By-LawsARTICLE I - MEMBERSHIP AND DUES SECTION I: Application for membership in the California Placement Association (CPA) shall be made to the Treasurer. Applications of persons whose qualification for membership under the Constitution are questionable, shall be brought before the next Executive Council meeting for review and approval or rejection. If the application is rejected by the Executive Council, the Treasurer shall be instructed to refund the application fee with the President's letter of rejection to the applicant. The Treasurer shall distribute the President's letter of welcome and membership to all qualified applicants. SECTION II: Renewal membership dues shall be payable when billed. The amount of the annual dues shall be determined by the Executive Council with approval by the association. Dues are paid to the Treasurer. SECTION III: The Treasurer shall submit a list of new and renewal members to the Executive Council and to the Communications/Public Relations Chairperson (for inclusion in the Annual Directory). Such members are considered to be in good standing. ARTICLE II - NOMINATIONS AND ELECTIONS The election and installation of officers shall be held every year as provided below: SECTION I: A. Any person nominated to serve on the Executive Council shall be a member in good standing. Anyone elected to office shall be a member in good standing during the term of office. Persons nominated for President-Elect, Vice President North, Central, South, or Treasurer shall:
B. The President-Elect shall act as Nominating Committee Chair and shall appoint Nominating Committee members with the approval of the Executive Council. The President-Elect shall be responsible for counting ballots. C. The President-Elect shall submit, in writing, to the Executive Council by December 1st, a nominating ballot containing a minimum of two candidates for each office to be filled. Upon approval of the Executive Council, the nominees will be presented at the annual business meeting at which time nominations from the floor will be taken. The Nominating Committee will mail the election ballot to the membership immediately following the annual conference and must be returned to the President-Elect by April 15th. The ballot will also provide a provision for write-in candidates. D. The Executive Council is to be notified of the results of the election as soon as finalized and before the candidates are notified. Nominees are to be notified by the President of the election results as soon after April 15 as possible. The President will then cause to have the total membership informed as to the results of the election. SECTION II: The terms of office shall be one (1) year, except for the Treasurer and the Secretary, who shall serve a two (2) year term. No officer shall serve more than two (2) consecutive terms in the same office, except the Treasurer, who shall not serve consecutive terms. SECTION III: Each year the membership shall elect a President-Elect, Vice-Presidents North, Central and South, Educational Representatives North, Central and South, and Employer Representatives North, Central and South. The election of the Secretary and Treasurer shall be held every other year. ARTICLE III - DUTIES OF OFFICERS SECTION I: The President shall preside at all annual meetings of the association and the Executive Council; shall be ex officio member of all committees except the Nominating Committee; shall submit an annual written report to the association; and shall appoint, with the approval of the Executive Council, all committee chairs including two Executive Council members to co-chair the Conference Committee and one Executive Council member to co-chair the Research and Training Committee. The President may also appoint an Executive Assistant who serves on the Executive Council as a non-voting member. SECTION II: The President-Elect shall serve as assistant to the President and assume the presidency the following year or in the event of incapacitation or inability of the President to perform his/her duties. The President-Elect serves as the Nominating Committee Chairperson. Specific duties of the President-Elect will be assigned by the President. SECTION III: The Vice-President of the region in which the President-Elect presides (North, Central or South) shall assume the duties of the President-Elect in the event of incapacitation or inability of the President-Elect to perform his/her duties. The Vice-Presidents North, Central and South shall coordinate the activities of standing committees and with the Regional Representatives regarding sectional meetings as directed by the President. SECTION IV: The Executive Secretary shall be the archivist for the association and shall keep the records of the meetings of the Executive Council, annual meetings, any special meetings; shall inform the Executive Council of meetings; shall issue such notices as are designated by the President and/or Executive Council; and shall perform other association duties as may be required. SECTION V: The Treasurer shall maintain financial records of the association, shall receive and have charge of all moneys of the association and shall deposit all moneys, including membership fees, in the name of the association in a bank, approved by the Executive Council. The Treasurer shall write all receipts of the association in accordance with, and approval by the Executive Council; shall sign all checks; shall be responsible for all expenditures and pay all bills in accordance with the approval of the Executive Council, shall serve as Co-Chairperson of the Ways and Means Committee; shall act as financial advisor to the Conference Committee and in so doing, shall attend the conference gratis. During the first quarter of each fiscal year, the Treasurer shall submit a budget for the entire association for approval by the Executive Council. The Treasurer shall submit a quarterly financial statement to the Executive Council and shall submit, in conjunction with the Executive Council, a duly audited finance report to the association; shall be bonded at the associations expense; shall arrange for the billing and collection of membership dues and arrange for collection of the registration fees for meetings and conferences of the association. SECTION VI: The Employer and Educational Representatives North, Central and South shall be responsible for the planning and implementation of regional meetings and activities; shall set dates and offer programs of general and/or specific interest to the membership; shall assist in forming committees for membership, fund raising, research and programs/activities as needed; and shall act as liaison between the regional membership and the Executive Council . SECTION VII: Two other members of the Executive Council, besides the Treasurer, shall have bank signature cards on file. Two authorized signatures are required on all checks written by the association. ARTICLE IV - EXECUTIVE COUNCIL SECTION I: A. The Executive Council shall:
