South Dakota College
Personnel Association
By-Laws
(Affiliated with the American College Personnel Association)
Article
1. Name and Purposes
Section A. Name.
The name of this Association shall be the South Dakota College Personnel
Association.
Section B. Use of Name.
The name of the Association shall be employed in connection with all
official business and activities of the Association. The name of the
Association shall not be used by organizations or agencies without the
approval of the SDCPA Executive Board.
Section C. Purposes.
The purposes of this Association
shall be to provide leadership in the college personnel profession
within the framework of the goals of higher education; and, to provide
the opportunity for men and women in college personnel to serve together
productively and to participate in the research, thought, and sharing of
experience considered basic to a professional’s growth and social
utility.
Section D. Affiliation.
The South Dakota College Personnel Association is a division of the
American College Personnel Association.
Section E. Autonomy.
The Association shall be autonomous in the conduct of its affairs
consistent with the Constitution and By-laws of the American College
Personnel Association.
Article
II. Membership
Section
A. Types and Qualifications.
1.
General Membership.
Any person whose designated responsibilities are related to student and
human development in the context of post-secondary education may be
approved for general membership by the President. Such responsibility
areas may include but are not limited to: teacher, administration,
provision of services, programs, activities, counseling, research and
program development.
2.
Student Membership.
Students who are enrolled in an accredited graduate school who are
devoting at least half time to studies related to the student personnel
field are eligible for student membership. The privilege of this type
of membership may not be extended more than three consecutive years.
Student members do not have voting privileges and are not eligible to
hold office.
3.
Affiliate Membership.
A person or
organization whose function and purpose are related to SDCPA.
Affiliated members have expertise to offer or are interested in the
scope of SDCPA. Affiliate Members do not have voting privileges and are
not eligible to hold office.
student and human development in post-secondary education, who is
Section B. Application for
Membership. The Executive Board shall provide the application form for
membership in the Association.
Section C. Right and
Privileges. Each
general member in good standing shall be entitled to attend Association
conventions and meetings, shall be eligible to serve on Association
committees, shall have voting privileges and may hold office and
membership on the Executive Board
with the exception of the limitations included in Article II, Section A.
Section
D. Dues. The dues
and due dates for each membership classification shall be determined by
the Executive Board with approval by a majority of the membership
present in the regular business meeting of the Association.
Section
E. Nonpayment of Dues.
Any member shall become inactive for nonpayment of dues thirty days
after the established due date and may be dropped from membership for
nonpayment of dues after a second
notice.
Article
III. Meetings of the Membership
Section
A. State Meetings.
The Association shall meet at least once a year. The time and place of
each meeting shall be fixed by the Executive Board and notice thereof
shall be given to the individual members at least thirty (30) days prior
to the time so fixed. The President of the Association or the
President-Elect in his/her absence shall preside at state meetings.
Section
B. Special Meetings.
The Executive Board may call special or emergency meetings if deemed
necessary. Also, upon written request of 25 members to the secretary,
stating the purpose thereof, a special meeting shall be called within 30
days. At least 15 days notice to the membership is required for such
special meetings.
Article
IV. Officers
Section
A. Officers. The
officers of the Association shall be the President, the President-Elect,
Immediate Past-President, the Secretary, and the Treasurer. The
officers of the Association shall make up the Executive Committee.
1.
The term of office of any
elected officer shall begin during the Executive Board Summer Meeting
(See Article V for Executive Board
Composition).
An elected officer shall not be a candidate
to succeed himself or herself in the same office unless stated
otherwise. However, any person filling an unexpired term of office is
eligible for election to that office for a full term.
2.
The President-Elect shall
automatically become President of the Association one year after the
commencement of the office of President-Elect.
3.
The term
for the offices of President, President-Elect and Immediate Past
President shall each be for one year.
4.
The term
for the office of Treasurer shall be three years with possibility of
additional terms.
5.
The term
for the office of Secretary shall be two years with the possibility of
additional terms.
6.
In case of resignation or
death of an officer of the Association other than the President, the
Executive Board shall appoint a person to serve the remainder of the
term of office. (Refer to Article IV., Section C., #2)
7.
The President of the
Association shall be provided with membership in the American College
Personnel Association.
Section
B. Election
1.
Nomination & Awards Committee
Election Sub-committee. The committee shall be composed of the
Immediate Past President or, if unable to serve, the designee of the
Executive Board, as Chairperson and at least two additional members who
shall be appointed by the Executive Board.
