LAPPA: Louisiana Association of Higher Education Facility Administrators
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CONSTITUTION OF

THE LOUISIANA ASSOCIATION OF HIGHER EDUCATION FACILITY OFFICERS

(Adopted April 23,1982)

Revised November 5, 1999

Article I - NAME

The name of this organization shall be "The Louisiana Association of Higher Education Facility Officers."

Article II - PURPOSES

The purposes of the Association are to promote common interests in the administration, maintenance, operation, planning and development of physical facilities, to foster professional ideals and standards, to better serve the objectives of institutions of higher education in the State of Louisiana and to aid and supplement the work of the Association.

Article III - MEMBERSHIP

Applicants will be accepted into membership to the association principally from accredited institutions of higher education. Other state-owned and private institutions may apply provided they meet qualification criteria. Members shall be full-time Higher Education Facility Officers of the planning, development, operation, maintenance or construction fields.

Article IV - ADMINISTRATIVE ORGANIZATION

Section A - Officers

  1. The Officers of the Chapter shall consist of a President, Vice President, and a Secretary-Treasurer. No officer shall receive remuneration of any sort for his services to the Association.

Section B - Board of Directors

  1. The Board of Directors of the Association shall consist of the President, Vice President, the Secretary-Treasurer, the past President and two Directors at Large.
  2. The President, Vice President, and the Secretary-Treasurer shall serve in their same respective offices on the Board of Directors.

Section C - Elections

  1. Vacant Offices and Directorships shall be filled at the Fall meeting and shall assume their elected positions as of meeting adjournment.
  2. Officers and Directors shall be elected by majority vote of the members present.
  3. The term of the President, Vice President and Secretary-Treasurer shall be one year.
  4. The term of the Directors at Large shall be two years expiring on alternate years.
  5. No two members of the Board of Directors shall be from the same institution.
  6. Once elected as a first year Director at Large, the elected shall progress through the ranks serving finally as Past President.
  7. In the event an officer cannot complete his rotation (except past President), junior officers will automatically advance.

Article V - BYLAWS

The Association at any scheduled meeting may adopt or amend any Bylaws, consistent with the provisions of the Constitution, by a majority vote cast by the voting members present, except where a greater majority may be required by the Bylaws.

Article VI - MEETINGS

The Association shall meet as directed in Article V of the By Laws.

Article VII - AMENDMENTS

Any and all articles, sections or paragraphs of this constitution may be repealed or amended by a vote of two-thirds of the members of the Association present and voting, after official notification. Official notification shall be by electronic mail or in writing not less than fifteen (15) days prior to any regular meeting.

 

BYLAWS OF

THE LOUISIANA ASSOCIATION OF HIGHER EDUCATION FACILITY OFFICERS

(Adopted April 23,1982)

Revised November 5, 1999

Article I - MEMBERSHIP

Section A - Eligibility for Membership

  1. Representatives of institutions in the State of Louisiana meeting the requirements of Article III of the constitution are eligible for membership.   
  2. Membership in the Association shall be limited to Higher Education Facility Officers engaged in planning and development, operations, maintenance and construction fields.
  3. There shall be no limitation on the number of members from an institution. Representatives not eligible for membership may be welcomed as guests.
  4. The institutions represented at the organizing meeting at Tulane University on October 24, 1976, shall be carried on the rolls as Charter members in perpetuity.

Section B - Definition of Membership

  1. Qualification for membership shall be any representative of an institution who is deemed as satisfying the requirements of Article III of the constitution by the principal Facility Officer administrator of a qualifying institution of Higher Education.
  2. Membership is established when the Archivist as defined in Article IX is notified of the desired addition and the applicant's name is added to the Association's mailing and membership lists.
  3. The qualifications for membership may be waived by the Board of Directors for special circumstances.

Section C - Right and Privileges

  1. Members shall be entitled to all rights and privileges of the Association; the right to vote on all questions; to hold office; receive copies of the minutes, reports and publications and to sponsor guests at meetings.
  2. Dues - There shall be no dues. Any assessment shall be proposed by the Board of Directors and approved by a two-thirds vote of the members present at any regular meeting.

Section D - Termination of Membership

  1. Membership shall terminate if a member no longer meets the requirements of Article III of the constitution.
  2. Membership shall be terminated if the principal Facility Officer administrator of a qualifying institution of Higher Education deems the member as no longer appropriate for membership according to the constitution and bylaws of the Association when polled for updates by the Archivist.
  3. Membership shall be terminated if a member notifies the Archivist he wishes his membership to be terminated.

