Constitution and Bylaws (Amended April 1996; December 2000, May 2002, March 2012, December 2012, April 2013)
Mission and Membership
Section 1. The mission of The Arkansas Association of Colleges and Employers (AACE) is to provide resources for the career planning/employment of the college-educated work force, to provide professional development opportunities, and to promote high professional ethical standards through its membership and in the field. The Arkansas Association of Colleges and Employers, a non-profit organization, shares its mission in collaborative agreement with other associated professional associations. The AACE geographic region includes the state of Arkansas.
Section 2. The association will consist of these types of members: Institutional College or University, Institutional Employer, Lifetime Honorary, Individual Student, and Institutional Affiliate.
A. Institutional College or University Memberships
B. Institutional Employer Memberships
C. Lifetime Honorary Memberships
Lifetime Honorary Memberships will be individuals who have made notable contributions to the Association, and are so elected by the Board of Directors. Lifetime Honorary Memberships are under no obligation to provide dues for their membership or provide participation fees for fall and spring conferences.
D. Student Membership
Student Membership may be granted to any currently enrolled college/university student who is studying human resources, student services, counseling, business, or an applicable field that leads to recruiting or higher education career services. Students desiring membership must be enrolled at an institution holding current Institutional College or University Membership. Student members will have rights and privileges to attend and participate in all conferences and workshops but will not cast votes in business meetings nor hold offices within the association. Student member representatives on committees will be allowed at the discretion and appointment of the President.
E. Institutional Affiliate Membership
Section 3. Members not meeting the criteria set forth in Section 2, A or B, will not be eligible to hold elected office.
Section 1. Officers of the Association will be elected by the membership and will constitute the Board of Directors. The term of office is approximately twelve (12) months. The term of office of the Treasurer shall be two (2) years. The terms of office for the AACE Board of Directors will begin July 1 of each year.
Section 2. Officers will be from the active employer and college membership of the Association, in good standing, and actively engaged in recruitment or career services activities as their regular employment. An officer may serve no more than two (2) consecutive terms in the same office. Candidates for President-elect should have at least three (3) years of experience within the association and at least one (1) year experience on the Board of Directors.
Section 3. The officers elected to the Board of Directors of the Association shall include the following: President, President-elect, Secretary, Treasurer, Historian, Immediate Past-President, Director for Four-Year College or University Relations, Director for Employer Relations, and Director for Two-Year College or University Relations. When the President is from the college membership, then the President-elect must be from the employer membership if possible and vice-versa; when the Secretary is from the college membership, then the Treasurer must be from the employer membership if possible and vice-versa.
Section 4. The duties of the officers will include, but are not limited to, the following:
The President will preside over all meetings of the Arkansas Association of Colleges and Employers and the Board of Directors. He or she shall: appoint all committee chairpersons; serve as an ex-officio member of all committees; will recommend to the Board of Directors for approval and appointment successors to fill unexpired terms of office of Board members and officers or director with the exception of the President-elect. In accordance with Article II, Section 5, the President shall have a private room during the Spring Conferences. The President will perform such duties as are incident to the office, or that may be assigned by the Board of Directors.
The President-elect will accede to the office of the President. The President-elect will perform all the duties of the President in the President’s absence or at his or her request and shall serve as Acting President until the next election, should the President’s office become vacant. In addition, the President-elect will assist the President in the activation and motivation of the standing committees appointed by the President under Board approval through the coordinating committee, the President-elect shall perform all duties assigned by the President or the Board of Directors.
The secretary will direct and be responsible for the minutes of the Board of Directors and official business meetings and will direct and be responsible for preserving all papers, letters, and records of all transactions except those of the Treasurer. The Secretary will notify the membership at least thirty (30) days in advance of a business meeting by written notice stating the place, day, and hour of such meeting. In addition, the Secretary will transmit to the membership of the Association any proposed revision of the bylaws at least thirty (30) days in advance of a business meeting; the Secretary will advise members of other meetings as required; he or she shall perform all other duties assigned by the President or the Board of Directors.