2.
Process of Nomination. The
committee shall canvass in writing the individual members of the
Association, and guided thereby, shall place on the election ballot the
names of the eligible individual for each position. The committee shall
utilize canvassed nominees as a guide only and shall in no way be
restricted or confined in the selection of nominees by such canvass.
3.
Elections. The committee
shall conduct the election of officers by ballot, which shall be sent to
the members of the Association or a vote may be taken during a regular
business meeting of the general membership. If ballot is sent, ballots shall note the deadline date
for vote to be valid. A simple majority of the valid
ballots shall constitute election to office. The committee shall
certify the results of the election to the Executive Board, which will
be responsible for announcing the results.
Section
C. Duties
1.
The President shall be the
chief elected officer of the Association and shall:
a.
Preside over all state
meetings of the Association.
b.
Be chairperson and preside at
all meetings of the Executive Board and the Executive Committee.
c.
Represent the Association to
the American College
Personnel Association.
d.
In consultation with the
Executive Board, appoint chairpersons and members of all committees, and
shall be an ex-officio member of all committees.
e.
Chair the Membership
Committee.
2.
The President-Elect shall
perform the duties of the President in the absence or incapacity of the
President. The President-Elect shall be the chair of the Professional
Development Committee and be responsible for coordinating the annual
conference.
3.
The Immediate Past-President
shall be the chair for the Nomination and Awards Committee and the
Historian Committee.
4.
The Treasurer shall be the
chair of the Budget Committee. He/She shall represent the Association
in assuring the receipt and expenditure of funds in accordance with the
directives established by the Executive Board, and shall be under such
bond as determined by the Executive Board. The Treasurer’s duties also
include coordinating a call for membership and membership dues
collection.
5.
The Secretary shall be chair
of the Marketing Committee. He/She shall keep minutes of all meetings
at which the Association officers preside and shall conduct the
correspondence for the Association as requested by the President. A
copy of all minutes shall be forwarded to the President within one week
of the meeting. The Secretary shall also be editor of the Newsletter
Section D. Function of the
Executive Committee. The Executive Committee shall be the executive body of the
Association and its function shall be as follows:
1.
To formulate and recommend
policies to the Executive Board for its consideration,
2.
To plan and implement the
actions necessary to accomplish the policies as established by the
Executive Board and the membership; and
3.
Shall meet at the call of the
President.
Section E. Reports of Elected
Officers. The President and Treasurer of the Association shall make
reports to the Association at the time of the state meeting. Both
reports should be given to the Executive Board. The reports shall be
given to the membership of the Association.
Section
F. Compensation and Expenses of Officers.
1.
None of the elected officers
of the Association shall receive any compensation for their services as
such to the Association.
2.
Some necessary expenses of the
elected officers of the Association shall be paid from the funds of the
Association under the policies established by the Executive Board.
Article
V. The Executive Board
Section A. Composition.
The Executive Board shall be composed of the five Officers and eight
members at large.
1. The eight members at large shall serve
for
two-year terms and shall represent
each of the following segments of higher education in
South Dakota:
i. The independent privately supported colleges and universities,
ii. The public supported colleges and universities,
iii. The technical institutes; two year colleges, diploma nursing
schools and
proprietary schools, and
iv. At large positions
a.
There shall be two
representatives from each segment.
b.
One representative from each
segment shall be elected each year to allow for Executive Board
membership rotation.
2.
There shall be no dual
assignment to the Executive Board of any member of the Association.
3.
To be eligible to serve on the Executive Board, an individual must have
been a SDCPA member for one year.
Section B. Functions of the
Executive Board. The Executive Board shall be the Administrative Board of the
Association and its functions shall be as follows:
1.
To formulate and recommend
policies to the membership for its consideration and action,
2.
To formulate policies
appropriate for executive action and direct the execution thereof
subject to review by the membership, and
3.
To plan and implement the
actions necessary to accomplish the legislative decisions of the
membership.
Section
C. Meetings of the Executive Board. The Executive Board shall meet at the time and place of the
state meeting and at other times during the year as designated by the
President. The Executive Board must have a quorum present constituting
a simple majority of the Executive Board to conduct official business.
Section
D. Audits. The
Treasurer shall make interim reports at the Executive Board Meetings.
