ARTICLE I. NAME OF ORGANIZATION
The name of the organization is South Texas Area Recruitment Network.
ARTICLE II. ORGANIZATION PURPOSE
Section 1. Nonprofit Purpose
This professional association is organized exclusively to promote a common business interest and improve working conditions for a line of business. This association, which does not engage in a regular business of a kind ordinarily carried on for profit, and in which no part of the net earnings may inure to the benefit of any private shareholder or individual, qualifies as an exempt organization under section 501(c)(6) of the Internal Revenue Code, or the corresponding section of any future federal tax code.
Section 2. Specific Purpose
The South Texas Area Recruitment Network provides a regional association in which Institutions of Higher Education can work together to promote a common interest and improve the working conditions for admissions professionals.
The specific objectives and purpose of this organization shall be:
- to provide guidance and support for new admissions professionals;
- to enhance business operations through networking and committee planning;
- to encourage participants to engage in professional development opportunities and related professional organizations;
- to sponsor, host and/or participate in events and activities that promote higher education.
ARTICLE III. MEMBERSHIP
Section 1. Eligibility for Membership
Application for voting membership shall be open to any admissions professional working for a non-profit, regionally accredited, two or four year institution of higher learning, whose assigned territory includes the South Texas region, that supports the purpose statement in Article II, Section 2. Membership is granted after completion and receipt of a membership application and annual dues. All memberships shall be granted, to those who meet the eligibility criteria, upon successful submission of the membership application and annual dues.
The South Texas region is defined as the following counties: Aransas, Cameron, Bee, Brooks, Dimmit, Duval, Hidalgo, Jim Hogg, Jim Wells, Kenedy, Kleberg, La Salle, Live Oak, McMullen, Nueces, Refugio, San Patricio, Starr, Webb, Willacy, and Zapata.
Section 2. Annual Dues
The amount required for annual dues shall be $25 each year, per institution being represented, unless changed by a majority vote of the members. Continued membership is contingent upon being up-to-date on membership dues.
Section 3. Rights of Members
Each member shall have the right to:
- vote in annual executive board elections;
- assist in sub-committee positions;
- run for an executive board position, upon eligibility.
- participate in all events hosted by the association;
- assign a designated representative for their institution;
- utilize all resources developed and/or funded by the association;
Section 4. Resignation and Termination
Any member may resign by filing a written resignation to the President, Vice-President or Member Relations Chair. A member can have their membership terminated by a majority vote of the membership. If the member who resigns is holding a position within the executive board, the vacated position shall be appointed through a majority vote by the remaining executive board members.
Section 5. Subcommittees
Executive Board members can choose to request and appoint subcommittee members to assist with duties required by the committee, or as to provide additional professional development opportunities for members. No minimum or maximum amount of subcommittee members will be required, nor is there a minimum membership length requirement to serve on a subcommittee. President and Vice-President shall not be eligible to serve on any subcommittees.
ARTICLE IV. MEETINGS OF MEMBERS
Section 1. Regular Meetings
Regular meetings of the members shall be held monthly, at a time and place designated by the president.
Section 2. Annual Meetings
An annual meeting of the members shall take place in the month of August, the specific date, time and location of which will be designated by the president. At the annual meeting the members shall announce elected board members, receive reports on the activities of the association, and determine the direction of the association for the coming year.
Section 3. Special Meetings
Special meetings may be called by the president, or by a simple majority of the Executive Board. A petition signed by twenty-five percent (25%) of voting members may also call a special meeting.
Section 4 Notice of Meetings
Electronic notice of each regular, annual or special meeting shall be given to each voting member, not less than four weeks prior to the meeting.
Section 5. Quorum
A quorum for a meeting of the members shall consist of at least twenty-five percent (25%) of the active membership.
Section 6. Attendance
In order to retain active membership, each participating institution is required to have at least one (1) member present in no less than fifty-percent (50%) of meetings held within the calendar year. If the minimum number of meetings cannot be met, it is the responsibility of the institutions designated member to inform the Executive Board. The Executive Board shall retain the right to terminate membership, not in compliance with this attendance requirement, by a majority vote during any executive board meeting.
Section 7. Records of Proceedings
The minutes of all member meetings shall contain the names of the persons who were present for discussions and votes relating to the transaction or arrangement, the content of the discussion, and a record of any votes taken in connection with the proceedings.
Section 8. Voting
The Executive Board must reach a consensus on whether a vote should take place for any issue proposed, prior to any regular, special or annual meeting. All issues to be voted on shall be decided by a simple majority of members present at the meeting in which the vote takes place.
ARTICLE V. EXECUTIVE BOARD
Section 1. General Powers
The affairs of the Association shall be managed by its Executive Board. The Executive Board shall have control of and be responsible for the management of the affairs and property of the Association.
Section 2. Number, Tenure, Requirements, and Qualifications
The number of members shall be fixed from time-to-time, but shall consist of no less than three (3) nor more than fifteen (15) including the following officers: the President, the Vice-President, and the Treasurer.
