New York State Advisory Council on Military Education By-Laws

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1 New York State Advisory Council on Military Education By-Laws Article I. NAME The name of this Council shall be the New York State Advisory Council on Military Education (NYS ACME) NYS ACME is established to: Article II. PURPOSE Promote and support quality education programs that are available to military personnel, their dependents, veterans, and Department of Defense (DoD) civilians stationed in New York. Develop and maintain a close, effective working relationship among military, college educators, and other professional organizations concerned with academic and vocational education. Provide a forum for the discussion of current issues that jointly affect colleges and the educational benefits of DoD personnel and their family members, and planning for future programming. Review the concerns and problems brought before the Council and make recommendations to the appropriate agency or entity. Recognize the achievements of those persons and organizations that have contributed to the advancement of education opportunities for personnel in New York. The organization is organized exclusively for charitable, religious, educational, and scientific purposes under section 501(c)(3) or the Internal Revenue Code or corresponding section of any future federal tax code. Article III. MEMBERSHIP AND DUES Membership in the NYS ACME shall be voluntary. Full membership may be held by any individual, upon payment of annual dues (January 1-December 31), in any of the following categories: Military and civilian employees of the Federal Government involved in the delivery of education programs to personnel stationed in New York, including Reserve and National Guard components. Officials of universities and colleges offering programs for military personnel stationed in New York who are the designated institutional representatives to the NYS ACME. Representatives of State and U.S. Government agencies.

2 Any other organization or individual which actively supports the military education community. The Executive Board shall establish and approve annual dues to cover operating expenses such as postage, stationery, recording of minutes, and necessary expenses. Article IV. EXECUTIVE BOARD AND ELECTED OFFICERS The Officers of NYS ACME shall be: the President, the President Elect, the Immediate Past President, the Vice President, the Treasurer, the Secretary, and the Director of Technical and Web Services. All officers are elected except for President and Immediate Past President positions. The Executive Board shall have general supervision of the NYS ACME between regular meetings. Election of officers Elections shall be conducted at the annual meeting Nominations will be solicited from the membership prior to the annual meeting and from the floor at the annual meeting. Officers will be elected by written ballot to serve until the close of the meeting at which their successors are elected. A majority of the votes cast shall constitute an election. The election for President-Elect represents a three (3) year commitment. The President- Elect will automatically become the President (one-year term) at the conclusion of their one-year term as President-Elect. The President will then automatically become the Immediate Past President (one-year term) after serving a one-year term as President. A term of office for the other board members shall be one year. The Vice President, Treasurer, Secretary, and Director of Technical and Web Services may be re-elected for a second consecutive term Any elected officer who fails to fulfill the duties or term of office will be replaced at the next general meeting through the election process. To maintain continuity, the President, with the advice and consent of the Executive Board, shall appoint an interim Board member to serve in the vacated position until the next general meeting. Article V. MEETINGS The Council shall meet annually at a time and place to be determined by the Executive Board. The meetings shall be for the purpose of: Presenting summary reports from representatives of the Armed Services, educational providers, NYS ACME officers and NYS ACME committees.

3 Election of Executive Board members and Officers Conducting the necessary business of the Council Presenting and actively participating in programs of interest, concern and benefit to the membership. Special meetings of the Council may be called by the President of the Executive Board as required. A majority of the registered members present at the annual meeting shall constitute a quorum. A majority of the members of the Executive Board at an Executive Board meeting shall constitute a quorum for meetings of that body. Minutes of all meetings shall be recorded and presented at subsequent Council meetings for approval. Electronic mail may be used for all official notices and communications of the Council. Article VI. DUTIES OF OFFICERS The President shall be the principal officer of this Council and shall: Preside at the annual meeting, the meetings of the Executive Board and at any special meetings. Be an ex-officio member of all committees. Appoint all standing and special committee chairs with the advice and consent of the Executive Board. Ensure that all expenditures of the organization are properly authorized and sign checks as needed. Automatically become the Immediate Past President after serving a one-year term as President. In case of an emergency and the office of President becomes vacant, the Vice President shall assume the office of President. The President-Elect shall: Assist the Executive Board in the operation of the organization. Automatically become the President at the conclusion of their one-year term as President-Elect. The Vice President shall: In the absence of the President, preside over meetings.

