1. OFFICERS: The elected officers shall be a President, Vice-President, Secretary, Treasurer, Public Relations Officer, Parliamentarian and Conference Chairperson. The Immediate Past-President shall serve ex-officio in an assistance and advisory capacity. The elected officers shall comprise the Board.
2. ELECTION; TERM; ELIGIBILITY:
a) Officers shall be elected at the Annual Members Meeting held during the Annual Conference. Each elected officer shall serve a two (2) year term, commencing on the date of his or her installation at the Annual Conference and ending on the date of his or her replacement’s installation, unless an officer resigns or is removed from office as provided below. The institutional members shall elect (i) the President, Secretary, and Conference Chairperson in odd numbered years and (ii) the Vice-President, Treasurer, Public Relations Officer, and Parliamentarian in even numbered years.
b) To be eligible as an elected officer of the Association, a person must be a professional staff member of a VUB Project (as determined by the director of such staff member’s VUB Project) and an institutional member for at least two (2) years prior to the first day of the officer’s elected term of office. Once the two year membership requirement has initially been met, subsequent breaks in institutional membership service will not require that additional two year membership periods be met in order to be eligible for election. No person may hold more than one (1) office at a time.
c) All eligible institutional members in attendance at the Annual Conference may cast their votes for officers before or during the Annual Members Meeting, while those not attending may cast their votes through absentee ballot.
3. NOMINATION/ELECTION PROCEDURES:
a) The Parliamentarian shall chair the Nominations and Elections Commission.
b) Aside from the Parliamentarian’s role as chairperson to the Nominations and Elections Commission, no member of the current Board shall be eligible for membership on the Nominations and Election Commission.
c) As provided in Article VI, Section 2(f), the Nominations and Elections Commission is charged with the responsibility of identifying and selecting a slate of candidates who have agreed to serve if elected. The Nominations and Elections Commission will circulate the slate of officer candidates to the entire membership, in conjunction with notice of the Annual Conference, at least thirty (30) days prior to the Annual Conference. Such notice of the Annual Conference shall also include the time and place of the election.
d) If the Parliamentarian is running for office, three (3) members of the Nominations and Elections Commission (or all other Nominations and Elections Commission members if less than three (3)) must be identified to the general membership at the time the slate of candidates is circulated to the membership, and these members of the Nominations and Elections Commission will jointly oversee the election with the Parliamentarian. If the Parliamentarian is not running for office, he or she alone will be responsible for oversight of the election.
e) At the election, all eligible institutional members in attendance shall receive one ballot each and thereupon proceed to vote secretly, except for those institutional members in attendance who have already voted by absentee ballot.
f) Eligible members shall be provided with an absentee ballot by the Nominations and Elections Commission if requested not less than fourteen (14) days prior to the Annual Conference.
g) The Nominations and Elections Commission shall be responsible for monitoring and tallying the ballots.
h) A plurality of valid ballots cast in favor of a particular candidate for a particular office will constitute an official election of such candidate for such office. Ballots shall be retained for a period of not less than thirty (30) days following the election.
i) Results of the election shall be announced at the Annual Conference.
j) Officers shall be installed at the conclusion of the Annual Conference.
4. REMOVAL AND RESIGNATION: Officers may be removed from office for any act or acts of malfeasance or neglect of duty or any other reason by a two-thirds (2/3) majority vote of the institutional members. Removal of a particular officer shall also constitute the removal of such officer in his capacity as a director. An officer may resign at any time by written notice delivered to the Secretary. Officer resignations are effective upon receipt of written notification by the Secretary, unless a later date is specified in the resignation notice.
5. COMPENSATION: No officer shall receive any salary or compensation for service. However, officers may be reimbursed for authorized expenses, including travel expenses as provided in Article IX, Section 9.
a) If a vacancy occurs in any office (other than the President or Treasurer), the President shall appoint an interim officer to serve until the next Annual Conference, at which time the interim officer must be ratified by a majority of the institutional members. If this interim officer is rejected, the Parliamentarian, or the members of the Nominations and Elections Commission other than the Parliamentarian if the Parliamentarian is the officer being replaced, shall initiate an election to fill the vacancy for the remainder of the two-year term.
b) If a vacancy occurs in the Presidency, the Vice-President shall assume that office, to be followed by the Immediate Past President, Secretary and the Treasurer, as needed, in that order.
c) Upon the removal or resignation of the Treasurer, he or she shall make a full accounting of all funds to the President. The Secretary shall be responsible for the Treasurer’s duties until the next Annual Conference at which point the Parliamentarian shall conduct an election for the Treasurer to complete the two-year term.