The members of the Executive Board shall, upon election, immediately enter upon the performance of their duties and shall continue in office until their successors shall be duly elected and qualified. All members of the Executive Board must be approved by a majority vote of the members. No vote on new members of the Executive Board shall be held unless a quorum of members are present as provided in Section 6 of this Article.
Each member of the Executive Board shall be a member of the Association whose membership dues are paid in full, held active membership for at least six (6) months, and shall hold office for up to a one-year term as submitted by the member nominations.
Each Executive Board member shall attend at least nine (9) monthly meetings per year.
Section 3. Regular and Annual Meetings
An annual meeting of the Executive Board shall be held at a time and day in the month of September of each calendar year and at a location designated by the former President. The newly elected President may provide by resolution the time and place, for the holding of regular meetings of the Executive Board. Notice of meetings shall be sent to all members of the Executive Board no less than three (3) weeks, prior to the meeting date.
Section 4. Special Meetings
Special meetings of the Executive Board may be called by or at the request of the President or any two members of the Executive Board. The person or persons authorized to call special meetings of the Executive Board may fix any location, as the place for holding any special meeting of the Board called by them.
Section 5. Notice
Notice of any special meeting of the Executive Board shall be given at least two (2) weeks in advance of the meeting.
Section 6. Quorum
The presence of a majority of current members of the Executive Board shall be necessary at any meeting to constitute a quorum to transact business, but a lesser number shall have power to adjourn to a specified later date without notice. The act of a majority of the members of the Executive Board present at a meeting at which a quorum is present shall be the act of the Executive Board, unless the act of a greater number is required by law or by these by-laws.
Section 7. Forfeiture
Any member of the Executive Board who fails to fulfill any of his or her requirements as set forth in Section 2 of this Article by September 1st shall automatically forfeit their seat on the Board. The Member Relations Chair shall notify the President, in writing, that their seat has been declared vacant, and the Executive Board may forthwith immediately proceed to fill the vacancy. Members of the Executive Board may be removed for failure to meet any or all of the requirements of Section 2 of this Article.
Section 8. Vacancies
Whenever any vacancy occurs in the Executive Board it shall be filled without undue delay by a majority vote of the remaining members of the Executive Board at a regular meeting. Vacancies may be created and filled according to specific methods approved by the Executive Board.
Section 9. Compensation
Members of the Executive Board shall not receive any compensation for their services.
ARTICLE VI. EXECUTIVE BOARD POSITIONS
The positions of the Executive Board shall be the President, Vice-President, Treasurer, Communications Chair, Technology Chair, Social Media Chair, Community Outreach Chair, Outreach Coordinators (Corpus Christi, Laredo, Lower Valley, and Upper Valley), Member Relations Chair, and Social Chair. All officers must have the status of active members of the association.
Section 1. President
The President shall preside at all meetings of the membership. The President shall have the following duties:
- They shall preside at all membership meetings and in meetings of the Executive Board.
- They shall have general and active management of the association.
- They shall have general superintendence and direction of all other officers of this association and see that their duties are properly performed.
- They shall submit a report of the operations of the program for the fiscal year to the Executive Board and members at their annual meetings, and from time to time, shall report to the Board all matters that may affect this association.
- They shall preside over and coordinate no less than one Counselor Advisory Board session during the year in which they serve.
Section 2. Vice-President
The Vice-President shall be vested with all the powers and shall perform all the duties of the President during the absence of the latter. The Vice-Presidents duties are:
- They shall have the duty of chairing their perspective committee and such other duties as may, from time to time, be determined by the Executive Board.
- They shall provide direct oversight and guidance for the Member Relations Chair and Community Outreach Chair.
- They shall develop an annual strategic timeline for key activities of the association.
- They shall make recommendations on any issues pertaining membership and association activities.
- They shall perform such other duties as may be prescribed by the President under whose supervision they shall be.
Section 3. Treasurer
The Treasurer is in charge of maintaining the association’s financial records, budgets and membership dues. The Treasurers duties shall be:
- They shall reserve the right to approve or deny any transaction requests, establish program budgets and maintain all financial records.
- They shall present a complete and accurate report of the finances raised by the association at each meeting of the members, or at any other time upon request to the Executive Board.
- They shall have the right of inspection of funds, including program budgets and subsequent audit reports.
- They shall have the duty to assist in submitting annual federal tax filings for the tax year in which they serve.
- They will be in charge of collecting membership dues; procuring and issuing documents related to dues.
- They shall perform such other duties as may be prescribed by the President under whose supervision they shall be.
Section 4. Communication Chair
The Communications Chair shall reserve the right to control all aspects of communication internal and external to the association. The Communications Chair duties are:
- They shall record minutes at all meetings and proceedings.
- They will disseminate the meeting minutes to all members.
