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Bylaws

NEW YORK STATE COMMUNICATION ASSOCIATION
CONSTITUTION AND BY-LAWS

CONSTITUTION

ARTICLE I.

NAME AND PURPOSE

Section 1. Name

This organization shall be known as THE NEW YORK STATE COMMUNICATION ASSOCIATION (formerly, until the weekend of 9/25-27, 1997, the New York State Speech Communication Association).

Section 2. Purposes

The purposes of this organization shall be: to encourage communication education in New York State, to serve the interests of the members of the Association, to speak for the profession in matters of policy, to set goals and standards for the profession in the state, and to promote close relations with other educational organizations in the field of communication.

ARTICLE II.

MEMBERSHIP

Membership in the Association shall be open to any person or organized group of persons interested in promoting its purposes.

ARTICLE III.

JOURNAL

The Association shall adopt as its official journal The Atlantic Journal of Communication, as a joint venture with said Journal. Consequently, the Association shall suspend, with the possibility of continuation in the future, publication of The Speech Communication Annual.

ARTICLE IV.

OFFICERS AND THEIR DUTIES

Section 1. Officers

The officers shall be: Immediate Past President, President, Vice President, Vice President-Elect, Executive Secretary, Recording Secretary, Treasurer, , Director of Outreach and Promotion, Director of New Media, Archivist, Publications Director, Editor of Reports, Editor of Proceedings, Chair of the Nominating Committee, Student Representative, and Members-at-Large (3).

Section 2. Immediate Past President

The Immediate Past President shall serve as a member of the Executive Council.

Section 3. President

The President shall preside at meetings and other functions of the Association and of the Executive Council; administer the affairs of the Association and report annually on the Association’s status and the actions taken by the Executive Council; appoint a Resolutions Committee; fill vacancies on committees and appoint ad hoc committees when necessary; call special meetings of the Executive Council when necessary; serve as official liaison with the State Department of Education; maintain contact with other professional organizations within the state (e.g., English, NYSSHLA, etc.); serve as representative to the NCA and ECA State Advisory Councils, or appoint a designee; and perform such other duties as may be delegated to the office by the Council or by the Association.

Section 4. Vice President

The Vice President shall be responsible for the theme, site selection, and contractual arrangements for the annual convention, subject to the approval of the Executive Council. The Vice President may appoint a Convention Committee to advise and assist in the formulation of policy for the convention, in soliciting and choosing programs and panels, and in implementing local arrangements. In the absence or disability of the President, the Vice President shall also assume the duties of the President.

Section 5. Vice President-Elect

The Vice President-Elect shall assist the Vice President in his/her duties. In particular, the Vice President-Elect shall coordinate the solicitation of sponsorships to raise revenue in connection with the convention and be responsible for coordinating and presenting the Excellence Awards for undergraduate and graduate student research at the annual convention.

Section 6. Executive Secretary

The Executive Secretary shall accurately record the membership and the subscribers to The Atlantic Journal of Communication;; provide a membership directory available to Association members; and be responsible for all mailing lists and mailing of the annual notices of dues to all members and subscribers to The Atlantic Journal of Communication;. The Executive Secretary shall also be responsible for the collection of dues and their transmission to the treasurer, and for registration at the annual convention.

Section 7. Recording Secretary

The Recording Secretary shall record and keep accurate minutes of all Executive Council and Association meetings and transmit copies of all minutes to the Executive Council, the Archivist, and the Editor of Reports. The Recording Secretary shall also keep an updated list of the Association officers.

Section 8. Treasurer

The Treasurer shall be responsible for the receipt of annual dues and of all other income of the Association; be custodian of the funds of the Association; make such disbursements as have been authorized in the budget and by the Executive Council; retain all forms and documentation regarding the tax status of the Association; and prepare financial records and report on the finances of the Association at the meetings of the Executive Council. The financial books of the Association may be audited by vote of the Executive Council, either by the Council itself, or by hiring a professional auditor.

