Proposed Changes to By-Laws

Changed Executive Committee to Executive Board throughout document

Revisions to the following Articles:

II – changed “winter to spring/summer that does not”

III
Section 2 - consolidated wording for procedure in the event of an office vacancy

IV
Section 1 - Pres – Changed General Conf Chair to Annual Conf Chair
Section 2 - Pres Elect – removed PD Ad Hoc Board Member and “for coordinating info about PD”
Section 5 – Secretary – removed mailing and just left as addresses. Changed publishing and distributing the director to “coordinating with the Web Editor to keep the directory current.”
Section 6 – Treasurer – removed Midyear Conference. Changed distributed to “available for distribution”

VII

Section 2 – Beginning of second paragraph, first sentence reading, “Annual Conference Co-chair”. Paragraph flows more smoothly without this sentence.

Removed Section 3 – Professional Dev and changed Sections 4 and 5 to 3 and 4 respectively. Applicable information will be added to Handbook.

Section 5 – Tech Task Force – changed working with high school to get on board with ExPRESS to “electronic transcript exchange”

VIII – changed calendar year from Feb 1 – Jan 31 to “July 1 to June 30”.

Revised By-Laws

Article I - Annual Dues and Registration Fees
Section 1:
The institutional and affiliate membership dues shall be determined by the Executive Board. No membership dues shall be assessed individual members or honorary members.

Section 2:
Any member institution which shall fail to pay annual dues will, after notice in writing from the Treasurer, be dropped from the membership rolls and shall not be eligible for reinstatement until annual dues have been paid. Individual members shall be dropped from the rolls along with the institution.

Section 3:
Individual members shall pay a registration fee for all activities and meetings sponsored by the associations as determined by the Executive Board. Registration fees will be waived for all honorary members.

Article II - Meetings
The association shall hold an annual meeting each year during the spring/summer that does not conflict with the annual national meeting of the American Association of Collegiate Registrars and Admissions Officers (AACRAO). The location and date will be chosen by the Executive Board, which shall also have the power to advance, postpone, or omit an annual meeting in case of emergency.

Article III - Terms of Office
Section 1:
The President and the President Elect shall hold office for one year each, and neither shall succeed him/herself in office. The Vice President shall hold office for one year. The Secretary and the Treasurer shall hold office for two years each and neither shall succeed him/herself in office. The Secretary and Treasurer are to be elected in alternate years. Should any annual meeting be omitted or the time of it changed, the time between two consecutive meetings shall be considered one year in the administration of the provisions of this section.

Section 2: Vacancies
In the event of a vacancy in the office of the President, the President Elect will succeed to the presidency. In the event of a vacancy in the office of the President Elect, the office shall be filled by an appointee selected by the Executive Board. At the annual meeting the membership shall ratify this appointment or elect by ballot a person to the office of the President. In the event the office of the Vice President, Secretary, or Treasurer becomes vacant, the office shall be filled by an appointee of the Executive Board for the remainder of the term. At the annual meeting the membership shall ratify the appointment(s), or elect by ballot a person to hold the office for the remainder of the term.

Article IV - Duties of Officers
Section 1: President
It shall be the duty of the President to assume full responsibility for all of the general activities of the Association, conduct all necessary correspondence with the members in regard to the program for the annual meeting, approve all Association bills before payment by the Treasurer and refer to an Auditing Committee the annual report of the Treasurer. The President shall have overall responsibility for the annual meeting and shall work directly with the Annual Conference Chairperson in the planning and organization of the annual meeting. The President also shall serve as Chairperson of the Executive Board and shall be a ex officio member of all committees of the association.

Section 2: President Elect
It shall be the duty of the President Elect to be chief assistant to the President and shall succeed to the presidency at the end of the term of the President. The President Elect shall be responsible for the selection and appointment of the association Newsletter Editor, Web editor, and other editorial and publishing needs of the association as they arise.

Section 3: Vice President
The Vice President shall be officially responsible for UACRAO membership and for determining those members to be recognized with special awards at the annual meeting. The Vice President may also be given special assignments by the President.

Section 4: Immediate Past President
The Immediate Past President shall sit as a member of the Executive Board, shall serve as adviser to the President, the Executive Board, and to the membership, and acts as chair of the Nominations and Elections Committee. The Immediate Past President is responsible for review of the Constitution and Bylaws. The Immediate Past President shall also chair the committee on Honorary Memberships.

Section 5: Secretary
It shall be the duty of the Secretary to keep an active list of all members, affiliate members, and honorary members of the association with their addresses; and shall be responsible for coordinating with the Web Editor to keep the association directory current. The Secretary shall keep the minutes of the annual meeting of the association and the minutes of meetings of the Executive Committee. The Secretary shall perform such other duties as may be assigned by the Executive Board.