7. DUTIES AND RESPONSIBILITIES OF THE OFFICERS:
i. The President shall serve as the chief executive officer of the Association. The President shall call and preside at all meetings of the Association.
ii. The President may appoint such additional officers as he or she deems necessary for the orderly operation of the Association. Such officers may include a Sergeant-At-Arms, whose duties would primarily include maintaining order at NAVUB functions and meetings, and a President’s Special Projects Officer, whose duties would be determined by the President and the Board of Directors. These presidential appointees do not have the right to vote at Board of Director meetings, nor are they required to attend Board of Director meetings, unless ordered to attend by the President or Board. Such appointments shall terminate not later than on the President’s last day in office, if not renewed by the incoming President.
iii. Unless otherwise set forth herein, all Commission Chairpersons shall be appointed by the President. The President shall serve as a coordinator for Commission Chairpersons and insure that the duties and responsibilities of their respective commissions are properly performed.
iv. The President shall be the official spokesperson and representative of the Association. The President shall maintain close contact with the Board to insure that any statements made on behalf of NAVUB are entirely representative of the goals and policies of the Association. If necessary, in the President’s absence, the Vice President shall act as the spokesperson/representative.
v. The President, in cooperation with the other officers, shall be responsible for insuring that the purposes of the Association as stated in Article II of these bylaws are strictly adhered to and that the business of the Association is properly conducted.
vi. The President shall prepare, in conjunction with the other officers and Commission Chairpersons designated herein, an annual report (the “Annual Report”). The Annual Report shall be submitted to the institutional members at the Annual Conference and shall contain individual reports from all elected officers and Commission Chairpersons.
vii. The President or appointee(s) of the President shall see to the formation of coalitions with organizations with purposes similar to NAVUB’s.
viii. The President shall, upon Board or commission recommendation, have the authority to appoint other personnel and to perform such other duties on behalf of the Association which come up from time to time. The term of such appointments shall coincide with the President’s term of office.
b) IMMEDIATE PAST-PRESIDENT:
i. The Immediate Past-President shall act as an advisor to the Board for a period of one (1) year following the completion of his/her term as President. The Immediate Past President will be a non-voting member of the Board of Directors during the one-year term.
ii. In the case of the absence, resignation or disability of the President and Vice-President, the Immediate Past President shall exercise the powers and perform the duties of the President until the expiration of the President’s term, unless the President or Vice-President is able to reassume such duties.
i. The Vice-President shall serve as Chairperson of the Legislative Commission.
ii. The Vice-President, in cooperation with the President and other officers, shall be responsible for insuring that the purposes of the Association are strictly adhered to and that the business of the Association is properly conducted.
iii. The Vice-President shall perform such additional duties as from time to time may be assigned by the President.
iv. In the case of the absence, resignation or disability of the President, the Vice-President shall exercise the powers and perform the duties of the President until the expiration of the President’s term, unless the President is able to reassume such duties.
v. The Vice-President will, in grant funding years, monitor the progress of institutional member grant funding and will offer assistance to any member project(s) which may have reached an obstacle in the funding process.
vi. The Vice-President shall make detailed and specific suggestions to the President concerning the organization of the Council for Opportunity in Education’s Policy Seminar visitations to U.S. Congressional and Senate offices.
vii. The Vice-President shall maintain a current list of U.S. Representatives and Senators who represent the areas where projects are funded and will provide their addresses and contact information as required.
viii. The Vice-President will maintain close ties with Council for Opportunity in Education personnel to remain current on the latest strategies recommended by their organization.
ix. The Vice-President will report during each NAVUB conference about legislative concerns facing the Association and its member programs, specifically, and TRIO programs, in general.
x. The Vice-President shall serve as mentor to the directors of newly-funded VUB Projects during the first year of their U.S. Department of Education grant.
i. The Secretary shall maintain the books of the Association, including all records of business proceedings, minutes of meetings, official reports, a list of institutional members eligible to vote, records of elections and correspondence of the Association.
ii. The Secretary shall serve notice of all Board and member meetings, including meetings regarding the suspension of members or appeals thereof.
iii. The Secretary shall perform such other duties as may be assigned by the President from time to time.
iv. In the case of the absence, resignation or disability of the President, Vice-President and Immediate Past President, the Secretary shall exercise the powers and perform the duties of the President until the expiration of the President’s term, unless the President, Vice-President or Immediate Past President is able to reassume such duties.
