CONSTITUTION OF THE

Mid-Atlantic Association of College and University Housing Officers

As amended October 27, 2011

ARTICLE I: NAME OF THE ASSOCIATION
The name of this organization shall be the Mid-Atlantic Association of College and University Housing Officers and shall be known as MACUHO.

ARTICLE II: PURPOSE OF THE ASSOCIATION
The purpose of this Association shall be:

Section 1.
To promote high professional standards among those involved in the management of residence hall services and programs.

Section 2.
To sponsor those activities and services which assist its members and provide for them a means of exchanging and distributing professional information and ideas relating to the administration of the physical, financial, social and education phases of housing and food service programs.

Section 3.
To contribute to the growth and development of residence hall staff through exposure to relevant knowledge and association with other professionals.

Section 4.
To sponsor activities and services that will enable members of this association to gain recognition for contributions (e.g. research programs and development, administrative techniques) that are designed to improve the management of residence hall services and programs.

Section 5.
To provide mechanisms and stimuli to promote the development of interdependent professional relationships among individuals and institutions involved in the management of residence hall services and programs.

Section 6.
To support and encourage participation in those activities and programs sponsored by the Association of College and University Housing Officers – International (ACUHO-I), promote MACUHO involvement in decision-making at the ACUHO-I Business Meeting and Annual Conference & Exposition, and encourage participation in related professional organizations.

ARTICLE III: MEMBERSHIP OF THE ASSOCIATION

Section 1.
Membership in MACUHO shall be open to any institution of higher education (community college, four-year college or university) which is accredited by a recognized educational accrediting association, which is located in the states of Delaware, Maryland, New Jersey, Pennsylvania, and West Virginia, and the District of Columbia, that have housing officers involved in the coordination of administration, educational programming, food service, custodial or maintenance activities for students and staff members, maintains membership information with MACUHO, and which owns and/or operates residence halls.

Section 2.

"Member” is equivalent to the terms "Member Institution” and "Affiliate Member”. "Membership” is equivalent to the terms "Institutional Membership” and "Affiliate Membership.” A "delegate” is any person who attends a MACUHO conference, workshop, seminar, meeting, or the like. When all or part of an institution’s housing is provided by a private company, the following membership guidelines will apply:

a. If the only housing by an institution is provided by a private company, then the private company may become a member if the institution's designated authority approves in writing that the private company may represent the institution. If approved, the private company would be entitled to the same rights as an institutional member.

b. If both the institution and a private company provide campus housing, then the institution's Chief Housing Officer will determine if the private company's employees will be included within the membership of the institution; or if the private company may represent the institution and become a recognized MACUHO member. If the latter occurs, the private company will be entitled to the same rights as an institutional member provided the host institution's Chief Housing Officer specifies in writing that the private company may represent the institution.

c. If both the institution and a private company provide campus housing for the institution but the Chief Housing Officer does not wish to include the private company's employees within the institution's membership, then the private company may become an Affiliate member.

Section 3.
All staff, faculty or students (undergraduate or graduate) of member institutions who have major involvement in that institution’s residence hall services and programs or related programs may participate in the activities of and benefit from the services of MACUHO. Only full time staff and faculty of member institutions may hold elected positions.

Section 4.
Membership in the Association and its committees is open to all eligible persons regardless of race, color, sex, age, religion, national origin, sexual orientation, gender identity, gender expression or ability.

Section 5.
Lifetime membership will be awarded to retirees. Honorary membership may be awarded by the Executive Committee subject to approval of the membership at their Annual Conference to past representatives who have given outstanding service to the Association. Lifetime and Honorary members will not have voting rights.

Section 6.
Affiliate institutional membership may be granted by the Executive Committee in the case of governmental, nonprofit, or commercial organizations engaged in activities directly related to the purposes of the organization. Affiliate members will not have voting rights.

Section 7.

Membership in MACUHO does not denote membership in the Association of College and University Housing Officers - International (ACUHO-I) as these are separate professional associations.

ARTICLE IV: ACTIVITIES AND SERVICES OF THE ASSOCIATION

Section 1.
MACUHO will hold an Annual Conference that shall be open to all members. The membership will be notified as to the time and place for the conference based upon recommendation of the Vice President and approval of the Executive Committee.

