NYAPPA Bylaws

Article I ‐ Membership

Section A ‐ Classification of Membership

Regular Member ‐ An employee of a member institution’s staff routinely engaged in the administration and/or supervision of that institution’s facilities, subject to Article III of the Constitution, shall be termed a Regular Member. The term institution may apply to a school district, college, university, office, department, agency, or authority who is a part of a system and actively associated with facilities management.

Authorized Voting Member ‐ A Regular Member, as defined in Article I of the bylaws, who is designated as the member institution’s sole voting member at a meeting.

Emeritus Member ‐ A person who has retired after having been a Regular Member. Status as a Member Emeritus shall be automatic upon a Regular Member’s retirement.

Honorary Member ‐ Honorary Member status may be extended to any non‐member who has rendered meritorious service, subject to the recommendation of the Board of Directors and a majority vote of the authorized voting members present and voting at the annual meeting.

Corporate/Affiliate Member ‐ Membership may be offered on an annually renewable basis, subject to board approval, to vendors or other organizations intent on promoting Facilities issues.

Section B ‐ Rights and Privileges

Regular Member ‐ Regular Members shall be entitled to all rights and privileges including, but not limited to: holding office; receiving minutes, reports and publications; attending functions; sponsoring guests at functions; making and seconding motions; and extending membership invitations to non‐members.

Authorized Voting Member ‐ Authorized Voting Members shall be entitled to all the rights and privileges of Regular Members; to make and/or second nominations; and to vote on issues.

Honorary Member ‐ Honorary Members shall be entitled to attend all functions, engage in discussions, and receive minutes, reports, and publications.

Emeritus Member – Emeriti Members shall be entitled to attend all functions, engage in discussions, and receive minutes, reports and publications.

Article II ‐ Finance

 Income ‐ All income for the association shall be derived from dues, if required, registration fees, publication and advertising charges, exhibitor fees, foundations, interest, public or private agencies, donations, and special assessments. All income shall be collected by the Treasurer or his/her designee and deposited in the bank account(s). All officers having signatory authority for the bank accounts(s) shall be bonded. The cost of such bonding shall be paid for by NYAPPA.

Special Assessments shall be proposed by the Board of Directors and approved by a majority vote of the Authorized Voting Members present at the annual meeting.

The rates for all other income sources, except donations and interest, shall be established by the board.

Disbursements ‐ All disbursements of monies shall be made by the Treasurer or, in his/her absence, the 1st Vice President. Routine disbursements shall be made by the Treasurer as a matter of course in conducting business. Non‐routine disbursements shall be made by the Treasurer at the direction of the board.

If, in the opinion of the board, the treasury should contain excess funds, the board may make recommendations for the use of such funds. Recommendations for the use of excess funds require the approval of three‐quarters (3/4) of the board, present and voting, prior to being presented to the membership for approval. Final approval requires a majority vote of the Authorized Voting Members present and voting at the annual meeting.

Section A ‐ Accounting

The Treasurer shall be responsible for all funds and for the accounting of all income and disbursements and shall present a financial report for income and disbursements at each meeting of the board, and at the annual meeting.

The board shall make provisions for audits by a Certified Public Accounting firm as may be required or deemed necessary by the board. The audit report shall be presented to the Board of Directors by the Treasurer at the meeting following the completion of the audit and a review of the audit by the Treasurer, and to the Regular Members at the annual meeting following the presentation to the board.

Section B ‐ Fiscal Year

The fiscal year shall be June 1st through May 31st.

Article III ‐ Officers of the Association

Section A ‐ The President

The President is the executive officer and the President of the Board of Directors. He/she shall preside over all meetings of the Board of Directors and of the Executive Committee.

He/she shall be responsible for the general supervision and direction of the affairs. If an event occurs between board meetings that is not covered by the constitution or the bylaws, the President shall have authority to act, following consultation with all officers. 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 at the next annual meeting. He/she shall keep the regional sub‐chapter officers informed of activities.

