AAD Constitution & By-Laws
C O N S T I T U T I O N
ARTICLE I – NAME
- Sec. 1 This Association shall be known as the Arkansas Association of the Deaf, Inc., hereafter referred to as the AAD.
ARTICLE II – INCORPORATION
- Sec. 1 The AAD shall have as its object, the body politic and corporate by the name and style of the Arkansas Association of the Deaf. As a corporation chartered by the state of Arkansas, it shall follow the procedures set out for corporations organized for general welfare.
ARTICLE III – OBJECT
- Sec. 1 The object of the AAD shall be to promote the social, educational, civic, and economic welfare of all the deaf and hard of hearing citizens within the state of Arkansas and to cooperate with other Associations for the purpose of advancing the cause of deaf and hard of hearing Arkansans on the state and national level.
ARTICLE IV – MEMBERSHIP
- Sec. 1 There shall be three types of active membership, an honorary membership, and one type of affiliate membership.
- Sec. 2 ACTIVE MEMBERS – Any person interested in supporting the mission and goals of AAD is entitled to active membership in the AAD upon payment of member dues as prescribed in Article V, section 1 of the By-laws. Active members shall enjoy all rights afforded to members such as making motions, voting, and holding office.
- Sec. 3 SENIOR CITIZEN MEMBERS – Any person age 62 and older and interested in supporting the mission and goals of AAD is entitled to active membership in the AAD upon payment of member dues as prescribed in Article V, section 2 of the By-Laws. Senior citizen members shall enjoy all rights afforded to members such as making motions, voting, and holding office.
- Sec. 4 STUDENT MEMBERS – Any person who is a full-time student enrolled in an accredited educational program and interested in supporting the mission and goals of AAD is entitled to active membership upon payment of member dues as prescribed in Article V, section 3 of the By-Laws. Full-time students are those who are age 16 and older and enrolled in a secondary education program for a full day on a regular basis or who are registered for at least ten (10) hours of credit in a postsecondary education program (i.e., vocational-technical, community college, college, or university). Student members have the same rights and privileges as active members such as making motions, voting, or holding office.
- 4 (a) MEMBERSHIP FOR GRADUATING DEAF OR HARD OF HEARING HIGH SCHOOL SENIORS - Each graduating senior of the Arkansas School for the Deaf, and each deaf or hard of hearing graduating senior of a regular public, private or special school may be given a free membership in this Association following graduation, which shall be in force for a period of two-years.
- Sec. 5 HONORARY MEMBERS – Any person so voted honorary membership by the AAD. Honorary members have the same rights as active members with the exception of payment of member dues, making motions, voting, or holding office.
- Sec. 6 ORGANIZATION/CHAPTER AFFILIATION – An organization of or for deaf and hard of hearing persons and located in the state of Arkansas may apply for affiliate membership with the Association. Such organizations must meet eligibility criteria as prescribed in Article III, section 10 and pay affiliation dues as prescribed in Article V, section 4 of the By-Laws. Organization/chapter affiliates shall receive benefits from their affiliation with AAD as prescribed in Article III, section 10 with the exception of making motions, voting, or holding office.
ARTICLE V – OFFICERS AND ELECTION
- Sec. 1 OFFICERS: The elective officers of the AAD shall consist of a President, a First Vice-President, a Second Vice-President, a Secretary, a Treasurer, and an Editor of the Deaf Arkansan.
- 1 (a) In addition to aforementioned six elected officers, five Trustees shall be appointed by the President with the approval of the elective officers. The six officers and five trustees shall constitute the Executive Board and shall be responsible for the governance, management, and conduct of this Association during the two-year interim between conventions.
- Sec. 2 ELECTIONS: Officers shall be elected separately by ballot on the last day of each regular convention of the AAD and shall serve two-year terms.
- 2 (a) No person shall be eligible to hold any AAD office who cannot understand and converse fluently in American Sign Language.
- 2 (b) A member may be elected to office in absentia provided a signed statement announcing personal willingness to serve is obtained by the President beforehand and exhibited at the regular convention.
- 2 (c) All candidates for office shall be members in good standing for at least two years prior to candidacy, have paid current dues, and be a resident of the state of Arkansas.
- 2 (d) No more than one of the elected officers may be a hearing person at
- any one time.
