board member meeting dues constitution

THE CONSTITUTION

ARTICLE 1: NAME
SECTION 1:
The name of this voluntary trade Association shall be the Ohio Association of College Stores.

SECTION 2:
The principle office of the Association shall be located at the office of the President.


ARTICLE 2: OBJECTIVES
SECTION 1:
The objectives of this Association shall be:
A. To unite into one organization those persons who are actually engaged in the retail sale of books, supplies and/or merchandise to students and faculty of Ohio collegiate institutions regardless of size or affiliation with the institution and those persons who are actually engaged in the supplying of products and services to the aforementioned Ohio collegiate institutions for retail trade.
B. To develop more effective communication, closer relationships and encourage fraternal and cooperative spirit among its members.
C. To assist college store managers and personnel in their respective colleges and to share ideas and information between all members.
D. To assimilate and distribute information and ideas through the use of newsletters, speakers and meetings.

SECTION 2:
This Association is not organized for pecuniary profit and no dividends or distribution of the property of the Association shall be made until all debts are fully paid, and then only upon its final dissolution. No such distributions, if any, shall be made except by a three-quarters vote of the members.


ARTICLE 3: MEMBERS
SECTION 1:
The Association shall be composed of the following classes of members:
A. Bookstore. Bookstore members shall be those individuals or firms who are directly engaged in the business of the retail sale of books, supplies and/or other merchandise to students and faculty of collegiate institutions in the State of Ohio.
B. Associates. Associate members shall be those individuals who are representatives of firms who are in the business of publishing books, or the manufacture or distribution of merchandise, or services used by active members.
C. Honorary Life. An Honorary Life member may be any former active member or individual who has performed outstanding service to the Association.
D. Guests. Individuals other than those designated above.

SECTION 2:
The admission to membership and dismissal from membership to the Association shall be by the following standards.
A. Admission. Any person meeting the qualifications outlined in Article 3, Section 1, Subparagraph A and B, may apply for active membership in the Association and when approved by the Executive Committee, and upon payment of the annual dues of this association, may become a member.
B. Dismissal.
1. Non-payment of dues.
Any member may be dropped from the Association for non-payment of dues within the Association’s fiscal year.
2. Unethical behavior.
Any member of the Association who feels another member has behaved contrary to the goals of this Association may instigate charges to have that member dismissed. These charges must be submitted in a signed statement, to the Executive Committee and the accused member would be given a copy of the statement and be given sufficient time, not to exceed two months, to answer the charge. Final action would be taken before the voting membership at the next scheduled meeting.


ARTICLE 4: OFFICERS AND TRUSTEES
SECTION 1:
The officers of this Association shall be:
A. President
B. Vice-President/President-Elect
C. Secretary
D. Treasurer

SECTION 2:
There shall be five (5) Trustees, at least two of whom shall be Associate members.

SECTION 3:
The Executive Committee shall consist of the President, Vice President, Secretary, Treasurer, Immediate Past President and five (5) Trustees.

SECTION 4:
All officers and trustees shall be members in good standing of the Association.

SECTION 5:
Term of office for the officers and trustees shall be:
A. Officers: One year except for the Secretary and Treasurer, who shall be elected for two-year terms to be staggered in such a way that one will retire and be replaced each year. The Treasurer may be elected to serve 2 consecutive two-year terms.
B. Trustees: Two years, terms to be staggered in such a way that two Trustees will retire and be replaced each year.

SECTION 6:
Every effort shall be made to have all types and sizes of college stores from all localities in the State of Ohio represented on the Executive Committee.


ARTICLE 5: ELECTION OF THE EXECUTIVE COMMITTEE
SECTION 1:
The President, Vice-President/President-Elect and the required number of trustees shall be elected annually at the fall meeting. The Secretary and the Treasurer shall be elected biennially at the fall meeting.

SECTION 2:
Nominations for officers shall be made by the nomination committee and the membership. The nominating committee shall consist of the Immediate Past President (chair) plus two other members to be appointed by the President. These two members may or may not be executive committee members.

SECTION 3:
The nominating committee shall make nominations to each office and shall supply the names of their nominees to the Vice-President at least forty five (45) days prior to the beginning of the fall meeting. Multiple nominees for each office may or may not be listed. The Secretary shall make available to each voting member of the Association, thirty (30) days prior to the fall meeting and at the time of registration, a ballot listing the nominating committee’s candidates plus spaces for additional candidates. Ballots may be mailed to the Secretary.

SECTION 4:
The Vice-President will accept additional nominations up until 3:00 pm of the day prior to the business meeting. Nominations will be accepted in the order in which they are received. Additional nominations for each office will be limited to the number of candidates put forth by the nomination committee (ie: if the nominating committee lists five candidates for Trustee, only five additional nominations for Trustee will be accepted from the membership).

SECTION 5:
Voting will be complete prior to the business meeting. The outgoing President shall appoint a tabulating committee to count the ballots. Results of the election are to be transmitted to the President for announcement to the membership, at the business meeting.

SECTION 6:
The new officers shall be installed prior to the adjournment of the fall meeting and shall serve until the next fall meeting. Officers may not succeed themselves in their elected office but could be elected to another office (except for the Treasurer who may be elected to two consecutive two year terms). Trustees shall be installed at this time and shall serve until their term expires and may not succeed themselves as Trustees but could be elected to an office. Elections shall be by secret ballot. Simple majority shall be needed for election. All ballots shall be retained for thirty (30) days and shall be open for inspection by any active member in good standing.

SECTION 7:
In case of a vacancy for any office, other than President, the Executive Committee shall have the power to fill same by appointment, subject to the conditions in Article 4, Section 3, until the next fall meeting, at which time the vacancy shall be filled by a vote of the members present.

