Revised May 12, 2022
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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 an official business meeting when brought forth by the Executive Council.
Section 3: Membership applications for annual dues shall be sent to the potential membership (any person listed in the database) for the membership year, June 1-May 31. Dues are payable on or after June 1 and 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 electronic ballot prior to the official business meeting every year under the supervision of a Nomination and Elections Committee. The ballot prepared by the Nominations and Elections Committee should include the widest possible representation among types of institutions. Election shall be by a majority of members whose 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. In the event of a tie between two Associate members, Executive Council will break the tie
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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 to 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 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 Treasurer-Elect shall shadow and assist the Treasurer, gradually accepting the responsibilities and duties of theTreasurer. 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 and the Treasurer-Elect, 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 Chair shall be appointed by the President
- The Nominations and Elections Committee, whose chairperson shall be the immediate past-president and at least one other member(s) at the discretion of the Chair.
- The Conference Committee, responsible for developing and coordination the annual conference(s) for the membership. Conferences are typically held in the Fall and/or Spring.
- The Technology Committee, responsible for the training, testing and evaluating and recommending enhancements to the website and other processes used by the Association.
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 Treasurer-Elect will fill the position of Treasurer, and will complete the current term and continue as 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 an electronic 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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