BYLAWS
Article I - Membership
Section A - Classification of Membership
Regular Member - An employee of a Member institution's staff routinely engaged in the administration and/or supervision of that institution's physical plant, subject to Article III of the Association's Constitution, shall be termed a Regular Member.
Authorized Voting Member - A Regular Member, as defined in Article I of the By-Laws of the Association, who is designated as the Member institution's sole voting member at a meeting of the Association.
Member Emeritus - A person who has retired after having been a Regular Member of the Association. Status as a Member Emeritus shall be automatic upon a Regular Member's retirement.
Honorary Member - Honorary Member status may be extended to any non-member who has rendered meritorious service to the Association, subject to the recommendation of the Board of Directors and a majority vote of the Authorized Voting Members present and voting at the Association's Annual Meeting.
Corporate/Affiliate Member - Membership may be offered on an annually renewable basis, subject to Board approval, to vendors or other organizations intent on promoting Facilities issues within the Association.
Section B - Rights and Privileges
Regular Member - Regular Members shall be entitled to all rights and privileges of the Association including, but not limited to: holding office; receiving minutes, reports and publications; attending Association functions; sponsoring guests at Association functions; making and seconding motions; and extending membership invitations to non-members.
Authorized Voting Member - Authorized Voting Members shall be entitled to all the rights and privileges of Regular Members and to make and second nominations, and to vote on issues.
Honorary Member - Honorary members shall be entitled to attend all Association functions, engage in discussions, and receive minutes, reports, and publications.
Member Emeritus - Members Emeriti shall be entitled to attend all Association functions, engage in discussions, and receive minutes, reports and publications.
Corporate/Affiliate Member - Members shall be entitled to attend all Association functions, engage in discussions and receive minutes, reports and publications. These members must pay annual dues to the Association and may not vote or hold an office.
Article II - Finance
Income - All income for the Association shall be derived from dues, registration fees, publication and advertising charges, exhibitor's fees, foundations, interest, public or private agencies, donations and special assessments.
All income shall be collected by the Treasurer or his/her designee and deposited in the Association's bank account(s).
Special assessments shall be proposed by the Board of Directors and approved by a majority vote of the Authorized Voting Members present at the Association's Annual Meeting.
The rates for all other income sources, except donations and interest, shall be established by the Board of Directors.
Disbursements - All disbursements of Association monies shall be made by the Treasurer or, in his/her absence, the Vice President.
All officers of the Association having signatory authority for the Association's bank accounts(s) shall be bonded. The cost of such bonding shall be paid for by the Association.
Routine disbursements shall be made by the Treasurer as a matter of course in conducting the Association's business.
Non-routine disbursements shall be made by the Treasurer at the direction of the Board of Directors.
If, in the opinion of the Board of Directors, the Association's treasury should contain excess funds, the Board may make recommendations for the use of such funds. Recommendations for the use of excess funds require the approval of three-quarters (3/4) of the Board of Directors, present and voting, prior to being presented to the membership for approval. Final approval requires a majority vote of the Authorized Voting Members present and voting at the Association's Annual Meeting.
Section B - Accounting
The Treasurer shall be responsible for all funds of the Association and for the accounting of all income and disbursements.
The Treasurer shall present a financial report of the Association's income and disbursements at each meeting of the Board of Directors and at the annual meeting.
The Board of Directors shall make provisions for audits by a Certified Public Accounting firm as may be required or deemed necessary by the Board.
The audit report shall be presented to the Board of Directors by the Treasurer at the meeting following the completion of the audit and a review of the audit by the Treasurer, and to the Regular Members at the Association's Annual Meeting following the presentation to the Board.
Section C - Fiscal Year
The Association's fiscal year shall be June l through May 31.
Article III - Officers of the Association
Section A - The President
The President is the executive officer of the Association and the President of the Board of Directors. He/she shall preside over all meetings of the Association, of the Board of Directors and of the Executive Committee.
He/she shall be responsible for the general supervision and direction of the affairs of the Association. If an event occurs between Board meetings that is not covered by the Constitution or the By-Laws, the President shall have authority to act, following consultation with all officers. The event and the action taken shall be reported at the next Board meeting. The Board shall determine whether to place the matter before the membership at the next Annual Meeting.
He/she shall keep the Regional Sub-Chapter officers informed of activities by letter. These duties may be performed by the Secretary at the President's direction.
