Constitution and By-Laws (As amended through August 2007)
2. The appointive officers of this organization shall be: Historian, a Laureate Board composed of three members, and any other position desired by the President.
1. The amendment shall be proposed to the Board of Directors on a petition signed by ten or more members.
2. The Board of Directors shall forward copies of the proposed amendment to the President, the Official Editor, and the Secretary-Treasurer.
3. The Official Editor shall publish the proposal in as early an issue of the Official Organ as feasible, which shall be at least 60 days prior to the time of voting.
4. The proposed amendment shall be printed in full on ballots, under the direction of the Secretary-Treasurer, and sent by first class mail to all members for voting. Such voting shall be accomplished in connection with the regular election of officers, except that the Board of Directors may authorize a special election at any other time. Such special elections shall in no event involve submission of ballots to the members at a date earlier than 60 days after publication of the proposed amendment in the Official Organ, and shall be handled in accordance with procedures established by the Board of Directors.
2. (a) Every application for membership shall be accompanied by
$15.00 (except for those $2.00 memberships permitted by this
article). Membership shall expire one year from date of acceptance,
except for the 30-day grace period provided in Paragraph 3 of this
article.
(b) The Secretary-Treasurer shall forward questionable
applications to the Board of Directors for approval before accepting
them.
(c) The names and addresses of all new members shall be published
in the Official Organ. Receipt of objections to a membership from
three or more members shall constitute sufficient cause for the Board
of Directors to consider whether the new member shall be retained on
the membership rolls.
3. To remain in good standing, a member must pay his annual dues to the Secretary-Treasurer not later than 30 days after expiration of his last dues period.
4. A former member may be reinstated upon payment of the annual dues amount to the Secretary-Treasurer.
5. A member shall be entitled to vote and hold office, to receive the monthly mailings from the Mailer, to receive all issues of the Official Organ, to participate in the laureate contests, and to receive the benefits of any other services offered by this organization.
2. The First Vice President shall serve in place of the President when necessary. He shall be in charge of recruiting new members and securing publicity for the organization.
3. The Second Vice President shall be in charge of welcoming new members and preparation or revision of an AAPA Handbook.
4. The Secretary-Treasurer shall
(a) act upon all
applications for membership in accordance with Article
1 of the By-Laws,
(b) maintain a list of members and
furnish this list for publication as requested by the
Official Editor,
(c) notify each member 30 days prior
to the expiration of his membership,
(d) drop from
membership any member whose dues are more than 30 days
in arrears,
(e) file a monthly report with the
President, Official Editor, and Mailer with
information as to the names and addresses of new
members and reinstatements,
names of renewals and expirations,
financial information (including a monthly copy of the
organization's bank statement to the President), and
other pertinent data,
(f) supervise the preparation
and mailing of ballots in accordance with Article 8 of
the Constitution and Article 3 of the By-Laws,
(g)
have charge of and maintain an accurate record of the
funds of the organization, and
(h) make expenditures
as authorized by the President, but pay no bills in
excess of $250.00 other than those for mailing the
monthly bundle or printing the Official Organ, except
when also authorized by the Board of Directors.
5. The Official Editor shall
(a) publish the Official
Organ,
(b) maintain the official file of the Official
Organ and send the file, properly insured, to the
incoming Official Editor within 30 days after leaving
office, and
(c) publish the membership list and/or the
Constitution and By-Laws as directed by the President
and/or the Board of Directors.
6. The Mailer shall
(a) mail amateur journals of
members to the membership each month, with such
journals to include, (i) generally, the name of the
publisher, but (ii) no more than one-third commercial
advertising,
(b) inform publishers periodically of the
number of copies required,
(c) request funds from the
President whenever contributions are inadequate to
cover expenses, and
(d) request the approval of the
Board of Directors before mailing any journal which
appears to be in conflict with the best interests of
the organization.
7. The Manuscript Manager shall receive manuscripts from the members, assist in revision when requested, and endeavor promptly to place them with the publishers of journals for distribution to the membership.
8. (a) The Board of Directors shall act as the
governing and judicial body of the organization. It
shall (i) decide questions of general policy, (ii)
interpret the Constitution and By-Laws when necessary,
(iii) decide upon admission of new members as provided
in Article 1 of the By-Laws, (iv) remove the President
for malfeasance or for failure to perform the duties
of his office, (v) expel or suspend any member for
acts detrimental to the best interests of the
organization, and (vi) review journals for mailing by
the Mailer as provided in paragraph 6 of this article.
(b) The Chairman shall be responsible for conducting
the affairs of the Board of Directors and the
preparation of such reports for publication in the
Official Organ as are deemed necessary by the Board of
Directors.
(c) Any decision of the Board of Directors shall be
that of at least two of the three directors.
(d) The Board shall grant or deny permission for
expenditures in excess of $250.00 other than those for
mailing the monthly bundles or for printing the
Official Organ.