These duties may be performed by the Secretary at the President’s direction.

He/she shall personally represent or appoint a representative to the conferences, meetings, and ceremonies that require representation. The Board of Directors shall authorize such attendance.

The following are the outlined term, duties, and requirements for this position: Term: Serves for one term (a two‐year period).

Duties:

  • Presides over all meetings held by the chapter, the Board of Directors, and the Executive Committee.
  • Ensures that the board meets a minimum of four times annually, and as
  • Sets the agenda for chapter‐related
  • Selects the members of Standing Committees and appoints the
  • Appoints the Directors and Alternate Directors to fill board vacancies in consultation with board members.

General Requirements:

  • Participates in the yearly winter and summer NYAPPA biannual
  • Participates in the four yearly (minimum) chapter board meetings, two of which occur in conjunction with NYAPPA conferences.
  • Participates in the annual fall ERAPPA
  • Participates in the ERAPPA mid‐year meeting at the location of the upcoming

ERAPPA conference.

  • Prepares the annual report and electronic newsletter article for
  • Serves as a member of the ERAPPA Chapter Affairs Committee, attending ERAPPA meetings, and participating in monthly conference calls.
  • Serves as a member of ERAPPA Nominating
  • Appoints members to the various ERAPPA
  • Authorizes the disbursement of funds for normal operating expenses as

Section B ‐ The 1st Vice President

The following are the outlined term, duties, and requirements for this position: Term: Serves for one term (a two‐year period).

Duties:

  • Assists the President in his/her
  • Assumes the duties of President when President is
  • Serves on the Executive

General Requirements:

  • Participates in the yearly winter and summer NYAPPA biannual
  • Participates in the four yearly (minimum) chapter board meetings, two of which occur in conjunction with NYAPPA conferences.
  • Reviews the chapter bylaws and constitution and recommends
  • Oversees the website meeting report
  • Co‐chairs the Technology Committee

Section C ‐ The 2nd Vice President

The following are the outlined term, duties, and requirements for this position: Term: Serves for one term (a two‐year period).

Duties:

  • Assumes the duties of President when President and 1st Vice President are
  • Serves on the Executive
  • Administrates the Chapter Recognition/Award program as
  • Serves as co‐chair with the Professional Development ERAPPA liaison to provide educational programs.
  • Co‐chairs, with a member of the host area and event planning agency, the NYAPPA winter and summer biannual conferences.

General Requirements:

  • Participates in the yearly winter and summer NYAPPA biannual
  • Participates in the four yearly (minimum) chapter board meetings, two of which occur in conjunction with NYAPPA conferences.

Section D ‐ The Treasurer

The following are the outlined term, duties, and requirements for this position: Term: Serves for up to three terms (two years for each term).

Duties:

  • Provides and maintains all NYAPPA payables and receivables, checkbook reconciliation, funds disbursements, and tax‐related filings.
  • Serves as a member of the Board of Directors and is a member of the Executive
  • Provides report at each board
  • Provides and distributes annual treasurer’s report to membership at fall chapter business meetings.
  • Performs annual audit with the immediate past president and filing with the IRS and State of New York as required.
  • Maintains all required
  • Acts as Treasurer for the NYAPPA‐hosted ERAPPA annual meeting every nine
  • Co‐chairs the Scholarship

General Requirements:

  • Participates in the yearly winter and summer NYAPPA biannual
  • Participates in the four yearly (minimum) chapter board meetings, two of which occur in conjunction with NYAPPA conferences.

Section E ‐ The Secretary

The following are the outlined term, duties, and requirements for this position: Term: Serves for up to three terms (two years for each term).

