CONSTITUTION
Metropolitan New York College Career Planning Officers Association
ARTICLE I
NAME: The name of this organization is Metropolitan New York College Career Planning Officers Association
ARTICLE II
PURPOSE: The purpose of this association is to share information, initiatives and challenges affecting representatives at member institutions regarding career and life planning, including:
A. Professional development and networking.
B. Promoting and encouraging professional and ethical counseling and placement procedures.
C. Sponsoring activities such as lectures, symposia, and field trips.
D. Ascertaining future employment needs and opportunities.
E. Conducting and publishing relevant research.
F. Engaging in such activities as the officers or the membership shall deem appropriate.
ARTICLE III
MEMBERSHIP: Membership in the Metropolitan New York College Career Planning Officers Association shall consist of the employees of colleges in the greater metropolitan New York region who are principally engaged in career planning and/or placement of college students and alumni. All Full Members in good standing shall have the privilege of voting. Definition of rules regarding special members is stated in the Bylaws.
ARTICLE IV
BOARD OF DIRECTORS: There shall be a Board of Directors comprised of seven Directors, five of whom shall be the officers, having administrative responsibility for all policies and practices of the organization.
ARTICLE V
OFFICERS: Officers of this organization shall be:
President
First Vice President
Second Vice President
Secretary
Treasurer
and such others as may be found necessary. The immediate past President shall serve ex-officio. Terms of the office and duties are defined in the Bylaws.
ARTICLE VI
COMMITTEES: There shall be such Standing Committees as are designated by the Bylaws. Additional committees may be established by the President and/or Executive Board as deemed necessary.
ARTICLE VII
DUES: Dues shall be determined by the Executive Board.
ARTICLE VIII
MEETINGS: There shall be an annual business meeting of the membership.
ARTICLE IX
DISPOSITION OF PROPERTY, PROHIBITED ACTIVITIES: No part of the net earnings of the organization shall inure to the benefit of any private individual or any other person having a personal and private interest in the activities of the organization. Upon dissolution of the organization, however it is accomplished, all of its assets remaining after the satisfaction of all its liabilities and obligations shall be distributed as described in Section 5.3, Duties of Officers-Treasurer, of the By-Laws.
ARTICLE X.
AMENDMENTS: This constitution may be amended following the procedures specified in Article VII for amendment of the Bylaws.
Amended and Approved: May 2008
METROPOLITAN NEW YORK COLLEGE CAREER PLANNING OFFICERS ASSOCIATION, INC.
BY-LAWS
PREAMBLE
The Metropolitan New York College Career Planning Officers Association is a regional organization of career development professionals from institutions of higher education. The Association is united as a group to advance the careers and professional development of our members and of the students and alumni we served, as well as to advance and promote the image of our profession by sharing ideas, experiences, policies and practices.
ARTICLE I
Section 1.1 Eligibility for Full Membership. Any person whose principal duties are in Career Planning and/or Placement in a degree granting university, college, or other educational institutions in the greater Metropolitan New York area is eligible to become a Full Member of the Association. Full Members may vote in the affairs of the Association and hold elective office.
Section 1.2 Eligibility for Associate Membership. Full Members who have belonged to the Association for one year or more may apply for Associate Membership if they transfer to a college or university outside the greater Metropolitan New York area in a Career Planning and Placement function or to another position in the same institution and thereby cease to be eligible for Full Membership, or are seeking employment in the field of career services. Persons whose duties include Career Planning and Placement but who are members of other department such as Academic Advising and Psychological Counseling, within their degree granting institution, are eligible for Associate Membership. Persons demonstrating a commitment to the profession of career services may be considered eligible for Associate Membership at the discretion of the Executive Board. Persons in the Associate Membership category shall pay dues and may participate fully in the activities of the Association with the following exceptions: they may neither be eligible to vote in the affairs of the Association nor hold elective office.
Section 1.3 Eligibility for Student Membership. Any student who is enrolled in a counseling oriented graduate program who has an interest in the career counseling profession is eligible to become a student member. Student members are not eligible to vote in the affairs of the Association or to hold elective office. The student membership and meeting fees will be assessed at lower rates than full member fees as determined by the Executive Board.
