Society By-Laws5
BY-LAWS TABLE OF CONTENTS:
Article I, General Provisions and Property Interests
Article II, Membership
Article III, Meetings of Members
Article IV, Society Powers
Article V, Officers and Employees
Article VI, Committees
Article VII, Miscellaneous
Artticle VIII, Amendments
The officers of the Society shall consist of a President, President-Elect, Secretary and Treasurer. Together, with the Executive Director, this group constitutes an Executive Committee of the Society. The Executive Committee shall be empowered to act for the Board on matters requiring attention prior to the next meeting of the Board and which, in the judgment of the President, warrant immediate attention of the Society. The Executive Committee shall assist the Executive Director in the management of the Society within the parameters of their power and authority as officers. The Executive Committee reports to the Board, and its actions are reviewed and included in the Minutes of the Board.
The President-Elect shall be elected annually for a one-year term by the general voting membership by mail ballot. This ballot shall be distributed by the Executive Director. At the end of his or her term, the President-Elect will assume the position of President without further election. The term of office for the President shall be one year.
Both the Secretary and the Treasurer shall be elected bi-annually for a two-year term in odd-numbered years by the general voting membership by mail ballot. This ballot shall be distributed by the Executive Director.
To be eligible for election, the President-Elect, Secretary, and Treasurer must (a) be a current or past member of the Board for a minimum of one (1) year and (b) declare their interest in writing to the Executive Director. Statements may accompany declarations of interest in running for office. These statements will accompany the mail ballot.
Ballots shall be counted by the administrative office. Any ties shall be resolved by another mail ballot. A majority vote of these ballots cast shall be required for these elections.
The Nominating Committee should brainstorm with individuals on the ASTC leadership team to solicit the names of people in the above-named pool to run for office. The Committee should make personal contacts with individuals they target as possible officer nominees.
The President shall be Chief Executive Officer of the Society and shall preside at all meetings of the members and the Board. The President shall appoint Chairpersons and Board members to all standing and special committees as are provided for or authorized by the By-Laws or by the Board.
The President shall (a) speak or assign others to speak to appropriate audiences on behalf of the Society and the profession and (b) develop an assessment plan which evaluates the pace, strength, and direction of the Society as noted in its strategic plans.
The President-Elect shall perform such duties as may be delegated to him or her by the President or the Board. In the event of the absence of the President, the President-Elect shall preside at any meeting of the Society or the Board. The President-Elect shall oversee and serve as a committee member on the Program Planning Committee.
The Secretary shall record the minutes of all meetings of the Board as well as minutes of the annual and special meetings of the members. The Secretary shall also obtain minutes of all committee meetings which require records.
The Treasurer shall be or shall oversee the custodian of the funds of the Society, which shall be deposited in the name of the Society in one (1) or more depositories designated by the Board.
The Treasurer shall work with the Executive Director to prepare an annual budget for the Society pursuant to Section 7.2 of the By-Laws.
The Treasurer shall (a) file all tax reports on behalf of the Society, (b) arrange for internal audits as needed, (c) advise the Board regarding Society investments, (d) advise the Board on coverage and premuims for Directors' and Officers' insurance, and (e) advise the Executive Director on matters pertaining to financial reporting for the Society.
The President shall, with the approval of the Board, employ an Executive Director, whose compensation and term of employment shall be determined by the Board. The Board shall have the authority to assign to the Executive Director such duty or duties as may be conferred by the by-laws, as well as other duties and responsibilities as the Board may determine. The Executive Director shall be an ex officio member of the Development and Professional Visibility Committees.
The Executive Director shall work with the officers, Board Members, and committees to provide leadership for the Society. The Executive Director shall provide oversight for the day-to-day management responsibilities of the Society.
The Executive Director shall collect all dues, fees, and other income due the Society and shall serve as the custodian of the files and records of the Society. The Executive Director shall see that a proper record is kept of all monies, receipts, and disbursements of the Society, and shall prepare an Annual Budget for the Society pursuant to Section 7.2 of the By-Laws.
The Executive Director shall submit an annual report to the Board, as well as a mid-year report at the mid-year meeting of the Board; and, an interim report of expenditures to the annual meeting. The Executive Director shall also submit such other periodic reports as the Board may find necessary. A job description for the position of Executive Director shall be kept on file in the Society's central office.
The Executive Director shall work directly with an office staff, an accountant and others as needed to ensure that the bookkeeping for all Society income and expenditures is reported in a timely, efficient and effective manner. The Executive Director shall submit quarterly reports to the Secretary-Treasurer along with financial advice. The Executive Director shall also work with an accountant in the preparation of annual tax documents to be signed by the Treasurer.
After receiving nominations from the Communications Committee chairperson, the President shall appoint Editors in consultation with the Communications Committee chairperson after each annual meeting. The editors shall serve on ASTC’s Communications Committee. All editors shall be involved in Committee discussions and planning except on matters concerning editor nominations to the President, performance reviews, and editor stipends. It shall be the duty of these editors to oversee their respective publications and to coordinate their work with the office of the Executive Director and the Communications Committee. The editors shall prepare an interim and a final report to be submitted to the Executive Director and the chairpersons of and liaisons to the Communications Committee two weeks prior to the mid-year Board meeting and the annual meeting, respectively.
All checks, drafts, and orders for the payment of monies shall be signed in the name of the Society by such offices or agents as the Board shall designate for that purpose.
The Board shall provide for the bonding of such officers and employees of the Society as it may determine necessary.
If any vacancy occurs in the office of the President, President-Elect, or Secretary-Treasurer, the unexpired term shall be filled by majority vote of the Board from among the members of the current Board.