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ARTICLE I • EXECUTIVE COMMITTEE MEMBERS ELECTIONS

Section 1. The President shall be affirmed by membership at the Annual Business Meeting after serving a one-year term as Vice President/President Elect. The Vice President/President Elect shall be elected at the Annual Business Meeting of the Association to serve a one-year term. The Secretary and Treasurer shall be elected at the Annual Business Meeting of the Association in alternate years to serve staggered two-year terms. The Directors shall be elected at the Annual Business Meeting of the Association to serve staggered two-year terms, three each in alternate years, except in the first year of implementation, when all six positions will be elected. In this case, three positions will have an initial one-year term – these are the Directors of Membership Development, Annual Programs and Technology Initiatives. The President shall become the Immediate Past President following the Annual Conference for a one-year term.

a. The Vice President/President-Elect to be affirmed as President.

b. The Immediate Past President shall solicit and submit a Slate of Nominees as follows:

· Preferably at least two names for the office of Vice President to serve a one-year term.

· Preferably at least two names for the offices of Secretary and Treasurer to serve a two-year term.

· Preferably at least two names for the offices of Director of Membership Development, Training and Development, Business Operations and Communications, Annual Programs, Strategic Initiatives and Technology Initiatives to serve a two-year term.

c. The voting representative from any member institution may make additional nominations from the floor at the Annual Business Meeting.

d. To be elected, a candidate must receive the highest number of votes cast at the Annual Business Meeting. If more than two candidates have been nominated for an office, a run-off election will be held to ensure majority support.

e. Should the incoming President not be affirmed for office by the membership, the incoming Vice President/President Elect will be elevated to President and a special election will be held to fill the vacant Vice President position.

Section 2. In the event of a vacancy in the office of the President, the Vice President/President-Elect shall automatically become President for the remainder of the term of office for which the President was elected. In the event of a vacancy in the office of Vice President/President Elect, the President will direct the Immediate Past President to convene nominations and select qualified candidates and to conduct a mail or electronic ballot to assure replacement of the incumbent within 60 days of notification of vacancy.

Section 3. In the event of a vacancy of any Executive Committee member with exception of President or Vice President/President Elect, the President will appoint an individual to complete the remainder of the term in question.

Section 4. The term of every elected office, with the exception of the Treasurer, shall begin at the close of the annual conference immediately following the election and conclude at the close of the corresponding annual conference at the end of their term. The Treasurer’s term shall end at the close of the fiscal year following the second annual conference after which they were elected and upon completion of the transfer of accounts.

ARTICLE II • Leadership Council Member Appointments

Section 1. The Vice President/President Elect shall appoint a Regional Coordinator from each of the eight regions.

a. Appointments shall be made within 60 days prior to the annual Conference. Appointments are effective at the Executive Committee meeting immediately following the annual conference.

b. Regional Coordinators shall serve a two-year term.

c. The Vice-President/President Elect shall solicit Regional Coordinators from institutions in the various regions. They can be re-appointed to serve one additional two-year term

d. Four Regional Coordinator positions shall be appointed/re-appointed each year to provide continuity.

Section 2. All Coordinators, Committee Chairpersons and Committee Members shall be appointed by the Vice President/President Elect. Appointments shall be made within 60 days prior to the Annual Conference. Coordinator and Chairperson appointments are effective at the Executive Committee meeting immediately following the Annual Conference.

a. All Coordinator positions serve renewable two-year terms at the pleasure of the Association. The Host Committee Coordinator serves until the completion of the Annual Conference.

b. All Committee Chairpersons shall serve a two-year term.

c. The Vice President/President Elect shall solicit Committee Chairs from members of the committees. Committee Chairpersons can be re-appointed to serve one additional two-year term.

d. The Vice President/President-Elect shall solicit Coordinators from the general membership based on qualifications.

e. In the case of co-chairs, whenever possible, both should not be replaced at the same time.

Section 3. In the event of a vacancy of any Coordinator or Chairperson position, the Vice President/President-Elect will appoint an individual to complete the remainder of the term in question.