He/she shall personally represent or appoint a representative of the Association to attend conferences, meetings and ceremonies to which the Association has been invited and/or should have representation.
The Board of Directors, upon the recommendation of the President, shall authorize such attendance.
Section B - The 1st Vice President
The Vice President assists the President in his/her duties and carries out duties assigned by the President or the Board of Directors. He/she assumes duties of the President when the President is absent for any reason, or if the post becomes vacant.
The Vice President is ex-officio, the Chairman of all Standing Committees, Vice President of the Board of Directors and a member of the Executive Committee.
The Vice President may appoint sub-committees from the standing committees and designate Chair-persons as deemed necessary to increase efficiency.
The Vice President is responsible for the Annual Meeting education program and shall serve as Co-Chair with the Chairperson of the Education Committee for the Annual Meeting.
Section C - The 2nd Vice President
The 2nd Vice President assumes the duties of the President when the President and 1st Vice President are absent for any reason and is a member of the Executive Committee.
Section D - The Treasurer
The Treasurer shall be responsible for the receipt, recording, dispersal and safe keeping of all funds of the Association.
The Treasurer shall make a financial report at each meeting of the Board and at the Association's Annual Meeting.
The Treasurer is a member of the Board of Directors and of the Executive Committee.
Section E - The Secretary
The Secretary is responsible for recording the minutes of all meetings of the Association and for distributing copies to member institutions. He/she is also the Secretary to the Board of Directors and to the Executive Committee.
He/she handles all official correspondence, sends out notices concerning the Association, maintains an up-to-date roster of members and Member institutions and maintains an up-to-date mailing list.
He/she performs such other duties as may be assigned by the President or the Board.
Article IV - Board of Directors
The Board of Directors shall meet at least four (4) times each fiscal year. They shall meet at the Association's Annual Meeting and at such other times as the President may require.
The Board of Directors shall conduct all business of the Association, including but not limited to: selecting meeting sites; approving programs and carrying out directives required by the membership.
The actions of the Board of Directors shall be final on all business and procedural matters, non-routine expenditures and program matters. All questions affecting membership, non-routine expenditures, and Constitutional matters shall be drawn-up as recommendations by the Board to be placed before the membership for discussion and approval at the next Annual Meeting of the Association.
The Board of Directors shall rule on questions of policy which arise between Annual Meetings of the Association.
The Board may authorize the Treasurer to make non-routine expenditures from the treasury between Annual Meetings of the Association. Such non-routine expenditures must be reported by the Treasurer to the membership at the Annual Meeting following the expenditure.
The Board of Directors may authorize the printing and the distribution of any material that will be of value to the members.
Eight (8) members of the Board of Directors and their Alternates are appointed. The Directors shall serve for two years. The Alternates may replace the Directors after the Directors' two year term has ended.
Article V - Executive Staff
The Board of Directors may appoint an Executive Director to serve at their pleasure. The Board may also hire consultants if deemed in the best interests of the Association.
Article VI - Meetings
The Association's Annual Meeting shall be designated as the "Business Meeting". The first order of new business at the Annual Meeting shall be the election of officers. The last order of business shall be the induction of the newly elected officers. The Association's Annual Meeting shall be conducted by the outgoing President until the completion of the program. Newly elected slate of officers will assume their new positions at the close of the Chapter Meeting at the annual ERAPPA meeting, the outgoing President shall induct the newly elected officers and the newly appointed directors into office and present them to the Association.
Article VII - Elections
Section A - Term of Office (In Succession)
The Office of President shall be a two (2) year term, and shall be automatically succeeded by the 1st Vice-President.
The Office of the Vice-President shall be a two (2) year term, and shall be automatically succeeded by the 2nd Vice President.
The 2nd Vice President shall be a two (2) year term and shall be automatically succeeded by the Treasurer.
The Office of Treasurer shall be a two (2) year term.
The Office of Secretary shall be a two (2) year term.
Section B - Nominations
The Board of Directors, at their meeting prior to the Annual Association's Meeting in even-numbered years, shall constitute itself as a nominating committee. They shall select a slate of officers to fill expired terms as in Article VII, Section A, of the By-Laws.
