Bylaws
Table of Contents:
ARTICLE I NAME AND
PURPOSE
Section 1 Name
Section 2 Meeting Location
Section 3 Purpose
ARTICLE II MEMBERSHIP
Section
1 Membership
Section 2
Membership meetings
ARTICLE III EXECUTIVE ADVISORY BOARD
Section 1 Board role, size, and compensation
Section
2 Terms
Section
3 Executive Board Meetings and notice
Section 4 Officer elections
Section 5 Decision-Making procedures
Section 6 Quorum
Section 7 Officers and Duties
President
President-Elect
Immediate Past-President
Secretary
Treasurer and dues
Membership Coordinator
HACU Representative
Section 8 Vacancies or resignations
Section 9 Termination, resignations and absences
Section
10 Special meetings
ARTICLE
V COMMITTEES
Section
1 Committee formation
Section 2 Executive Committee
Section 3 Finance Committee
Section
4 Nomination Committee
ARTICLE
VI AMENDMENTS
Section 1 Amendments
CERTIFICATION
ARTICLE I NAME AND PURPOSE
Section
1 Name:
The name of the organization shall be
Section
2 Meeting Location: The chapter membership meeting location of this organization
will be on the campus of
Section
3 Purpose: AACHE: GCC and Community Chapter is organized exclusively
for charitable, advocacy and educational purposes. The
main function of this organization shall be to provide a forum for the research
and discussion of a wide spectrum of various issues impacting Chicanos in higher
education and to cooperate in providing workable solutions and strategies to
these issues.
ARTICLE II MEMBERSHIP
Section 1 Membership: Membership
shall consist of any individual, group or program employed, contracted or
partnered by institutions of higher education and community agencies who provide
educational training for Latino communities within the State of Arizona.
Section
2 Membership meetings: There will
be one membership meeting per month following an academic schedule that
will be conducted by the President and/or officer assigned to represent
the President in their absence as defined in Article IV: Section 2.
ARTICLE III EXECUTIVE ADVISORY BOARD
Section
1 Board role, size, and compensation: The executive advisory board is
responsible for overall policy, incorporation, bylaws and direction of this
chapter association, and will oversee and approve the day-to-day operations of
the officers who are elected and members at large who are appointed to specific
committees.
The
executive advisory board shall have up to 8, but not fewer than 5 members. The
executive board will receive no compensation other than reasonable expenses
incurred to perform the functions and mission of the Chapter. The executive
board will consist
of the original founders of this Chapter - Melinda Ornelas, Judy G. Poggi, David
M. Rodriguez, Frank Gonzalez, Frank Rivera, Ernesto Escobedo and Rene Diaz-Lefebvre.
Executive advisory board members may appoint individuals as their
representatives to attend meetings; upon resignation or termination of their
membership, to ensure the original integrity, culture, inclusive atmosphere and
consistency in fulfilling the Chapters functions, purpose and mission.
ARTICLE IV OFFICERS
The
President-Elect will chair the Nomination Committee. The Nomination Committee
shall submit to the general membership of the Chapter a slate of candidates for
the offices of President, President-Elect, Secretary, Treasurer, and Membership
Coordinator at least two weeks prior to the Annual Election Meeting to be held
the first week in May of each academic year of the Chapter.
The
report shall include a brief professional profile on each candidate nominated
for offices. Nominations may also be made from the floor at the Annual Election
Meeting, with the consent of the nominee. From the completed slate of
candidates, those individuals receiving the greatest number of votes shall be
elected.
Only
dues paying members may vote in the elections. The vote shall be by email or
paper ballot and shall be counted by the Chair of the Nomination Committee and
two Nomination Committee members. Officers are elected for one (1) academic
year. New officers shall assume transitional duties immediately after the
Annual Election Meeting. An elected or appointed Officer may hold the same role
more than three consecutive years upon unanimous recommendation of the Executive
Advisory Board.
Section
2 Terms: All officers shall serve one-year terms, but are eligible for
re-election for up to three consecutive terms.
