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By-Laws
Article I
- Regional Area
The geographical boundary lines of the Association shall include
the states of Alaska, Arizona, California, Hawaii, Idaho, Montana,
Nevada, Oregon, Utah, and Washington, the countries under the Compact
of Freely Associated States, Guam, and the provinces of Alberta
and British Columbia, Canada.
Article II - Dues
Section 1. Dues
The annual membership dues shall be $125.00 for each Member Institution
and for each Associate Member. Each Institution and Associate Members
may list all eligible Active Members. Payment of the dues shall
entitle the member to the voting status specified in Article III,
Section 6 of the Constitution, to the member rate for conference
fees, member access to the PACRAO website, and Association publications.
Section 2. Waivers
There shall be no annual dues charged to honorary membership. Honorary
Members shall be given complimentary copies of the Association publications,
and their registration fee will be waived for the annual conference.
Section 3. Deadlines
Member Institutions and Associate Members will be billed for annual
dues in April of each year. Payment is expected upon receipt of
billing. If payment is not received from a Member Institution or
Associate Member by July 1, that membership will be considered inactive
until payment is received. Any Member Institution or Associate Member
resuming an active membership by bringing the payment of dues up
to date must be eligible under the provision of Article III in the
constitution at the time of payment.
Article III
- Meetings
Section 1. Date and Location
The Association shall hold an annual meeting in November of each
year, the location and date to be chosen, with due regard to geographical
rotation, by the Executive Board which shall also have the power
to advance, postpone, or omit an annual meeting in case of emergency.
Section 2. Business
Association business shall be conducted at the annual meeting by
the active members present and shall include at least the (1) election
of officers; (2) reports from officers and committees, with provision
for the adoption of Association resolutions; (3) action on proposed
amendments to the constitution and bylaws; and (4) new business,
which must be submitted to the President for inclusion in the agenda
at least 24 hours before the business meeting. Except for amendments
to the constitution and bylaws, action may be taken by a majority
of those present and voting.
Section 3. Executive Board
Meetings of the Executive Board shall be called by the President
as needed. Four members of the Board constitute a quorum with a
majority of those present required to take action.
Article IV -
Terms of Offices
Section 1. Terms
The terms of office for all elected officers of the Association,
with the exception of the President-Elect shall be for two years.
The President-Elect serves three consecutive years on the Executive
Board. A President-Elect is elected annually, with the Treasurer
and Vice-President for Publications and Information Technology being
elected on alternate years from the Secretary, Vice-President for
Membership and Vice-President for Professional Development. The
elected members of the Nominations and Elections Committee shall
serve for one year. Should any annual meeting be omitted (or the
time for it changed), the interval between two consecutive meetings
shall be counted as one year in the administration of the provisions
of this section.
Section 2. Calendar
All officers, except the Treasurer, shall hold office from the adjournment
of the meeting in which they were selected until adjournment of
the meeting in which their successors are elected. The Treasurer
shall hold office for two calendar years, beginning March 1.
Section 3. Vacancies
In the event of a vacancy in the office of the President, the President-elect
will succeed to the presidency. In the event of a vacancy in the
office of President-elect, the current Vice-President for Professional
Development will succeed to that position and then to the presidency.
In the event of a vacancy in the offices of the Vice-President for
Professional Development, the Vice-President for Publications and
Information Technology, the Vice-President for Membership, the Treasurer
or the Secretary, the Executive Board may appoint a current Executive
Board member to assume those responsibilities, or may appoint another
person from the eligible membership, to serve the remainder of the
term. In the event of a vacancy in the office of the Past President,
the next most recent and willing Past President will be appointed
by the President. In the event that the Past-Past President is unable
to perform the duties associated with that status, the immediate
Past President will assume those responsibilities. In the event
of a vacancy on the Nominations and Elections Committee, after utilizing
the two alternates, the President may appoint a person from the
eligible membership. In the event that a situation arises which
is not covered by the succession process outlined above, the Executive
Board may appoint an eligible active member to fill the vacancy.
Article V - Duties
of Officers
Section 1. President
The President shall assume full responsibility for all general activities
of the Association, conduct all necessary correspondence with the
members in regard to the program for the annual meeting, approve
all Association bills before payment by the Treasurer and, with
the assistance of the Executive Board, arrange the program. The
President in conjunction with the Executive Board and the Program
Chair shall assume responsibility for EEO activities. The President
shall serve as Chairperson of the Executive Board and shall be a
member ex officio of all committees of the Association except the
Nominating Committee.
