ARTICLE I: NAME
The name of this organization shall be the Western Association of College and University Housing Officers, herein referred to as the Association.
ARTICLE II: PURPOSE
The purpose of the Association shall be:
To contribute to the improvement and coordination of college/university housing and food service operations for students and professional staff of member institutions in the region served by this Association.
To sponsor those activities and services which will assist its members and provide for them a means of changing and distributing professional information and ideas relating to the administration of the physical, financial, social, and educational phases of college/university housing and food services programs.
To cooperate with other organizations in the fields of college/university housing, food service, and related areas within institutions of higher education.
To support and encourage the professional development of college/university Housing Officers of member institutions.
ARTICLE III: MEMBERSHIP
Membership in the Association shall be open to institutions of higher education or organizations, in the western region of the United States, which have Housing Officers involved in coordination of administration, facilities, fiscal/service management, educational programming, conferences and/or food service operations for students and staff members on or off the college/university campus. Membership year for institutions, affiliates, and individuals will be July 1 through June 30.
Affiliate institutional membership may be granted annually by the Executive Committee in the cases of governmental nonprofit or commercial organizations engaged in activities directly related to the purposes of the Association.
Individual membership in the Association shall be open to: a. a person in a current graduate program; status: Graduate Student Member b. a Housing Officer who has retired from a current, member institution; status: Emeritus Member c. a Housing Officer who is currently unemployed. A one-year membership may be granted by the Executive Committee. The Executive Committee may renew those memberships on an annual basis.
Corporate Partnership may be granted annually by the Executive Committee in consultation with the Corporate Relations chair to corporations that engage in activities directly related to the purposes of the Association. The membership year for corporations will be January 1 through December 31.
ARTICLE IV: DUES AND FUNDS
Changes to annual dues will be proposed by the Executive Committee and must be ratified by the membership at the Annual Business Meeting. Rights of membership shall be limited to those qualified institutions, organizations, or graduate students who have paid their current annual dues.
Association funds shall be used to defray the normal operating expenses of the Association. The provision of funds including advances shall be made available to committees who submit justification which clearly implements the general objectives of the Association and with approval of the Executive Committee of the Association.
Representatives to Association programs will be charged registration and other appropriate fees. A surcharge will be levied against non-association members wishing to attend Association functions.
ARTICLE V: ANNUAL CONFERENCE
The Association shall hold one conference (the Annual Conference) each year. The Annual Conference shall alternate between the northern and southern sections of the region, except when hosted by a member institution outside of California or under extenuating circumstances. In the case of such an exception, the Association shall postpone the rotation. When reviewing proposals from potential host sites, strong consideration will be given to the importance of rotating the conference between the northern and southern sections of the region.
Prior to each Annual Conference the Time and Place Committee shall recommend to the Executive Committee the location and approximate dates of the Annual Conference two years in advance. The Executive Committee shall select a bid for hosting the Annual Conference and inform the membership of its decision at the Annual Business Meeting.
Annual Conference policy includes:
- to register for a conference, a registrant must be a Housing Officer as defined by these By-Laws, or
- a registrant must be an official guest, affiliate, or individual member, or
- a registrant must be on staff or faculty of a college, university, or organization which is a member of the Association or eligible for membership.
Conference guests may be invited by the Program Committee or by the invitation of the Executive Committee when they are part of the program.
ARTICLE VI: OFFICERS
The Executive Committee shall consist of eight (8) elected officers (President, President-Elect, Vice-President, Secretary, Treasurer, Member-at-large-North, Member-at-large-South, and Member-at-large-Central) and three (3) appointed non-voting members (Marketing and Communications Coordinator, Technology and Information Systems Coordinator, and Assistant Technology and Information Systems Coordinator). The three (3) appointed non-voting members are selected by the Executive Committee. The Assistant Technology and Information Systems Coordinator would only attend Executive Meetings, if requested by the President.
The Nominations Committee appointed annually by the Executive Committee shall present to the membership one or more candidates for each elected office. Elections shall occur at the Annual Business Meeting when feasible or at a time otherwise determined by the Executive Committee. Prior to voting at the Annual Business Meeting or prior to the voting process (if not occurring at the Annual Business Meeting), representatives of member institutions may nominate other member institutions’ Housing Officers for Executive Committee offices open for election.
