Bylaws Committee

The by-laws committee is not a standing committee under the by-laws of the Society but has been continued on an ad hoc basis for many years. The main function of the committee has been to prepare discussion drafts when changes in the by-laws are suggested, integrate into the by-laws amendments adopted by the Society and from time to time distribute updated versions of the by-laws to members of the Society. <top>

History Committee

From its first ten years anniversary and on sentinel anniversary thereafter Ygdrasil has prepared a history of itself. It may have been one of Henry Bakken’s proposals during the 75th anniversary that there be a permanent functioning historian or committee. In this tradition, the most significant effort of the history committee was the history prepared for the I 00th anniversary. This publication has had some value in recruiting new members, but it is now out of print.

There is a need to spend more time preparing a history of the middle to current period of Ygdrasil. To this end it would be helpful if members prepared recollections, impressions, to be working material for eventually written histories. I would like to solicit material on the topic of how Ygdrasil experiences influenced individual lives in an awareness of their ethnic heritage and what importance this has.

The society has passed a resolution that two copies of every society paper are to be submitted, one to be placed in the archives of the state historical society and the second to be retained by the historian, for ready access and use of members. I presume this means that the historian will always have a box somewhere in which such papers are to be stored.

The program committee has requested a list of topics of presentations in order to provide guidance to members in the choice of their topics.

At the present time, I have in my possession several years of papers which have to be organized for the historical society. This is supposed to be the function of the secretary according to the by laws, however it also appears practical for the historian to get involved in the process. I apologize that this has not been done for several years. I also have a couple of boxes of odds and ends which the historian has accumulated. <top>

Membership Committee

The Membership Committee coordinates the recruitment of prospective members for vacancies in the Ygdrasil Literary Society. Requirements for membership are stated in the By-laws of the Society. A candidate for membership is recommended to the Membership Committee by a member or members of the Society . The committee, following a favorable review of the candidate’s qualifications, will recommend membership at a business meeting of the Ygdrasil Literary Society. The Membership Committee is also responsible for recommending Honorary or Emeritus status of members.

The Committee shall notify widows of former members that they are eligible for Associate Membership. The Membership Committee will also report on activities of the committee regarding the Society’s membership and recruitment activities for new members at both the fall and spring business meetings. <top>

Nominations Committee

The four officers of Ygdrasil are president, vice president (president elect), secretary and treasurer. These officers and the immediate past president comprise the Board of Directors. The president and vice president are for one year terms and the secretary and treasurer usually for two year terms. The secretary and treasure are elected on alternate years so that some continuity remains.

As nominations committee chair, you need to get the committee together, consider the active membership and discuss the possible candidates. The vice president is selected on basis of his being active in the organization by attending regular meetings and board meetings and usually has served as secretary and/or treasurer of the organization. Also, he should have demonstrated some leadership qualities.

The secretary is usually selected from the newer members of the organization (5 years or less) since it helps the new member become acquainted with the members and makes them feel an active part of the society. The treasurer usually is a member with more than 5 years membership and has the ability to collect dues, pay bills and keep accurate records. Usually no one is elected again to the same office. We might consider making the president and vice president two year terms. However, this would be a major change in our tradition. <top>

Program Committee

1. Contact the members of the program committee (either by phone or at a monthly meeting) to solicit their availability for introducing a program presenter during the coming year. Each committee member should do at least one introduction each year. The Chair is responsible for all introductions unless you can find others to perform this task. You should have a file of CVs to use in preparing the introductions. The person introducing the presenter should also talk to the presenter for additional information to supplement the CV. The secretary should have a complete set of CVs of which copies can be made.

2. At the business meeting in November, you should report any changes in the presentations previously scheduled for the rest of the season. The Chair of the Social Committee will normally provide you with an updated list showing which members are next in line to make presentations.

3. The members are scheduled in sequential order from the list provided by the Chair of the Social Committee. Early in the year (Jan-Feb), a letter should be sent to the members assigned for the programs in the second program year after the then current program year, e.g., in March of 1999, a letter was sent to the members responsible for the programs in the 2000-200 1 program year. The letter requested them to send to the Program Chair a working title, or topic, and a brief description of the topic for their program. It may be necessary to make phone calls to those members who do not respond to the letter. When complete, the list should be circulated to the other members of the program committee for their review. It could happen that a newer member might suggest a topic that already was presented by a member in the last few years.