The Treasurer will direct and be responsible for keeping accurate records of all financial business of the Association, will present the Annual Report of expenditures and income to the Board of Directors for review and approval; will pay all bills against the Association according to the instruction of the Board of Directors; shall submit an estimated budget in conjunction with the Finance Committee for the Board of Directors’ approval for the upcoming fiscal year by August 1 of said year; will maintain a record of paid members; and will perform all other duties assigned by the President or the Board of Directors.
The Historian shall preserve documents related to AACE events, take photographs at all Association events, and coordinate other promotional activities, and publish the bi-annual AACE Newsletter under the direction of the President. The Historian shall also perform all duties and special projects designated by the President or the Board of Directors.
F. Immediate Past President
The Immediate Past President shall serve in an advisory capacity to the Board of Directors and will perform all other duties assigned by the President or the Board of Directors.
G. Director for Four-Year College Relations
The Director for Four-Year College Relations shall be a representative of four-year college or university members of the Association to the Board of Directors; he or she shall direct and lead membership development, facilitate four-year college or university communication, and coordinate other marketing and promotional initiatives and activities; the Director for Four-Year College Relations shall perform all other duties assigned by the President or Board of Directors.
H. Director for Employer Relations
The Director for Employer Relations shall be a representative of employer members of the Association to the Board of Directors; he or she shall direct and lead membership development, facilitate college or university communication, and coordinate other promotional activities; and the Director for Employer Relations shall perform all other duties assigned by the President or Board of Directors.
I. Director for Two-Year College Relations
The Director for Two-Year College Relations shall be a representative of two-year college or university members of the Association to the Board of Directors; he or she shall direct and lead membership development, facilitate two-year college or university communication, and coordinate other marketing and promotional initiatives and activities ; the Director for Two-Year College Relations shall perform all other duties assigned by the President or Board of Directors.
The Board of Directors
Section 1. The Board of Directors will manage the business of the Association consistent with the Articles of Incorporation and Bylaws of the Association and shall consist of the following members: President, President-elect, Secretary, Treasurer, Historian, Past President, and Director for Four-Year College Relations, Director for Employer Relations and Director for Two-Year College Relations.
Section 2. The Board of Directors will meet by June 15 and will convene for at least two (2) other sessions during the Association’s fiscal year. Recommended months for meetings are October and February respectively.
Section 3. The presence of a majority of the members of the Board of Directors of the Association as determined by the bylaws will constitute a quorum for the transaction of business at any meeting.
Section 4. When a Board member resigns or ceases to qualify for office, the position will be declared vacant. With the exception of the office of President-elect, the President will expeditiously recommend to the Board of Directors for approval, a successor to fill the unexpired term of office. If the office of President-elect becomes vacant, Article IV, Section 5 of the Bylaws will be followed.
Section 1. The Association will contract with an individual to fulfill the role of Association Administrative Assistant.
Section 2. The duties and responsibilities of the Association Administrative Assistant will be delineated in the contract for services rendered which the Board of Directors under the signature of the current President.
Section 3. The Association Administrative Assistant will attend all meetings of the Board of Directors and will serve as an ex-officio, non-voting, member.
Section 1. The fiscal year shall be designated July 1 of one year to June 30 of the following year.
Section 2. The annual budget of the Arkansas Association of Colleges and Employers shall consist of funds received by the Association’s treasurer in the form of dues.
Section 3. Of each member’s paid dues, eighty percent (80%) shall be applied to the fiscal budget of the following year. Twenty percent (20%) shall be applied to a contingency fund for special projects.
Section 4. All expenditures totaling less than two hundred dollars need only be approved by the AACE Treasurer. Those lying between two hundred and five hundred dollars shall be approved by the AACE Finance Committee Chairperson. Expenditures in excess of five hundred dollars must bear the approval of the AACE Finance Committee Chairperson as well as the President.
Section 5. A hospitality suite shall be purchased for use by the AACE membership during the Spring Conference and the AACE President shall hold a private room.