Section 9. Director of Outreach and Promotion

The Director of Outreach and Promotion shall coordinate the annual new member drive; maintain contact with the chairs, Deans, and directors of community college, 4-year undergraduate, and graduate communication programs throughout the state; develop relationships with other organizations where cross-promotion is in the best interest of the Association; and cultivate the image of the Association.

Section 10. Director of New Media

The Director of New Media shall be responsible for designing, maintaining, and regularly updating the Association’s website, shall advise and consult with the Executive Council on all matters regarding the Association’s web presence, and shall spearhead all discussion and initiatives with respect to the Association’s use of new media.

Section 11. Archivist

The Archivist shall serve as the historian and archivist for the Association. He/she shall be responsible for maintaining all of the printed records of the Association, and for providing such information to the Executive Council as requested.

Section 12. Editor of the Speech Communication Annual

The office of Editor of The Speech Communication Annual shall be presently suspended, with the possibility of continuation in the future.

Section 13. Publications Director

The Publications Director shall serve as the Chair of the Publications Committee.

Section 14. Editor of Reports

The Editor of Reports shall serve as Editor of the NYSCA Reports newsletter and thus shall assume total responsibility for the bi-annual publication and distribution of the Reports, including selection of an editorial and managerial staff, solicitation of statements from officers, insurance that summaries of the minutes of all Executive Council and Association meetings be included in the first available of issue of Reports, desktopping, printing, and mailing. The Winter issue of Reports shall be published no later than two months after the annual convention; the Summer issue shall be published no later than two months after the Spring Executive Council meeting.

Section 15. Editor of Proceedings

The Editor of Proceedings shall assume total responsibility for the publication and distribution of the proceedings of the annual convention, including selection of an editorial and managerial staff and procedure for the refereeing of submissions.,.

Section 16. Chair of the Nominating Committee

The Chair of the Nominating Committee shall be charged with steering the duties of the Nominating Committee (as outlined in Article VI., Section 1.). The Chair of the Nominating Committee shall also assist in providing nominees for those offices appointed by Executive Council (as outlined in Article V., Section 3.) and present these at the Spring Executive Council meeting.

Section 17. Student Representative

The Student Representative shall serve as the voice of NYSCA’s student membership in all NYSCA affairs, by participating in the deliberations of the Executive Council at its meetings, by voting on all matters regarding policy and procedure, and by serving or filling vacancies on committees when necessary.

Section 18. Members-at-Large

Three Members-at-Large of the Executive Council shall participate in the deliberations of the Council at its meetings, shall vote on all matters regarding policy and procedure, and shall be asked to serve or to fill vacancies on committees when necessary.

ARTICLE V.

EXECUTIVE COUNCIL

Section 1. Membership

The Executive Council shall be comprised of the officers of the Association (see Article IV, Section 1.). All members of the Executive Council must be regular or life members in good standing in the Association.

Section 2. Meetings

Regular meetings of the Executive Council shall be held semi-annually: during the annual convention, and during the Spring, at the site of the upcoming convention when possible.

A special meeting of the Executive Council must be called by the President if a written request from five members of the Council is received at least one month in advance of the requested special meeting.

Section 3. Duties

The Executive Council shall be the legal representative of the Association; administer the affairs of the Association; receive reports from and act upon recommendations of all officers and committees; approve the time and place of the annual convention; approve the initiation of projects of the Association; consider liaison activities of the Association; and elect the Archivist, the Publications Director, the Editor of Reports, and the Editor of Proceedings.

Section 4. Removal from Office

The Executive Council shall, by majority vote, a quorum being present, remove from office any member of the Council who fails to perform his/her duties as outlined in Article IV. Such vote may be called at Council meetings, or by special meeting (as outlined in Article V., Section 2.) called expressly for this purpose. If the terminated officer is not present at the Council meeting at which the vote takes place, said officer will be informed of this decision to terminate within five business days. The Executive Council shall secure an interim officer to serve out the remainder of the term.

ARTICLE VI.