ARTICLE II • DUTIES OF EXECUTIVE COMMITTEE MEMBERS OF THE ASSOCIATION

(Executive Officers)

Section 1. The President shall:

a. Preside over all meetings of the Association.

b. Preside over all meetings of the Executive Committee.

c. In consultation with the Executive Committee, state those MACUHO Strategic Plan goals which he/she intends to pursue and ensure their inclusion in the first issue of the MACUHO newsletter published after the beginning of his/her term of office, as well as posting on the Association website.

d. Call at least two meetings of the Executive Committee during his/her term of office. One such meeting shall occur at the Annual Conference of the Association.

e. Present a report outlining the state of the Association and ensure its inclusion in the first issue of the MACUHO newsletter published after the conference, as well as posting on the Association website.

f. Represent the Association at the ACUHO-I Annual Conference and Exposition, attend the NEACUHO Annual Conference as their guest, and organize the MACUHO regional reception at the ACUHO-I Annual Conference.

g. Fulfill all duties necessary to ensure that the association meets the expectations presented in its constitution.

Section 2. The Vice President/President Elect shall:

a. Assume the duties of the President in the latter's absence or in the event of his/her resignation.

b. Serve one year as Vice President and, upon affirmation, officially assume the Presidency following the Annual Conference.

c. Provide direction to the MACUHO Executive Committee and serve the needs and interests of the membership in accomplishing goals set for the year.

d. Complete responsibilities as assigned by the President.

e. Conduct the Time and Place process for the next Annual Conference.

Section 3. The Secretary shall:

a. Serve a two-year term.

b. Be the official correspondent for the Association and carry on the required correspondence and record keeping of the Association.

c. Record, transcribe, and distribute the minutes of the Annual Business Meeting of the Association in accordance with Article V, Section 3 of the Association Constitution.

d. Record and transcribe the minutes of Executive Committee meetings as well as other official meetings of the Association designated by the President.

e. Work with the Archives Coordinator to ensure all historical data is submitted and stored.

f. Direct and coordinate the update, on a regular basis, of all official documents with the exception of the Finance Document.

g. Coordinate the annual award process, including direct responsibility to conduct the Ann Webster New Professional Award, the James Hurd Outstanding Service Award, the David G. Butler Distinguished Service Award, and the Vendor of the Year processes.

h. Ensure the MACUHO committee information is updated annually and published on the Association website.

i. Maintain the MACUHO History, soliciting and adding entries from Past Presidents as needed.

Section 4. The Treasurer shall:

a. Serve a two-year term.

b. Assist in preparation of annual committee budgets and ensure proper recording of all expenditures against budgets.

c. Maintain appropriate records of all funds dispersal and income and submit periodic reports to the Executive Committee and the membership.

d. Maintain appropriate bank accounts for checking and savings in FDIC insured accounts.

e. File all necessary government forms.

f. Oversee the work of the accounting firm engaged by the Association and coordinate the selection of the firm as necessary.

g. Have a biannual audit of the Association's books performed at the close of his/her term

h. Ensure the MACUHO Finance Document is updated and published annually.

i. Oversee MACUHO’s investments and provide an annual written report to the membership of its status.

Section 5. The Immediate Past President shall:

a. Serve as advisor to the Executive Officers and Executive Committee.

b. Solicit and submit to the Executive Committee a slate of nominees for Vice President/President Elect, and Secretary or Treasurer at least sixty days before the Conference.

c. Conduct the Association's elections at the Annual Conference.

d. Assist the President in research and historical projects as needed.

e. Maintain contact with the Association’s Past Presidents and organize the Chief Housing Officer Roundtable at the Annual Conference.

(Directors)

Section 6. The Director of Membership Development shall:

a. Work with the Regional Coordinators to plan and execute initiatives that further engage members of our association.

b. Collaborate with Regional Coordinators for articles for the newsletter and website

c. Participate in planning and being a resource for regional programs

d. Assist in outreach programs to recruit and retain old and new members of the association.

e. Plan and organize the Leadership Council and Committee Member Training Program along with the other Directors during June each year.