Article II - FINANCES

Section A - Funds

  1. All funds of the Association shall come from registration fees, publication charges, exhibitors fees if any and special assessments. The Secretary-Treasurer or his representative, shall collect all registration fees for meetings and after paying all expenses of the meeting, deposit any remaining funds in the Association account.

Section B - Accounting

  1. The Secretary-Treasurer shall be responsible for all funds of the Association and shall not be required to post bond. He shall collect and disburse all funds and maintain accounts which may be called for at any time. The Board of Directors shall provide for audits of accounts as may be required.

Article III - OFFICERS

Section A - The President

  1. The President is the executive officer of the Association and Chairman of the Board of Directors. He shall preside over all meetings of the Association and the Board of Directors.
  2. He shall be responsible for the general supervision and direction of the affairs of the Association. If an event occurs between Board meetings that is not covered by the constitution or the bylaws, the President shall have authority to act for the entire Association. The event and the action taken shall be reported at the next Board meeting. The Board shall determine whether to place the matter before the membership.
  3. He shall appoint the Archivist and Web Master as defined in Articles IX and X.
  4. Upon completion of term or vacancy, the Vice President shall immediately accede to the presidency.

Section B - The Vice President

  1. The Vice President assists the President in his duties and carries out duties assigned by the President or the Board of Directors. He assumes the duties of the President when the President is absent for any reason.
  2. The Vice President is ex officio the Chairman of all Standing Committees and Vice President of the Board of Directors. The Vice President shall appoint sub-committees from the Standing Committees and designate Chairman as necessary to increase efficiency.
  3. Upon completion of term or vacancy, the Secretary-Treasurer shall immediately accede to the vice presidency.

Section C - The Secretary-Treasurer

  1. The Secretary-Treasurer is responsible for the minutes of all regular and Board meetings of the Association. He shall report on significant issues related to the minutes at regular meetings. He shall prepare minutes of the Fall meeting for the newly elected Secretary-Treasurer.
  2. He handles all official correspondence and copies same to Association officers and the Archivist. 
  3. He shall be responsible for receiving, dispensing and safe keeping of all funds of the Association. Ready funds shall be kept in a checking account and additional funds in a savings account. From time to time he shall make recommendations as to the disposition of excess funds. 
  4. He shall assure maintenance of permanent Association records by forwarding the following to the Archivist:
    • List (sign in sheet) of attendees of each regular and Board of Directors meetings.
    • Minutes of regular and Board of Directors meetings to include old business, new business, voting results, proposed and passed amendments, committee proceedings and any other information or discussion of relevance.
    • Copies of regular meeting agenda and handouts.
  5. Upon completion of term or vacancy, the 2nd year Director at Large shall immediately accede to Secretary-Treasurer.

Article IV - THE BOARD OF DIRECTORS

  1. The Board of Directors shall meet at least twice yearly, not less than one month prior to each Association meeting. The Board of Directors shall conduct all routine business of the Association; select meeting sites, approve programs, prepare a slate of candidate officers for the fall meeting and carry out directives as required by the membership.
  2. The actions of the Board shall be final on all business and procedural matters, routine expenditures and program matters. All questions affecting the membership, monetary matters beyond routine expenditures and constitutional matters shall be recommendations to be placed before the membership at the next regular meeting.
  3. Recommendations for the disposal of excess funds require approval by majority of the Board of Directors at the meeting in order to be presented to the membership.
  4. The Board of Directors shall rule on questions of policy that arise between meetings. The Board shall authorize expenditures from the treasury curing the interim between meetings of the Association.

Article V - MEETINGS

Section A - Meetings

  1. The Association shall meet at least twice a year. 
  2. The Board of Directors shall have the responsibility of selecting the host institution. Sites shall be selected at least two (2) meetings in advance. The Board of Directors, together with the principal administrator of the host institution of the next meeting and the principal administrator of the subsequent meeting site shall constitute a committee to plan the program-for the next meeting.
  3. The Fall business meeting shall include ascension and election of officers to take effect at the close of the meeting. An order of business shall be recognition of the new Board of Directors. The meeting shall be conducted by the out-going President until the completion of the program.

