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Association for Institutional Thought

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AFIT Governance

Proposed changes to AFIT’s Constitution

ARTICLE III: MEMBERSHIP

Article 3, Section B

Currently states:

“Membership is defined by payment of current dues to the Secretary-Treasurer. A member may resign by notifying the Secretary-Treasurer of the Association. There shall be no reimbursement of dues in case of resignation.”

Proposed change:

“Membership is defined by payment of current dues to the Treasurer.  A member may resign by notifying the Secretary and the Treasurer of the Association.  There shall be no reimbursement of dues in case of resignation.”

ARTICLE IV: DIRECTING BOARD

Article 4, Section A

Currently states:

“The administrative oversight body of the organization shall be a nine (9) person Directing Board. The Directing Board consists of three (3) officers: a President, Vice-President, Secretary-Treasurer; four (4) at-large Board members; and the two (2) most recent past Presidents following the end of their terms of office.”

Proposed change:

The administrative oversight body of the organization shall be a eleven (11) person Directing Board. The Directing Board consists of four (4) officers: a President, Vice-President, Secretary, and Treasurer; four (4) at-large Board members; the two (2) most recent past Presidents following the end of their terms of office; and one Graduate Student Representative.

Article 4, Section E:

Currently states:

“The Secretary-Treasurer shall serve a two-year term of office and may be re-elected without limitation. The Secretary-Treasurer is responsible for maintaining a current membership directory of the Association, and shall have the primary responsibility for the management of elections, the routine financial affairs of the Association, the preparation of agendas, and the keeping of minutes at meetings of the Directing Board. In addition, the Secretary Treasurer is responsible for the planning of the annual banquet and business meeting.”

Proposed change:

The Secretary shall serve a five-year term of office and may be re-elected without limitation.  The Treasurer shall serve a five-year term of office and may be re-elected without limitation. The Secretary and Treasurer are jointly responsible for maintaining a current membership directory of the Association

The Secretary shall have the primary responsibility for the management of elections, the preparation of agendas, the keeping of minutes at meetings of the Directing Board and is responsible for the planning of the annual banquet and business meeting.  Additionally, the Secretary is responsible for all archived and current records and record keeping.

The Treasurer shall have the primary responsibility for the routine financial affairs of the Association, making certain that all presenters at AFIT sponsored conference and all members of the Directing Board are current with membership dues, and collect all money for AFIT activities, such as the annual banquet as well as pay for all of the events out of AFIT funds.  The Treasurer shall make an annual report to the Board and general membership at the annual AFIT conference about the state of the treasury, and shall ensure that all tax matters are handled. 

Article 4, Section I:

Currently states:

“The Directing Board shall act by a majority of those voting, but six (6) members shall be necessary to constitute a quorum.”

Proposed change:

The Directing Board shall act by a majority of those voting, but nine (9) members shall be necessary to constitute a quorum.  In the event of a tie, the motion as it stands fails to pass.  The motion may be made again with renewed discussion and stand for vote again without changes.  If the motion does not win the majority of support after the second vote, the motion as it stands fails to pass.  A new motion may be made, but only if it contains new wording. 

NEW: 

Article 4, Section J:

To the extent that it is reasonable, all discussion and formal voting between Board members may be accomplished electronically, and those emails may be entered into the formal record of AFIT.  Wherein this Constitution it states that Directing Board members must sign, it is noted that electronic support shall formally act as a proxy for a physical signature.

NEW: 

Article 4, Section K:

At the discretion of the Directing Board, a call for nominations for a Graduate Student Representative may be sent out in the course of the normal election process.  The graduate student would be a voting representative on the Directing Board.  Nominations must come from AFIT members.  The elected Graduate Student Representative would be elected for a two year term (the graduate student must be enrolled in graduate school for at least one year of the term) and is not eligible to hold the same office in the year following his or her elected term.  The responsibilities of the Graduate Student Representative include acting as a liaison between the Directing Board and AFIT’s graduate student membership, recruitment of graduate students into AFIT, and outreach to other organizations for the purposes of communication and recruitment.  In the event a Graduate Student Representative is not able to fulfill his or her term, the seat will remain vacant until the next round of elections. 