Section 6. Travel reimbursements will be made available to all board members if the following guidelines are met: (a) At least three board members are present during a required meeting such as annual board meetings; (b) Member’s organization is unable to reimburse (no double reimbursement will be allowed).
Only mileage reimbursements will be made from member’s organization to designated meeting location at the state mileage rate. Reimbursement rates for the year will not exceed $500 collectively for all members.
Section 7. AACE will sponsor the registration fees (early bird rate) for the acting President to attend either the SoACE or NACE conference during their elected year. Travel, lodging and other expenses incurred will be the responsibility of the member or the member’s organization. In the event that the President is unable to attend, the President will appoint another board member to be awarded the sponsorship.
Dues and Fees
Section 1. Changes in the amount of individual annual membership dues must be recommended by the Board of Directors and approved by the membership at the annual business meeting or by quorum of electronic vote. Annual dues shall be collected following the beginning of the fiscal year and will stand for the remainder of the fiscal year.
Pro-rated membership fees will be given to first time new members one time. After the first year, regular member dues apply. Pro-rated rates will not be available to past, current or late paying members.
Section 2. The Board of Directors will approve the conference registration fee for conferences.
Section 3. Refund of all annual conference registration fees will be made if cancellation is received in writing one week prior to the start of the conference.
Section 4. Student membership dues will be assessed at a rate of ½ the normal dues for institutional college or university members.
Section 1. To assist the officers and directors in conducting the affairs of the Association, there will be the following standing committees:
A. Awards and Nominating Committee
B. Membership Committee
D. Conference Committee
Nomination and Election Procedures
Section 1. The Awards and Nominating Committee will inform the Board of Directors of the slate of candidates by February 1 of each year. Candidates for each office will be submitted to the Board of Directors for approval by March 1 of each year. Following Board approval, the Nominating Committee will solicit those members for office. Nominations for candidacy will be allowed from the floor at the Spring Conference. The slate of candidates will be voted upon during the business meeting at the Spring Conference.
Section 2. The member receiving the greatest number of votes for each office will be elected to that office. In case of a tie vote, the new board member will be decided by ballot vote at the annual business meeting. In case of an unopposed nomination, the election will be declared by acclimation.
Section 3. Results of the election will be announced in the first issue of the AACE Newsletter following the election.
Section 4. Any person who has been elected but has not yet assumed office and is unable to serve will be replaced by nomination from the floor and a special election during the annual business meeting. Following the business meeting, when an officer or board member ceases to qualify for office, Article III, Section 4 of the Constitution will be followed.
Section 5. The Board of Directors will expeditiously conduct a special election in accordance with the above procedures when the position of President-elect becomes vacant. In the interim, the Immediate Past President will temporarily assume the duties of President-elect until the special election results are validated. In the absence of the Immediate Past President, the order of succession shall be AACE President, Secretary, Treasurer, Historian, Director for Employer Relations, Director for Four-Year or Two-Year College Relations.
Business meetings for the association would be regularly conducted during the Fall and Spring Conferences. Specially called business meetings, for the consideration of emergency business, may be called at the approval of the Board of Directors. The membership must be notified thirty (30) days in advance of all business meetings. Voting for special business meetings may take place in person, through mailed ballot, or electronic ballot and must be limited to emergency business only. Voting at special business meetings will not address or include association elections, with the exception of a special election to fill a President-elect vacancy. Voting at Fall and Spring business meetings must be conducted in person.
For the purpose of considering amendments to the Constitution and Bylaws and conducting other Association business, a business meeting will be held during the Fall and Spring Conferences. The members in attendance at the business meeting will constitute a quorum. The secretary shall notify the AACE membership of a business meeting thirty (30) days in advance.
Notification of association official business, including newsletters, may be transmitted to the membership by U.S. Mail, parcel carrier, electronic mail, or World Wide Web pages. The Board of Directors may utilize any, all, or exclusively one of the aforementioned modes for official communication to membership.
Robert’s Rules of Order will govern the Association in all cases to which they are applicable and in which they are consistent with the Bylaws of the Association.