Duties:

  • Takes minutes of board meetings and conference calls and distributes them prior to the next meeting.
  • Serves as a member of the board and is a member of the Executive
  • Provides all correspondence for scholarship acceptance/non‐acceptance, completion, reimbursement forms and travel policy information.
  • Works with event management company to maintain an up‐to‐date roster of members and member institutions and up‐to‐date mailing list.
  • Informs membership about the nominations process for board Forward nominations received through this process to the nominating committee.
  • Performs as the chapter historian for records of the members’ files, emeriti members, awards, and related information.
  • Provides data for annual meeting attendees, to the President for preparing the annual report.
  • Co‐chairs Membership and Business Partners Committee to ensure membership data is up to date.

General Requirements:

  • Participates in the NYAPPA biannual conferences which occur in the winter and summer of each year.
  • Participates in the chapter board meetings four times a year (minimum), two of which occur in conjunction with NYAPPA conferences.

Section F ‐ Past President

The following are the outlined term, duties, and requirements for this position:

Term: Serves for one term (a two‐year period) after serving in the position of President.

Duties:

  • Serves as an officer, a member of the Executive
  • Serves as a voting member of the
  • Performs duties as assigned by the
  • Oversees the audit along with the
  • Chairs the President and Emeritus Members
  • Oversees the election process which occurs every other year at the annual summer meeting:
    • At the time of elections, when nominations are closed, a vote shall be The Past President shall record the vote which shall be cast by the spokesperson for each institution.
    • The nominees for each office who have the majority of shall be considered to be elected and will be announced by the Past President.
    • The Past President shall inform ERAPPA of the new officers immediately after the election.

General Requirements:

  • Participates in the yearly winter and summer NYAPPA biannual
  • Participates in the four yearly (minimum) chapter board meetings, two of which occur in conjunction with NYAPPA conferences.

 

Article IV ‐ Board of Directors

The NYAPPA Board of Directors shall consist of anyone who is eligible to be a member under Article I, Section A, reflecting a cross‐section of the varied types of educational institutions that comprise SUNY, i.e., University Centers, Comprehensive Colleges of Arts and Science, Medical Universities & Health Sciences Centers, Colleges and Centers for the Health Sciences, Colleges of Technology, Specialized/Statutory Colleges, and Community Colleges. It is the goal of the organization to have equal representation from both public and private institutions.

The board shall consist of the President, the 1st Vice President, the 2nd Vice President, the Secretary, the Treasurer, the Immediate Past President, eight (8) Directors and eight

(8) Alternate Directors. The Directors shall serve for two years. The Alternate Directors may replace the Directors after the Directors’ terms have ended.

The board shall meet at least four (4) times each fiscal year, virtually or in person. They shall meet at the annual meeting and at other times as the President requires.

The board shall conduct all business, including but not limited to, selecting meeting sites, approving programs, and carrying out directives required by the membership.

The actions of the board shall be final on all business and procedural matters, non‐ routine expenditures, and program matters. All questions affecting membership, non‐ routine expenditures and constitutional matters shall be drawn up as recommendations by the Board to be placed before the membership for discussion and approval at the next annual meeting.

The board shall rule on questions of policy which arise between annual meetings. The board may authorize the Treasurer to make non‐routine expenditures from the treasury between annual meetings. Such non‐routine expenditures must be reported by the Treasurer to the membership at the Annual Meeting following the expenditure.

The board must authorize the printing and the distribution of any material that will be of value to the members.

Section A ‐ Director

The following are the outlined term, duties, and requirements for this position:

Term: Appointed by President to hold office for a period of two years. Directors shall be eligible for re‐appointment for additional terms.

Duties:

  • Serves as chapter liaison to the membership from associated
  • Assists the chapter officers with the governance of the chapter through meetings and conference calls.
  • Maintains and solicits updates for
  • Serves on committees as
  • Assists in contacting schools from state regarding future chapter meeting hosting
  • Contributes to the continued success of the
  • One Director, as appointed by the President, acts as liaison for ERAPPA Technology
  • One Director, as appointed by the President, acts as liaison for ERAPPA Professional Development Committee.
  • One Director, as appointed by the President, acts as liaison for ERAPPA Membership Committee.