Section 1.4 Retired Member. Any person who has been a member in good standing of the Association for a period of 10 or more years who retires from the field of Career Development may continue membership after retirement and be exempt from dues and will neither be eligible to vote in the affairs of the Association nor hold elective office. Should a Retired Member return to the profession, application may be made for membership status under Section 1.1 or 1.2 of Article I.
Section 1.5 Eligibility for Honorary Membership. Any person who has been a member in good standing of the Association for a period of 10 or more years who retires from the field of Career Development and who in the opinion of the Board of Directors has made outstanding contributions to the profession through the Association by active service as an officer and/or on committees may be elected to Honorary Membership in the Association. Honorary members will be exempt from payment of dues and meeting fees and will neither be eligible to vote in the affairs of the Association nor hold elective office.
Section 1.6 Election to Membership. A person eligible for Full or Associate membership may be considered for election as such by the Board of Directors by complying with those application procedures established by the Board.
Section 1.7 Cessation of Membership. A Full or Associate member shall cease to be such at any time that the eligibility requirements set forth in Sections 1.1 or 1.2 o Article I are no longer met. Exceptions to this membership qualification may be determined at the discretion of the Board of Directors and the membership be so advised.
ARTICLE II: DUES
Section 2.1 The annual dues shall be such amount as is determined by the Board of Directors. Dues shall be paid in advance for the period September 1 to August 31. New members shall pay the full dues for the fiscal period during which they are admitted at the time election to membership, except that new members joining in April or May shall have those dues satisfy payment for the new year beginning September 1. Non-payment of dues shall be grounds for removal as a member.
ARTICLE III: MEETINGS
Section 3.1 Meetings. There shall be an annual meeting of the members of the Association to be held in the Spring for the transaction of business. Biennially, from 1965 and thereafter, the business shall include but not be limited to the election of the Board of Directors. Notice of the meeting, setting forth the time, place, and purpose, shall be mailed or emailed to the last recorded address of each member at least ten days before the time appointed for the meeting.
Section 3.2 Special Meetings. Special meetings of the members of the Association may be called by the Board of Directors or the president. Notice of any special meeting shall be given in the same manner as outlined in Section 3.1.
Section 3.3 Quorum. One-fourth of the Full Membership present in person or by proxy shall constitute a quorum for the transaction of business at any regular or special meeting, unless otherwise provided by law. A simple majority shall be necessary to act.
Section 3.4 Proxies. Every member of the Association entitled to vote at any meeting thereof may vote by proxy. A proxy shall be in writing and revocable at the pleasure of the member executing it.
ARTICLE IV: DIRECTORS
Section 4.1 Number. The property, affairs, business, and concerns of the Association shall be vested in a Board of Directors, consisting of seven Directors. The members of the Board shall, upon election, immediately enter upon the performance of their duties and shall continue in office until their successors shall be duly qualified and elected.
Section 4.2 Duties of Directors. The Board of Directors may: (1) hold meetings at such times and places as they think proper; (2) admit members and suspend or expel them; (3) appoint committees on particular subjects proposed by members of the Board or by other members of the Association; (4) audit bills and disburse the funds of the Association; (5) print and circulate documents and published articles; (6) carry on correspondence and communicate with other associations interested in career matters; (7) employ agents, and (8) devise and carry into execution such other measures as they deem proper and expedient to promote the objectives of the Association and to best protect the interests and the welfare of the members.
Section 4.3 Meetings of Board. Regular meetings of the Board of Directors shall be held immediately succeeding the annual meeting and at such other times as are established by resolution of the Board. Notice of the meeting, shall be sent by the President or Secretary, shall be mailed or emailed to the last recorded address of each Director at least ten days before the time appointed for the meeting. The President may, when deemed necessary, or the Secretary shall, at the request in writing of four members of the Board, call a special meeting of the Board which may be had on two days notice. The immediate Past President shall attend the meetings of the Board in an advisory capacity without vote.
Section 4.4 Quorum. Four members of the Board of Directors shall constitute a quorum for the transaction of business. In the absence of the President and First Vice President, the quorum present may choose a Chairperson for the meeting. If a quorum is not present, a lesser number may adjourn the meeting to a mutually agreed later date.