v. In the case of the absence, resignation or disability of the Treasurer, the Secretary shall exercise the powers and perform the duties of the Treasurer until the next Annual Conference, unless the Treasurer is able to reassume his or her duties.
vi. The Secretary shall send a copy or a summary of the minutes of each meeting of the members to any institutional member that requests a copy of the minutes for such meeting.
viii. The Secretary will work with the President and the other officers designated herein to prepare the Annual Report for distribution to the institutional members at the Annual Conference.
ix. The Secretary will maintain a current set of address labels ready to provide to other officers or commissions upon request.
i. The Treasurer shall oversee all funds, property and evidence of indebtedness of the Association.
ii. The Treasurer shall pay out of the funds on hand all bills and other just debts of the Association, and shall give and receive receipts for monies paid into and from NAVUB accounts.
iii. The Treasurer shall prepare and distribute to the Board annual and semi-annual statements of the status of the Association’s budget.
iv. The Treasurer shall enter regularly, in books to be kept for that purpose, full and accurate accounts for all monies received and expended by and for NAVUB.
v. The Treasurer shall annually provide to the Board a report on the financial status of the Association, including all income and expenditures. A financial status report shall also be provided at the completion of his or her term, should these two periods not coincide.
vi. The Treasurer shall perform such additional duties as assigned by the President.
vii. In the case of the absence, resignation or disability of the President, Vice-President, Immediate Past President and Secretary, the Treasurer shall exercise the powers and perform the duties of the President, including the appointment of an interim Secretary, until the expiration of the President’s term, unless the President, Vice-President or Immediate Past President is able to reassume such duties.
viii. The Treasurer shall serve as a member of the Financial Affairs Commission; however, the Treasurer cannot serve as chair of that commission.
ix. The Treasurer will be bonded.
x. The Treasurer will work with the President and the other officers designated herein to prepare the Annual Report for distribution to the institutional members at the Annual Conference.
f) PUBLIC RELATIONS OFFICER:
i. The Public Relations Officer shall be responsible for the Association’s newsletter and the preparation and dissemination of any advertisement, news release or other information associated with NAVUB. The Public Relations Officer will publish and distribute two (2) to four (4) NAVUB newsletters during the course of each year.
ii. The Public Relations Officer will assist the Membership Commission in preparing the national directory of VUB Projects for annual distribution, and will prepare the Association’s brochure once every two (2) years or as directed by the Board.
ii. The Public Relations Officer will work with the President and the other officers designated herein to prepare the Annual Report for distribution to the institutional members at the Annual Conference.
i. The Parliamentarian is responsible for establishing the Association’s rules of order to cover any situation not specifically governed by these bylaws and for preparing and maintaining a document that outlines the rules of order to be used at NAVUB meetings and elections. To the extent that no NAVUB rule of order is in place to govern a particular situation, the relevant rule or rules from the then current edition of Robert’s Rules of Order shall govern such situation.
ii. The Parliamentarian shall assist the Board in reviewing and in approving any resolutions submitted by the institutional members for Board approval.
iii. The Parliamentarian will monitor compliance with these bylaws and coordinate any effort to revise them.
iv. The Parliamentarian will conduct the election of officers, beginning with the call for nominations four (4) months prior to the Annual Conference, in accordance with the guidelines under the nomination and election procedures of the Association, and culminating with the election and installation of officers at the Annual Conference. The Parliamentarian shall supervise all elections of officers at the Annual Conference. The Parliamentarian will prepare and officiate at the installation of new officers at the Annual Conference.
v. The Parliamentarian will work with the President and the other officers designated herein to prepare the Annual Report for distribution to the institutional members at the Annual Conference.
h) CONFERENCE CHAIRPERSON:
i. The Conference Chairperson shall be responsible for the overall coordination of the Annual Conference and shall prepare and submit a report of the Annual Conference to the Board within thirty (30) days after the Annual Conference, also ensuring that a final copy of such report is forwarded to the NAVUB archives upon completion of all conference matters.
ii. The Conference Chairperson shall work closely with the Board on budget matters, on developing conference meeting schedules and on communicating the details of the Conference to the institutional members.
iii. The Conference Chairperson will assist the membership in setting the location for the Annual Conference two years hence.
iv. The Conference Chairperson will work with the President and the other officers designated herein to prepare the Annual Report for distribution to the institutional members at the Annual Conference.