9. The Historian shall
(a) maintain an official file
of memorabilia of the organization,
(b) write an
impartial history of the organization activities for
publication in the Official Organ during the following
fiscal year, and
(c) at the discretion of the
President, be in charge of an Official Organ Exchange
program.
10. (a) The Laureate Board shall be responsible for
conducting the annual laureate award program, as
provided in Article 5 of the By-Laws, seeking the
assistance of judges if it so desires.
(b) The Laureate Board shall be initially established
by Presidential appointment of three members for one,
two, and three year terms, respectively, with such
terms covering a year commencing July 1 and ending the
following June 30.
(c) By November 1 of each year following, the
President shall announce a replacement for the
Laureate Board member whose term expires that June 30.
2. (a) The Secretary-Treasurer shall supervise the
preparation of original and duplicate sets of ballots,
which shall include the names of all members who have
filed for office as well as proposed amendments to the
Constitution and By-Laws.
(b) The Secretary-Treasurer shall, by July 25 of the
election year, mail an original and duplicate ballot
to each member, by first class mail, with both ballots
bearing an identifying number, along with appropriate
instructions for voting. Ballots of members overseas
shall be sent by air mail.
3. The original ballot shall be returned by the voting members to the Ballot Recorder, appointed by the President, and the duplicate ballot to the Secretary-Treasurer, postmarked no later than August 15.
4. (a) If the convention is held between August 25
and Labor Day weekend, inclusive, the original ballots
received from the members shall be transmitted
unopened to the annual convention by the Ballot
Recorder or his delegate.
(b) A Counting Committee of three members, to include
the Ballot Recorder or his delegate, shall be selected
by the convention delegates. This Committee shall
open the original ballots, prepare a report of same,
and present the report to the convention assembled.
(c) The report of the Counting Committee shall be
signed by the three Committee members and submitted to
the incumbent President and the incumbent Board of
Directors by September 10.
(d) Alternately, if the convention is held before
August 25, the incumbent Board of Directors may direct
the Ballot Recorder to prepare and sign a report of
the original ballots, such report to be submitted to
the incumbent President and the incumbent Board of
Directors by September 10.
5. (a) A report of the duplicate ballots shall be
prepared and signed by the Secretary-Treasurer, and
submitted to the incumbent President and the incumbent
Board of Directors by September 10.
(b) No information shall be released concerning the
tabulations of the duplicate ballots until the report
thereon has been submitted to the President and Board
of Directors.
6. (a) The member receiving the most votes shall be
elected. If the vote for any office other than the
presidency results in a tie vote or no member is
elected for some other reason, the incoming President
shall appoint a member to fill the office.
(b) If the vote for the presidency results in a tie
vote or if no member is elected President for some
other reason, the incumbent Board of Directors shall
establish procedures for a special election to be
consummated as expeditiously as possible. The
incumbent President shall continue to serve until a
new President has been elected in the special
election.
(c) The Director receiving the most votes shall be
designated the Chairman of the Board of Directors. In
the event of a tie vote, the incoming President shall
appoint the Chairman.
7. If a member receives the most votes for two or more offices, he shall be elected to that office for which he officially filed. If he did not file for any office, he shall be elected to that office for which he received the most votes. The remaining offices for which he received the most votes shall be filled by appointment of the incoming President.
8. (a) By September 25, the incumbent President shall
notify (i) the newly elected officers of their
election, and (ii) those whose names were on the
ballot but who failed to be elected, of their failure
to be elected.
(b) The incumbent Board of Directors shall prepare a
report on the election for publication in an early
issue of the Official Organ.
(c) All ballots shall be filed with the incumbent
Chairman of the Board of Directors and retained for
one year.
9. The incumbent Board of Directors shall rule on any irregularities which could affect the result for any office.
10. An officer whose membership expires during his term shall automatically be removed from office. The Secretary-Treasurer shall notify the President of any such expiration so that a replacement may be appointed.
1. The First Vice President shall succeed to the Presidency in the event of death, resignation, or removal of the President.
2. If the First Vice President is unable to accept the office, the Chairman of the Board of Directors shall succeed to the Presidency.
3. In no event shall the First Vice President or Chairman of the Board of Directors succeed to the Presidency unless they have been elected to their office.
4. A Presidential vacancy which can not be filled by the First Vice President or Chairman of the Board of Directors shall be filled by means of a special election, under the supervision of the Board of Directors.
2. Award certificates shall contain the signatures of the President and members of the Laureate Board.
3. Selections shall be made from material appearing during the period commencing on July 1 and ending the following June 30. The awards shall be first announced at the annual convention of the year that includes that June 30, except in situations where a convention is held so early in the year that the results are not yet available. In such event, the individual award recipients shall be notified and full laureate results sent to the President and Official Editor by August 15.
2. The convention may transact no official business, except that it may process the original ballots as specified in Article 3 of the By-Laws, if the convention is held between August 25 and Labor Day weekend, inclusive. It is also encouraged to conduct discussions concerning the affairs of the organization and make appropriate recommendations concerning same.
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This page was last modified September 10, 2007
Dave Tribby / dtribby@stanfordalumni.org