Bylaws

BYLAWS OF THE UPPER MIDWEST REGION - ASSOCIATION OF COLLEGE AND UNIVERSITY HOUSING OFFICERS

Article I 

DEFINITION OF HOUSING OFFICER 

A Housing Officer is any staff or faculty member of an institution of higher education or employee of a commercial student housing enterprise whose responsibilities relate to administration, educational programming, food service, housekeeping, or maintenance activities within housing operations, regardless of their title.

 

Article II 

DUES AND FUNDS 

Section 1.         Annual membership dues and procedures for collection thereof will be recommended by the Executive Committee and presented to the membership for approval at the annual business meeting.

Section 2.         UMR-ACUHO funds shall be used to cover the normal operating expenses of the Association including clerical expenses, postage, stationery, and telephone costs. Funds shall be used for the support and operation of all committees of UMR-ACUHO as granted by the Executive Committee.

Section 3.         At the discretion of the Executive Committee, UMR-ACUHO funds may be used to reimburse Executive Committee members and committee chairpersons who do not receive institutional support for lodging, meal expenses, and/or travel to meetings required by UMR-ACUHO.  The amount of reimbursement will be determined by the Executive Committee.

Section 4.         If institutional support is not available, UMR-ACUHO funds may be used to pay the cost of registration, travel, lodging, and/or meals for the President of UMR-ACUHO to attend the annual conference of the ACUHO-I.  If the President is unable to attend, the same shall apply to the Vice President/President Elect.

 

Article III 

BENEFITS OF MEMBERSHIP 

Section 1.         Institutional membership entitles that institution to have a voting delegate at the annual business meeting and to receive the regional newsletter, directory, and other publications.  Housing officers from member institutions will receive reduced conference rates, and be eligible for Executive Committee, committee chairperson, and committee positions.

Section 2.         Associate members are entitled to receive the regional newsletter, directory, and other publications, and to receive reduced conference registration rates.  Associate members are eligible only to serve on committees.

 

Article IV 

DUTIES OF OFFICERS AND EXECUTIVE COMMITTEE 

Section 1.         The President shall:

  1. Preside over all Executive Committee and annual business meetings of UMR-ACUHO.
  2. Assume leadership for the implementation of the Association's purposes.
  3. Communicate concerns and recommendations of the Association to the ACUHO-International.
  4. Submit to the membership through correspondence matters that cannot be deferred until the next conference.
  5. Serve as a member and Chairperson of the Executive Committee.
  6. Serve as the liaison to the Host Committee and Program Committee.
  7. Appoint persons to fill the un-expired term of office for the positions of Secretary, Treasurer, Immediate Past President, , and committee chair State Membership Coordinators (2), Inclusion and Equity Coordinator, Technology and Sustainability Coordinator and the Coordinator of Corporate Partnerships and committee chairpersons, subject to confirmation by the Executive Committee.
  8. Represent UMR-ACUHO at the ACUHO-International annual conference.
  9. Appoint a parliamentarian to serve during the annual business meeting of the Association.
  10. Serve as liaison with the ACUHO-I Director of Regional Affiliations including providing recommendations of UMR-ACUHO member for ACUHO-I offices and committees.
  11. Fulfill any duties delegated to the office in the future.

Section 2.         The Vice President/President Elect shall:

  1. Preside over Executive Committee and Association annual business meetings in the absence of the President.
  2. Present amendments to the Constitution and Bylaws at the annual business meeting.
  3. Serve as liaison to the Membership Involvement Committee and next year’s Host Committee.
  4. Serve as liaison with special committees appointed by the President and/or the Executive Committee.
  5. Serve as a member of the Executive Committee.
  6. Serve as Vice President/President Elect during the year elected, assume the presidency the following year, and serve as Immediate Past President in the third year.
  7. Fulfill any duties delegated to that office in the future.

Section 3.         The Immediate Past President shall:

  1. Serve as a member of the Executive Committee.
  2. Provide counsel and historical information to the President and Executive Committee.
  3. Serve as the Association historian by keeping all archives, past research project reports, surveys and other relevant information pertaining to the Association.
  4. Coordinate representation of the residence hall student association at the annual conference as appropriate.
  5. Assist the President and Vice President/President Elect at the annual conference.
  6. Serve as chairperson of the Tradition and Recognition Committee which is comprised of past Presidents holding associate memberships or employed by member institutions in the region.
  7. Receive annual reports from Executive Committee members and assemble all materials pertaining to the preceding year.
  8. Fulfill any duties delegated to that office in the future.