- 2 (e) All officers and trustees of the AAD Executive Board are required to make the following promise or oath prior to commencing their terms of office: “I do solemnly promise that I will faithfully do the duties of my office and support the Constitution and By-Laws of the AAD to the best of my ability.”
- 2 (f) The nominations committee may select the retiring president or a former officer to administer the oath for the newly elected officers.
- Sec. 3 COMPLETION OF OFFICER’S TERMS – Within thirty (30) days after the election, all outgoing officers shall finish up their duties and hand over to newly elected officers all records, materials, and equipment belonging to the AAD.
- 3 (a) Elected officers shall be eligible to serve in the same office (i.e., President, 1st VP, 2nd VP, Secretary, Treasurer, or Deaf Arkansan Editor) for up to two consecutive two-year terms.
- Sec. 4 RESIGNATIONS – Resignations shall be submitted in writing to the President, with statements of reasons for the resignation.
- 4 (a) Any vacancy, except that of the President occurring in an elective office for any reason, shall be immediately filled by the Executive Board to serve until the next regular convention.
ARTICLE VI – DISSOLUTION
- Sec. 1 The AAD shall not have the power to dissolve itself as long as there are ten (10) dissenting members in good standing.
- Sec. 2 Upon dissolution of the AAD and after payment of all then existing debts and liabilities, all remaining assets shall be given to the National Association of the Deaf, Silver Spring, Maryland, for the exclusive use of deaf people.
B Y – L A W S
ARTICLE I – DUTIES OF OFFICERS
- Sec. 1 PRESIDENT – shall preside at all meetings of the AAD; enforce orders and strict observance of the Constitution, By-Laws, and General Laws; countersign all vouchers on the AAD Funds; appoint all committees as may be provided for in these By-Laws and/or as directed by the Executive Board; have the authority to appoint a sergeant-at-arms if it is deemed necessary; and perform such other duties as may be needed in accordance with the By-Laws and/or as directed by the Executive Board.
- 1 (a) The President shall act as Chairperson of the Executive Board, and shall have power, should a vacancy occur among the Trustees between meetings of this Association, by death, resignation or otherwise, to appoint a member to fill the unexpired term.
- 1 (b) The President shall appoint a parliamentarian sitting at the officers table during all meetings of the Association.
- Sec. 2 FIRST VICE-PRESIDENT – shall perform all the duties pertaining to the office of President in the event of that officer’s absence, illness, resignation, suspension or death.
- 2 (a) The First Vice-President shall be chairperson of the Law Committee.
- 2 (b) The First Vice-President shall have the authority to appoint members of the Law Committee with the approval of the Executive Board. The duties of the Law Committee are described in Article III, Section 4
- 2 (c) The First Vice-President shall assure that the AAD has a sufficient number of copies of the Constitution and By-Laws to distribute among every paid-up member whenever needed.
- 2 (d) The First Vice-President shall also serve as chairperson of the Organization/Affiliate Chapter Committee.
- 2 (e) The First Vice-President shall have the authority to appoint members of the Organization/Affiliate Chapter Committee with the approval of the Executive Board. The duties of the Organization/Affiliate Chapter Committee are described in Article III, Section 10.
- Sec. 3 SECOND VICE-PRESIDENT – shall perform the duties of the General Chairperson for the next scheduled biennial convention.
- 3 (a) The Second Vice-President shall have the authority to appoint a Convention Committee with the approval of the Executive Board at least six months before the next convention of the AAD. The duties of the Convention Committee are described in Article III, Section 9.
- 3 (b) The Second Vice-President shall receive an honorarium of $100.00 per convention payable at the end of the convention.
- 3 (c) The Second Vice-President may also perform other duties deemed necessary to carry out the mission and goals of AAD as directed by the President and the Executive Board.
- Sec. 4 SECRETARY – shall be responsible for taking the minutes of the proceedings of all meetings of this Association and the Executive Board and shall prepare the same for distribution to the officers and members in accordance with the By-Laws and as directed by the Executive Board.
- 4 (a) The Secretary shall be responsible for maintaining all records and equipment and for carrying out correspondence pertaining to this Association and the Executive Board, except for those that are the responsibility of the Treasurer.
- 4 (b) In case the Secretary is not able to attend any meeting of the Executive Board, the Executive Board shall choose one of its members to act as secretary pro-term for that meeting.
