover some expenses will help lower our deficit spending, but that is a short-term solution to a long-term problem. Our Green Initiatives, that is, on-line voting, web postings, electronic messaging, etc., will also result in savings by reducing postage and handling fees, but that will not be enough to close the gap between income and expenditures. The Officers, the Executive Council, and I will continue to explore ways to reduce expenses and raise revenue.
The Executive Council approved the proposed budget for 2012 of $70,000 for the following expenses:
- $27,800 publishing costs for The Catholic Historical Review (579 x $48, plus extras)
- $12,000 stipend for the Executive Secretary-Treasurer
- $9,000 salary for webmaster
- $2750 annual convention (printing costs, social, av support, complimentary luncheons)
- $2500 electronic software updates
- $2500 printing and postage
- $2500 accounting expenses (e.g., filling 990 Form)
- $2000 Graduate student travel stipends (4 x $500)
- $2000 miscellaneous
- $1500 travel stipend for the Executive Secretary-Treasurer
- $1200 John Tracy Ellis prize
- $1000 Distinguished scholars’ plaques
- $750 Marraro prize
- $750 John Gilmary Shea prize
- $650 on-line voting
- $100 Peter Guilday prize
2011 Financial Statement
The only way the Association was able to meet its expenses was to withdraw interest accrued from the portfolio, which, as noted above, had a time-weighed return of -2.07% this year.
- Income: $85,660
- Dues: $26,680
- Interest withdrawals: $57,480
- Donations: $ 1,500
- Expenses: $85,660
- $27,800 publishing costs for The Catholic Historical Review (579 x $48)
- $19,000 salary for secretarial support at ACHA-CUA
- $12,000 stipend for the Executive Secretary-Treasurer
- $9000 salary for the Webmaster
- $2750 Annual Convention (printing costs, social, av support, complimentary luncheons)
- $2500 electronic software updates
- $2400 printing and postage
- $2000 Graduate student travel stipends (4 x $500)
- $2000 accountant expense (e.g., filling 990 Form)
- $1500 travel stipend for the Executive Secretary-Treasurer
- $1200 John Tracy Ellis prize
- $500 transition expenses (office supplies, stationery)
- $500 Annual appeal expenses (postage and printing)
- $750 R. Marraro prize
- $750 John Gilmary Shea prize
- $600 on-line voting
- $310 Distinguished scholars’ plaques
- $100 Peter Guilday prize
Printing, Publishing and Postage
For members who do not wish to receive electronic messages, programs, or ballots, the Association has to charge for paper services. Beginning June 1, 2012, new and renewing members, who wish to receive printed material from the Association, will be assessed an additional fee of $10 per year. This fee increase was approved by the Executive Committee in Chicago. The Executive Committee and the General Membership also approved a shift to paperless programming. Beginning with the 2013 New Orleans conference, members will access the program electronically via the ACHA web site. For those individual pre-registering for the New Orleans conference, a printed program will be provided.
Constitutional changes
The following changes to the Constitution and Bylaws of the ACHA are necessary to reflect the move to Fordham, the need for more accurate accounting of members, and the desire to have more effective participation by members of the Executive Committee and its Committee members.
Please note, that according to Article X, the Constitution can be changed by a two-thirds majority vote at a business meeting, provided the proposed change has been approved by the Executive Council and distributed to the membership. And according to Article 6 of the Bylaws, the Bylaws of the ACHA constitution can be amended by the Executive Council at any regular meeting of the Council. In Chicago, the Executive Council and the General Membership at the Business Meeting approved the following changes.
Changes to the By-laws
8a. Strike Bylaws I.4.b., which reads: “…, hire in conjunction with the editor of the Catholic Historical Review, and supervise the office secretary and any student or part-time help” (Action item)
Rationale: The ACHA headquarters have moved and the office is configured to the needs of the new host institution.
8b. Strike I.4.h. “…for the annual meeting for printing in folder form ….. prepare the other materials to be enclosed with the printed program, and oversee the mailing of the ballot, which he receives from the chairman of the Nominating Committee.
Rationale: As noted above, the Association is reducing the amount of printed material that has to be mailed to members. Electronic copies of ACHA material will be provided to members in a timely fashion, including balloting information and program material.
8d. Strike Bylaws, Article 5, “the Catholic University of America in Washington, D.C.” replace with “Fordham University in New York City, New York.“
Changes to the Constitution.
8e. Strike Article III.3. “Members whose dues are in arrears more than twelve months shall have their names dropped from the membership rolls of the Association.”
Rationale: This form of accounting is misleading and allows for membership inflation. A non-paying member is counted as a “member in good standing” for one year after his/her membership has expired; however, financially, this individual is not contributing to the organization. A realistic budget cannot be constructed based on this system.