ARTICLE V: ELECTION PROCEDURES FOR DIRECTING BOARD

Article 5, Section B:

Currently states:

“The President shall appoint a Nominating Committee of a chair and two (2) additional members and notify the Secretary-Treasurer of the names of the committee members. The Secretary-Treasurer shall notify the membership of the names, addresses and phone numbers of the Nominating Committee members. The announcement of the composition of the Committee shall be accompanied by a statement inviting suggestions from the membership for names of suitable candidates for office. Each such notice shall also include the text of this Section and the next Section (Sections B & C of Article V) of the Constitution and the schedule by which the nominations, elections, and notifications will be conducted. Nominations for each elective office shall be submitted by the Nominating Committee to the Board along with a vita and brief (200 word) biographical sketch provided by each nominee. The Board shall have the authority to approve the slate of official nominations by majority vote. The Secretary-Treasurer shall announce approved nominations to the membership according to the official schedule.”

Proposed changes:

The President shall appoint a Nominating Committee of a chair and two (2) additional members and notify the Secretary of the names of the committee members. The Secretary shall notify the membership of the names, addresses and phone numbers of the Nominating Committee members. The announcement of the composition of the Committee shall be accompanied by a statement inviting suggestions from the membership for names of suitable candidates for office. Each such notice shall also include the text of this Section and the next Section (Sections B & C of Article V) of the Constitution and the schedule by which the nominations, elections, and notifications will be conducted. Nominations for each elective office shall be submitted by the Nominating Committee to the Board along with a vita and brief (200 word) biographical sketch provided by each nominee. The Board shall have the authority to approve the slate of official nominations by majority vote. The Secretary shall announce approved nominations to the membership according to the official schedule.

Article 5, Section C:

Currently states:

“Any member may nominate another member for any office by a letter of nomination to the Secretary-Treasurer before the deadline set forth in the official schedule for such nominations, supported by the signatures of at lease four other members, and stating that the person being nominated is willing to serve if elected. Nominations made pursuant to this Section are not subject to the approval of the Directing Board.”

Proposed changes:

Any member may nominate another member for any office by a letter of nomination to the Secretary before the deadline set forth in the official schedule for such nominations, supported by the signatures of at least four other members, and stating that the person being nominated is willing to serve if elected. Nominations made pursuant to this Section are not subject to the approval of the Directing Board.

Article 5, Section D:

Currently states:

“At the time set forth in the official schedule, no fewer than forth-five (45) days before the opening of the general meeting, the Secretary-Treasurer shall mail to all members a ballot bearing the names of all nominees and a brief (200 word) biographical sketch of each, as provided by the nominees themselves. Ballots will allow the option of a write-in candidate for each office. Votes cast for write-in candidates who are members of the Association, shall be counted in the same fashion as votes for other candidates. Ballots shall include directions for marking and returning the ballot with the deadline for the close of balloting clearly stated.”

Proposed changes:

At the time set forth in the official schedule, no fewer than forth-five (45) days before the opening of the general meeting, the Secretary shall email to all members the website where a ballot bearing the names of all nominees and a brief (200 word) biographical sketch of each, as provided by the nominees themselves, appears. Ballots will allow the option of a write-in candidate for each office. Votes cast for write-in candidates who are members of the Association, shall be counted in the same fashion as votes for other candidates. Ballots shall include directions for marking and returning the ballot with the deadline for the close of balloting clearly stated.

Article 5, Section E:

Currently states:

Section E: All ballots returned by members shall be counted by the Secretary-Treasurer within 30 days after the date set for the closing of balloting process. The Secretary-Treasurer shall present to the Directing Board a list of the members elected to each office. The sitting President shall notify the nominees of the results of the election. The Secretary-Treasurer shall announce to the membership the results of the election. Newly elected Directing Board members shall be introduced along with sitting Directing Board members at the annual general business meeting of the Association.

Proposed changes:

All ballots returned by members shall be counted by the Secretary within 30 days after the date set for the closing of balloting process. The Secretary shall present to the Directing Board a list of the members elected to each office. The sitting President shall notify the nominees of the results of the election. The Secretary shall announce to the membership the results of the election. Newly elected Directing Board members shall be introduced along with sitting Directing Board members at the annual general business meeting of the Association.

