Southern New England Chapter of APPA
Bylaws
(As amended 03/20/08)
Article I – MEMBERSHIP
1. Representatives of facilities departments of institutions in Massachusetts, Rhode Island, and Connecticut meeting the requirements of Article III, Section A, of the Constitution are eligible for membership.
2. There shall be no limitation on the number of members from an institution. Representatives not eligible for membership will be welcomed as guests.
Section B – Classification of Membership
1. Member – A member is a representative of an institution that meets the requirements of Article III, Section A, of the Constitution.
2. Affiliate Member – An Affiliate Member is one who represents an institution that meets the requirements of Article III, Section A, of the Constitution, except that the institution is not a member of APPA. Further, affiliate members may be those employed by other non-profit institutions and organizations, including, governmental or agencies, engaged in work related to physical facilities administration and having an interest in the purpose and activities of SNEAPPA.
3. Honorary Member – Persons outside the Chapter or the Association or who are not in facilities Administration, who have rendered exceptional meritorious service to the Chapter of the Association may be elected to Honorary Membership upon the recommendation of the Board of Directors and a majority vote of the members present and voting at any regular meeting.
4. Emeritus Member –Emeritus Member status may be granted by the Board of Directors to representatives who, upon retirement, or change of employment have had a minimum of five years of service in the Chapter and/or Association, or is a Charter Member of the Chapter.
5. Business Partner – There is no membership category of business partner. Business partners are welcome at meetings as attendees and speakers by invitation.
Section C – Rights and Privileges
1. Member – Shall be entitled to all rights and privileges of the Chapter; the right to cast the vote for the institution on all questions concerning the Chapter, to hold local office; and to receive copies of the minutes, reports and publications and to sponsor guests at meetings.
2. Affiliate Member – Shall be entitled to all rights and privileges of the Chapter; the right to vote on all questions concerning the Chapter, to hold local office; and to receive copies of the minutes, reports and publications and to sponsor guests at meetings.
3. Honorary Member – shall be entitled only to the right to attend meetings, to engage in discussions and to receive copies of the minutes, reports and publications.
4. Emeritus Members – Shall be entitled to attend all meetings, at a reduced registration fee to be determined by the hosting institution, to engage in discussions, and to receive copies of the minutes, reports and publications.
5. Voting – One member shall cast all votes for each institution present. Where more than one member is present, they shall select one of their number to be spokesperson. On any question, those present shall caucus and decide their vote which the spokesperson shall cast.
Article III – OFFICERS OF THE CHAPTER
Section A – The President
1. Term of Office: The President shall serve for two years, be elected at The Annual Business Meeting held in even numbered years, and can serve a total of two consecutive terms.
2. The President is the executive officer of the Chapter and the President of the Board of Directors. (S)He shall preside over all meetings of the Chapter and of the Board of Directors.
3. (S)He shall be responsible for the general supervision and direction of the affairs of the Chapter. 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 and shall report to the Board in a timely manner. The Board shall determine whether to place the matter before the membership.
4. (S)He shall keep the Regional Association officers informed of Chapter activities These duties may be performed by the Secretary at the President’s direction.
5. (S)He shall represent, or appoint a representative of, the Chapter at conferences, meetings and ceremonies to which the Chapter has been invited and should have representation, including the ERAPPA Annual Meeting.
6. (S)He serves on the ERAPPA Nominating Committee.
7. (S)He recommends appointments to ERAPPA committees.
8. (S)He Attends ERAPPA Chapter Affairs Committee meetings.
9. Appoint qualified person to manage the website and other technology related projects.
Section B – The Vice-President
1. Term of Office: The Vice-President shall serve for two years, be elected at The Annual Business Meeting held in even numbered years, and can serve a total of two consecutive terms.
2. (S)He assists the President in his duties and carries out duties assigned by the President or the Board of Directors. (S)He assumes the duties of the President when the President is absent for any reason, or if the post becomes vacant.
3. (SHe) is ex-officio the Chairman of all standing committees and Vice-President of the Board of Directors.
4. (S)He shall appoint sub-committees from the Standing Committees and designate chairmen as necessary to increase efficiency.
5. (S)He Shall set up locations and programming for the three meetings of the upcoming year.
Section C – The Secretary
1. Term of Office: The Secretary shall serve for two years, be elected at The Annual Business Meeting held in even numbered years, and can serve a total of two consecutive terms.
2. The Secretary is responsible for the minutes of all meetings and for making them available to the membership. (S)He is also the Secretary of the Board of Directors.
3. (S)He handles all official correspondence, sends out all notices concerning the Chapter and maintains an up-to-date roster of member institutions.
