Washington State TRIO Association (WSTA) By-Laws and Constitution (Amended October 2017)
PreambleVision: Every TRIO student and program in Washington State has the resources and tools needed to achieve their full potential. Mission: To be a catalyst in Washington State for progressive initiatives that promote educational equity, access, and opportunity for traditionally marginalized student populations. Goals/Objectives: The Washington State TRIO Association will fulfill the mission and vision of the organization through the following steps:
- Advocacy: To support local, state, and federal educational initiatives that raise student achievement and opportunity.
- Leadership and Professional Development: To provide best practice training and mentoring for staff and programs.
- Resource and Partnership Development: To build coalitions of allied community partners and tap into local and statewide resources that enhance program operations.
Article I—NameThe name of this association will be Washington State TRIO Association, hereafter referred to as the Association.
Article II—Purpose of the AssociationThe Association is organized exclusively for educational purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501c3 of the Internal Revenue Code, or corresponding section of any future federal tax code. It is also organized to: Section I: Provide a leadership body that promotes program development, and collects and disseminates data on specific education needs. Section II: Provide opportunities for professional growth and development of persons engaged in the operation of TRIO and/or other programs having similar educational objectives. Section III: Promotes technological innovation and competency for association members and organizational partners. Section IV: Serve as a liaison for Association members by:
- Sponsoring professional conferences/meetings and other educational forums as specified herein and /or as required.
- Disseminating pertinent information in a timely fashion to Association members including but not limited to: minutes from meetings of Association officers, articles and other educational materials regarding pertinent Local, State and/or Federal legislation which might affect Association members.
- Providing other information as specified herein.
Article III—MembershipMembership within the Association shall be granted to personnel of any TRIO or similar program and to other persons upon payment of the membership fee specified in Section III of this Article. Membership also is granted to TRIO projects and other institutions, projects, agencies, etc., upon payment of the membership fee specified in Section III of this Article. Members will be categorized as follows:
- Voting Members:
- Active TRIO members (AT)
- Active non – TRIO members (ANT)
- Project Members (PM)
- Conference Fee
- Individual payment of the membership fee as set by the board.
Article IV—FinanceSection I: The fiscal year of the Association shall be January 1 through December 31. Section II: Income shall be derived from membership fees as described in Article III, Section III as well as funds derived from other board approved sources. Section III: The Treasurer shall be charged with maintaining financial records for the Association, settling accounts, and preparing financial reports for the membership. Each check or draft written on behalf of the Association shall require the signature of at least two authorized persons. Authorized persons shall be limited to the President, President-Elect, Treasurer, or a proxy appointed by the Board of Directors. Section IV: Treasurer should train the following treasure as soon as she/he/they are appointed. Section IV: No persons may enter into or in any way commit the Association to contractual agreements without the written consent of the President and the majority of the board. Section V: A standing Finance Committee shall be created to review financial plans and supervise fiscal activities and records.
Article V—Board of DirectorsSection I: Composition The Board of Directors shall consist of the following elected positions: President, President-Elect, Past President, Secretary, Treasurer, Eastern Washington representative, a Western Washington representative, and an active non-TRIO representative. In addition the State President will serve on the NAEOP board as an appointed officer. Section II: Function In Accordance with the provisions of the By-Laws of the Association, the Board of Directors shall have full authority to conduct the business and affairs of the Association. Section III: Eligibility Any AT or ANT in good standing shall be eligible to hold office. Section IV: Tenure a. The President, President-Elect, Past President, and appointed officers of the Association shall serve for one year commencing beginning after the NAEOP conference after election. Each may be re-elected at the pleasure of the membership. Appointed officer’s terms begin upon approval of the board. b. The Secretary, Treasurer, and Constituency Representatives shall serve a two-year term commencing shall serve a two-year term beginning after the NAEOP conference. . Each may be re-elected at the pleasure of the membership. Section V: Quorum A quorum shall consist of a majority of the Board of Directors or their designated alternates. A quorum must be present to conduct official business. Section VI: Duties of Board of Directors a. In his/her absence or when deemed appropriate, a member must appoint an alternate to represent him/her at all Board meetings for the purpose of conducting official association business. This will be done by an email, which will be presented at the Board meeting. b. Each representative shall be responsible for ensuring that his/her constituency is informed of significant actions taken and/or under consideration by the Board. c. The President shall:
- Be the chief elected officer of the Association.
