By Laws

EXECUTIVE COMMITTEE MEMBERS ELECTIONS AND APPOINTMENTS

 

Section 1.
The President shall be affirmed by membership at the Annual Business Meeting after serving
a one-year term as Vice President/President Elect.  The Vice President/President Elect shall be elected at the Annual Business Meeting of the Association to serve a one-year term.  The Secretary and Treasurer shall be elected at the Annual Business Meeting of the Association in alternate years to serve staggered two-year terms.  The President shall become the Past President following the Annual Conference for a one-year term.

1. The Past President shall solicit and submit a Slate of Nominees as follows:

 

1. The Vice President/President Elect to be affirmed as President.

1. At least two names for the office of Vice President to serve a one-year term.

 

1. At least two names for the offices of Secretary and Treasurer to serve a two-year term.  The voting representative from any member institution may make additional nominations from the floor at the Annual Business Meeting.

1. To be elected, a candidate must receive the highest number of votes cast at the Annual Business Meeting.  If more than two candidates have been nominated for an office, a run off election will be held to ensure majority support.

 

Section 2.

1. The Vice President/President Elect shall appoint a Regional Coordinator from each of the eight regions.

1. Appointments shall be made within 60 days prior to the annual Conference. Appointments are effective at the Executive Committee meeting immediately following the annual conference.

 

1. Regional Coordinators shall serve a two-year term.

1. The Vice-President/President Elect shall solicit Regional Coordinators from institutions in the various regions.  They can be re-appointed to serve one additional two-year term

 

1. Four Regional Coordinator positions shall be appointed/re-appointed each year to provide continuity.

Section 3.

1. All committee chairpersons and committee members shall be appointed by the Vice President/President Elect.  Appointments shall be made within 60 days prior to the Annual Conference.  Chairperson appointments are effective at the Executive Committee meeting immediately following the Annual Conference.

1. The Archives Coordinator, the Exhibits and Displays Coordinator, the Newsletter Editors(s), and the Communications Coordinator(s) serve renewable two-year terms at the pleasure of the Association.  The Host Committee Coordinator serves until the completion of the Annual Conference.

 

1. All other Committee Chairpersons not listed in Section 3.b. above shall serve a two-year term.

1. The Vice President/President Elect shall solicit Committee Chairs from members of the committees.  Committee Chairpersons can be re-appointed to serve one additional two-year term.

 

1. In the case of co-chairs, whenever possible, both should not be replaced at the same time.

Section 4.
In the event of a vacancy in the office of the President, the Vice President/President Elect shall automatically become President for the remainder of the term of office for which the President was elected.  In the event of a vacancy in the office of Vice President/President Elect, the President will direct the Past President to convene nominations and select qualified candidates and to conduct a mail ballot to assure replacement of the incumbent within 60 days of notification of vacancy.

Section 5.
In the event of a vacancy of any Executive Committee member with exception of President or Vice President/President Elect, the President will appoint an individual to complete the remainder of the term in question.

 

II.       DUTIES OF EXECUTIVE COMMITTEE MEMBERS OF THE ASSOCIATION

Section 1.
The President shall:

1. Preside over all meetings of the Association.

 

1. Preside over all meetings of the Executive Committee.

1. In consultation with the Executive Committee, state those goals for MACUHO which he/she intends to pursue and ensure their inclusion in the first issue of the MACUHO newsletter published after the beginning of his/her term of office.

 

1. Call at least two meetings of the Executive Committee during his/her term of office.  One such meeting shall occur at the Annual Conference of the Association.

1. Present a report outlining the state of the Association and ensure its inclusion in the first issue of the MACUHO newsletter published after the conference.

 

1. Represent the Association at the International ACUHO Business Meeting and organize the MACUHO regional reception at the ACUHO-I Annual Conference.

1. Fulfill all duties necessary to ensure that the association meets the expectations presented in its constitution.

 

Section 2.
The Vice President/President Elect shall:

1. Assume the duties of the President in the latter's absence or in the event of his/her resignation.

 

1. Serve one year as Vice President and, upon affirmation, officially assume the Presidency following the Annual Conference.

1. Provide direction to the MACUHO Executive Committee and serve the needs and interests of the membership in accomplishing goals set for the year.

 

1. Complete responsibilities as assigned by the President.

1. Conduct the Time and Place process for the next Annual Conference.

 

Section 3.
The Secretary shall:

1. Serve a two-year term.

 

1. Be the official correspondent for the Association and carry on the required correspondence and record keeping of the Association.

1. Record, transcribe, and distribute the minutes of the Annual Business Meeting of the Association in accordance with Article V, Section 3 of the Association Constitution.

 

1. Record and transcribe the minutes of Executive Committee meetings as well as other official meetings of the Association designated by the President.