COMMITTEES

Section 1. Nominating Committee

A three-person Nominating Committee shall be nominated and elected by the membership at the general business meeting ofeach annual convention, with one person nominated and elected to serve as Chair of the Committee. The Nominating Committee shall then nominate candidates, and report on their nominations at the Spring meeting of the Executive Council, according to the following schedule: annually, at least two candidates for Vice President-Elect, Recording Secretary, Student Representative, and one of the three Members-at-Large; and two candidates every third year for Treasurer, Executive Secretary, Director of Outreach and Promotion, and Director of New Media.

The Nominating Committee shall also nominate members to serve on the Editorial Advisory Board of The Atlantic Journal of Communication in conjunction with the two-year terms of office for membership on said Journal’s Board, and ensuring that up to 25% of said Board is comprised of Association members. The slate must then be presented in writing to the membership at the annual convention.

Section 2. Publications Committee

The Publications Director shall appoint one member of the Executive Council and one non-officer member of the Association to serve on the Publications Committee, with at least two members of the Committee also serving in some official capacity for The Atlantic Journal of Communication. All members shall serve a three-year term. The Publication Committee shall serve as NYSCA liaison to the Atlantic Journal of Communication; monitor NYSCA membership on the journal’s Editorial Advisory Board; consult with the Executive Council on all matters pertaining to the Association and the journal’s publishing agreement with Lawrence Erlbaum Associates; help Council secure candidates for the offices of Editor of Proceedings and Editor of NYSCA Reports; help the Nominating Committee secure candidates for the office of Director of New Media; and provide oversight for all of the Associations publications, including its website.

Section 3. Resolutions Committee

The Resolutions Committee shall be comprised of three members appointed annually by the President from among those present at the annual convention. At the general business meeting of the convention, the Resolutions Committee shall present resolutions of gratitude or condemnation for work done or not done by members of, or those employed by, the Association.

Section 4. Wilson Scholar Committee

The Wilson Scholar Committee may, each year at the annual convention, award the Wilson Fellowship to a member of the Association who has established an exemplary record of scholarship and service to the Association. The committee, established by the Executive Council in 1991, and comprised each year of former prize recipients, awards the fellowship in honor of John Fletcher Wilson, renowned scholar and teacher, and longstanding active member of the Association. The fellowship carries the prize of life membership in the Association.

Section 5. Neil Postman Mentor Award Committee

The Committee, convened annually, will consist of all Past-Presidents of the Association in attendance at the convention. The committee may bestow the award on that person whom they deem has demonstrated the degree of intellectual and personal leadership, enthusiasm for learning, and generous spirit required to cultivate future generations of scholars. The Award is given in honor of Neil Postman, a long-time supporter of the Association and renowned scholar and mentor.

Section 6. Ad Hoc Committees

The President may appoint ad hoc committees to carry out specific projects of the Association; upon the request of any officer, the President shall appoint an ad hoc committee to assist the officer with constitutionally-mandated duties.

Section 7. Constitution Committee

The Chair of the Constitution Committee shall be elected on an ad hoc basis at the Spring meeting of the Executive Council. The chair, in turn, shall select two members of the Executive Council and two non-officer members of the Association to serve on the Committee.

The Committee shall propose amendments to the Constitution and By-Laws as the need arises.

ARTICLE VII.

AMENDMENTS

Section 1. Initiation

An amendment to the Constitution may be initiated by a majority of the Executive Council or by fifteen members of the Association.

Section 2. Procedure

The proposed amendment, approved by a majority of the Executive Council, or signed by fifteen members, must be submitted to the Archivist in writing prior to the Spring meeting of the Executive Council. It shall be published in NYSCA Reports and/or distributed by mail to the full membership at least three weeks prior to the annual convention of the Association. It shall be placed on the agenda of general business meeting of the annual convention.

Section 3. Voting

Voting shall be by ballot, either by electronic ballot, regular mail or at the business meeting of the annual convention. A two-thirds majority of ballots cast shall be required for the adoption of an amendment. If the balloting is by mail, ballots must be received at the Executive Secretary’s office by the date specified on the ballot. Electronic ballots shall be posted to the Association’s website by the Director of New Media, and access to the page will terminate on the date specified on the ballot. Data collected via electronic balloting will be tabulated by the Executive Secretary.