Section 2. President-elect
The President-elect shall act as the chief assistant to the President
and shall succeed to the presidency at the end of the term of the
President. The President-elect shall be responsible for strengthening
the Association's relationship with leadership from state and province
associations, the membership and with vendors. Works with the Vice-President
for Membership and Treasurer to foster greater Association membership
throughout the Pacific region. When elected as President-Elect,
immediately appoint a Local Arrangements Chair, Program Chair, and
Diversity Development Advocate to serve on the current committees
to shadow their predecessors; appointees assume responsibilities
for the committees when the President-Elect succeeds to the presidency.
Section 3. Immediate Past President
The Past President shall serve as adviser to the President, the
Executive Board, and to the membership, and serves as a member of
the Nominations and Elections Committee. The immediate Past President
is responsible for site selection for a future annual conference;
for the Association archives; and for review of the constitution
and bylaws.
Section 4. Vice President for Professional Development
The Vice President for Professional Development shall be responsible
for developing and promoting professional development opportunities
across the region outside of the annual conference; includes developing
partnerships with state and provincial leadership to bring Association
sponsored workshops to members unable to attend the annual conference;
as appropriate, work with the annual conference Program Committee
Chair to suggest potential speakers and session presenters; be responsible
for new member orientation session at the annual conference. Chairs
the Professional Development Committee.
Section 5. Vice President for Membership
The Vice President for Membership, with the assistance of the President-Elect
and Treasurer, shall be responsible for developing and implementing
plans for building Association membership, collect annual dues and
baseline data used to create the Association's Directory; work with
the data-base coordinator, in accordance with the provisions of
Article III of the Constitution, to maintain an active list of all
members of the Association with their mailing addresses; and providing
the Vice President for Publications and Information Technology and
Secretary with an annual membership listing for distribution and
for the Association's records . Chairs the Membership Development
Committee.
Section 6. Vice President for Publications and Information
Technology
The Vice President for Publications and Information Technology shall
be responsible for disseminating information to members of the Association,
via print and electronic communication, which includes the Association's
newsletter, directory (with support from the
Vice President of Membership), and web site; provides leadership
to the development and maintenance of the Association's web page.
Chairs the Publication and Information Technology Committee.
Section 7. Secretary
The Secretary shall be the custodian of the records of the Association;
keep the minutes of the annual meeting and of the meetings of Executive
Board; and is responsible for the production and distribution of
the Annual Proceedings under the general directions of the Executive
Board.
Section 8. Treasurer
The Treasurer shall ensure that invoices are mailed by March 1 to
collect membership dues for the year. The Treasurer shall also be
responsible for maintaining the financial database of paid members;
shall obtain the approval of the President on all bills before payment;
and shall make an informal report to the members of the Association
at the annual meeting. At the end of each two calendar years, the
Treasurer shall prepare a complete formal report, including an accountant's
review of financial statements, for distribution to the Executive
Board and for submission to the next succeeding treasurer. The Executive
Board at its discretion may require an audited financial statement.
The expense of the accountant's review or the audit shall be borne
by the Association.
Section 9. Past-Past President
The Past-Past President does not participate as an official member
of the Executive Board, but serves the Executive Board by coordinating
awards, certificates, and honorary membership nominations, and by
chairing the Nominations and Elections Committee.
Article VI - Standing
Committees
Section I. Standing Committees
Standing or ad hoc committees may be appointed or dissolved by the
President as deemed necessary for the work of the Association.
Section 2. Nominations and Elections Committee
There will be a seven-member Nominations and Elections Committee
composed of the two most immediate past presidents who remain active
in the association and five elected members. The person with most
seniority as past president will serve as chair.
Section 3: General Conference Committees – Local
Arrangements and Program
The chairs of the Local Arrangements Committee and Program Committee
are appointed by the President to plan and manage all components
of the annual conference. The chairs report to the President and
serve as ex officio members of the Executive Board (non-voting members).
It is recommended that the chairs serve on the proceeding annual
conference committee and shadow their predecessors, prior to assuming
the responsibilities as chair of their respective committee.
Section 4: Diversity Development Committee
The Diversity Development Advocate is appointed by and responsible
to the President and serves as a voting member of the Executive
Board and chairs the Diversity Development Committee. This committee
strives to keep the Association current on EEO activities. It meets
during the annual conference and is open to any interested member
of the Association willing to commit their time and energy to achieving
committee goals during the year.
Section 5. Professional Development Committee
The Vice-President for Professional Development chairs this committee.
This committee develops and promotes professional development opportunities
across the Pacific region, outside of the annual conference. This
may include co-sponsoring workshops with state, provincial or national
associations; creating an Association sponsored workshop or summer
seminar, writing articles for the Association's newsletter, etc.