8f. Strike Article VII.2, “There shall be a Nominating Committee consisting of three persons one of whom shall be elected each year for a term of three years. The Committee shall make nominations for the Vice-Presidency, the Executive Council, and the Nominating Committee as provided for in the Constitutions and Bylaws, which nominations shall be submitted to the membership to determine the election. Active members may propose other candidates in accord with procedures outlined in the Bylaws.“
Replace with: “Elections Board. There shall be an Elections Board comprised of five members: a Convener and four Elections Officials (EO), who shall oversee the nomination and election processes of all elected offices as prescribed in the Constitution and Bylaws.“
“Officers of the Elections Board. The Convener of the Elections Board (EBC) is elected by the general membership for a three-year term and serves as chair at the Elections Board meetings. By virtue of office, the vice president and the secretary of the ACHA are Elections Officials. The two remaining EO positions will be filled by a second-year and third-year member of the Executive Council (EC), serving a two-year and one-year term, respectively. The EC members will be appointed by the president in consultation with the voting members of the Executive Board.“
[The exception to the explanation provided above concerns the first Convener of the new Elections Board.]
“The President shall appoint the first Convener to serve a three-year term. Upon completion of that individual’s term in office, the regular election process will be followed (i.e., the Convener will be elected by the general membership of the Association). Former members of the Nominating Committee are not eligible to run for this office.”
8.g. Add [bold] to Article V.3. An at-large member elected to complete an unexpired term may be re-elected to a full term immediately if serving less than a majority of the unexpired term.
Rationale: It is quite possible that an individual could serve more than 5 years on the Executive Council under the present system.
8.h. Strike Article V.4, “Elections shall be held each year sixty days before the annual meeting and shall be certified by the Nominating Committee no later than the annual meeting.”
Replace with “Elections shall be held no earlier than one-hundred and twenty days before the annual meeting and no later than ninety days. Results shall be certified by the Elections Board within one week of the conclusion of balloting.”
8.i. Strike V.5 “All changes in officers and members of the Executive Council and committees take effect at the end of the annual meeting.”
Replace with “The presidential and vice presidential terms end at the conclusion of the annual Executive Council meeting. Members of the Executive Council take office one week after election results are announced and certified by the Elections Board and the Executive Secretary of the Association. Committee assignments terminate at the conclusion of the annual meeting.”
Rationale: The term of office for ACHA officials is confusing. According to the present constitution, newly elected Executive Council members have to wait one year after being elected to be effective participants in the EC. The presidential term is not affected by the new wording, just clarified. The same is true of the Committee assignments.
8.j. Strike VI.2 “Not less than sixty days prior to the annual meeting the Executive Secretary shall mail to each member of the Association notice of such meeting with a copy of the program.”
Change to read: “An electronic version of the Annual Conference Program will be posted on the ACHA web site and made available to all members once the Program Committee has approved and finalized all proposals and panels.”
Rationale: The cost of printing and postage is rising. We have the electronic means to communicate with all but 10% of the total membership. To print and ship the annual program for 2012 only cost approximately $1200.
Recommended change to the Bylaws
8.k. Strike Article 2.1 Nominating Committee (see Constitutions VII, 2.). Replace with
2.1 Elections Board (see Constitutions, VII. 2). Conducting Elections. Beginning no later than April of each year, the Convener of the Elections Board and the Elections Officials will begin the process of identifying potential candidates for all elected ACHA offices. Ideally candidates should be drawn from ACHA members in good standing; active members may propose candidates to the Elections Board. Once identified, the potential nominee is to be contacted, asking if he/she is willing to run for office. At that time, the potential candidate must be informed of the duties and responsibilities of office.
By mid-June, the Convener will inform each candidate that he/she is to submit a vision statement, c.v., and current photograph by the end of July. If the material is not provided in a timely fashion, the EBC may, in consultation with fellow board members, replace the candidate.
In mid-August, the Convener of the Elections Board will provide the ACHA webmaster with the list of candidates for office, their vision statements, their c.v.’s, and photos. This information should be posted on the ACHA web site the last week in August. The general membership should be informed of this development.
After Labor Day, the EBC will ensure that the general membership is contacted regarding the election process.
On-line voting will begin no later than September 15th and conclude fourteen days later.
For those requesting paper ballots, the EBC will ensure that that material is sent out by the first week in September. Return ballots must be post-marked by September 22nd.
Officers of the Elections Board will certify the returns within one week after the ballots have been tallied. A certification message should be sent to the EC immediately, and the EBC will notify the candidates of the results.
8.l. Strike I.4.k., which reads: “k. offer suggestions of candidates to the Nominating Committee and answer questions about the eligibility or past service of individuals being considered.” Rationale: Creation of an Elections Board warrants the change.
ACHA Internship Program
Beginning in 2012, the American Catholic Historical Association will begin an internship program in cooperation with the Curran Center for American Catholic Studies at Fordham University. Funding for this program is provided by the Office of the Provost, Fordham University, and the Executive Secretary-Treasurer of the ACHA. Eventually there will be three undergraduate ACHA interns in any given academic year. This initiative will give future historians the opportunity to learn how to operate a non-profit, scholarly enterprise as well as will augment an effective ACHA administration in the twentieth-first century.
R. Bentley Anderson, S.J.
Executive Secretary-Treasurer