General Requirements:

  • Participates in the yearly winter and summer NYAPPA biannual
  • Participates in the four yearly (minimum) chapter board meetings, two of which occur in conjunction with NYAPPA conferences.

Section B ‐ Alternate Director

The following are the outlined term, duties, and requirements for this position: Term: Appointed by President to hold office for a period of two years. Alternate Directors shall be eligible for re‐appointment for additional terms or as Director.

Duties:

  • Assumes the same duties as the
  • Serves as chapter liaison to the membership from associated
  • Assists the chapter officers with the governance of the chapter through meetings and conference calls.
  • Maintains and solicits updates for
  • Serves on the committees as
  • Assists in contacting schools from state regarding future chapter meeting hosting
  • Contributes to the continued success of the

General Requirements:

  • Participates in the yearly winter and summer NYAPPA biannual
  • Participates in the four yearly (minimum) chapter board meetings, two of which occur in conjunction with NYAPPA conferences.

Article V ‐ Executive Staff

The Board of Directors may appoint an Executive Director. The board may also hire consultants if deemed in the association’s best interest.

Article VI ‐ Meetings

The association’s annual meeting shall be designated as the “Business Meeting”. The first order of new business at the annual meeting shall be the election of officers. The last order of business shall be the induction of the newly elected officers. The annual meeting shall be conducted by the outgoing President until the completion of the program. Newly elected officers will assume their new positions at the close of the chapter meeting at the annual ERAPPA meeting. The outgoing President shall induct the newly elected officers and the newly appointed directors into office and present them.

Article VII ‐ Elections

Section A ‐ Terms of Office in succession

The Office of President shall be a two (2) year term and shall be automatically succeeded by the 1st Vice‐President.

The Office of the Vice‐President shall be a two (2) year term and shall be automatically succeeded by the 2nd Vice President.

The 2nd Vice President shall be a two (2) year term and maybe succeeded by the Treasurer.

The Office of Treasurer shall be a two (2) year term. Maximum three terms The Office of Secretary shall be a two (2) year term. Maximum three terms

Section B ‐ Nominations

The Board of Directors, at their meeting prior to the Annual Meeting in odd‐numbered years, shall constitute itself as a nominating committee. They shall select a slate of officers to fill expired terms as in Article VII, Section A, of the By‐Laws.

Prior to the first of May, the Secretary shall post on the website the officers recommended by the nominating committee and that additional nominations for officers are in order. Additional nominations shall be forwarded to the Secretary by the first of June. The officers recommended by the nominating committee plus nominations forwarded to the Secretary shall be presented to the membership at the annual meeting and voted upon. Nominations may be made from the floor only by an Authorized Voting Member. A nominee’s name may be placed on the ballot ONLY with the nominee’s consent.

Section C ‐ Voting

Each Member Institution of NYAPPA shall be entitled to one vote regardless of the number of Regular Members and/or attendees present from that Member institution.

When so specified by the board, a question or motion before the board may be referred to the Authorized Voting Members in writing via email, and votes returned by email or by submission at the next meeting. In either event, the date of the vote shall be not less than thirty (30) days from the date of emailing the question.

When nominations are closed the vote shall be taken. The Secretary shall record the vote which shall only be cast by Authorized Voting Members. The nominee with the majority of votes cast for each office shall be elected.

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. If a tie vote cannot be resolved after two additional ballots, the Board of Directors, less the unresolved office, shall meet immediately following the annual meeting and, by secret ballot, elect a nominee to fill that office.

Section D ‐ Eligibility

The officers, except for the Treasurer and Secretary, may not be nominated or elected to a third term in the same office held. They may, however, be considered for a different office and hold that office. After two (2) years in which an elected office is held, an individual may be considered for any office.

It is preferred that no two office holders or members of the Board of Directors may be from the same institution, except for the Past President. If the above situation should arise, it must be approved by a majority vote of the board present at the annual meeting each year it occurs.