Section 4.         The Secretary shall:

  1. Carry on the required official correspondence and record keeping of the Association as necessary.
  2. Record, transcribe, and distribute the minutes of the Association.
  3. Serve as a member of the Executive Committee.
  4. Serve two consecutive years as the Association Secretary.
  5. Fulfill any duties delegated to that office in the future.

Section 5.         The State Membership Coordinator(s) shall:

  1. Serve as members of the Executive Committee.
  2. Serve as primary points of contact for all institutions within the Region, which shall be divided between northern and southern territories.
  3. Conduct membership drives in respective territories, and update contact lists as needed.
  4. Serve as resource in regard to membership application and act as a technology resource for any issues encountered in the application process.
  5. Collaboratively produce three annual electronic newsletters that are to be distributed electronically to member institutions.
  6. Serve as a liaison between the Executive Committee, standing committees, and states assigned.
  7. Fulfill any duties delegated to that office in the future.
  8. Serve two consecutive years, with the two State Membership Coordinators being elected in alternating years shared with the Technology and Sustainability Coordinator and the Inclusion and Equity Coordinator.

Section 6.         The Technology and Sustainability Coordinator shall:

  1. Serve as a member of the Executive Committee.
  2. Serve as a liaison between the Executive Committee and the standing committees.
  3. Coordinate the creation, maintenance and expansion of UMR-ACUHO website.
  4. Oversee efforts to enhance and promote sustainability within the UMR-ACUHO business practices, including efforts at the annual conference.
  5. Fulfill any duties delegated to that office in the future.
  6. Serve two consecutive years, with being elected in alternating years as the State Membership Coordinators.

Section 7.         The Inclusion and Equity Coordinator shall:

  1. Serve as a member of the Executive Committee.
  2. Advise and recommend appropriately to the Association to ensure the practices and policies of the organization are reflective of UMR-ACUHO’s values.
  3. Research corporate partners practices and policies related to social justice, ensuring they are reflective of UMR-ACUHO’s values.
  4. Make recommendations for policies, practice and protocol changes and adaptations as necessary to reflect the diverse needs of UMR-ACUHO membership.
  5. Serve as liaison to the Social Justice Committee.
  6. Assist in the recruitment of professionals from traditionally underrepresented backgrounds to become actively involved in the Association.
  7. Work to insure inclusiveness practices, such as conference accommodations, programming, recruitment, awards, etc.
  8. Fulfill any duties delegated to that office in the future.
  9. Serve two consecutive years, with being elected in alternating years as the State Membership Coordinators.

Section 8.         The Treasurer shall:

  1. Open and maintain financial accounts in the name of the Association as approved by the Executive Committee.
  2. Collect dues for the Association.
  3. Be responsible for the receipt and disbursement of all Association funds, and render an accounting to the Association at the annual business meeting and at other times as directed by the President.
  4. Serve as a member of the Executive Committee.
  5. Receive budget proposals from all officers, chairpersons, etc., of UMR-ACUHO and submit to the Executive Committee for approval at its annual winter meeting.
  6. File the proper forms with the Internal Revenue Service on an annual basis.
  7. Serve three consecutive years as Association Treasurer, with the term ending at the annual winter meeting.
  8. Fulfill any duties delegated to that office in the future.

Section 9.         The Coordinator of Corporate Sponsorships shall:

  1. Serve as a member of the Executive Committee.
  2. Serve as a liaison between the Executive Committee and the Sponsors and Exhibits Committee.
  3. Maintain existing and initiate new relationships with corporate sponsors.
  4. Coordinate the corporate sponsorship initiatives for the Association.
  5. Lead efforts to secure sponsorship for future Association conferences and related activities.
  6. Fulfill any duties delegated to that office in the future.
  7. Serve a three year term.
  8. The first holder of this position shall be appointed by the Executive Committee and elected thereafter.