- 4 (c) The Secretary shall perform such other duties as directed by the President and/or the Executive Board.
- Sec. 5 TREASURER – shall receive all monies belonging to the AAD and shall keep an account of all receipts and expenditures and shall submit up-to-date financial reports to the Executive Board and to the general membership of the AAD whenever called upon to do so.
- 5 (a) The Treasurer shall pay no bills, unless approved and signed by the President of the AAD.
- 5 (b) The Treasurer shall have the Association’s financial reports audited by the Audit Committee before each Executive Board meeting and each convention.
- 5 (c) The Treasurer shall notify every member that his or her regular contribution is due and shall notify every member who is in arrears.
- 5 (d) The Treasurer shall maintain on file a complete list of all members in good standing and their addresses which shall be shared with the
- circulation manager for distribution of the Deaf Arkansan and other applicable AAD communications and publications.
- 5 (e) The Treasurer shall be required to give bond in the amount and manner prescribed by the Executive Board, the premium to be paid by the AAD.
- 5 (f) The Treasurer shall perform other duties as may be directed by the President and/or the Executive Board.
- 5 (g) The Treasurer shall receive an honorarium of $100.00 per office term year payable at the end of each term year. In the event the Treasurer does not complete a term or a new Treasurer assumes the role, the amount of honorarium will be prorated.
- Sec. 6 DEAF ARKANSAN EDITOR – shall perform all the duties required to edit and publish the Deaf Arkansan.
- 6 (a) The Editor shall have the power to establish and appoint members to an Editorial Committee.
- 6 (b) The Editor shall serve as Chairperson of the Committee.
- 6 (c) The Editor shall appoint a managing editor and a circulation manager.
- 6 (d) The Editor shall receive an honorarium of $75.00 per issue payable at the end of each term year. In the event the editor does not complete a term or a new Editor assumes the role, the amount of honorarium will be prorated.
- Sec. 7 TRUSTEES – In addition to six (6) elected officers, five (5) additional members shall be nominated as Trustees and approved by the officers of the Executive Board. Consideration shall be given to ensuring racial, geographical, gender, and age diversity and balance for the board as a whole. Trustees shall perform duties as may be required from time to time by either the President or the Executive Board. Three of the five trustees shall be appointed to serve on the Trustee Audit Committee.
ARTICLE II – POWERS AND DUTIES OF THE EXECUTIVE BOARD
- Sec. 1 EXECUTIVE BOARD – shall have as its duties the general management of the organizational affairs of the AAD. It shall carry out the wishes of the AAD as best as they can be ascertained in accordance with the AAD Constitution and By-Laws as well as the Board Guidelines and Mandates document. It shall have power to use available funds of the AAD for purposes intended to promote the mission, goals, and interests of the AAD and its members. A majority vote shall be required to pass any motion involving the expenditure of money.
- 1 (a) It shall have management control at all times of the AAD, and shall provide certificates of membership for all members, which certificates shall be signed by the Treasurer
- 1 (b) It shall have power to call a special meeting of the AAD whenever, in its judgment, circumstances call for such meetings.
- 1 (c) Seven (7) of the eleven (11) members of the Executive Board shall constitute a quorum for the transaction of business; except in case of suspension of members or officers.
- 1 (d) In the event the Executive Board is unable to hold a meeting to take a vote on a matter, a vote by alternative means of communication (i.e., email, videophone) may be allowed in the following manner-- the President shall submit the question to each member of the Board. By the deadline established by the President, each member shall notify the President whether he or she votes for or against such question. A member who does not submit his or her vote by the announced deadline shall be considered not voting.
- 1 (e) The Executive Board shall arrange to have a report of the proceedings of the convention published in the Deaf Arkansan and distributed to members within a reasonable time after adjournment.
- 1 (f) The Executive Board shall have full control over the list of names and addresses of the members of the AAD which shall not be loaned to any individual or other organizations outside of AAD without the Board’s approval.
- 1 (g) The Executive Board members shall be notified of the next board meeting at least ten (10) days in advance by either the President or the secretary.
- 1 (h) The Executive Board shall have the authority to seek contract services for projects, tasks, or services needed to promote the purposes and interests of AAD and its members. The Executive board shall prepare statement of work contracts that outline the scope of work, timelines, and amount of reimbursement for services. The statement of work contracts shall be agreed to and signed by contractor and the AAD President with approval of the Executive Board.