Prior to the first of May the Secretary shall post on the Association Web Site the slate of officers recommended by the nominating committee and that additional nominations for officers are in order. Additional nominations shall be forwarded to the Secretary by the first of June. The slate of officers recommended by the nominating committee plus nominations forwarded to the secretary shall be presented to the membership at the Annual Association's Meeting and voted upon. Nominations may be made from the floor only by an Authorized Voting Member. A nominee's name may be placed on the ballot ONLY with the nominee's consent.
Section C - Voting
When nominations are closed the vote shall be taken. The Secretary shall record the vote which shall only be cast by Authorized Voting Members. The nominee with the majority of votes cast for each office shall be elected.
If no candidate has a majority, or the vote is a tie, a new vote shall be taken considering only the top two candidates for that office.
If a tie vote cannot be resolved after two additional ballots, the Board of Directors, less the unresolved office, shall meet immediately following the Association's Annual Meeting and, by secret ballot, elect a nominee to fill that office.
Section D - Eligibility
The officers, except for the Treasurer, may not be nominated or elected to a third term in the same office held. They may, however, be considered for a different office and hold that office. After two (2) years in which elected office is held, an individual may be considered for any office.
It is preferred that no two office holders or members of the Board of Directors may be from the same institution, except for the Past President. If the above situation should arise, it must be approved by a majority vote of the Board of Directors present at the Annual Meeting each year it occurs.
When a vacancy occurs in any office, in the Board of Directors, or in any committee, the President may, subject to the concurrence of the Board, appoint a successor for the remainder of the term. The appointee may be from the same institution as the previous office holder or another present member of the Board of Directors.
Any member appointed to complete a term of an office holder may be elected to a regular term of that office as though he/she had not served.
Article VIII - Committees
Standing committees are established by the Board of Directors. The Board of Directors shall select the members of Standing Committees and appoint the Vice Chairperson. The membership of each standing Committee expires when the term of office of the President under which they were appointed ends. The Vice-President is, ex-officio, Chairperson of all Standing Committees.
As a minimum, the Board of Directors shall establish the following standing committees:
Education
Summer Conference
Membership
The Board of Directors shall designate such temporary committees as may be required. Upon presenting a final report to the Board of Directors such committees shall be automatically dissolved. The committee life extends from one President to the next, or until the presentation of a final report. The President appoints the members of such committees and designates the Chairperson.
The President may, with the consent of the Board, add members to Standing Committees. He/she shall fill vacancies as they occur prior to the next Board meeting. He/she may designate additional members, fill or not fill vacancies, as he/she desires to temporary committees.
Any Member, or all members of any committee, may be from the same institution.
Article IX - Awards
The Board of Directors may appoint a committee to select individuals who have performed outstanding services, duty or assistance to the Association. Such individuals need not be members of the Association. The Board shall determine whether the value of such services, duty or assistance is sufficient to merit the award of a Distinguished Service Certificate. If it is so determined, the President shall present such award at the Annual Meeting of the Association.
The Board may direct the President to forward a letter of appreciation for service not meriting a Distinguished Service Certificate.
Not more than one Distinguished Service Certificate shall be awarded in any one fiscal year.
Article X - Regional Sub-Chapters
Member institutions from regions of the State having the same telephone area code may petition the Board of Directors for approval to form Regional Sub-Chapters.
Membership in CUFMA or APPA shall NOT be a requirement for membership in a Regional Sub-Chapter.
Regional Sub-Chapters shall NOT be required to pay dues to the Association for the purpose of recognition.
Regional Sub-Chapters may not act or speak for the Association.
In order to qualify for recognition as a Regional Sub-Chapter, a group must have written statement of purpose and elected officers.
Article XI - Amendments
Amendments to the Constitution and the By-Laws may be proposed by the Board of Directors or any Authorized voting Member of the Association. Authorized Voting Members shall forward proposals to the Secretary who shall present them to the Board. The Board will prepare each proposed amendment for presentation to the membership at the next Annual Meeting.
Proposed amendments to the Constitution shall be forwarded by the Secretary to all member institutions at least thirty (30) days prior to the next Association's Annual Meeting. The proposed amendments shall be presented at the meeting for discussion, change, alteration or rewording, and voted upon. A two-thirds (2/3) vote of Authorized Voting Members present and voting is necessary to approve.
Amendments to the By-Laws may be presented at the Association's Annual Meeting and may be proposed from the floor. An Amendment to the By-Laws may be adopted by a simple majority vote except where a greater majority may be required by the By-Laws.