The Constitution and Bylaws may be amended by electronic vote or during the business meeting held during each conference. Proposed amendments to the Constitution and Bylaws will be filed with the Secretary in time to be mailed to the membership at least thirty (30) days prior to the date of the Electronic vote or business meeting during which they are to be considered. Amendments to this document shall only be approved when voted upon favorably by at least two-thirds (2/3) of the AACE membership present at a business meeting. Suspension of Constitution and Bylaws, rules, or standing rules, may be considered by the membership for temporary deviations as necessary to conduct affairs of the association. Suspensions to the Constitution and Bylaws, rules, or standing rules shall only be approved when voted upon favorably by at least two-thirds (2/3) of the AACE membership participating in a business meeting.
Long Range Management Plan
The Board of Directors will conduct the business of the Association in accordance with the goals and objectives outlined in the Long Range Management Plan document. Modifications to the Long Range Plan will require a majority vote of the Board of Directors.
Section 1. Types of Action
The Board of Directors may censure, suspend, expel from membership, or remove from office any individual who is found guilty of committing an act, or acts, set out in Section 2 of this Article. In determining the action to be taken against an individual who is found guilty of committing an act, or acts, set out in Section 2 of this Article, the decision of the Board of Directors will be final.
Section 2. Causes
a. Violation of the National Association of Colleges and Employers "Principles for Professional Conduct for Career Services & Employment Professionals;"
b. Violation of the Arkansas Association of Colleges and Employers "Principles for Professional Conduct for Career Services Professionals;"
c. Violation of the association's Constitution, Bylaws or any applicable resolutions;
d. Violation of a state or federal law prohibiting discrimination in employment or recruiting practices on the basis of gender, race, color, religion, age, national origin, disability, citizenship, or such violation having been determined by a governmental agency duly authorized to enforce such law;
e. Non-compliance with the association’s policy statement regarding conflict of interest;
f. Failure to properly account for association funds or other failure to meet financial obligations to the association.
Section 3. Procedure
Upon receipt of information that a member of the association, a member of the Board of Directors, or a member of one of the association committees has committed an act, or acts, which gives rise to a violation set out in Section 2 of this Article, a written complaint must be submitted to the association Secretary who will present the complaint to the Board of Directors for consideration. Should the decision be made that action is necessary, a notice outlining the violation will be served upon the individual(s) involved by certified mail with return receipt requested. Said individual(s) will be given not less than ten (10) days, but not more than twenty-one (21) days, to respond to the complaint and an opportunity to offer evidence on behalf of said individual(s) if desired.
Within thirty days of receipt of the response by the individual(s) a hearing will be held by an ad hoc committee of three (3) past or present officers of the Association appointed by the President of the Association with the approval of the Board of Directors. The members of the ad hoc committee must have actively participated in the association during the past five years. The committee will render its findings solely based upon the evidence collected and recommend a course of action to the Board of Directors.
The Board of Directors will review the recommendation submitted by the ad hoc committee and make a final recommendation and disposition of the complaint, including the action to be taken as set forth in Section 1 of this Article. Decisions rendered must be approved by a 2/3 vote of the Board of Directors.
D. Board Member Complaints
When the complaint involves a Board Member, or contests Board action, the complaint must be delivered to the immediate Past-President. The complaint will be heard by an ad hoc committee, comprised of the immediate Past-President and no less than two other of the association’s Past-Presidents, who will act in place of the President and the Board of Directors, in accordance with Section A and B above. The Board will then be responsible for disposition under Section C above.
Section 4. Temporary Removal Pending Adjudication
Where the situation demands, due to allegations set forth in the complaint, and the sensitivity of the position held by the individual(s) charged with a violation set out in Section 2 of this Article, the Board of Directors of the Association is empowered to temporarily remove said individual(s) from any and/or all participation in activities of the association and/or Board of Directors, pending adjudication of the case.
Section 5. Notification of Decision Rendered
Upon rendering a judgment regarding the case, an official statement will be drafted by the Board of Directors for inclusion in their meeting minutes. A statement of the decision will be provided to the individual filing the complaint and the individual(s) with whom the complaint addressed.