Section 4. Implementation

Any amendment adopted shall become effective immediately upon completion of the balloting.

BY-LAWS

ARTICLE I.

MEMBERSHIP, DUES AND FEES

Section 1. Categories of Membership

There shall be eight categories of membership in the Association: regular, joint, sustaining, life, emeritus, student, affiliated association, and institutional.

Regular membership. Any person interested in promoting the purposes of the Association may be admitted to regular membership.

Joint membership. Any person who is a member in good standing of both the Association and its sister organization, the New Jersey Communication Association, may be admitted to joint membership, as subscription to The Atlantic Journal of Communication is a member benefit of both organizations.

Sustaining membership. Any person interested in promoting the purposes of the Association and willing to contribute additional financial support may be admitted to sustaining membership. Sustaining members shall be entitled to such rights, privileges, and services as the Executive Council shall authorize.

Life membership. Any person with a long-term interest in promoting the purposes of the Association may be admitted to life membership. Life members shall be entitled to such rights, privileges, and services as the Executive Council shall authorize.

Emeritus membership. Upon request, any member who has been a member in good standing (who has paid dues and served the Association), and who meets the following requirements may be granted emeritus membership with the approval of the Executive Council. Said member must have served as an officer or member of the Executive Council, participated in convention programs, and/or represented the Association at state, regional, or national organizations for a period of at least ten consecutive years prior to achieving retirement status. Emeritus members shall be exempt from paying dues and shall have all of the privileges of a sustaining member.

Student membership. Full-time students may be admitted to student membership. They shall be entitled to membership at a reduced rate, but shall have no voting privileges. Student membership may be classified as Undergraduate (no journal) Undergraduate (journal) or Graduate.

Affiliated Association membership. New York State, regional, or local associations or groups dedicated to promoting the purposes of the Association may elect affiliated association membership with the approval of the Executive Council.

Institutional membership. Any college, university, corporation, or other such organization interested in the purposes of the Association may be admitted to institutional membership. Three full-time undergraduate students of institutional members shall be admitted to the annual convention free of charge, but are not entitled to student membership status.

Section 2. Member in Good Standing

A member whose dues are paid by or at the time of the annual convention is a member in good standing.

Section 3. Dues and Fees

All membership dues, fees for registration at the annual convention and for services of the Association shall be determined annually by the Executive Council.

Section 4. Fiscal Year

The fiscal year of the Association shall coincide with the month of the annual convention, beginning October 1 and ending September 30.

ARTICLE II.

MEETINGS

Section 1. Annual Convention

An annual convention of the Association shall be held at a time and place approved by the Executive Council,

Section 2. Meetings of the Executive Council

Meetings of the Executive Council shall be held at the annual convention, and in the Spring at a time announced by the President. The Spring meeting shall be held at the site of the upcoming convention when possible.

Section 3. Meetings of the Committees

Committees shall meet at the call of the chairperson. They should complete their business in time to enable the chair to submit written reports to the President one month before the meetings of the Executive Council.

Section 4. Limited Responsibility of the Association

The Association shall assume no responsibility for statements of opinions expressed by participants in convention programs.

ARTICLE III

NOMINATION OF CANDIDATES

Section 1. Method

Candidates shall be nominated by the Nominating Committee, by petition signed by fifteen members of the Association, or by nomination from the floor.

Section 2. Members of the Nominating Committee

The Nominating Committee shall consist of three members of the Association elected at the generalbusiness meeting of the convention. Only members present at the convention shall be eligible to serve on the committee. No Association officer may serve on the Nominating Committee.

ARTICLE IV.

ELECTIONS AND TERMS OF OFFICE

Section 1. Elections

At the annual convention, the Association shall elect the Vice President-Elect,Recording Secretary, one Member-at-Large, and Student Representative, and, in certain years (as outlined in the Constitution, Article V VI., Section 1.), the Treasurer, Executive Secretary, Director of Outreach and Promotions, Director of New Media, and members of the Editorial Advisory Board of The Atlantic Journal of Communication.