Section 10.       The Executive Committee shall:

  1. Convene for the annual conference, winter meeting, summer meeting and other necessary meetings.
  2. Approve the disbursement of Association funds as requested by committees of the Association.
  3. Confirm appointments made by the President to fill un-expired terms of office and appointments made by the Vice President/President Elect to fill new terms of committee chairpersons.
  4. Determine the level of dues, if any, for the Association subject to ratification by the members present at the annual business meeting.
  5. Have full responsibility for conducting the affairs of the Association and carrying out its directives.
  6. With the Membership Involvement Committee, determine the site and time for the annual conference of the Association subject to approval at the annual business meeting.
  7. Fulfill any duties delegated to that committee in the future.
  8. Have one vote per member on matters brought before the Executive Committee with the exception of the President. The President only votes in the event of a tie.

Section 11.         All Executive Committee members shall:

  1. Have a vote on matters brought before the Executive Committee.
  2. Submit a proposed annual budget to the Treasurer by July 15.
  3. Submit a year-end budget summary including all receipts to the Treasurer by December 1.
  4. Submit a Year-End report to the Past President and newly elected or appointed Executive Committee member (if applicable is also transition report) by transition meeting currently held Friday morning of the fall conference.

 

Article V 

ELECTION

Section 1.         Nominations for the offices of Vice President/President Elect, Secretary, Treasurer, State Membership Coordinators, Technology and Sustainability Coordinator and the Inclusion and Equity Coordinator shall be solicited from the membership at least eight weeks prior to the annual conference.

Section 2.         Nominations and printed candidate qualifications submitted prior to the annual conference shall be posted and available to all voting delegates prior to the Association's annual business meeting.

Section 3.         Nominations for offices may be made from the floor at the time of the annual business meeting.  Anyone making nominations from the floor should have the prior consent of the person being nominated.  Either the nominee or the person making the nomination should be prepared to make a short statement regarding the nominee's qualifications.

Section 4.         There shall be a primary election for each elected position for which there are more than three nominees.  The two nominees receiving the highest number of votes shall appear on the final ballot.  The nominee receiving the highest number of votes on the final ballot shall be declared elected.

Section 5.         In the event of a tie vote, a runoff ballot will be conducted.  If the result is another tie vote, a third ballot will be conducted.  If a winner is not declared after three ballots, results will be determined by the drawing of straws.

 

Article VI

VACANCIES OF ELECTED OFFICERS DURING TERM

Section 1.         Should the position of President become vacant, the Vice President/President Elect shall assume the position of President and will complete the remainder of that term, in addition to his/her own term as President.

Section 2.         Should the position of Vice President/President Elect become vacant, the Executive Committee shall appoint an "acting Vice President" from among the members of the Executive Committee to serve until the next annual business meeting.  At the next annual business meeting, both the positions of President and Vice President/President Elect shall be filled by an election.

Section 3.         Should the position of Immediate Past President, Secretary, Treasurer, State Membership Coordinator, Technology and Sustainability Coordinator, Inclusion and Equity Coordinator or the Coordinator of Corporate Sponsorships become vacant, the term of the position will be filled by Presidential appointment subject to the confirmation of the Executive Committee.

 

Article VII

COMMITTEES

Section 1.         The President and the Executive Committee may, by administrative action, appoint and dissolve special committees as they determine is necessary for proper function of the Association.

Section 2.         The Executive Committee recommends creation and dissolution of standing committees for approval by a vote of the membership at the annual conference business meeting.

Section 3.         Special committees are defined as committees which are created by the Executive Committee to investigate a topic of particular concern to the Association.  Once created, the committee will serve until such time as the Executive Committee votes to dissolve it or incorporate it as a standing committee.  The committee chairperson shall be appointed by the Vice President/President Elect subject to confirmation by the Executive Committee.

Section 4.         Standing committees include: Tradition and Recognition; Professional Development and Training; Social Justice; Sponsors and Exhibits; Host; Host (future); Membership and Involvement; Communications; Program and Assessment and Information Management.

Section 5.         Standing committee chairpersons of the following committees shall serve terms of two consecutive years: Host (future evolves into present host), Assessment and Information Management; Communication; Social Justice; Membership Involvement; Professional Development and Training; and Sponsors and Exhibits.  The Program Committee Chairperson shall serve a term of two consecutive years, acting as Assistant Chairperson in the first year of the term and assuming the chairpersonship in the following year.

Section 6.         Chairperson positions which become vacant through expiration of term will be filled through appointment by the Vice President/President Elect subject to confirmation by the current year's Executive Committee.

Section 7.         Chairperson positions which become vacant during the term of the position will be filled by appointment by the President subject to confirmation by the current year's Executive Committee.