- 1 (i) The Executive Board shall have the authority to seek consultation and/or advice for AAD financial matters including investments.
- 1 (j) All members of the Executive Board shall be bona fide residents of Arkansas. Should a member of the Executive Board for any reason relocate out of state, that member shall submit a letter of resignation to the President. The President shall then appoint another officer or trustee to fill the vacancy. In the event a board member who relocates out of state does not submit a letter of resignation, the Executive Board shall have the right by majority vote to remove the office holder, thereby creating a vacancy, which shall be filled according to Article II, Sec. 3 of the By-Laws.
- 1 (k) Members of the Executive Board shall be eligible for reimbursement for travel expenses to Board meetings, including special meetings as determined by the president with approval of the Executive Board. The amount of reimbursement per mile shall be based on the current State of Arkansas rate for round trips. Mileage shall be computed by the shortest highway distance between of the Board member’s city of residence and the city in which meetings are held.
- 1 (l) The Association may pay travel and other applicable expenses, as necessary and appropriate, for any officers, trustees, or official representatives to attend meetings, conferences, or functions on behalf of AAD upon the approval of the Executive Board.
- 1 (m) Through a vote of ten (10) of its eleven (11) members, the Executive Board shall have the power to suspend an active member from membership privileges or to suspend an officer from the discharge of his or her duties for good and sufficient reasons provided. Such suspended member or officer shall have the right to appeal the suspension at the next regular meeting of the Executive Board following such suspension.
ARTICLE III – COMMITTEES AND THEIR DUTIES
- Sec. 1 STANDING COMMITTEES – the Executive Board shall be responsible for overseeing the duties of the following committees:
- A) Audit Committee
- B) Law Committee
- C) Legislative Committee
- D) Necrology Committee
- E) Membership Committee
- F) Website Committee
- G) Convention Committee
- H) Organization/Chapter Affiliate Committee
- I) Nominations Committee
- Sec. 2 OTHER COMMITTEES – Other committees deemed necessary to carry out the purposes and goals of AAD may be appointed by the President, subject to approval of the Executive Board.
- Sec. 3 AUDIT COMMITTEE – shall be appointed by the president from the five Trustees selected by the elected officers. Three of the five trustees shall serve on the Audit Committee. One of the three trustees shall serve as the Audit Committee chairperson.
- 3 (a) The Audit Committee shall audit the Treasurer’s books and financial reports prior to each Board meeting and again prior to an upcoming AAD convention. The committee shall work with and advise the Treasurer as may be requested.
- Sec. 4 LAW COMMITTEE – shall be chaired by the First Vice-President, who shall have the authority to appoint at least two additional members to serve on this committee, as approved by the Executive Board.
- 4 (a) The Law Committee shall be responsible for receiving, reviewing, and making recommendations on any proposed changes to the By-Laws. The committee shall keep records of AAD By-Laws and the changes or revisions made to the current By-Laws.
- 4 (b) At least 60 days prior to the next AAD Convention, the Law Committee shall publish any proposed changes or revisions to the By-Laws in the Deaf Arkansan.
- Sec. 5 LEGISLATIVE COMMITTEE – active members shall be appointed by the President with the approval of the Executive Board to monitor all proposed state legislation affecting the interests of deaf, hard of hearing, and deaf-blind persons in Arkansas.
- Sec. 6 NECROLOGY COMMITTEE – active members shall be appointed by the President with the approval of the Executive Board to maintain a record of known deaf Arkansans, whether being AAD members or not, who have passed away during the interim between conventions.
- Sec. 7 MEMBERSHIP COMMITTEE – active members shall be appointed by the President with the approval of the Executive Board to perform outreach and promotional activities to encourage and recruit residents and graduating seniors to be members of the AAD in accordance with Article IV, Section 4(a), of the Constitution.
- Sec. 8 WEBSITE COMMITTEE – active members shall be appointed by the President with the approval of the Executive Board and shall be responsible to ensure that the AAD maintains a high quality website that is regularly updated in a timely manner and beneficial to members and the general public.