Section 2.
On a regular basis, MACUHO will publish a newsletter designed to distribute information and ideas throughout the Association and provide recognition to Association members for contributions which improve the management of residence halls services and programs.

Section 3.
Under the direction of the President of the Association, the MACUHO Executive Committee will coordinate region-sponsored activities, call to the attention of the membership any appropriate concern or issues, approve recommendations made by the President, approve presidential appointment of special functional committees which shall carry out the proper purpose of MACUHO and make decisions which shall be necessary and proper for carrying into execution the foregoing responsibilities.

ARTICLE V: ANNUAL BUSINESS MEETING OF THE ASSOCIATION

Section 1.
The official Annual Business Meeting of MACUHO will occur at the Annual Conference of this Association. The time and place of the Annual Business Meeting shall be published in the official conference program.

Section 2.
The President of MACUHO will preside over the Annual Business Meeting and will be responsible for preparing and distributing the meeting agenda.

Section 3.
The Secretary of MACUHO will record the minutes of the Annual Business Meeting and distribute to the Executive Committee. The availability of the minutes will be published in the first MACUHO Magazine following the conference and the full minutes will be available on the Association website.

Section 4.
All registered participants at the Annual Conference are welcome to attend the Annual Business Meeting and participate in all discussions and/or debate.

Section 5.
Voting at the Annual Business Meeting will be by institution. One designee from each institution in attendance will serve as its voting member at the Annual Business Meeting.

Section 6.
Should a vote be needed between conferences, the President of MACUHO may authorize, with approval of the Executive Board, a mail-in or electronic (i.e. e-mail, on-line) vote. The format of the voting must be approved by two-thirds of the Executive Board at the time the vote is authorized. Votes will be solicited from the Chief Housing Officer at each school represented at the previous MACUHO conference. Any vote taken by mail or electrically must be reaffirmed at the next regularly scheduled Annual Business Meeting. The ballot will: a) set forth each nominee or proposed action; and b) provide an opportunity to vote for each vacant board position, and for or against each proposed action. Approval by written ballot will be valid only when the number of votes cast by ballot equals or exceeds any quorum required to be present at a meeting authorizing the action. The vote is limited to the subject specified on the ballot.

Section 7.
A quorum, consisting of a voting delegate from no less than one third of the member institutions registered and in attendance at the Annual Conference, will be required to conduct the Annual Business Meeting of MACUHO.

Section 8.
To secure passage, all motions put forward at the Annual Business Meeting will require an affirmative vote by a majority of those institutions represented at that meeting.

ARTICLE VI: GOVERNING BODY OF THE ASSOCIATION

[click here for organizational chart]

Section 1.
The governing body of MACUHO shall be known as the Executive Board. Its members assume office in accordance with the procedures outlined in this Constitution and its first By-Laws.

Section 2.
The Executive Board of MACUHO shall consist of the Executive Officers and the Directors of Membership Development, Training and Development, Business Operations and Communications, Annual Programs, Strategic Initiatives, and Technology Initiatives. The Executive Board shall have the full responsibility for conducting all affairs of the Association.

Section 3.
The Leadership Council shall consist of all appointed positions, including the Chairpersons of all MACUHO standing committees, Regional Coordinators, MACUHO Magazine Editors, Webmaster and other coordinators.

Section 4.
The Executive Officers of MACUHO shall be:

1. President who will serve a term of one year.

2. Vice President/President Elect who will be elected and serve as Vice President for one year prior to assuming the Presidency.

3. Treasurer who will be elected for a term of two years.

4. Secretary who will be elected for a term of two years.

5. Immediate Past President who will serve a term of one year as advisor to the President and the Executive Committee.

Section 5.

The ACUHO-I Regional Affiliations Director or designee shall be an ex-officio member of the Executive Committee.

ARTICLE VII: WORK GROUPS OF THE ASSOCIATION

Section 1.
The President and Executive Board may, by administrative action, appoint or disband those volunteer work groups that they determine are necessary or unnecessary for effective functioning of the Association. Current groups are listed on the Association website. Executive Committee liaisons for these committees are also listed on the website.