- They may develop and/or approve flyers and promotional materials for all Executive Board committees.
- They shall provide direct oversight and guidance to the Technology Chair and Social Media Chair.
Section 5. Technology Chair
The Technology Chair is responsible for understanding and developing technology solutions for network activities and operations. The Technology Chair duties are:
- They shall be in charge of the development and maintenance of the association website.
- They shall maintain the event calendar for members and non-member functionality.
- They will collaborate with all Executive Board committees to innovate and provide solutions to carry out relevant business activities.
- They may make recommendations and offer guidance to the Social Media Chair.
Section 6. Social Media Chair
The Social Media Chair is tasked with promoting brand identity by positing creative content online. The Social Media Chair duties are:
- They will be responsible for all social media accounts and their usage.
- They shall develop marketing strategies and engage in all social media platforms.
- They shall produce informative and accurate content on platforms.
- They may generate analytics and traffic reports from social media accounts.
- They shall promote business related events and activities online.
Section 7. Community Outreach Chair
The Community Outreach Chair shall be tasked with the collaboration of external organizations and entities, and the advancement of the association in general. The Community Outreach Chair duties are:
- They shall have the duty of promoting the association to other education-related agencies and affiliations.
- They may seek donations and raise funds for the association, in order to aid in hosting events.
- They shall maintain a current list of contact information for all education entities and partners within each of the associations designated regions.
- They shall provide direct oversight and guidance to each Outreach Coordinator.
Section 8. Outreach Coordinators (Corpus Christi, Laredo, Lower Valley and Upper Valley)
The Outreach Coordinators shall be vested with all college fair planning activities and shall promote all events occurring within their specified region. They must also regularly conduct business within their specified region and maintain regular communication among educational partners. Their duties shall consist of:
- They shall coordinate with counselors at high schools and community colleges to establish, develop and promote college fairs.
- They shall place all events on the event calendar in a timely manner.
- They shall collaborate with the Community Outreach Chair to ensure all counselor contacts are kept up to date.
- They may propose and host activities within their specified region to help further the associations overall purpose and objectives.
Section 9. Member Relations Chair
The Member Relations Chair is in charge of all matters regarding membership policy and relations. Their duties are as follows:
- They shall maintain records of attendance during regular, special and annual meetings of members and the Executive Board.
- They will be responsible for approving and maintaining membership accounts online.
- They shall retain an accurate list of members and their contact information.
- They shall collect and update all membership and institution information for the website such as logos, admissions reference material and related images.
- They shall actively promote participation in the association and respond to inquiries from institutions regarding new membership.
- They may serve as a liaison or advocate to the Executive Board regarding any issues or conflicts within the association.
Section 10. Social Chair
The Social Chair is tasked with enhancing the relationships between members and celebrating accomplishments within the association. Their duties include:
- They may announce and recognize accomplishments of members.
- They may acknowledge birthdays and significant events of members.
- They may organize social gatherings, annual celebrations, festivities, trips, etc.
Section 11. Election of Officers
Members who are eligible and wish to run for an Executive Board position shall declare their intent to do so during the July members meeting. Elections shall be held no later than three (3) business days after the July members meeting, via electronic ballot, and will remain open until, and no longer than, forty-eight (48) hours prior to the members’ annual meeting in August. Those who are elected shall serve a term of two (2) years, commencing at the next meeting following the annual members meeting.
Section 12. Removal of Executive Board Member
The Executive Board with the concurrence of 3/4 of the members voting at any meeting may remove any officer of the Executive Board and elect a successor for the unexpired term. No officer of the Executive Board shall be expelled without an opportunity to be heard and notice of such motion of expulsion shall be given to the member in writing twenty (20) days prior to the meeting at which motion shall be presented, setting forth the reasons of the Executive Board for such expulsion.
Section 13. Vacancies
The Executive Board shall be responsible for nominating persons to fill vacancies which occur between annual meetings. The persons so elected shall hold membership or office for the unexpired term in respect of which such vacancy occurred.
ARTICLE VII. BOOKS AND RECORDS
The corporation shall keep complete books and records of account and minutes of the proceedings of regular and Executive Board meetings.
ARTICLE VIII. AMENDMENTS
The Executive Board may propose amendments to these Bylaws prior to any regular, annual or special meeting. Written notice setting forth the proposed amendment or summary of the changes to be effected thereby shall be given to each Executive Board member within the time and the manner provided for the giving of notice of meetings. These bylaws may be amended by a majority vote of members at any regular, annual or special meeting.
ADOPTION OF BYLAWS
We, the undersigned, are all of the initial executive board members of this association, and we consent to, and hereby do, adopt the foregoing Bylaws, consisting of the 10 preceding pages, as the Bylaws of this organization.
ADOPTED AND APPROVED by the Executive Board on this 13th day of February, 2018.
Jon Cunningham, President – South Texas Area Recruitment Network.
ATTEST: Cynthia Rodriguez, Treasurer