By-Laws

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Approved: June 22, 2010


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:

Section 1

To contribute to the improvement and coordination of housing and food service operations for students and professional staff of member institutions in the region served by this Association.

Section 2

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 housing and food services programs.

Section 3

To cooperate with other organizations in the fields of housing, food service, and related areas within institutions of higher education.

Section 4

To support and encourage the professional development of housing officers of member institutions.

ARTICLE III: MEMBERSHIP

Section 1

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.

Section 2

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.

Section 3

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.

Section 4

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

Section 1

Annual dues will be established by the membership. Rights of membership shall be limited to those qualified institutions, organizations, or graduate students who have paid their current annual dues.

Section 2

Association funds shall be used to defray the normal operating expenses of the Association including clerical expense, postage, stationery, and the collection and transcription of minutes of the annual meeting. 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.

Section 3

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

Section 1

The Association shall hold one conference each year. The 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 that 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

Section 2

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 inform the membership of its decision at the annual business meeting.

Section 3

Annual Conference policy includes:

  1. to register for a conference, a registrant must be a housing officer as defined by these By-Laws, or
  2. a registrant must be an official guest, affiliate or individual member, or
  3. 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

Section 4

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

Section 1

The Executive Committee shall consist of eight elected officers (President, President-Elect, Vice-President, Secretary, Treasurer, Member-at-large-North, Member-at-large-South, and Member-at-large-Central) and one two appointed non-voting members (Newsletter Editor and Technology Coordinator). The two appointed non-voting members are selected by the Executive Committee.

====Section 2==== The Nominations Committee appointed annually by the Executive Committee shall present to the membership one or more candidates for each elected office. Representatives of voting member institutions and organizations may nominate other voting members housing officers of the Association at the annual business meeting or prior to the annual voting process.

Section 3==== Nominations and candidate qualifications shall be distributed to all member institutions at a time no later than the day prior to the beginning of the annual voting period, except for nominations on the floor.

====Section 4==== Officers shall be elected before or during the Annual Conference and shall serve for one year, except for Treasurer, Technology Coordinator (appointed, non-voting), and Newsletter Editor (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.

====Section 5==== To be elected, a candidate must receive a majority of votes cast for the position. In the event there are three or more candidates running for the same position, and no candidate receives a majority, then the two candidates receiving the most votes shall compete in a runoff election.

====Section 6==== Only Housing Officers of member institutions shall be eligible for nomination and election as officers and appointment to committee assignments.

====Section 7==== 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 good service activities within housing regardless of their particular title. The officer must be employed by an institution or organization holding membership in the Association.

====Section 8==== 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

Section 1 The President shall:

  1. Liaison to the Annual Conference Committees.
  2. Preside over all meetings of the Association.
  3. Call and conduct meetings of the Executive Committee and special meetings of the Association.
    1. Represent the Association before other organizations and entities as appropriate.
    2. Liaison to PACURH and ACUHO-I.

Section 2 The President-Elect shall:

  1. In the absence of the President, assume the duties of that office
  2. Liaison to WTI and Nominations Committees.
  3. Collect and update the Executive Committee Resource Manual
  4. Update and publish the annual Leadership Manual
  5. Represent the Association at selected regional meetings, conferences, and workshops.
  6. Act as organizer and leader at orientation meetings for new committee chairs at the Annual Conference
  7. Assume office of President beginning July 1, following the year served as President-Elect.

Section 3 The Vice-President shall:

  1. Coordinate the Call for Committee Volunteers procedures
  2. Appoint persons to all standing committees and task forces, with the concurrence of the Executive Committee
  3. Chair By-Laws Committee
  4. Maintain an active committee member database
  5. Directly involved with the activities of the following committees: Time and Place and others assigned at the Executive Committee Transition meeting
  6. Represent the Association at selected regional meetings, conferences, and workshops
  7. Solicit committee annual reports upon the conclusion of the committee activities or by May 1 for distribution to the Historian and future committee chair.
  8. 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.