Nominations and candidate qualifications shall be distributed to all member institutions at a time not later than the day prior to the beginning of the annual voting period, except for nominations on the floor.
Officers shall be elected before or during the Annual Conference and shall serve for one year, except for the Treasurer, Technology and Information Systems Coordinator (appointed, non-voting), Assistant Technology and Information Systems Coordinator (appointed, non-voting), and Marketing and Communications Coordinator (appointed, non-voting) who shall serve for two years, beginning July following the Annual Conference. The officer in the President-Elect position shall assume the Presidency in the following term. Officers shall be eligible for re-election.
To be elected, a candidate must receive a simple majority of votes cast for the position. In the event that no candidate receives a simple majority, then the two candidates receiving the most votes shall compete in a runoff election.
Only Housing Officers of member institutions shall be eligible for nomination and election as Association officers and appointment to chair committee assignments.
A Housing Officer is any person on the staff or faculty of an institution or organization whose duties relate to the administration, facilities, fiscal/service management, educational, programming, and/or food service activities within college/university housing regardless of their particular title.
In the event that an Officer of the Executive Committee is not fulfilling their position responsibilities, or for another just cause, the President or President-Elect shall recommend that Officer’s dismissal to the Executive Committee. That Officer shall receive the full explanation of cause and shall have five business days to respond in writing prior to the Executive Committee making a final determination with a majority vote.
ARTICLE VII: DUTIES OF OFFICERS AND EXECUTIVE COMMITTEE
The President shall:
- Act as liaison to the Annual Conference Committees and Past Presidents Committee.
- Preside over all meetings of the Association.
- Call and conduct meetings of the Executive Committee and special meetings of the Association.
- Represent the Association before other organizations and entities as appropriate.
- Act as liaison to the Pacific Association of College and University Residence Halls (PACURH) and the Association of College and University Housing Officers-International (ACUHO-I).
The President-Elect shall:
- In the absence of the President, assume the duties of that office
- Act as liaison to Time and Place Committee and Nominations Committee.
- Update and publish the annual Leadership Manual.
- Represent the Association at selected regional meetings, conferences, and workshops.
- Act as organizer and leader at orientation meetings for new committee chairs at the Annual Conference.
- Assume office of President beginning July 1, following the year served as President-Elect.
The Vice-President shall:
- Coordinate the Call for Committee Volunteers procedures.
- Appoint persons to all standing committees and task forces, with the concurrence of the Executive Committee.
- Chair the By-Laws Committee.
- Maintain an active committee member database.
- Represent the Association at selected regional meetings, conferences, and workshops.
- Solicit committee annual reports upon the conclusion of committee activities or by the end of their term for distribution to the Historian(s) and future committee chair(s).
- Assume the duties of the President-Elect in the President-Elect’s absence. If the President-Elect position becomes vacant, assume these duties until such time that the Nominations Committee can coordinate an election for the membership to vote in a new President-Elect.
The Secretary shall:
- Carry on the required official correspondence and record keeping of the Association in conformity with the stipulations of these By-Laws.
- Record and present Association Action Items of the current year at the June Executive Committee transition meeting.
- Act as liaison to the Historian(s).
The Treasurer shall:
- Act as liaison to the Corporate Relations Committee and the Financial Advisory Committee.
- Open, maintain, track, and trade all financial accounts for checking, savings, and financial security investments on behalf of the Association.
- Be responsible for the receipt and disbursement of all Association funds.
- Render an accounting to the Association at the Annual Business Meeting.
- Solicit and collect institutional, individual, affiliate memberships and request directory information be forwarded to the Marketing and Communications Coordinator or appropriate individual.
- Prior to any transactions involving an amount greater than $10,000, a consultation with the President of the Association must be completed and documented.
- Maintain Association liability insurance policy on an annual basis.
The three (3) Members-at Large shall:
- Act as liaisons to each respective RAP Committee.
- Perform public relations functions with member institutions within their region.
- Be responsible for the solicitation of new member institutions within their region.
- Welcome and orient new Housing Officers at each member institution within their region regarding activities and services of the Association.