An audit is performed whenever one
of the following occurs: 1) standard every three years, 2) prior to a
newly elected Treasurer taking office, or 3) when otherwise deemed
necessary by the Executive Committee. Members of the Audit Committee
will be appointed by the President. All expenses associated with the
audit will be incurred by the association (ie: travel, meals, etc.)
Section E. Reports From
Committees. The Executive Board shall request reports from committees as may
be necessary for the execution of business.
Article
VI. Property
Section
A. Dissolution of the Association. All property of the Association shall be subject to the control
and management of the Executive Board. Upon dissolution of the
Association, none of its property shall be distributed to any of the
members, and all of such property shall be transferred to such other
organization(s) that are exempt
under Section 501(c)(3) of the Internal Revenue code or corresponding
provision of the Internal Revenue Laws.
Section
B. Appropriations and Expenses. All appropriations and expenses of the Association shall be
subject to control as outlined in the by-laws.
1.
Appropriation of the
Association Funds. All appropriations of Association funds shall be
made by the Executive Committee. Request for an appropriation may
originate in any committee.
2.
Expenses. The expenses
incurred in conduct of the affairs of the Association shall be paid by
the Treasurer out of appropriations budgeted for such purposes and for
which a voucher is given.
3.
Committee Expenses. All
expenses of committees, authorized by the Association, shall be paid
from the funds appropriated therefore, and liability incurred by any
committee in excess of the funds appropriated therefore shall not be the
liability of the Association but may be the personal liability of the
person or persons responsible for incurring or authorizing such
liability.
Article
VII. Committees
Section A. Committees.
Both standing committees and special committees may be created for the
promotion of the purpose of the association, and shall consist of
members of the Association.
Section
B. Standing Committees.
The association shall have the following committees. They shall perform
such functions as may be prescribed by the Executive Board and also the
functions prescribed by these by-laws. These committees shall be
chaired by an Executive Board member and shall be comprised of members
from the general membership.
1.
Marketing Committee. Oversees
publications sponsored by the association. Publications include the
website; newsletter which is published in the spring, summer and fall,
and a membership brochure. The committee is chaired by the Secretary.
2.
Membership Committee.
Oversees programs to recruit new members and retain current members.
Programs include the Campus Liaison program, membership directory,
membership recognition pins, membership packets and new member
training. The committee is chaired by the President.
3.
Nomination & Awards
Committee. Oversees the nomination and election procedures for the
Executive Board, Officers and Committee Chairs. Also oversees the
annual awards programs along with the graduate award. The committee is
chaired by the Past-President.
4.
Professional Development
Committee. Oversees professional development programs for the
association. Professional development programs include the annual
membership conference, annual
student leadership conference,
workshops, and speakers. The committee is chaired by the
President-Elect.
5.
Budget Committee. Oversees
all financial matters related to the association. Recommends investment
and audit policies to the Executive Board. Prepares the annual budget
for approval by the Executive Board. The committee is chaired by the
Treasurer.
6.
Historian Committee. Oversees
all matters related to recording the history of SDCPA and maintaining
the archives of the association. The committee is chaired by the
Past-President.
Article
VIII. Rules of Order
The business of the
Association shall be conducted according to Robert’s Rules of Order.
Article
IX. Amendments and Revisions
Section A. Initiation.
Amendments to or other changes in these by-laws may be initiated in the
following ways:
1.
The Executive Board may
propose amendments.
2.
The President may appoint a
committee to consider revision of the by-laws in general, or amending
some particular section.
3.
Any
member of the Association may submit proposed revisions to any Executive
Board member. The proposed revisions must be accompanied by signature
support of 20 association general
members. The Executive Board will be
responsible for relaying such a proposed amendment to the President and
may append its recommendation concerning the proposed amendment at this
time.
Section
B. Adoption. These
by-laws may be amended from time to time by the following method:
1.
An affirmative vote of at
least two-thirds of the membership at the Annual Meeting; or
2.
The President shall send the
proposed changes, with explanations and recommendation of the Executive
Board, to the membership for vote.
At least 30 days must lapse between the
date the recommendations are sent to the membership and the date on
which the vote is counted. The President
shall appoint a committee to count the votes. An affirmative vote of at
least two-thirds of the ballots returned shall be required for the
acceptance of the amendment.
(By-laws revised December
1994, May 1999, January 2001, February 2004, & January 2007)