4 Assist the President in the administrative functions of the Council. Perform other duties as assigned by the President. Be one of three officers authorized to sign Council checks. In case of an emergency and the office of Vice President becomes vacant, the President shall appoint an interim Vice President with the advice and consent of the Executive Board. The Secretary shall: Be responsible for disseminating the minutes to the Executive Board and appropriate information to the membership in a timely manner. Maintain the membership roster, correspondence and history. The Treasurer shall: Maintain all monies of the Council, keep an accurate record. Maintain a checking account for the deposit of Council funds. Be one of three officers authorized to sign Council checks. In case of emergency and the office of Treasurer becomes vacant, the president shall appoint an interim Treasurer with the advice and consent of the Executive Board. The Director of Technical and Web Services shall Maintain the web site for the organization to include appropriate links, organization information, and conference information when appropriate. Be responsible for setting up media presentations and troubleshooting any media problems at the annual conference. The Immediate Past President shall Advise and assist the President and other officers. Automatically become the Immediate Past President after serving a one-year term as President. Article VII. STANDING COMMITTEES The standing Committees of NYS ACME shall be the Strategic Planning, Legislative, Conference Planning, Membership, and Marketing. The Chairs for each committee shall be selected by the committee members with the concurrence of the Executive Board. The Strategic Planning Committee

5 The President, or the Vice President in the absence of the President, will serve as the Executive Board member for this committee. The committee shall develop and publish a 5 year strategic plan, with goals and objectives to help steer the NYS ACME. The committee shall provide copies of the Strategic Plan to the membership and report on the progress at each annual conference. The Conference Planning Committee The Vice President & Treasurer will serve as the Executive Board members for this committee and the Members-at-Large shall serve as ex-officio members. The committee will be responsible for planning and executing the annual NYS ACME conference. The Vice President and Chair shall establish areas of responsibility for each segment of the planning process. The committee shall: The Legislative Committee Select the conference venue Set pricing for conference fees Establish criteria for and solicit sponsors for the conference Solicit and select general session panel members and concurrent session topics and speakers Solicit and select guest speakers Plan the conference program and provide all marketing materials, content and updates to the Marketing Committee for promulgation to the membership. At the conclusion of the conference, the committee shall provide the Executive Board with a report of the process, lessons learned, templates used and other information that may be used to plan future conferences. The Immediate Past President will serve as the Executive Board member for this committee The Committee shall study and report legislative issues which are relevant to the mission of the NYS ACME as needed and at each annual conference. The Membership Committee

6 The Secretary will serve as the Executive Board member for this committee. The committee will promulgate information about the benefits of membership, establish a membership process and maintain an accurate list of members. The Secretary shall report the activities of the membership committee, membership numbers and member list at the annual conference. The Marketing Committee The Secretary will serve as the Executive Board member for this committee. The committee will develop a quarterly newsletter to the membership Screen and release all publicity regarding the NYS ACME including all materials developed for the annual conference. The Finance Committee The Treasurer will serve as the Executive Board Member for this committee. The Committee is responsible for all fiscal matters and obligations of the organization. The committee will prepare and deliver an annual report to be presented at the annual conference and/or at the request of the Executive Board. The Technical & Web Services Committee The Director of Technical and Web Services will serve as the Executive Board member for this committee. This committee will oversee all technical and web services needs for the organization. Some of these needs may include: organizing webinars, distributing conference materials/presentations remotely, overseeing the organizations Social Media outlets, etc. Article VIII. AMENDMENT OF BYLAWS These Bylaws may be amended by a two-thirds vote of those Members present (local or virtually) at any meeting of the membership, provided that notices of the proposed amendments have been made available to each member for review not less than thirty (30) days prior to the date of such meetings. These bylaws may also be amended in the following manner: 1. Any proposed amendments shall first be presented in writing to the Executive Board. 2. Any proposed amendments approved by the Executive Board shall be submitted in writing to the entire NYSACME Membership at least thirty (30) days prior to the next annual conference for Membership approval at the business meeting. Article IX. DISOLUTION OF ORGANIZATION

7 Upon the dissolution of this organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Adopted October 12, 2012 Revised December 30, 2014

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