B. In case of emergency, the Executive Council may act by proxy vote. SECTION II: Upon retirement from office, all Executive Council members shall surrender promptly to the new Executive Council members all paper, funds, books of accounts and other association property in their possession. SECTION III: All members of the Executive Council must be directly connected with the training, selection or placement of California clients/students or graduates and if their responsibilities are no longer related to these fields during their term of office, they shall thereupon cease to be a member of the Executive Council . SECTION IV: A vacancy occurring in any office shall be filled by the President pending Executive Council approval until the next annual meeting of the association. Such appointments shall not prejudice the incumbent to a regular term of office. An affirmative vote by the majority of the entire Executive Council shall be necessary to fill such vacancies. SECTION V: The Executive Council may employ personnel whose titles, duties, and remuneration's shall be determined by the Executive Council . Any paid employees with fiscal responsibility shall be bonded at the expense of the association in an amount determined by the Executive Council. SECTION VI: Any Executive Council member may be removed from office for valid cause by a two-thirds majority vote of the entire voting membership of the Executive Council. ARTICLE V - COMMITTEES
Note: it shall be the responsibility of all committee chairpersons to provide a copy of their committee meeting minutes to the Executive Secretary. SECTION I: The Executive Council shall, within thirty (30) days of taking office, approve appointments of chairpersons to the following standing committees:
SECTION II: Committees may remain vacant if the Executive Council determines there is no need during a particular year. Additionally, Ad Hoc Committees may be formed as needed by the Executive Council. ARTICLE VI - DUTIES OF STANDING COMMITTEES SECTION I: The Awards and Scholarship Committee shall actively investigate and recommend to the Executive Council appropriate awards and scholarships. This committee shall also coordinate with the Ways and Means Committee to fund those awards and scholarships determined to be appropriate by the Executive Council . SECTION II: The Communications/Public Relations Committee shall conduct activities to promote and publicize the association through membership drives, press releases, brochures, or media exposure and shall maintain liaison with the California Community College Chancellor's Office and other related professional organizations, closely watching local, state and federal legislation affecting the area of training, employment, career planning, and job placement. The committee shall publish a newsletter informing members of all pertinent information and association events and shall publish the annual membership directory. SECTION III: The Conference Committee shall arrange for the program for the annual conference and shall coordinate all activities including on-site preparations and conference program. The President-Elect acts as Conference Co-Chair for the conference that will occur in the year that he/she will be President until his/her term as President begins. At that time, the duties as Conference Co-Chair shall be turned over to the Vice President of the region hosting the conference (North, Central, or South.). The other co-chair shall be designated by the President. The Chairpersons may appoint committee members. Suggested responsibilities for committee members include:
The Conference Committee budget shall be approved by the Executive Council and receipts and expenditures shall be filed with the Treasurer. At the end of the conference, a completed and audited financial report shall be submitted to the Executive Council through the association Treasurer. The Conference Committee Chairpersons shall write and distribute to the association membership a Conference Report, including minutes of the committee's final business meeting. This report shall be completed within ninety (90) days after the conference. SECTION IV: The Research and Training Committee, Co-chaired by an Executive Council member appointed by the President, shall establish goals and implement professional training meetings and materials when and where appropriate. They shall work closely with the Executive Council, in an advisory capacity, to undertake projects, surveys, and studies which will be of a beneficial nature to the organization. SECTION V: The Ways and Means Committee, Co-chaired by the Treasurer, shall be responsible for developing and implementing methods for raising funds throughout the year. These funds will be used to defray the cost of retreats, conferences and general operating expenses of the association. This committee shall also be responsible for the sale of any association publications or materials. SECTION VI: The By-laws/History Committee shall maintain, collect and update as required, all official records of the association, including the Articles of Incorporation, By-laws, Policy Handbook, and other association records and documents such as Executive Council minutes as well as copies of minutes of all association meetings. SECTION VII: The Membership Committee chair shall establish and maintain the official membership list and provide regular reports to the Executive Council regarding the number of members in each category of membership; have printed and maintain an adequate supply of membership application forms, revising them as necessary and coordinate with the Treasurer the mailing of invoices for membership renewal. The Committee shall also update and coordinate with the Communications/Public Relations Committee to publish, print and distribute the Annual Membership Directory. SECTION VIII: The President-Elect shall act as Chairperson of the Nominating Committee and shall make nominations with due consideration to the By-laws requirements and availability of nominee's time to devote to the elected assignment. The President-Elect shall be responsible for counting ballots. SECTION IX: The Professional Ethical Standards Committee recommends to the Executive Council appropriate ethical standards by which members of the association will operate. SECTION X: Each committee chairperson shall submit, in writing, 1) a budget to the Treasurer during the first quarter of the fiscal year, 2) a quarterly report and 3) any other reports requested by the Executive Council. ARTICLE VII - PARLIAMENTARY PROCEDURE Parliamentary authority and format of meetings will be in accordance with Roberts Rules of Order. ARTICLE VIII - AMENDMENTS The By-laws may be amended by a majority of the association members voting, provided that each amendment shall have been proposed, in writing, to the By-laws & History Committee and submitted to the Executive Council for approval by the association membership and a copy of the amendment/s shall have been mailed to each member of the association at least thirty (30) days before the vote is called for by the Executive Council . ARTICLE IX - DRUG-FREE WORKPLACE The California Placement Association endorses compliance with all enacted drug-free workplace legislation. |