Work groups consist of the following:

a. Standing Committees – permanent working committees that make recommendations to both the Executive Board and the membership

b. Task Forces – groups that have a specific charge with an established deadline for completion

c. Advisory Committee - a group of members that meet to provide the Executive Board or membership with recommendations and/or knowledge in a specific area

Section 2.
The President may appoint those ad hoc committees that he/she feels are necessary. Ad hoc committees serve only for the term of the appointing president.

ARTICLE VIII: CONTROL OF FUNDS

Section 1.
The Treasurer shall open and maintain accounts for checking and saving in the name of the Association in FDIC insured banks. The Treasurer shall also be responsible for having a biannual audit of the Association’s books performed at the close of the Treasurer’s term of office.

Section 2.
The Treasurer shall provide the members of MACUHO with an annual report of income and expenses at the Annual Business Meeting 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.

Section 3.
MACUHO funds shall be used to defray the normal operating expenses of this Association. Use of these funds shall be limited to those cases where such expenditures clearly support the accomplishment of the purposes of the Association as stated in Article II of this Constitution and only with the approval of the President.

Section 4.
Any negative or positive balance between income and approved expenditures from any hosted events will be assumed by MACUHO.

Section 5.
MACUHO will operate on a January 1 through December 31 Fiscal Year.

Section 6.
Further specific financial details can be found in the MACUHO Finance Document.

ARTICLE IX: ANNUAL DUES

Section 1.
The Executive Board may recommend to the membership the establishment of annual dues for members of the Association.

Section 2.
The membership will vote on any recommendation made by the Executive Board regarding the establishment of annual dues.

Section 3.
Dues may be established or amended by a 2/3 vote of those member institutions voting.

ARTICLE X: ACUHO-I / MACUHO STATEMENT OF AFFILIATION

Section 1.
We are an independent Association with a cooperative relationship with the Association of College and University Housing Officers – International (ACUHO-I). Due to shared purposes and interests, MACUHO and ACUHO-I maintain a formal Statement of Affiliation.

Section 2.
Such affiliation is subject to review by the membership at MACUHO’s Annual Business Meeting. A statement of affiliation will be made available to any institutional or associate member upon request.

ARTICLE XI: DISSOLUTION/PROHIBITED ACTIVITIES

Section 1.

On the dissolution of the Association, the Executive Board, after paying or making provision for the payments of all the liabilities of the Association, shall dispose of all its 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 (a)(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law) as the Executive Board shall determine.

Section 2.
No part of the net earnings of the Association shall inure to the benefit of or be distributable to its members, officers or other private persons, 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. The Association shall not participate in, or intervene in (including the publishing or distributing of statements) any political campaign on behalf of any candidate for public service. This does not prohibit any person acting as an individual from supporting a political campaign through whatever legal means available.

ARTICLE XII: AMENDMENTS

Section 1.
The Constitution may be amended by a two-thirds vote of those member institutions in attendance at the Annual Business Meeting of the Association; or in the event of a mail ballot, two-thirds of the member institutions represented at the previous Annual Conference. Only one vote shall be recorded from each member institution represented at the Business Meeting at the Annual Conference, or in the event of a mail ballot, one vote per eligible member institution shall be recorded.

Section 2.
The By-Laws may be amended by a majority vote of those member institutions in attendance at the Annual Business Meeting of the Association or in the event of a mail ballot, a majority of the member institutions represented at the previous Annual Conference. Only one vote shall be recorded from each member institution represented at the Business Meeting at the Annual Conference, or in the event of a mail ballot, one vote per eligible member institution shall be recorded.

Section 3.
Amendments to this Constitution and its By-Laws may be proposed by any institution that qualifies for MACUHO membership. Such proposals shall be submitted IN WRITING to the President of the Association at least 60 (sixty) days before the Annual Conference. If approved by the Executive Board, proposals shall be presented to the President during the Annual Conference. If the Executive Board votes to not present an amendment to the general membership, the proposing institution may override this veto by obtaining written support of three additional member institutions. Any proposals to be presented to the general membership should be included in the pre-conference newsletter and on the Association’s website. If, for some reason, this is not possible, all information about the proposed amendment will be sent out to all institutions in MACUHO and the attending delegates at least 3 (three) weeks prior to the Annual Conference.