- Sec. 9 CONVENTION COMMITTEE – chaired by the Second Vice-President, he or she shall have the authority to appoint a sufficient number of active members deemed necessary and appropriate to carry out the duties of planning and arranging the biennial convention.
- 9 (a) The Convention Committee shall be responsible for planning and making all arrangements for the biennial meetings of the AAD. It shall have the power to collect contributions and raise funds to sponsor workshops and entertainment programs for the alumni and visitors at the convention. Should any balance of such funds remain after payment in full of all costs and expenses of the convention, such balance shall become the property of the AAD and shall be transferred to the AAD Treasurer.
- 9 (b) The Second Vice-President as chairperson of the AAD convention shall provide regular reports to the Executive Board of all convention planning activities leading up to the scheduled meeting of the convention. Upon completion of the AAD convention, the chairperson shall provide a full report of the convention committee’s work to the Executive Board. The AAD convention committee shall incur no debt or unpaid obligations in the name of the AAD without the consent of the Executive Board.
- 9 (c)The Executive Board in consultation with the Convention Committee shall plan and prepare the Convention program agenda.
- Sec. 10 ORGANIZATION/CHAPTER AFFILIATE COMMITTEE – chaired by the First Vice-President, shall be responsible for working with organizations desiring status as an organization or chapter affiliate with AAD. The First Vice-President shall have the authority to appoint at least three (3) active members to serve on this committee with the approval of the Executive Board.
- 10 (a)An organization/ chapter affiliate desiring status with AAD shall be an organization of or for deaf and hard of hearing people and be located in the state of Arkansas.
- 10 (b)An organization/chapter affiliate desiring status with AAD shall apply and meet affiliation criteria established by the organization/chapter affiliate committee subject to approval by the AAD Executive Board.
- 10 (c) An affiliate membership dues shall be recommended by the organization/affiliate committee with the approval of the AAD Executive Board and shall be established by a vote of the general membership at biennial conventions.
- 10 (d)Organization/chapter affiliates shall be eligible for organizational assistance and services from AAD with the approval of the organizational/chapter affiliate committee and the AAD Executive Board.
- Sec. 11 NOMINATIONS COMMITTEE – shall be appointed by the President to obtain nominations for all elective offices. The nominations shall be submitted to the general membership for election during the Convention. The nominations committee also may at the request of the Executive Board be asked to manage and oversee the election of officers.
- Sec. 12 COMMITTEE REPORTS – Committees shall submit written reports at every meeting of the Executive Board. In addition, at least thirty (30) days prior to each convention, the chairperson of the each above committees shall submit a report of their committee’s work and accomplishments. These reports shall be published in the proceedings of the convention when possible.
ARTICLE IV – TIME AND PLACE OF BOARD MEETINGS
- Sec. 1 The Executive Board shall meet a minimum of four (4) times a year. The President shall designate the city and place of each meeting with approval of the Executive Board.
- Sec. 2 ORDER OF BUSINESS FOR BOARD MEETINGS:
- Call of Order
- Reading of the Minutes and approval of the minutes
- Reports of Officers and Committees
- Unfinished Business
- New Business
ARTICLE V – DUES
- Sec. 1 ACTIVE MEMBERS – Membership dues, established by a vote of the general membership at biennial conventions, shall be twenty-five dollars ($25.00) for two-years. Membership dues must be paid in full before a member can be considered to be in good standing.
- Sec. 2 SENIOR CITIZEN MEMBERS – Membership dues shall be twenty dollars ($20.00) for two-years. Membership dues must be paid in full before a member can be considered in good standing.
- Sec. 3 STUDENT MEMBERS – Membership dues shall be twenty dollars ($20.00) for two-years. Membership dues must be paid in full before a member can be considered in good standing.
- Sec. 4 ORGANIZATION/CHAPTER AFFILIATE MEMERSHIP – Member dues shall be twenty-five dollars ($25.00) per year for the period January 1 to December 31. Membership dues must paid in full before an organization/chapter affiliate can be considered in good standing.
ARTICLE VI – FUNDS AND REVENUES
- Sec. 1 The funds of the AAD shall be derived from the dues of all members of the AAD and other resources such as fundraising benefits, sales, and the like.
- Sec. 2 There shall be a special unrestricted fund of two hundred dollars ($200) for necessary expenses of the President in connection with managing the affairs of the AAD during period between conventions. In case of any expenses in excess of the stated amount during period between conventions, the President may request for an additional reasonable increase in the fund, which must be approved by the Executive Board.