Section 7. The Director of Training and Development shall:

a. Work with the Association and its respective volunteers and committees to further enhance training and development opportunities for both student and professional staff members in our association.

b. Collaborate with the Personal and Professional Development, Recognition, Education, and Connection, and Inclusion and Equity Committees to support the annual conference along with other programs aimed at supporting our development goals.

c. Will initiate new programs utilizing new technology, including but not limited to a webinar series focused on enhancing training opportunities for our members, in addition to existing annual programs.

Section 8. The Director of Business, Operations and Communications shall:

a. Work with the Association and its respective volunteers and committees to further enhance the business operations within the association as well as overseeing the branding and marketing of the organization itself.

b. Develop an integrated marketing communications program and support initiatives such as the development of newsletter, recruitment materials, electronic communications, and other promotional elements

c. Address the operation needs of our members including but not limited to Assignments, Billing, Dining, Maintenance, Operations, and Marketing.

d. Be the liaison to the Coordinator of Sponsorships, the Newsletter Co-Editors, and the Housing and Facilities Operations Committee

Section 9. The Director of Annual Programs shall:

a. Work with the Association and its respective volunteers and committees to support the planning, development and execution of vital annual programs for the association.

b. Collaborate with the Program, Host and Exhibits & Displays Committees to support the annual conference along with other programs aimed at fostering personal connections, networking opportunities, and training.

c. Support programs such as NJCORE, the Student and Live-in Staff Conference, and Housing and Facilities Operations Drive-In, and the Mid-Atlantic Placement Conference.

Section 10. The Director of Strategic Initiatives shall:

a. Work with the Association and its respective volunteers and committees to support the Strategic Planning and historical knowledge for the association.

b. Collaborate with the Archives and Strategic Planning coordinators to support the strategic initiatives and execution of the Strategic Plan.

c. Collaborate with the Recruitment and Retention Committee to create long term goals and development for the association for our membership.

Section 11. The Director of Technology Initiatives shall:

a. Work with the Association and its respective volunteers and committees to support use of technology within the association, its officers, and committees.

b. Collaborate with all committees to insure the effective and efficient use of technology in all programs and services offered to the association and its members.

c. Be the liaison to the Webmaster, System Administration Coordinator and the Social Media Coordinator.

ARTICLE IV • Duties of Leadership Council Members

Section 1. The Regional Coordinators shall:

a. Be responsible for attending meetings of the Executive Committee as needed and coordinating all MACUHO activities and services within his/her geographic area.

b. Maintain communication with all MACUHO member institutions of his/her geographic area and take those steps necessary to ensure that he/she is able to adequately represent the concerns and/or interests of those institutions to the Executive Committee and the Membership Director.

c. Serve as liaison with and promote publication of the MACUHO newsletter.

d. Take steps to promote contribution to and interest in the Annual Conference of the Association.

e. Assist in the coordination of the nomination process for MACUHO officers as directed by the Immediate Past President. Assist the Immediate Past President with the election process at the Annual Business Meeting.

f. Assist in the recruitment of the new institutional membership and new professionals as directed by the Membership Director.

g. Assist with updating membership information as directed by the Membership Director and the Vice President/President Elect.

Section 2. Committee Chairs and Coordinators shall:

a. Prepare a statement of committee Goals related to the Strategic Plan and monitor progress toward goal achievement for the year.

b. Prepare a committee budget and monitor expenditures.

c. Ensure that all committee members are fully informed of committee progress.

d. Provide reports at Executive Committee meetings and a written end-of-the-year report.

e. Attend Executive Committee meetings as needed and contribute to overall improvement of MACUHO.

f. Prepare and distribute minutes of all committee meetings to appropriate Executive Committee liaison and Archives Coordinator.

