Bylaws
Revised November 8, 2006
- Table of Contents
Article I - MEMBERSHIP,
DUES AND FEES
Section 1: Application for membership in the
Association shall be made to the Treasurer for processing as
instructed by the Executive Council or designated committee.
The Executive Council shall have the right to review any application
for membership. NJASFAA reserves the right to deny, limit or
restrict membership to the Association and the ability to vend
or sponsor at any NJASFAA event. Any denial, limitation or restriction
will be determined by a vote of the NJASFAA Executive Council.
Section 2: The amount of annual membership
dues payable to the Treasurer of the Association by active and
associate members shall be proposed by the Executive Council
and approved by a majority vote of the membership at the fall
or spring meeting for the coming fiscal year.
Section 3: Membership applications for annual
dues shall be sent by the Membership Chair for the membership
year, July 1-June 30. Dues are payable prior to April 1 and dues
paid after that date will be applied to the next membership year.
Section 4: All members are required to pay
fees for attendance at all conferences and workshops where fees
are assessed.
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Article II - ELECTION
OF OFFICERS
Section 1: Election of officers shall take place
by mail-in ballot prior to the spring meeting every year under
the supervision of a Nominating Committee. The ballot prepared
by the Nominating Committee should include the widest possible
representation among types of institutions. Election shall be
by a majority of members whose mail-in ballots are received prior
to the designated date. Results will be announced to the membership
at the Spring meeting.
Section 2: In the event of a tie, the Executive
Council breaks the tie by vote except for the position of President-Elect.
For the position of President-Elect, a run-off of the top two
(2) candidates shall be held. If the tie occurs among Council
Person at Large candidates, five (5) members would be the maximum
permissible. If more than five (5) qualify, the Executive Council
shall select the members and ensure sector balance.
Section 3: No more than one Council Person
at Large position may be held by an Associate Member. If more
than one Associate Member receives the majority of votes for
the four Council Persons at Large positions, the Associate Member
with the highest number of votes will serve as Council Person
at Large.
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Article III -
DUTIES OF THE OFFICERS
Section 1: The President shall preside at all
meetings of the Executive Council and of the Association, and
perform such other duties as pertain to the office of President.
(S)He shall be a member, ex-officio, of all committees, and shall
submit an annual report to the Association.
Section 2: The President-Elect shall assist
the President and in all ways prepare for his (her) term of office.
In the absence or disability of the President, (s)he shall have
all the powers and shall perform all the duties of the President
without prejudice to his (her) subsequent term of office as President.
Section 3: The Vice-President shall be the
coordinating chairperson for all conferences, chair the Finance
Committee, and perform other duties as requested by the President.
Section 4: The Treasurer shall be responsible
for financial reports of the Association and perform such other
duties appropriate to the office as the Executive Council may
prescribe. The Treasurer shall be responsible for receiving and
disbursing all monies of the Association under policies approved
by the Executive Council, and shall keep adequate records of
such receipts and disbursements. The Treasurer shall be ready
whenever required to turn over to the Council all monies, accounts,
record books, papers, vouchers, and other records pertaining
to the office and shall turn the same over to the successor when
elected. The Treasurer may be bonded at the expense of the Association,
the amount to be designated by the Executive Council. The Treasurer
shall be responsible to maintain adequate liability insurance
coverage for the Association. This coverage must be renewed each
year by the Executive Council. The Treasurer will serve as Past-Treasurer
for the next year.
Section 5: The Secretary shall assume the responsibilities
for taking minutes at Association and Executive Council meetings.
The Secretary shall notify the members of regularly scheduled
and special meetings. The Secretary shall perform such other
duties appropriate to the office as the Executive Council may
prescribe.
Section 6: Any non-performing officer(s) shall
be asked to resign after three (3) consecutive unexcused absences
from meetings. In the case of hardship, the Executive Council
can vote to retain the Officer(s).