The Marketing and Communications Coordinator shall:
- Be responsible for the creation and publication of a newsletter that is distributed to all members of the WACUHO region at least quarterly.
- Work closely with the President, Treasurer, Technology and Information Systems Coordinator, and Assistant Technology and Information Systems Coordinator to manage the WACUHO online presence, including social media.
- Coordinate Association electronic communication, primarily through distribution of Association e-mails approved in accordance with the Communication Policy.
The Technology and Information Systems Coordinator shall:
- Work closely with the President, Treasurer, Assistant Technology and Information Systems Coordinator, and Marketing and Communications Coordinator to manage the WACUHO online presence, including social media.
- Oversee, update, and manage all content on the WACUHO website, including the membership directory.
- Oversee and manage all technologically-based administrative and support systems, including the membership database and registration processes.
- Liaise with all internal and external technical consultants and assistants.
- Act as liaison to the Technology and Information Systems Committee.
The Assistant Technology and Information Systems Coordinator shall:
- Assist with the tasks of the Technology and Information Systems Coordinator listed in Section 8.
The Executive Committee shall:
- Convene for quarterly and other necessary meetings.
- Appoint standing committees, ad-hoc committees, and task groups as necessary.
- Review and approve committee budget proposals.
- Make appointments to fill unexpired terms of office.
- Have full responsibility for conducting the affairs of the Association and carrying out its directives.
- Be bonded as fiduciary agents in an amount not less than the Association’s prior year ending fund balance.
- Serve as liaisons to Association committees as assigned.
- Fulfill other duties as outlined in these By-Laws and the Association Leadership Manual.
ARTICLE VIII: IMPLEMENTATION OF BUSINESS
The Association shall conduct a business meeting during each Annual Conference (the Annual Business Meeting). Each member institution may designate one of its Housing Officers attending the Annual Conference to serve as that institution’s voting delegate at the Annual Business Meeting. For quorum to be established, a majority of the member institutions with registrants at the Annual Conference must have a voting delegate present.
Each member institution sending a representative(s) to the Annual Business Meeting shall have one vote regardless of the number of representatives in attendance. Graduate student members, emeritus members, and affiliate members are non-voting members.
Agenda items for the Annual Business Meeting will be solicited by the Executive Committee. The agenda will be published prior to the Annual Conference and distributed to all voting delegates at the Annual Business Meeting.
A summary report in the form of minutes of the information submitted and actions taken at the Annual Business Meeting shall be summarized in the next edition of the newsletter and complete text of the minutes will be distributed to all voting delegates attending the Annual Business Meeting the following year. Each member institution which is not represented may request the summary report.
Any matters which the President or the Executive Committee may wish to refer to the membership at times when the Annual Conference is not in session may be submitted to the membership by correspondence. If the Executive Committee determines that voting is needed outside of the Annual Business Meeting, each member institution will be allowed one vote through that institution’s Chief Housing Officer or designee, and voting will be considered official if a simple majority of member institutions vote. A minimum of five business days shall be provided for institutions to vote.
The Annual Business Meeting and other general meetings of the Association shall be run according to the procedures outlined in Robert’s Rules of Order.
The Association shall not, except to an insubstantial degree, engage in any activities or exercise any powers that are not in furtherance of specific purposes of the Association.
The Finance Advisory Committee (FAC) of the Association shall convene once yearly to conduct an audit of the financial business of the Association from the previous fiscal year.
ARTICLE IX: AMENDMENTS
These By-Laws may be amended by a two-thirds vote, a quorum being present, at the Annual Business Meeting (refer to Article VIII, Section 1 for quorum definition). Changes regarding grammar, spelling, and punctuation errors may be made without an Annual Business Meeting vote. These changes would be made by the By-Laws Committee with approval by the Executive Committee and would be distributed to the membership within a reasonable time.
Amendments to the By-Laws may be proposed by any Housing Officer at a member institution. Such proposals shall be submitted in writing at least one month prior to the Annual Business Meeting to the Vice-President of the Association. The Vice-President shall publish all proposed amendments, available to the Association membership, at a time no later than one week prior to the Annual Conference. The Vice-President at the next Annual Business Meeting shall submit for a vote all proposed amendments to these By-Laws.