When a vacancy occurs in any office or in any committee, the President may, subject to the concurrence of the board, appoint a successor for the remainder of the term.

The appointee may be from the same institution as the previous office holder or another present member of the board. Any member appointed to complete a term of an office holder may be elected to a regular term of that office as though he/she had not served.

Article VIII ‐ Committees

Standing Committees are established by the Board of Directors. As a minimum, the board shall establish the following standing committees:

  • Professional Development Committee
  • Membership and Business Partners Committee
  • President and Emeritus members Committee
  • Technology Committee
  • Scholarship Committee

The board shall select the members of Standing Committees. The membership of each Standing Committee expires when the term of office of the President under which they were appointed ends. The President may, with the consent of the board, fill vacancies as they occur prior to the next board meeting. He/she may designate additional members and fill or not fill vacancies as he/she desires on temporary committees.

The board shall designate such temporary committees as may be required. Upon presenting a final report to the board, such committees shall be automatically dissolved. The committee life extends from one President to the next, or until the presentation of a final report. The President appoints the members of such committees and designates the Chairperson.

Any or all members of any committee may be from the same institution.

Section A ‐ Professional Development Committee Chair

The following are the outlined term, duties, and requirements for this position: Term: Appointed by the President.

Duties:

  • Encourages and attracts new institutions to host educational
  • Seeks new, innovative, and pertinent educational programs to benefit the NYAPPA
  • Collaborates with the Scholarship Committee in providing scholarship
  • Represents the NYAPPA on the ERAPPA Professional Development
  • Provides support to chapter host committees for CEU certification if
  • Contributes articles for the chapter’s

General Requirements:

  • Participates in the yearly winter and summer NYAPPA biannual
  • Participates in the four yearly (minimum) chapter board meetings, two of which occur in conjunction with NYAPPA conferences.
  • Participates in the annual fall ERAPPA
  • Participates in the ERAPPA mid‐year meeting at the location of the upcoming ERAPPA conference.
  • Participates in the ERAPPA committee conference calls as

Section B ‐ Membership and Business Partners Committee Chair

The following are the outlined term, duties, and requirements for this position: Term: Appointed by the President.

Duties:

  • Maintains current membership list/working with State
  • Retains and recruits engaged
  • Provides orientation to individual members/business
  • Represents NYAPPA on the ERAPPA Membership
  • Follows up on members that do not renew or have less
  • Collaborates with host institutions and conference planner in support of their Business Partner venues, as needed.
  • Assists host institutions with procuring sponsorships for conference
  • Maintains a working relationship with Business Partners, as the liaison between them and the chapter board.
  • Develops venues to enhance healthy collaboration within the chapter institutions and Business partners.
  • Contributes articles to the chapter’s

General Requirements:

  • Participates in the yearly winter and summer NYAPPA biannual
  • Participates in the four yearly (minimum) chapter board meetings, two of which occur in conjunction with NYAPPA conferences.
  • Participates in the annual fall ERAPPA
  • Participates in the ERAPPA mid‐year meeting at the location of the upcoming ERAPPA conference.
  • Participates in the ERAPPA committee conference calls as

Section C ‐ President and Emeritus Members Committee Chair

The following are the outlined term, duties, and requirements for this position: Term: Immediate Past President and Past Presidents.

Duties:

  • In collaboration with the President, develops agenda items for the committee such as promotional materials, newsletters articles, etc.
  • Welcomes new members and first‐time attendees to the Annual
  • Acts as the liaison between emeriti/ae and the chapter
  • Maintains a listing of contact information for emeriti/ae.
  • Coordinates opportunities for emeriti/ae to meet (generally semiannual lunches).
  • Contributes articles to the chapter’s

General Requirements:

  • Participates in the yearly winter and summer NYAPPA biannual
  • Participates in the four yearly (minimum) chapter board meetings, two of which occur in conjunction with NYAPPA conferences.