SECTION 8:
The office of any officer or Trustee shall be declared vacant immediately when said officer or Trustee ceases to meet the requirements for membership, as stated in Article 3.



THE BY-LAWS

ARTICLE 1: DUTIES OF THE OFFICERS

President
SECTION 1:
It shall be the duty of the President:
A. To preside at all meetings of the Association and the Executive Committee and to enforce all rules and regulations relating to the administration of the Association.
B. To appoint all standing and special committees and chairpersons for all such committees.
C. To authorize all expenditures of the Association and be authorized to sign all checks in the absence of the Treasurer.
D. To direct other officers and trustees in the performance of their duties.

Vice-President/President-Elect
SECTION 2:
It shall be the duty of the Vice-President/President Elect:
A. To exercise all powers and prerogatives of the President in the absence
of the President at meetings of the Association or the Executive Committee.
B. Upon the death, resignation or removal from office of the President, to
assume the office of President until the next scheduled election.
C. To assume such other duties as the President or Executive Committee
may assign from time to time.

Secretary
SECTION 3:
It shall be the duty of the Secretary:
A. To keep a complete and accurate register of all members of the
Association and to turn such register over to a successor.
B. To keep a complete and accurate record of all meetings of the
Association and the Executive Committee and to transmit said records
to the President of the Association within a reasonable time after the
meetings adjourn.
C. To assume other such duties as may be assigned by the President or the Executive Committee from time to time.

Treasurer
SECTION 4:
It shall be the duty of the Treasurer:
A. To be responsible for all monies of the Association and to keep
complete and accurate records of all funds received and expended.
B. To deposit all such monies in the name of, and to the credit of, the
Association in such depositories as may be designated by the Executive Committee.
C. To collect all annual dues from the members of the Association and
prepare annual statements no later than September 1 of each year.
D. To sign all checks for the Association up to an amount of five hundred
dollars ($500.00), and to acquire the additional signature of the President of the Association for checks in excess of that amount.
E. To prepare a detailed annual financial report and submit and file it at
each fall meeting, after certification by the Executive Committee.
F. To assume other such duties as may be assigned by the President or the Executive Committee from time to time.

Trustees
SECTION 5:
It shall be the duty of the Trustees:
A. Together with the officers of the Association, to act as part of an
Executive Committee and, as such, to have general supervision over the affairs of the Association and to determine the policies thereof.
B. To perform other such duties as may be assigned by the President or
Executive Committee from time to time.

Committees
SECTION 6:
The President shall have the power to appoint any such standing, special or ad-hoc committees as the Executive Committee may consider advisable or as the Association membership may authorize. The following committees may be of a standing or special nature:
A. Constitution
B. Membership (chair – Vice-President)
C. Nominating (chair – Immediate Past-President)
D. Program
E. Audit
F. Newsletter
G. Budget


ARTICLE 2: MEETINGS OF THE ASSOCIATION
SECTION 1:
There shall be two (2) meetings held annually for the purpose of transacting all business as shall come before it. Trade shows are not prohibited or mandatory but may be held at the discretion of the Executive Committee. Definite meeting locations are to be decided by the officers with the approval of the Executive Committee. Locations may be at any point in the State of Ohio.

SECTION 2:
Special meetings of the Officers, Trustees, Committees and Association may be called by the President at any time and place that is best suited to take care of the business. A report of any committee meeting shall be forwarded to the President within ten (10) days of said meeting with a copy to the Secretary. Reasonable expenses incurred in attending the special meetings of the Officers and Trustees shall be borne by the Association, including travel to and from, with the approval of the President.

SECTION 3:
Quorum. Normally those members attending the semi-annual meeting shall constitute a quorum, but recognizing through an act of God, e.g. adverse weather conditions, the attendance could conceivably be small, the Executive Committee will reserve the right to request a second vote on any major change affecting the Association at the next semi-annual meeting, and hold that motion in abeyance until the second vote has been taken. Five (5) members of the Executive Committee in attendance will constitute a quorum of the Executive Committee at any regular or special meeting.


ARTICLE 3: VOTING
SECTION 1:
The eligible voting member of the Association shall be the designated individual representing the Bookstore or the Associate firm, in good standing, in all semi-annual and special meetings if such member is present in person. This is to assume that there will be one vote per Bookstore and one vote per Associate firm. There shall be no voting by proxy.

SECTION 2:
If an individual of a Bookstore or Associate other than the previously designated member is elected to an office, then that individual shall become the only voting member for the term of office.

SECTION 3:
Each member of the Executive Committee shall be entitled to one vote in all meetings of the Executive Committee. The President will exercise his vote in an Executive Committee meeting only in the event of a tie.


ARTICLE 4: DUES AND FEES
SECTION 1:
The amounts of all dues and fees to the Association shall be established by the Executive Committee subject to the approval of the membership.

SECTION 2:
Annual dues are due and payable to the Ohio Association of College Stores on or before July 1st of each year.


ARTICLE 5: FISCAL YEAR
SECTION 1:
The fiscal year of the Association shall be from July 1st through the following June 30th.


ARTICLE 6: RULES
SECTION 1:
The rule of Parliamentary procedure as laid down in Robert’s Rules of Order (Revised) shall govern all meetings of this Association.


ARTICLE 7: AMENDMENTS
SECTION 1:
Amendments to the Constitution and By-Laws of the Association shall be made only at the regularly scheduled meetings and voted at the next regularly scheduled meeting with a three-fourths majority of the voting membership in attendance at the meeting needed for approval.

Rev 4/03