- Sec. 3 Any individual or organization wishing to take up a collection or solicit funds for any purpose during a convention, whether for the AAD or not, shall obtain the endorsement of two other members and submit a written petition to the Executive Board for approval.
- Sec. 4 With the approval of the Executive Board, the President and Treasurer shall invest the funds in excess of emergency requirements from convention to convention. Investments shall be limited to purchase of United States bonds and other lawful, fully insured investments.
- Sec. 5 The AAD shall set aside a sum of money for the maintenance and beautification of the AAD Memorial Garden.
- Sec. 6 The AAD shall provide to the Deaf Senior Citizens a refreshment allowance of $40.00 per meeting (business or social) payable at the end of each fiscal year.
- Sec. 7 Upon approval of the Executive board, any organization of or for deaf people located in the state of Arkansas that wishes to have the AAD manages its funds and disburse its money shall pay AAD $1.00 per month or $12.00 per annum, payable at the end of the fiscal year; and will pay for its own service charges from the banking institution.
ARTICLE VII – CONVENTIONS AND MEETINGS
- Sec. 1 The AAD shall hold its convention within the state of Arkansas every other year in odd numbered years.
- Sec. 2 The site of the next convention shall be chosen two years in advance. In the event that no bids for the convention are offered, the Executive Board, by a two-third vote, shall determine the convention site at a later date.
- Sec. 3 The date of convention shall be set up by the Executive Board, and shall be announced by the secretary no later than January first of the convention year.
- Sec. 4 A registration fee may be charged at any regular or special meetings and at each convention. The amount shall be determined by the Executive Board.
- Sec. 5 Twenty-five active members shall constitute a quorum for the transaction of business during a convention.
- Sec. 6 Full time students (K-12 and colleges) shall pay a registration fee as set by the Executive Board.
- Sec. 7 The AAD may sponsor a Miss Deaf Arkansas contest at each convention if such project is desirable and feasible.
- Sec. 8 Six (6) months prior to the convention date, the host club shall present the price of the combination ticket for the convention to the Executive Board of AAD for approval before advertising the costs of the combination tickets.
- Sec. 9 Voting shall be by showing of raising hands except for the election of officers which shall be by secret ballot. The said Association shall hold the convention biennially at odd numbered years. All the officers shall be elected for the ensuring two years and shall serve until their successors have been duly elected.
- Sec. 10 Convention – ORDER OF BUSINESS:
- Call of Order
- Pledge of Allegiance
- Reading of the Minutes and approval of the minutes
- Reports of Officers and Committees
- Unfinished Business
- New Business
- Election of New Officers
- Administration of Oath to New Officers
ARTICLE VIII – COOPERATING MEMBER OF THE NATIONAL ASSOCIATION OF THE DEAF
- Sec. 1 The AAD shall be a Cooperating member of the National Association of the Deaf.
- Sec. 2 Shall be entitled to at the National Association of the Deaf Convention. AAD shall not be required to send more than one delegate to the NAD Convention. In case the AAD convention fails to act, the Executive Board shall have final authority.
- Sec. 3 Expenses for the AAD delegate(s) to the NAD Convention shall be decided by the Executive Board.
- Sec. 4 The AAD President shall automatically serve as AAD first delegate to the NAD Convention. In the event the President cannot attend, an alternate delegate may be selected by the Executive Board.
ARTICLE IX – PARLIAMENTARY PROCEDURE
- Sec. 1 Unless otherwise specified by the Constitution and By- Laws, the parliamentary procedure of all conventions, meetings, and board meetings shall be determined by Robert’s Rules of Law and Order, Revised Edition.
ARTICLE X – ALTERATIONS AND AMENDMENTS
- Sec. 1 It shall require a two-thirds vote of the active members in attendance at an AAD Convention to revise, delete, amend, or add a new section of the Constitution and By-Laws.
- Sec. 2 The AAD Constitution and By-Laws shall be revised, updated and printed after the convention, only as regards to approved amendments and revisions and be printed in the Deaf Arkansan within forty-five (45) days following the recent convention.
|AAD Constitution & ByLaws 2011 (PDF format)||73.75 KB|
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