Article 5, Section F:

Currently states:

“In the absence of the President, bis or her duties shall fall successively to the Vice President and the Secretary-Treasurer for the remainder of the President's term. Should a vacancy occur in any other office, the Directing Board shall fill the vacancy by appointment of a member to fill the office vacated for the remainder of the term.”

Proposed changes:

In the absence of the President, his or her duties shall fall successively to the Vice President, then to the Secretary, then to the Treasurer for the remainder of the President's term. Should a vacancy occur in any other office, the Directing Board shall fill the vacancy by appointment of a member to fill the office vacated for the remainder of the term.

 

ARTICLE VIII: FINANCES

Article 8, Section C:

Currently states:

“All funds of the Association shall be in the care of the Secretary-Treasurer. The Secretary Treasurer shall make disbursements from Association funds according to policies, rules, and regulations adopted by the Directing Board.”

Proposed changes:

All funds of the Association shall be in the care of the Treasurer. The Treasurer shall make disbursements from Association funds according to policies, rules, and regulations adopted by the Directing Board.

Article 8, Section E:

Currently states:

“The Secretary-Treasurer shall submit a financial report to the Directing Board at least seven (7) days prior to the annual Board meeting. At the annual Board meeting, the Directing Board shall review the financial report, approve it or reject it, or request further information. The Directing Board may, at its discretion and at any time, provide for a professional audit of the books of the Association. The report of any such audit shall be available to the membership.”

Proposed changes:

The Treasurer shall submit a financial report to the Directing Board at least seven (7) days prior to the annual Board meeting. At the annual Board meeting, the Directing Board shall review the financial report, approve it or reject it, or request further information. The Directing Board may, at its discretion and at any time, provide for a professional audit of the books of the Association. The report of any such audit shall be available to the membership.

ARTICLE IX: AMENDMENTS

Article 9, Section B:

Currently states:

“Following Board consideration of proposed amendments, the Secretary-Treasurer shall distribute a notice of the proposed amendments to the membership. Tills notice shall include a copy of the text of the proposed amendment, the text of any portions of the Constitution that would be changed by the amendment(s), explanation of the need for the proposed amendment provided by the sponsors of the amendment(s), and the Board's recommendation regarding the proposed amendment(s).”

Proposed changes:

Following Board consideration of proposed amendments, the Secretary shall distribute a notice of the proposed amendments to the membership. This notice shall include a copy of the text of the proposed amendment, the text of any portions of the Constitution that would be changed by the amendment(s), explanation of the need for the proposed amendment provided by the sponsors of the amendment(s), and the Board's recommendation regarding the proposed amendment(s).

Article 9, Section C:

Currently states:

“For amendment(s) sponsored by the Directing Board, the Board shall establish an official schedule for the ratification process. For amendment(s) proposed by petition, the ratification process shall be carried out within the following limits:

1. Notice to the membership of the proposed changes shall be made within 45 days from the date at which the Secretary-Treasurer receives a valid petition;

2. Ballots shall be mailed to the membership by the secretary treasurer no fewer than 20 days and no more than 30 days after the notice is provided;

3. The close of balloting shall be no fewer than 21 days and no more than 30 days after the ballots have been mailed.

4. Official determination of the outcome of the ratification election shall be completed within 10 days of the close of balloting and the results mailed to the membership within 14 days thereafter.”

Proposed changes:

For amendment(s) sponsored by the Directing Board, the Board shall establish an official schedule for the ratification process. For amendment(s) proposed by petition, the ratification process shall be carried out within the following limits:

1. Notice to the membership of the proposed changes shall be made within 45 days from the date at which the Secretary receives a valid petition;

2. Notification of the opening of voting on the proposed ballots shall be emailed to the membership by the Secretary no fewer than 10 days and no more than 20 days after the notice is provided;

3. The close of balloting shall be no less than 14 days and no more than 30 days after the notification about the ballots have been emailed.

4. Official determination of the outcome of the ratification election shall be completed within 10 days of the close of balloting and the results emailed to the membership within 14 days thereafter.