Section 2. Terms of Office

The Vice President-Elect shall serve for one year, then automatically succeed to Vice President. The Vice President shall serve for one year, then automatically succeed to President. The President shall serve for one year, then automatically succeed to Immediate Past President. The Immediate Past President shall serve for one year. The Executive Secretary, Treasurer, Director of Outreach and Promotion, Director of New Media, Archivist, Publications Director, and all Editors shall serve for three-year terms. The Recording Secretary shall serve for a one-year term. Members-at-Large shall serve for staggered three-year terms, with no more than one member being elected each year. Members of the Editorial Advisory Board of The Atlantic Journal of Communication shall serve according to the two-year schedule set in place by the Journal’s editor.

No person may hold more than one Association office simultaneously.

Section 3. Replacement of Officers

Any elected office which becomes vacant and which does not have a designated successor shall immediately be filled by temporary appointment by the President. Vacated offices of President and/or Vice President shall immediately be filled through the succession process. In such a case, the offices of Vice President and Vice President-Elect will both need to be filled by the nomination and election process at the next annual convention. The vacated office of Immediate Past President may be left vacant until such time as normal succession takes place. If the office in question is appointed by the Executive Council, it shall be filled at the next meeting of the Council.

Section 4. Assumption of Office

All officers elected by the Association shall begin their terms at the conclusion of the general business meeting of the convention at which they are elected. All officers appointed by the Executive Council shall begin their terms at the conclusion of the Council meeting at which they are appointed.

ARTICLE V.

PROCEDURES FOR VOTING AND REPORTING OF VOTE ON ELECTIONS

Section 1. Procedure

Voting shall be by ballot at the general business meeting of the annual convention. A majority of votes cast shall be necessary to elect.

Section 2. Official Ballots

The Chair of the Nominating Committee in consultation with the Executive Secretary shall prepare the official ballots.

Section 3. Tabulating and Reporting

The President shall appoint a committee of at least three tellers to tabulate the vote and report the results. The results of the election shall be published in the next issue of NYSCA Reports.
ARTICLE VI.

PARLIAMENTARY PROCEDURE

Robert’s Rules of Order, Revised shall be the parliamentary authority for governing the Association in the absence of any provision to the contrary in the Constitution and By-Laws.

ARTICLE VII.

QUORUM

Section 1. Executive Council

A quorum at any meeting of the Executive Council shall be eight members.

Section 2. Association

A quorum at any business meeting of the Association shall be twenty-five members.

Section 3. Absence of Quorum

In the absence of quorum at any meeting of the Association, the Executive Council shall be empowered to carry out the responsibilities of the Association set forth in the Constitution and By-Laws.

ARTICLE VIII.

AMENDMENTS

Section 1. Initiation

Amendments to these By-Laws may be initiated by a majority of the Executive Council or by fifteen members of the Association.

Section 2. Procedure

The proposed amendment, approved by the majority of the Executive Council, or signed by fifteen members, must be submitted to the Archivist in writing prior to the Spring meeting of the Executive Council. It shall be published in NYSCA Reports and/or distributed by mail to the full membership at least three weeks prior to the annual convention of the Association. It shall be placed on the agenda of the general business meeting of the convention.

Section 3. Adoption

Voting shall be by ballot, either by electronic ballot, regular mail or at the general business meeting of the annual convention. A two-thirds majority of ballots cast shall be required for the adoption of an amendment. If the balloting is by mail, ballots must be received at the Executive Secretary’s office by the date specified on the ballot. Electronic ballots shall be posted to the Association’s website by the Director of New Media, and access to the page will terminate on the date specified on the ballot. Data collected via electronic balloting will be tabulated by the Executive Secretary.

Section 4. Implementation

Any amendment adopted shall become effective immediately upon completion of the balloting.

ARTICLE IX

DISSOLUTION OF THE ASSOCIATION

In the event that the Association shall be hereinafter dissolved, the assets of the Association shall be distributed in equal shares to the National Communication Association, the Eastern Communication Association, and the American Speech-Language Hearing Association, for educational purposes as described in Section 116(a) (4) of the Tax Law of the State of New York, or to the Federal Government, or to the New York State Government for a public purpose.

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