ARTICLE V MEETINGS OF THE EXECUTIVE COMMITTEE AND LEADERSHIP COUNCIL

Section 1. Meetings of the Executive Committee will be held on a regular basis as scheduled by the President. Members of the Leadership Council may be asked to attend some of these meetings, but are non-voting members. All meetings of the Executive Committee are open to any member.

Section 2. Meetings may be held by telephone, or other method, so long as all participating members may simultaneously hear and speak with each other. An Executive Committee member participating in such a meeting is deemed present for purposes of a quorum.

Section 3. The Executive Committee may use mail, fax or email to make any decision or take any action that is within its power, without a real-time meeting, through the use of a "Unanimous Consent Resolution.” A clearly stated motion must be sent or presented to all of the members of the Executive Committee, along with clear instructions that this process requires a vote of "yes, no, or abstain” from each member in response. If the Unanimous Consent Resolution is sent by mail or fax, then it must be signed and returned by mail or fax by each member. If it is sent by email then each member must send their vote in an emailed reply, and in that case no signature is necessary. Motions are adopted and effective on the date that all members in office have responded with an affirmative "yes” vote. If any member fails to vote, votes "no” or abstains, then the Unanimous Consent Resolution motion fails to pass. A printed record of each member’s vote will be stored with the corporate records.

Section 4 The President shall vote only if there is a tie among the Executive Committee.

ARTICLE VI • ELIGIBILITY TO HOLD AND REMAIN IN OFFICE

Section 1. Only housing officers of member institutions shall be eligible for elected office. Individuals with associate memberships are not eligible for elected office, but may serve as committee chairs and on standing and special committees.

Section 2. In the event that a member of the Executive Committee is not fulfilling their association job duties, or for just cause, the president or past president shall recommend their dismissal to the Executive Committee. The Executive Committee Member in question shall have five business days to respond in writing prior to the Executive Committee making a final determination, with a two-thirds vote needed to approve a removal from office..

ARTICLE VII • DUTIES OF ELECTED OFFICERS

Section 1. Executive Committee members have a responsibility to the members of the Organization and as such a duty to seek out and understand the interest of the membership. They shall remain accountable to acting in good faith to serve the interests of the membership and must discharge their duty of loyalty and their duty of diligence in good faith with the care an ordinarily prudent person in a like position would exercise under similar circumstances and in a manner they reasonably believe to be in the best interest of the Association.

Section 2. No officer or member of the Executive Committee will receive any compensation for fulfilling the responsibilities of a member of the Board or of an officer as defined in these by-laws. However, the Association may pay compensation to officers and members of the Executive Committee for other services performed as employees or independent contractors as long as the required rules for conflicts of interest are followed. Committee members and their relatives who receive regular compensation from the Association must always constitute less than a majority of the Executive Committee. Officers and members of the Executive Committee may receive reimbursement for actual expenses incurred in the course of fulfilling their responsibilities.

Section 3. A conflict of interest is always present whenever the Association pays money or other compensation, or provides any tangible benefits, to an officer or member of the Executive Committee or to a member of their family. All transactions involving conflicts of interest must be approved using the following procedures: 1) Conflict of interest transactions must be approved by the full Executive Committee. 2) Executive Committee members who have a conflict of interest in any matter must a) declare the existence of any direct or indirect conflict of interest, b) disclose its nature on the record, and c) abstain from voting on that matter. The minutes must record this to show that it was done. 3) The rest of the Executive Committee must analyze the transaction and sufficient information to ensure that all transactions involving a conflict of interest are fair to the Association and that no special benefits are being given to any person. The information relied upon by the Committee, and its source, must be recorded in the minutes. 4) All conflict-of-interest transactions must be approved by the affirmative vote of a majority of all of the members of the Executive Committee who do not have a conflict of interest involved in that issue, as long as no less than two disinterested members vote to approve the transaction. All Executive Committee must sign a disclosure of all conflicts of interest, and update it if that disclosure needs to be changed.

Ratified January 1986
Amended 1992
Amended September 1993
Amended October 1999
Amended November 2001
Amended October 2011
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