Section 8.         Whenever size and committee function permits, the Membership Involvement Committee should use the following guidelines for committee member selection:

  1. Strive to ensure that there is a committee member from each of the following areas:
    1. North Dakota-South Dakota
    2. Kansas-Nebraska
    3. Iowa-Missouri
    4. Minnesota-Wisconsin-Manitoba, Canada
  2. Strive to ensure equal representation of the various institutional differences, i.e.:
    1. Large schools-small schools
    2. Public schools-private schools
    3. Eligible organizations
  3. Maintain a commitment to involving all levels of housing staff in UMR-ACUHO affairs.
  4. Committee membership should include persons from minority groups. If a committee does not have representation from members of any minority, race, or sex, then a special emphasis should be placed on the recruitment of members from those groups.
  5. Whenever possible, have no more than one representative from the same institution on each committee.
  6. Encourage Chairpersons to make proper provisions for training potential successors.

Section 9.         Committee members must either be a housing officer at a member institution or must hold an associate membership in UMR-ACUHO.

Section 10.       The Executive Committee shall determine whether an officer, appointed chairperson, or committee member shall continue their position through the next annual conference should that person no longer be eligible for membership in UMR-ACUHO.

 

Article VIII

ANNUAL CONFERENCE SITE SELECTION

Section 1.         The Executive Committee shall make its recommendation for the next open conference site to the voting delegates for approval at the annual business meeting.  Should the next open conference site not be recommended and approved at the annual business meeting, the Executive Committee shall have the authority to determine and award the location of the conference at a subsequent Executive Committee meeting.

Section 2.         The Membership Involvement Committee shall make it a priority to solicit bids from a variety of schools throughout the region and to vary the location of the annual conference.  There must be three intervening conferences before returning to the same metropolitan area or being hosted by the same school.

Section 3.         The determining factors when selecting a conference site shall be the capability of the conference facility to meet the widest variety of needs of conference attendees and program requirements, as well as the ability of the host school(s) to provide adequate resources and support.

 

Article IX

CONFERENCE REGISTRATION

Section 1.         A registrant must be a housing officer as defined by Article I of the Bylaws, or a registrant must be a student, staff or faculty member of an institution of higher education or must be employed by a commercial student housing enterprise.

Section 2.         Conference guests may be invited when part of the conference program or by invitation of the Executive Committee.

 

Article X

AMENDMENTS

Section 1.         Bylaws may be amended by a simple majority of the voting delegates present at the annual business meeting of the annual conference.

Section 2.         Amendments to the Bylaws may be proposed by any member of UMR=ACUHO.  Such proposals must be submitted in writing to the Vice President/President Elect of UMR-ACUHO and shall be presented by the Vice President/President Elect of UMR-ACUHO to the membership at the scheduled annual business meeting at the annual conference.

 

Article XI

AFFILIATIONS

UMR-ACUHO is affiliated with the Association of College and University Housing Officers – International (ACUHO-I).  Such affiliation is subject to review by the membership at UMR-ACUHO’s annual business meeting.  A statement of affiliation will be made available to any institutional or associate member upon request.  A complete copy of the affiliation is appended to this constitution.

 

Article XII

DISSOLUTION AND PROHIBITED ACTIVITIES

Section 1.         Upon the dissolution of the Association, the Executive Committee shall, after paying or making provision for the payment of all the liabilities of the Association, dispose of all assets exclusively to such organizations organized exclusively for charitable, educational or scientific purposes as shall at the time qualify as an exempt organization or organizations under Section 501 (C) (6) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law).

Section 2.         No part of the net earnings of the Association shall inure to the benefit of or be distributed to its members, except that the Association shall be authorized and empowered to make payments and distributions in furtherance of the purposes set forth in Article II, hereof.  No substantial part of the activities of the Association shall be the carrying on of propaganda or otherwise attempting to influence legislation, and the Association shall not participate in, or intervene in any political campaign on behalf of any candidate for public office (including the publishing or distribution of statements).  This does not prohibit any person acting as an individual from attempting to influence through whatever legal means are available to him/her.

 

Article XIII

PARLIAMENTARY AUTHORITY

The third edition of The Standard Code of Parliamentary Procedure by Alice Sturgis governs this Association in all parliamentary situations that are not provided for in the law or in its charter, bylaws, or adopted rules.

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