- Preside at all business meetings.
- Serve as the chairperson of the Board of Directors.
- Serve on the NAEOP Board of Directors.
- Serve as an advisory or consulting member to all committees.
- Make appointments to all standing and special committees.
- Appoint the Association Parliamentarian, as deemed necessary.
- Represent or appoint a designee to represent the Association at NAEOP board meetings.
- Serve as the Vice Chairman of the Board of Directors.
- Serve as an advisory or consulting member to all committees.
- Chair the Membership Committee.
- In his/her absence, serve as the Association Parliamentarian.
- Assume the duties and responsibilities of the President in the event that the President is absent or becomes incapacitated. Incapacitation shall be determined by the Board of Directors.
- The President-Elect shall assume the office of President at the completion of the annual NAEOP conference after serving one year as President-elect.
- Chair the Nominations Committee.
- Chair the By-Laws Committee.
- Serve on the Membership Committee.
- Assist the Washington State TRIO Board as requested.
- Carry out duties as assigned by the President and/or President-Elect.
- Serve as the official recorder for all official meetings.
- In his/her absence, delegate record keeping duties.
- Disseminate to Association members in a timely manner the minutes of official meetings and other pertinent information.
- Social Media/website
- Collect membership fees and other monies as required
- Maintain accurate records regarding expenditures, fees collected, and/or provide other data as required by the association.
- Provide a full and accurate financial statement for distribution at the annual fall conference.
- Chair the Finance Committee
- File income tax returns with Washington State Department of Revenue and the IRS
- Ensure that his/her constituency is informed of all actions taken and/or under consideration by the Board of Directions.
- At the pleasure of the membership of his/her constituency, arrange to meet together at Association meetings for idea sharing and discussion of issues.
- Disseminate information about Policy Seminar and Civic Leadership , as well as facilitating legislative visits.
- Other duties as assigned by the President and/or Board.
- Update directory twice of year, on Dec & June.
- Attend the Association board meetings
- Attend the WSTA Professional Development Day
- Access statewide resources to enrich WSTA Professional Development Day
- Assist in building networks of support and resources for WSTA projects
- Assist in identifying grants and other funding opportunities for scholarships, professional development, and program enrichment
- The Past-President shall chair the nominating committee, whose duty it is to select a slate of candidates for each elected office. All persons elected to serve on the Board of Directors shall be those who receive the largest number of legal votes.
- The President-elect shall be elected by a majority of the legal votes cast during the annual elections.
- The Secretary, Treasurer, shall be elected as follows:
- The Treasurer, shall be elected in even-numbered years.
- The Secretary, East Representative, and West Representative shall be elected in odd-numbered years.
- Association members will elect board officers before and swear in at the NAEOP annual conference.
Article VI--Committees/ChairsSection I: Committees Committees, either select or standing, shall be created by the President for the purpose of carrying out specific activities on behalf of the Association. Committee chairs, except for those specified by this constitution, shall be appointed by the President. Committee appointments shall be made from among members in good standing. Section II: Reports Each committee shall make an agenda written and/or oral report of its activities as requested by the Association President.
Article VII—Meetings and VotingSection I: Meeting An annual Association meeting shall be held each year. The Board of Directors will give due notice to the membership on the date/time of the annual meeting. Other meetings as needed may be called by the President with the approval of the Board of Directors. Meetings will be conducted using Roberts’ Rules of Order. Section II: Voting All members may cast a vote. Voting will be conducted either online or at the annual meeting for association officers. All actions, including election of officers, which receive a majority of the votes cast, shall be considered official.
Article VIII—AmendmentsSection I: Amendments
- A proposed amendment shall be submitted in writing to the Board of Directors at an official Board meeting, and if approved, the Board shall present it to the membership for consideration at an official business meeting.
- A proposed amendment shall be presented to the membership for a vote of approval or disapproval at the next official business meeting.
- Amendments shall become official upon receiving a majority of the legal votes cast and shall become effective immediately.