4. (S)He certifies a quorum for all official business meetings.
5. Inform the membership of election issues as outlined in Article VI of The By-Laws.
6. (S)He shall perform such other duties as may be assigned by the President of the Board.
Section D – The Treasurer
1. Term of Office: The Treasurer shall serve for two years, be elected at The Annual Business Meeting held in even numbered years, and serve a total of two consecutive terms.
2. The Treasurer shall be responsible for receiving, dispensing and safe keeping all funds of the Chapter. The Treasurer shall make an accounting at each meeting of the membership and the Board. The Treasurer is a member of the Board of Directors.
Section D – The Directors
1. Term of Office: All Directors from Massachusetts, Rhode Island, Connecticut, and the At Large Directors (up to 3), shall serve for two years, be elected at The Annual Business Meeting held in even numbered years, and may serve a total of two consecutive terms.
2. The At Large Directors shall be qualified members.
Section E – The Immediate Past President
Term of Office:
The Past President shall serve a two-year term immediately following his or her term as president. His or her duties shall be determined by assignment from the President or Board.
Article IV – THE BOARD OF DIRECTORS
The Board of Directors shall meet at the discretion of the president, but no fewer than three times annually, to conduct all Chapter business.
The Board of Directors shall conduct the business of the Chapter; select meeting sites, approve programs and carry out directives required by the membership.
Article V – MEETINGS
One of the three required meetings shall be held in the month of June. This meeting shall be designated as “The Business Meeting.” In even numbered years, the first order of business shall be the election of officers and the last order of business shall be the induction of the newly elected officers. The meeting shall be conducted by the outgoing president until the completion of the program. The outgoing shall then call the newly elected officers and directors to the front, present them to the Chapter, and induct them into office. In odd numbered years there will be no election, but Chapter business shall be presented to and discussed with the membership.
Article VI – ELECTIONS
Section A – Nominations
1. At least 90 days prior to the June meeting the Secretary shall inform the membership that nominations for officers and directors are in order. Nominations shall be forwarded to the Secretary no later than the first of May.
2. The Board of Directors at the Board of Directors meeting prior to the Annual Chapter Business meeting shall constitute itself as a nominating committee. It shall select a slate of officers, considering nominations from the membership. The slate, plus nominations forwarded to the Secretary, shall be presented to the membership at the June meeting. Nominations may be made from the floor if accompanied by the nominee’s consent.
Section B – Voting
1. When nominations are closed the vote shall be taken by paper ballot. The President shall conduct the election and appoint persons of his/her choosing to oversee the voting and count the votes. The Secretary shall record the results of the vote which shall be cast by the spokesperson for each institution. The nominee with the majority of votes cast for each office shall be considered to be elected.
2. 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.
3. If a tie vote cannot be resolved after two additional ballots, the new Board of Directors less the unresolved office, shall meet immediately following the Chapter meeting and, by secret ballot, elect an office.
Section C – Eligibility
1. No two Officers may be from the same institution.
2. When a vacancy occurs in any office on the Board of Directors or on any committee, the President may, subject to the concurrence of the Board, appoint a successor for the remainder of the term. Under these circumstances the provisions of Article VI, Section C, paragraph 1 above shall become void.
3. Any member appointed to complete a term of another member, may be elected to a regular term to that office as though (S)He had not served.
Article VII – COMMITTEES
1. There are no permanent standing committees at present.
2. The President shall designate such ad hoc committees as may be required. Upon presenting a final report such committees automatically cease to exist. The committee life extends from one administration to the next. The President appoints the members and designates the Chairman.
Article VIII – AWARDS.
The Board of Directors may from time to time select individuals who have performed outstanding services, duty, or assistance to the Chapter. Such individual need not be a member of the Chapter or of APPA. The Board shall determine whether the value of such services, duty or assistance is sufficient to merit the recognition.
If it is so determined, the President shall present such recognition at the next regular meeting of the Chapter. The award shall be made in the name of the Southern New England Chapter.
Article IX – AMENDMENTS
1. Amendments to the Constitution or the by-laws may be proposed by the Board of directors, or any member of the Chapter. Members shall forward proposals to the Secretary who shall present them to the Board.
2. Proposed amendments to the Constitution shall be forwarded to the member institutions and shall follow the provisions of Article VII of The Constitution.
3. Proposed amendments to the by-laws must be presented to the membership in writing and delivered by the United States or Canadian Postal Services at least 30 days prior to that Annual Business Meeting. At the Business Meeting it shall be discussed and brought to a vote. An amendment to the by-laws may be adopted by a simple majority vote of the members present, provided a quorum is present.