Section 6: Treasurer
It shall be the duty of the Treasurer to collect institutional membership fees by November 1, as well as registration fees for the Annual Conference. The Treasurer shall bear sole responsibility to the Executive Board for membership records and membership reports. The Treasurer shall secure the approval of the President on all bills before payment and shall prepare formal/informal financial statements for meetings of the Executive Board when requested. At the close of the calendar year, the Treasurer shall make a complete financial report, audited by the Auditing Committee appointed by the President, to be presented to the Executive Committee and to be available for distribution at the annual meeting. The Treasurer shall also be responsible for completing the appropriate tax reports by the filing deadline.

Article V - Elections
Association officers shall be elected in the business session on the last day of the annual meeting. A slate of nominees shall have been presented to the membership at least 30 days before the annual meeting, by the Nomination and Elections Committee. Additional nominations may be made from the floor of the business meeting.

Article VI - National Association
The Utah Association of Collegiate Registrars and Admissions Officers shall be represented at the annual meeting of the American Association of Collegiate Registrars and Admissions Officers by its official delegate as appointed by the Executive Committee. Normally the role of official delegate shall be filled by the President. If the President is unable to attend the annual meeting of the American Association of Collegiate Registrars and Admissions Officers the Executive Committee will appoint an official delegate

Article VII - Standing Committees
Section 1: Standing or Ad Hoc Committees
Standing or ad hoc committees may be appointed or dissolved by the President as deemed necessary for the work of the association. Each Standing Committee reports to the Executive Board through the appropriate officer as assigned by the President.

Section 2: Annual Conference Committee
The Annual Conference Committee shall consist of a Chair and a Co-chair. The role of the committee shall be the planning and organization of the Association's Annual Conference.
It shall be the duty of the Annual Conference Chair to have overall responsibility for planning and organization of the Annual Conference. In the event the office of Chair becomes vacant the office shall be filled by the Annual Conference Co-chair, and in that circumstance the Co-chair shall serve in the following year for a full term as Chair.
It shall be the duty of the Annual Conference Co-chair to be the assistant to the Annual Conference Chair. The Annual Conference Co-chair shall become the Annual Conference Chair the following year. In the event the office of the Annual Conference Co-chair becomes vacant the office shall be filled by an appointee selected by the President.

Section 3: Committee on Nominations and Elections
The Committee on Nominations and Elections shall consist of the Immediate Past President as chair and two members appointed by the Immediate Past President. No member shall be eligible to serve on this committee during successive years. A meeting shall be convened in time to notify the membership of these nominees.

Section 4. Committee on Honorary Memberships
The Committee on Honorary Memberships shall consist of the three most recent Past Presidents or others as selected by the Immediate Past President. The immediate Past President shall be chairperson of said committee.

In general, honorary membership will be based on one or both of the following considerations:
A. Distinguished service as an officer or chairperson of a committee.
B. Repeated and significant contributions in the form of active committee membership, participation at the annual meetings, programs, or similar activities, coupled with regular attendance at the annual meetings over a period of years.
Honorary memberships shall be based primarily upon significant service to the Association. Length of membership, or regular attendance at annual meetings, do not of themselves constitute grounds for the awarding of honorary memberships.

Section 5: Technology Task Force Committee
The Technology Task Force Committee is established to provide a forum for representatives from the universities and colleges of the State of Utah to express their concerns, recommendations, ideas and advice as it pertains to developing new technologies that will be used by the schools of Utah. This Task Force would be concerned with issues that would affect all the state schools, i.e. setting up trading partners and trading partner agreements, electronic transcript exchange, discussing the possibility of a standard statewide application, etc.

The Executive Board shall appoint the chair of the Task Force. This person shall serve a minimum of two years, at which time the Executive Board will appoint a new chair from the membership of the association. The chair will be responsible for arranging and conducting the meetings. The Task Force will consist of two voting representatives from each member institution of UACRAO and a voting representative from the UACRAO Executive Board. If an institution wants to have more than two representatives at the meetings, the additional representatives will be non-voting members. Also, representatives from non-UACRAO organizations may attend the meetings as non-voting members.

Article VIII - Calendar Year
The calendar year of the Association shall extend from July 1 to June 30.

Article IX - Meetings
Section 1:
The Association shall hold an annual meeting each year, the location and date to be chosen by the Executive Board which shall also have the power to advance, postpone, or omit an annual meeting in case of emergency.

Section 2:
Association business shall be conducted at the annual meeting by the active members present and shall include at least the (1) election of officers; (2) reports from officers and committees, with provision for the adoption of association resolutions; and (3) action on proposed amendments to the Constitution and Bylaws. Except for amendments to the Constitution and Bylaws, action may be taken by a majority of those present and voting.

Section 3:
Meetings of the Executive Board shall be called by the President as needed. Four members of the board constitute a quorum with a majority of those present required to take action.

Article X - Amendments
These bylaws may be amended by any annual meeting by a two-thirds vote of the members who are present and voting, providing that notice of the proposed amendment has been sent to the members at least one month in advance of the meeting. An amendment not thus proposed in advance may be adopted by a four-fifths vote of the members present and voting.