Section
3 Executive Board Meetings and notice: The elected President and Executive
Advisory Board shall meet at an agreed upon time and place during Summer I
session (May-June) to establish and review a yearly calendar of topics, events
and meeting dates for the membership of this Chapter. An official Executive
Board meeting requires that each Executive Advisory Board member have written or
verbal notice at least four days in advance. Any Executive Advisory Board member
or President of the Chapter may call an official Executive Board meeting.
The
President, Past President or President Elect will conduct the established
topics, events and meetings to the membership at large and provide written
invitation and notice to enrolled members at least one week in advance.
Section
4 Officer elections: During the first week in the month of May of each academic
year of the Chapter, dues paying members at large shall elect Officers to
replace those whose terms will expire at the end of the academic year. This
election shall be finalized during an Annual Election Meeting of the members at
large, called in accordance with the provisions of these bylaws.
Section
5 Decision-Making procedures: All fiscal or management decisions of the
Chapter will be presented to the Executive Advisory Board and shall be elected
by a 2/3 majority of the Executive Advisory Board members present at executive
board meetings provided there is a quorum present.
Section
6 Quorum: A quorum consists of attendance of at least fifty-one percent (51%)
of Executive Advisory Board members for business transaction decisions to take
place and motions to pass.
Section
7 Officers and Duties: There shall be seven officers that will conduct the
day-to-day functions of the chapter. The officers may designate a representative
to attend meetings or appoint a replacement to complete their term. The designee
or replacement must be a dues paying member. The officers will consist of a
President, Immediate Past-President, President-Elect, Secretary, Treasurer,
Membership-Coordinator and HACU (Hispanic Association of College and
Universities) Representative. Their duties are as follows:
President: The President shall attend State AACHE meetings and
meet regularly, or designate another elected President, with the Executive
Advisory Board. The President will be the main contact for members and officers
concerning issues, challenges or projects to ensure a positive learning and
working environment for Latinos in higher education.
The President shall verify legal status of State AACHE to insure indemnification of officers and serve as the associations liaison between individuals, departments, learning institutions and the community or political arena.
Only the President shall make public statements regarding AACHE:
GCC and Community Chapter.
The President shall preside or arrange for other officers to
conduct membership meetings in the following order: Immediate Past-President,
President-Elect, Secretary or Treasurer.
President-Elect: The President-Elect shall advise
the President and chair the Nomination Committee and any other special projects
as designated by the President.
Immediate Past-President: The Immediate Past-President shall
mentor the President and ensure that topics, events and meetings established by
the Executive Advisory Board are conducted and will assist State AACHE in
maintaining their corporate status (Arizona Association of Chicanos for Higher
Education).
Secretary: The Secretary shall be responsible for keeping
records of membership meetings, including the taking of minutes, sending out
meeting announcements, distributing copies of minutes and the agenda to
Officers, membership and the Executive Advisory Board. The secretary assists the
Immediate Past-President to ensure that corporate records and status are
maintained.
Treasurer: The Treasurer shall make a financial report at each
membership meeting. The Treasurer shall be responsible for all funds and securities of the
Chapter.
Duties
include:
(i)
enter regularly in the books to be kept by the Treasurer or under his or
her direction for that purpose a complete and correct account of all monies
received and disbursed by the Chapter;
(ii)
exhibit the books of account of the Chapter -and all securities,
vouchers, papers and documents of the Association in his or her custody to any
member or designee of the Executive Advisory Board upon request. Funds shall be
deposited in a bank designated by the President and Executive Advisory Board.
All checks written for the Chapter functions and purposes shall be signed by the
President OR the Immediate Past-President, and the Treasurer.
Dues
or donations paid to AACHE: GCC and Community Chapter, shall be kept by the
Chapter upon receipt from individual members, groups or community agencies. The
Treasurer and Membership Coordinator shall keep an accurate record of all
individual members paying and shall furnish officers and the Executive Advisory
Board with an annual up-to-date list of paid members. The Treasurer shall
release to his successor or appointed representative within ten (10) days of
vacating office all books, records, and papers, and receive a listed receipt
therefore from the incoming Treasurer.