Section 4 The Secretary shall:

  1. Carry on the required official correspondence and record keeping of the Association in conformity with the stipulations of these By-Laws.
  2. Record and present Association Action Items of the current year at the June Executive Committee transition meeting.
  3. Liaison to the Historian.

Section 5 The Treasurer shall:

  1. Liaison to the Corporate Relations Committee and the Financial Advisory Committee.
  2. Be bonded as a fiduciary agent in an amount not less than the Association\’s prior year ending fund balance.
  3. Open, maintain, track, and trade all financial accounts for checking, savings, and financial security investments on behalf of the Association.
  4. Be responsible for the receipt and disbursement of all Association funds and shall render an accounting to the Association at the business meeting of each Annual Conference.
  5. Solicit and collect institutional, individual, affiliate memberships and request directory information be forwarded to the Newsletter Editor or appropriate individual.
  6. Prior to any transactions involving an amount greater than $10,000, a consultation with the President of the Association must be completed and documented.
  7. Maintain Association liability insurance policy on an annual basis.

Section 6 The three Members-at Large shall:

  1. Liaison to each respective RAP Committee.
  2. Perform a public relations function with member institutions within their region.
  3. Be responsible for the solicitation of new member institutions within their region.
  4. Welcome and orient new housing officers at each member institution within their region regarding activities and services of the Association.

Section 7 The Newsletter Editor shall:

  1. Be responsible for soliciting and editing the content of=== ===WAVES newsletter quarterly.
  2. Liaise with appointed committees.
  3. Complete other duties outlined in the Leadership Manual.

Section 8: The Technology Coordinator shall:

  1. Oversee, update, and manage all content on the WACUHO website, including membership directory.
  2. Oversee and manage all technologically-based administrative and support systems.
  3. Work closely with Treasurer to update membership and conference registration payment process.
  4. Maintain listserv, Facebook, and/or other technology initiatives to benefit WACUHO members and the association.
  5. Send out emails to the association in coordination with the WACUHO communication
  6. Liaise and manage contracts with technology and web service providers.
  7. Liaise with appointed committees.
  8. Complete other duties outlined in the Leadership Manual.

Section 9: The Executive Committee shall:

  1. Convene for quarterly and other necessary meetings.
  2. Appoint standing committees as necessary.
  3. Review and approve committee budget proposals.
  4. Make appointments to fill unexpired terms of office.
  5. Determine level of dues for the Association, subject to ratification of members present at the Annual Business Meeting.
  6. Have full responsibility for conducting the affairs of the Association and carrying out it directives.
  7. Serve as liaisons to Association committees.

ARTICLE VIII: IMPLEMENTATION OF BUSINESS

Section 1 The Association shall conduct a business meeting during each Annual Conference. A majority of the registered voting delegates at each conference shall constitute a quorum.

Section 2 Each institutional member sending a representative(s) to the annual business meeting shall have one vote regardless of the number of representatives in attendance. Graduate student members and affiliate members are non-voting members.

Section 3 Agenda items for the annual business meeting will be solicited by the Executive Committee, published, and distributed to all representatives at the Annual Conference.

Section 4 A summary report in the form of minutes of the information submitted and actions taken at the business meeting during the Annual Conference of the Association shall be summarized in the next edition of the newsletter and complete text of the minutes will be distributed to all participants attending the Annual Conference the following year. Each member institution which is not represented may request the summary report of the conference.

Section 5 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 it cannot be deferred until the next conference.

Section 6 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.

Section 7 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.

Section 8 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

Section 1 These By-Laws may be amended by a two-thirds vote, a quorum being present, at the business meeting of the Annual Conference. (refer to Article VIII, Section 1 for quorum definition).

Section 2 Amendments to the By-Laws may be proposed by any voting member. Such proposals shall be submitted in writing to the Vice-President of the Association. The Vice-president shall distribute all proposed amendments to all registered conferees at a time no later than the day prior to the Association\’s annual business meeting. The Vice-President at the next annual business meeting shall submit for a vote all proposed amendments to these By-Laws.