1. Work with the Archives Coordinator to ensure all historical data is submitted and stored.

 

1. Direct and coordinate the update, on a regular basis, of all official documents with the exception of the Finance Document.

1. Conduct the Ann Webster New Professional Award, the James Hurd Outstanding Service Award, and David G. Butler Distinguished Service Award processes.

 

1. Ensure the MACUHO committee brochure is updated and published annually.

i.          Maintain the MACUHO History, soliciting and adding entries from Past Presidents as needed.

Section 4.
The Treasurer shall:

1. Serve a two-year term.

 

1. Assist in preparation of annual committee budgets and ensure proper recording of all expenditures against budgets.

1. Maintain appropriate records of all funds dispersal and income and submit periodic reports to the Executive Committee and the membership.

 

1. Maintain appropriate bank accounts for checking and savings in FDIC ensured accounts.

1. File all necessary government forms.

 

1. Have a biannual audit of the Association's books performed at the close of his/her term.

1. Ensure the MACUHO Finance Document is updated and published annually.

 

1. Oversee MACUHO’s investment and provide an annual written report to the membership of its status.

Section 5.
The Past President shall:

1. Serve as advisor to the Executive Officers and Executive Committee.

 

1. Solicit and submit to the Executive Committee a slate of nominees for Vice President/President Elect, and Secretary or Treasurer at least sixty days before the Conference.

1. Conduct the Association's elections at the Annual Conference.

 

1. Assist the President in research and historical projects as needed.

1. Serve as Chair of the Council of Past Presidents and organize the Director's Conference at the Annual Conference.

 

Section 6.
With the concurrence and support of the Executive Committee, the Newsletter Editor shall take those actions necessary to ensure the regular publication of the MACUHO Newsletter.

Section 7.
The Archives Coordinator shall be responsible for maintaining a record of all Minutes, conference programs; membership lists, office lists, and past records in order to maintain a history of the organization.

1. The Archive Coordinator shall also maintain a copy of all research questionnaires, etc., compiled by any MACUHO committee.

 

Section 8.
The Regional Coordinators shall:

1. Be responsible for attending each meeting of the Executive Committee and coordinating all MACUHO activities and services within his/her geographic area.

 

1. Maintain communication with all MACUHO member institutions of his/her geographic area and take those steps necessary to ensure that he/she is able to adequately represent the concerns and/or interests of those institutions at the Executive Committee meetings.

1. Serve as liaison with and promote publication of the MACUHO newsletter.

 

1. Take steps to promote contribution to and interest in the Annual Conference of the Association.

1. Assist in the coordination of the nomination process for MACUHO officers as directed by the Past President.  Assist the Past President with the election process at the Annual Business Meeting.

 

1. Assist in the recruitment of the new institutional membership and new professionals as directed by the Chair of the Personal and Professional Development Committee.

1. Assist with updating the Annual Membership directory as directed by the Communications Chair and the Vice President/President Elect.

 

Section 9.
Committee Chairs shall:

1. Prepare a statement of committee Goals and monitor progress toward goal achievement for the year.

 

1. Prepare a committee budget and monitor expenditures.

1. Ensure that all committee members are fully informed of committee progress.

 

1. Provide reports at Executive Committee meetings and a written end-of-the-year report.

1. Attend Executive Committee meetings and contribute to overall improvement of MACUHO.

 

1. Prepare and distribute minutes of all committee meetings to appropriate Executive Officer liaison and Archives Coordinator.

Section 10.
The Exhibits and Displays Coordinator shall:

1. Maintain a database of participating vendors at the Annual Conference.

 

1. Solicit vendor support.

1. Communicate appropriate fees and relevant information to vendors prior to the conference.

 

1. Coordinate with the Host Committee and conference site facility for vendor setup, display and takedown.

1. Collect vendor fees and deposit them with the MACUHO Treasurer at the Annual Conference.

 

1. Complete a report on vendor activity following the conference.

1. Coordinate with the Host and Program Committees the scheduling of the exhibits and display areas to optimize the opportunity for conference participants to see and interact with vendors.

 

Section 11.
The Host Committee Coordinator(s) shall:

1. Solicit committee members from among institutions in the geographical vicinity of the conference site when possible.

 

1. Assign various tasks to subcommittees such as special events, transportation, registration, publications, printing, and entertainment.

1. Negotiate with the site personnel for vendor space, banquet and meeting rooms, overnight accommodations and meals.

 

1. Establish a budget for the Annual Conference.

1. Coordinate all facility arrangements on site.

 

1. Work closely with the Program Committee to provide adequate program session space and develop a conference schedule to be recommended to the Executive Committee for approval.

1. Compile a written conference summary and present that summary report at the second Executive Committee meeting following the Annual Conference.

 

 

 

 

 

 

Ratified January 1986
Amended 1992
Amended September 1993
Amended October 1999
Amended November 2001