The treasurer shall chair the Finance Committee; assist in the
preparation of the budget; help develop fundraising plans, and make financial
information
available to the Officers, Executive Advisory Board members and
membership.
Membership
Coordinator: The Membership Coordinator shall recruit individuals or
groups employed, contracted or partnered by institutions of higher education and
community agencies who provide educational training to Latino communities within
the sate of
The
Membership Coordinator shall oversee a membership drive that is conducted during
Summer I and Summer II (May-August) and provide/maintain an up-to-date
membership list that is available to the President, Immediate-Past President,
President-Elect and Executive Advisory Board members.
HACU
Representative: The HACU Representative shall represent
Section 8 Vacancies or resignations: Elected
Officers must provide a verbal or written notice to the President and Executive
Advisory Board of their intended vacancy if it occurs during their elected term.
When a vacancy of Officers exists mid-term, the Membership
Coordinator must initiate nominations from present dues paying membership two
weeks in advance of a membership meeting. These nominations shall be sent out to
membership with the regular meeting announcement and be voted upon at the next
membership meeting. These vacancies will be filled only to the end of the
particular officers term.
Section 9 Termination, resignations and absences: Terminations
or resignation from the Executive Advisory Board members or an Officer must be
in writing and received by the Secretary. An Officer shall be terminated by the
Executive Advisory Board due to excess absences. Excessive absences constitute
more than two unexcused absences from Executive Advisory Board meetings or
membership meetings in a year. An officer may be removed for other reasons by a
three-fourths (3/4) vote of the remaining Executive Advisory Board members and
Officers.
Section 10 Special meetings: Special meetings of the Executive
Advisory Board or membership shall be called upon at the request of the
President, or one-third of the Executive Advisory Board members. Notices of
special
meetings shall be sent out by the President or Secretary to
Executive Advisory Board members or membership at least one week in advance.
ARTICLE V COMMITTEES
Section 1 Committee formation: The
President, after consulting with the Executive Advisory Board, may create
committees as needed. Officers or appointed members will chair the committees.
Section 2 Executive Committee: The
six Officers and HACU Representative serve as the members of the Executive
Committee. Except for the power to amend the articles of incorporation and
bylaws, the Executive Committee shall have the authority to conduct the
day-to-day functions and operation of the Chapter between membership meetings,
and is subject to the advise, direction and control of the Executive Advisory
Board.
Section 3 Finance Committee: The Treasurer is the chair of the
Finance
Committee, which will include one Executive Advisory Board member
and the President The Finance Committee is responsible for developing and
reviewing fiscal procedures, fundraising plans, and annual budgets. The
Executive Advisory Board must approve the budget and all expenditures
must be within budget. Any major change in the budget must be
approved by the Executive Committee and Executive Advisory Board.
The fiscal year shall follow the academic calendar with year-end
reports due.at the Annual Election Meeting in May. Annual reports are required
to be submitted to the Executive Advisory Board showing income, expenditures,
and pending income. The financial records of the organization are public
information and shall be made available to officers, Executive Advisory Board
members, membership and the public.
Section 4 Nomination Committee: The
President-Elect will chair the Nomination Committee and appoint at least two
dues paying members to assist in the recruitment, written report of candidates,
election process, voting procedure, official ballot count and announcement of
Officers for each academic year. The
ballots may be implemented by email or paper ballot. Final count of ballots and
announcement of Officers will be completed by the President-Elect and two
Nomination Committee members at the Annual Election meeting the first week in
May of each academic year.
ARTICLE VI AMENDMENTS
Section 1 Amendments: These bylaws may be amended when
necessary by two-thirds majority of the Executive Advisory Board and Executive
Committee. Proposed amendments must be submitted to the Secretary and President
to be considered and sent out with regular meeting announcements.
CERTIFICATION
These bylaws were reviewed, edited and approved by the Executive
Advisory Board on