4. At the business meeting in April you should present the program schedule for the following two years. Give a copy of the schedule to the president, the secretary and the Chair of the Social Committee and to each scheduled member. The Chair of the Social Committee keeps a computer list of the presentations made by members and will give you an updated list to show which members are next in line to give presentations.

5. The secretary may call you each month before meeting notices are sent to the members to check on the name of the presenter and the title of the program. If any changes are made, the secretary should be notified.

6. If for some reason a member is unable to present a scheduled program, notify the president. The member is responsible for obtaining a replacement or for switching with another member. If it is necessary for you to find a replacement, the Secretary of the Scandinavian Studies Department is an invaluable source (262-2090). Niels Ingwersen in that department is also a great source, since he may know of a visiting professor who might be able to give a presentation with short notice. At times, there may be a visiting professor or some other individual who could give a special presentation to a regular meeting. In those situations, the member scheduled to present at that meeting should be rescheduled to the following meeting and all other subsequently scheduled members will be rescheduled for the meeting after the month for which they were initially scheduled.<top>

Social Committee

The social committee is responsible for preparing the schedule of hosts for the regular monthly meetings of the Society. To assist in the assignment duties, the committee chairman is responsible for maintaining a list of the past hosting dates of each Ygdrasil member and for passing this list on to succeeding chairmen of the committee.

It has been the policy of the social committee to notify society members of their specific hosting date one year in advance. While a specific month will be suggested for serving as host, it is usually possible to exchange a serving month with another member if the suggested month is not convenient. Hosts making exchanges must notify the social committee chairman of the exchange.

New members of Ygdrasil Literary Society can expect to serve as host approximately two to three years after becoming a member. After the first hosting assignment members can expect to serve as host on approximately a six-year cycle.

Host responsibilities: Hosts are responsible for selecting a site for the meeting. When selecting a site, hosts should ascertain that there is convenient and adequate parking. There should be seating for 50 to 60 people. A public address system is normally necessary. Prior to the meeting the host should contact the speaker to determine what projection equipment will be needed. If the required equipment is not furnished by the site operator, alternate arrangements must be made to obtain it.<top>

Syttende Mai Committee

The Seventeenth of May (Syttende Mai) honors Norway’s Constitution Day and marks the final meeting of the year for our society. The banquet has historically been held on May 17, regardless of the day of the week.

The Madison Club has been the “location of choice” for the past several years. An individual, who is both a member of our society and the Madison Club has secured our reservation. This does not, however, preclude the selection of another location.

A printed program is an integral part of each place setting. It outlines the course of events for the evening and can serve as a souvenir if so desired. The primary event for the evening is a speaker of note, often from the Norwegian Embassy. This individual should be secured as early as possible. The actual printed program usually contains: (1) the story of Ygdrasil, (2) the anthems of Norway and the United States, (3) the evening events, (4) accolades (5) a list of active, honorary, emeritus and associate members, and (6) recognition of special guests. If space allows, incoming and retiring officers may be listed along with the Syttende Mai Committee. The cover designs have varied but always depict the symbols of our society. The cover design and format has been the prerogative of the Syttende Mai Committee.

Once the menu, speaker, location and details are secured, reservations should be mailed out in early spring. Reservations should give all pertinent details such as menu choices (beef, fish, fowl), dates and times, lines for names, selections, costs and return address, phone, etc. The social hour, usually one hour prior to dinner (e.g., social hours 6:00 p.m., dinner 7:00 p.m.) provides hors d’oeuves included in the cost of the meal and a cost bar.

The mailings (reservation forms) are sent to all members, friends and associates on a first come-first served basis. . . No walk-ons! So that previous attendees are not slighted, it is important to utilize previous mailing lists that include all members of the society (past and present), the Scandinavian Department, friends of our society, Sons of Norway, Madison/Oslo Sister City Committee, ad infinitum.

The aura of the room and evening is enhanced by the use of round tables, appropriate decorations and nametags color coded (dots) as to the meal choice(s). If a head table or lectern is utilized the flags of both nations should be appropriately displayed. An invocation is usually a part of the evenings beginning. This may be replaced by the Norwegian Table Prayer if desired (printed in the program). The evening is usually closed with the introduction and passing of the gavel to the incoming president.<top>

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