Section 4.5 Absence. Should any member of the Board of Directors be absent unreasonably from two consecutive meetings of the Board without sending a communication to the President or Secretary stating the reason for so doing, and if this excuse should not be accepted by the members of the Board, that person’s seat in the Board may be declared vacant and the Board shall forthwith proceed to fill the vacancy.
Section 4.6 Vacancies. Whenever any vacancy occurs in the Board of Directors, it shall be filled by a majority vote of the remaining members of the Board. The person so chosen shall hold office until the next biennial meeting, or until a successor shall have been chosen at a special meeting of the members.
Section 4.7 Removal of Directors. Any one or more of the Directors may be removed either with or without cause, at any time, by a vote of two thirds of the Full Membership of the Association, present or by proxy, at any special meeting called for that purpose.
ARTICLE V: OFFICERS
Section 5.1 Officers. The officers of this Association shall be a President, a First Vice President, a Second Vice President, a Secretary, and a Treasurer.
Section 5.2 Method of Election. The membership shall elect all officers for a term of two years; the President, the First Vice President, the Second Vice President, Treasurer, and Secretary simultaneously being elected as members of the Board of Directors in the biennial election specified in Article III, Section 3.1. No person shall succeed her/himself in any one office.
Section 5.3 Duties of Officers. The duties and powers of the officers of the Association shall be as follows:
PRESIDENT
The president shall preside at the meetings of the members of the Association and of the Board of Directors, and shall be a member ex-officio, with the right to vote, of all committees except the Nominating Committee. S/He shall also, at the annual meeting of the members of the Association and such other times s/he deems proper, communicate to the Association or to the Board of Directors such matters and make such suggestions as may in her/his opinion tend to promote welfare and increase the usefulness of the Association, and shall perform such other duties as are necessary to the office of President of Association.
FIRST VICE PRESIDENT
In case of the death or absence of the President, or of her/his inability from any cause to act, the First Vice President shall perform the duties of the President. S/He shall also serve as Chairperson of the Program Committee.
SECOND VICE PRESIDENT
The Second Vice President shall be responsible for supervising and coordinating the activities of all the committees covered by Article Vi, Section 6.2, except the Program Committee.
SECRETARY
It shall be the duty of the Secretary to attend all meetings of the Association and of the Board of Directors, to keep a record of their doings, to conduct all correspondence of the Board of Directors, and to carry into execution all orders, votes, and resolutions not otherwise committed. The Secretary shall produce and distribute to members an annual roster of current membership.
TREASURER
The Treasurer shall keep a list of all the members of the Association, collect the annual dues, and keep an account of all monies received and expended for the use of the Association. S/He shall deposit all sums received in a bank or trust company approved by the Board of Directors and may make a report at the annual meeting or when called upon by the President. The funds, books, and vouchers in his/her hands shall at all times be under the supervision of the Board of Directors and subject to its inspection and control. Upon the dissolution and after paying all outstanding debts of the Association, the Treasurer shall distribute equally all financial assets of the Association to the Eastern Association of Colleges and Employers.
ARTICLE VI
Section 6.1 Committee on Nominations. During the months of November-December preceding each biennial meeting, the Board of Directors shall appoint a Nominating Committee of five members, none of whom shall be a member of the Board, whose duty it shall be to nominate a single slate of candidates for the Directors and Directors/Officers to be elected at the next election. The Committee shall notify the Secretary in writing at least thirty days before the date of the meeting of the names of such candidates. The Secretary or designee shall mail a copy thereof to the last recorded address of each member simultaneously with the notice of the meeting.
Section 6.1 Special Committees. The Board of Directors or President may, at any time, appoint other committees having such duties and responsibilities as provided in the resolution of the Board of Directors or action of the President which created them, and may from time to time fill vacancies therein or reconstitute the membership thereof. All committees other than the Program Committee shall give periodic written reports of committee meeting activities to the Second Vice President.
Section 6.3 Committee Quorum A majority of any committee of the Association shall constitute a quorum for the transaction of business, unless any committee shall by a majority vote of its entire membership decide otherwise.
ARTICLE VII
AMENDMENTS
Section 7.1 These by-laws may be amended, repealed, or altered in whole or in part by a vote of a majority of the Full Membership, present or by proxy, at any meeting of the Association called for that purpose.
Amended and Approved May 2008