This committee meets during the annual conference and is open to
any interested member of the Association willing to commit their
time and energy to achieving committee goals during the year.
Section 6: Membership Development Committee
The Vice-President for Membership chairs this committee. This committee
develops and implements strategies to invite institutional colleagues
to join the Association, to promote stronger ties between the Association
and vendors, and to assist in keeping member data accurate and up-to-date.
This committee meets during the annual conference and is open to
any interested member of the Association willing to commit their
time and energy to achieving committee goals during the year.
Section 7: Publications and Information Technology Committee
The Vice-President for Publications and Information Technology chairs
this committee. The committee strives to keep the Association current
on new uses of technology in serving students and/or advancing the
profession through suggesting sessions to the Program Committee
for the annual conference, collaborating with the Professional Development
Committee on a needed workshop to be delivered to members across
the region, and writing articles for the Association's newsletter;
provides oversight for the maintenance and future development the
Association's web site as a strategic communication tool; and assists
the Vice President as an editorial board for the Association's newsletter.
This committee meets during the annual conference and is open to
any interested member of the Association willing to commit their
time and energy to achieving committee goals during the year.
Article VII
- Nominations and Elections
Section 1. Procedures for Election of the Nominations and
Elections Committee
The current Nominations and Elections Committee is responsible for
soliciting nominations and developing a slate of ten (10) nominees
for the next year's Nominations and Elections Committee, and meets
annually in conjunction with the Association conference to prepare
the slate of nominees. The ballot for the election of members to
the Nominations and Elections committee will be mailed to active
paid members. Active members will be eligible to vote for up to
five (5) candidates. Ballots will be returned by the published deadline
to the Nominations and Elections Committee chair for tabulating.
The five nominees receiving the most votes will serve on the committee
for the following year. Two (2) alternates shall be designated in
descending order according to the vote received. The term of service
will begin at the close of the next annual Association conference.
Section 2. Procedures for election of officers
The current Nominations and Elections Committee is responsible for
developing a slate of nominations for officers of the Association.
The slate will be published in the summer Newsletter of the Association,
and announced again at the opening session of the conference. Additional
nominations from the floor will be accepted at the opening session,
and then the nominations will be closed. Voting and election occurs
at the formal business meeting of the Association, held later during
the conference.
Section 3. Representation
The Nominations and Elections Committee will prepare the slates
with due respect for the membership of the Association in regard
to geographical distributions, ethnicity, gender, public and private
four-year and two-year institutions, and professional schools.
Section 4. Eligibility
Any person holding paid membership in the Association is eligible
to serve on the Nominations and Elections committee. Members elected
to the Nominations and Elections Committee are not eligible to serve
on the Nominations and Elections Committee in successive years or
to be a candidate for office during their term on the Nominations
and Elections Committee. Only Active Members representing paid Member
Institutions may be nominated and elected to office.
Article VIII
- Calendar Year
The calendar year of the Association shall extend from February
1 to January 31.
Article IX - Amendments
These bylaws may be amended at any annual meeting by a two-thirds
vote of the Member Institutions present and voting, providing that
notice of the proposed amendment has been sent to the members at
least one month in advance of the meeting. A bylaws amendment not
thus proposed in advance may be adopted by four-fifths vote of the
Member Institutions present and voting.
Previous (recent) revisions to the Constitution and Bylaws, based
on Business Meeting minutes reported in the PACRAO Proceedings:
- 2005: Revision to Bylaws Article II: The annual membership
dues were increased for $75.00 to $125.00.
- 2002: Revision to Article II: eliminating limit on active members
covered by annual membership dues, redefining deadlines and status
of active and inactive membership, and adding section on extended
and retired members.
- 1999: Revision to Executive Board and Standing Committees
- 1996: Revision to change membership dues from $50 to $75. Revision
also limits member institutions, organizations, and agencies to
4 (four) active members. Additional members may be listed upon
payment of $15 per additional member.
- 1995: Line by line review and revision. (by Christine Kerlin)
- 1993: Add EEO responsibilities to President.
- 1994: Corporations may be non-voting members.
- 1987: Change some duties of Executive Board.
- 1985: Revisions to Nominations and Elections process.
- 1983: Change membership dues from $35 to $50.
- 1980: Change membership dues from $25 to $50.
- 1979: Add a second vice-president and non-voting member section.
- 1978: Clarified that individual members must be from an institution
that meets membership criteria; deleted student membership; added
Trust Territories.
as amended November 6, 2005
Sacramento, CA


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