Section B. - Quorum

  1. A quorum shall consist of twenty Association members for transaction of business at any regular meeting.

Section C - Voting

  1. Each member present shall be entitled to one vote.

Article VI - ELECTIONS

Section A - Nominations

  1. Nominations shall be made from the floor with the consent of the nominee.

Section B. - Voting

  1. When nominations are closed, the vote shall be taken. The Secretary-Treasurer shall record the vote cast by the members present. The nominee, receiving the majority of votes cast, shall be considered to be elected.
  2. If no candidate has a majority, or the vote is a tie, a new vote shall be taken considering only the top two candidates for that office.

Section C - Eligibility

  1. Any member shall be eligible to hold any office except no two members of the Board of Directors shall be from the same institution.
  2. Once elected as a first year Director at Large, the elected shall progress through the ranks serving finally as Past President.
  3. In the event an officer cannot complete his rotation (except Past President), junior officers will automatically advance.
  4. The Board may fill any remaining vacancy in the Board of Directors or any committee with an interim successor for the remainder of the term.

Article VII - COMMITTEES

  1. Standing Committees, being of a permanent nature, are established by the Board of Directors. The President shall select the members of Standing Committees and appoint the Vice Chairman. The membership of each Standing Committee expires at the end of each annual business meeting. The Vice President is ex officio chairman of all Standing Committees.
  2. The President shall designate such temporary committees as may be required. Upon presenting a final report such committees automatically cease to exit. The committee life extends from one administration to the next. The President appoints the members and designates the Chairman.
  3. The President may, with the consent of the Board, add members to Standing Committees. He shall fill vacancies as they occur prior to the next Board meeting. He may designate additional members, fill or not fill vacancies as they occur prior to the next Board meeting.

Article VIII - AMENDMENTS

  1. Amendments to the constitution or the bylaws may be proposed by the Board of Directors or any member of the Association. Members shall forward proposals to the Secretary who shall present them to the Board. They shall be considered by the Board who may reword or alter them, as long as the intent is not changed, and prepare them for presentation to the membership.
  2. Proposed amendments to the constitution shall be forwarded to the members so that it reaches them not less than fifteen days prior to the next Association meeting. It shall be presented at the meeting for discussion, change, alteration, or rewording and then voted upon. A two-thirds vote of members present is necessary to approve.
  3. Amendments to the bylaws may be presented at any regular meeting and may be proposed from the floor. After discussion, revision, alteration or rewording, it shall be brought to a vote. An amendment to the bylaws may be adopted by a simple majority vote except where the bylaws may require a different vote.

Article IX - ARCHIVIST

Section A - Purpose

  1. To provide a stable and reliable location for archiving Association records. To maintain a current database of membership. To maintain the official constitution and bylaws and amend as deemed appropriate by the rules of the Association.

Section B - Term and Vacancy

  1. The term shall be indefinite, appointed by the President. Should a vacancy occur, the Secretary-Treasurer shall fulfil the duties of the Archivist until a successor can be named.

Section C - Duties

  1. The Archivist shall maintain the Association's historical records "The box."
  2. He shall, at least annually, poll the principal Facility Officer administrator of all known qualifying institutions of Higher Education within the state for verification of the membership database. Verification shall include:
    • Elimination of those no longer appropriate for membership according to the constitution and bylaws of the Association.
    • Additions of members appropriate for membership according to the constitution and bylaws of the Association.
    • Update of mailing addresses, phone numbers, title, position or function, E-mail addresses and Fax numbers.
  3. He will compile and maintain data forwarded by the Secretary-Treasurer to include:
    • Minutes of regular and Board meetings
    • Official correspondence
    • Membership list including name, contact data, position responsibility, etc.
    • Officer list
    • Agenda and handouts
    • List (roll) of attendees of each regular and Board of director meeting
    • Amendments to the official constitution and bylaws as changes are litigated
  4. He will provide the Web Master with database information required for keeping the Association Web Page current.

Article X - WEB MASTER

Section A - Purpose

  1. To provide an Association Web Page with current data on membership, previous and upcoming meetings and other data of interest to the membership.

Section B - Term and Vacancy

  1. The term shall be indefinite, appointed by the President. Should a vacancy occur, the Secretary-Treasurer shall fulfil the duties of the Web Master until a successor can be named. The Archivist and the Web Master may be the same member.

Section C - Duties

  1. The Web Master maintains the Association Web Page with current and historical information and graphics he deems of interest to the Association membership.
  2. He shall update all pages of the web site at least quarterly.
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