Section 7: The Past-Treasurer shall oversee
the duties of the Treasurer. In the absence or disability of
the Treasurer, (s)he shall have all the powers and shall perform
all the duties of the Treasurer. The Past-Treasurer shall review
and balance the bank statements on a monthly basis and provide
advice to the President and Executive Council on all financially
related matters.
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Article IV - DUTIES
OF THE EXECUTIVE COUNCIL
Section 1: The Executive Council shall have
all power and authority over the affairs of the Association during
the interim between meetings of the Association, except that
of modifying any official action taken by the Association.
Section 2: Regular meetings of the Executive
Council shall be scheduled each year. Special meetings may be
called by the President upon petition of three or more members
of the Council. Five members shall constitute a quorum at any
official meeting of the Council.
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- Article V - COMMITTEES
Section 1: The following committees are standing
committees of the Association:
-
The Finance Committee shall be chaired
by the Vice-President, and consist of the Treasurer (ex officio)
and the Past-Treasurer, and other members as determined by
the President. The Finance Committee shall develop and maintain
a financial Master Calendar, oversee investments, review financial
statements monthly, develop the annual budget for the coming
year, ensure that all tax statements are filed on time, review
insurance coverage and bonding needs on an annual basis, coordinate
with our Registered Agent on all required legal documents,
and provide the membership with full disclosure of all financial
matters.
- The Membership Committee, whose chair and
other members shall be appointed by the President. The Membership
Committee shall be responsible for the development of membership
and submit an annual report to the Association.
-
The Nominating Committee, whose chairperson
shall be the immediate past-president and shall consist of
the President-Elect and at least four additional members from
types of institutions that are representative of the membership.
Section 2: In addition to the standing committees,
the President shall appoint such committees as are deemed necessary
to carry out the functions of the Association.
Section 3: All such appointments shall be subject
to the approval of the Executive Council. An affirmative vote
of majority of the Executive Council shall be necessary for an
appointment.
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Article VI - VACANCIES
IN OFFICE
Section 1: In the absence or disability of the
President, the President-Elect shall assume the Presidency without
prejudice to his/her subsequent term of office as President.
In the absence of or disability of both President and President-Elect,
the immediate Past-President shall have all the powers and perform
all the duties of the President. In the event that the elected
President, President-Elect, and Past President are all unable
to assume the duties of the President, the Vice-President shall
serve as interim President and arrange for a special election
within 60 days to fill the office of President.
Section 2: If the President-Elect resigns before
January 1 of his/her term, the position shall be filled by a
special election.
Section 3: If the Treasurer resigns during
his (her) term of office, the Past-Treasurer will fill the position
of Treasurer, and will complete the current term and continue
as Past-Treasurer with the election of the next Executive Council.
Section 4: A vacancy including, but not limited
to resignation in any office, other than that of the President,
President-Elect, and Treasurer shall be filled until the next
general election upon nomination by the President and an affirmative
vote of the majority of the Council. Such appointment shall not
prejudice the election of the incumbent to a regular term of
office
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Article VII -
PARLIAMENTARY AUTHORITY
Robert's Rules of Order, Revised, shall govern the Association
proceedings in all cases to which they are applicable and in
which they are not inconsistent with the Constitution and Bylaws.
The President-Elect, or in his (her) absence an active member
designated by the President, shall have responsibility for such
adherence at all official meetings of the Association.
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Article VIII
- AMENDMENT OF THE BYLAWS
These Bylaws may be amended by a two-thirds majority of the current
membership in attendance at a regularly called meeting or by
a mail ballot of the entire membership in which case two-thirds
of the ballots cast within 20 days of mailing constitutes a majority,
provided that each amendment shall have been proposed in writing
to the Secretary (a) by the Executive Council, or (b) by a committee
authorized by the Association, or (c) by a petition of one-fourth
of the voting members of the Association; and provided further,
that a copy of the proposed amendment shall be mailed to each
voting member of the Association at least fifteen (15) days before
the vote is called by the Executive Council.
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