Section D ‐ Technology Committee Chair

The following are the outlined term, duties, and requirements for this position: Term: Appointed by the President.

Duties:

  • Is responsible for Information Technology (WEB Site) and the
  • Maintains, updates, and operates the Chapter List
  • Communicates through web pages, e‐mail, social media and other electronic delivery methods.
  • Coordinates with and trains board members and committee members on the use of electronic services.
  • Procures, manages, and maintains multiple electronic communication
  • Contributes and posts articles for the chapter’s website).
  • Represents NYAPPA on the ERAPPA Communications & Technology

General Requirements:

  • Participates in the yearly winter and summer NYAPPA biannual
  • Participates in the four yearly (minimum) chapter board meetings, two of which occur in conjunction with NYAPPA conferences.
  • Participates in the annual fall ERAPPA
  • Participates in the ERAPPA mid‐year meeting at the location of the upcoming ERAPPA conference.
  • Participates in the ERAPPA committee conference calls as

Section E ‐ Scholarship Committee Chair

The following are the outlined term, duties, and requirements for this position: Term: Appointed by the President.

Duties:

  • Develops appropriate scholarship programs in collaboration with the Professional Development Committee.
  • Develops and maintains the application from on the
  • Promotes and communicates the programs to the members through list serve, web pages, e‐mail, etc.
  • Reviews the applications, award and informs the
  • Receives and reviews member scholarship applications and makes recommendations to the full board for approval.
  • Contributes articles for the chapter’s

General Requirements:

  • Participates in the yearly winter and summer NYAPPA biannual
  • Participates in the four yearly (minimum) chapter board meetings, two of which occur in conjunction with NYAPPA conferences.

Article IX ‐ Awards

The board may appoint a committee to select individuals who have performed outstanding services, duties, or assistance. Such individuals need not be members. The board shall determine whether the value of such services, duty or assistance is sufficient to merit the award of a Distinguished Service Certificate. If it is so determined, the President shall present such award at the Annual Meeting.

The board may direct the President to forward a letter of appreciation for service not meriting a Distinguished Service Certificate. Not more than one Distinguished Service Certificate shall be awarded in any one fiscal year. 

Article X ‐ Regional Sub‐Chapters

Member institutions from regions of the State may petition the board for approval to form Regional Sub‐Chapters.

Membership in NYAPPA or APPA shall NOT be a requirement for membership in a Regional Sub‐Chapter. Regional Sub‐Chapters shall NOT be required to pay dues for the purpose of recognition. Regional Sub‐Chapters may not act or speak for NYAPPA.

In order to qualify for recognition as a Regional Sub‐Chapter, a group must have written statement of purpose and elected officers.

Any Regional Sub‐Chapter expenses shall be the responsibility of that particular Regional Sub‐Chapter.

Article XI ‐ Amendments

Amendments to the constitution and the bylaws may be proposed by the board or any Authorized Voting Member. Authorized Voting Members shall forward proposals to the Secretary who shall present them to the board. The board will prepare each proposed amendment for presentation to the membership at the next annual meeting. Proposed amendments to the constitution shall be forwarded by the Secretary to all member institutions at least thirty (30) days prior to the next annual meeting. The proposed amendments shall be presented at the meeting for discussion, change, alteration, or rewording, and voted upon. A two‐thirds (2/3) vote of Authorized Voting Members present is necessary to approve.

Amendments to the bylaws may be presented at the annual meeting and may be proposed from the floor. An amendment to the bylaws may be adopted by a simple majority vote except where a greater majority may be required by the bylaws.

Any and all articles, sections or paragraphs of these bylaws may be repealed or amended by a vote of two‐thirds (2/3) of the Authorized Voting Members via a mail‐in ballot or an electronic ballot of the Authorized Voting Members after a notice of the proposed amendment is presented in writing not less than thirty (30) days prior to the designated return date of the ballots.