(As updated and approved November 2019)
Article I: MEETING OF MEMBERS
Section 1.1 Business Meetings.
The President shall call meetings of the Association of University Real Estate Officials (hereinafter “Association”) annually, or more frequently as the President deems appropriate, and such meetings shall be termed Business Meetings.
Section 1.2 Special Meetings.
Meetings may be called upon the written request of at least one-tenth of the Institutional Members of the Association, and such meetings shall be termed Special Meetings.
Section 1.3 Time and Place.
Business and special meetings shall be held at the time and place specified by notice given in accord with these By-laws or may be held via telephone, email or other electronic media if the notice so provides.
Section 1.4 Notice of Meetings.
Notice of the time, place and purpose or purposes of all meetings of Members shall be given to all Members by first-class mail or by email or other electronic media at least fourteen calendar days in advance of any such meetings.
Section 1.5 Voting.
Each Institutional Member shall designate one representative to cast the Institutional Member’s vote.
Section 1.6 Action without Meeting.
Action may be taken upon vote without a meeting, provided notice is given in accord with these By-laws, and a quorum participates. Voting may be conducted via telephone, writing, email or other electronic media if the notice so provides.
Section 1.7 Quorum.
At any meeting of the Association, the number equal to one-fourth of the Institutional Members of the Association of record as of the date of the meeting shall constitute a quorum.
Section 1.8 Roberts Rules of Order.
All meetings of the Membership and of the Executive Committee shall be conducted in accord with Robert’s Rules of Order, as most recently revised, insofar as such rules do not conflict with these By-laws.
Article II: OFFICERS
Section 2.1 Election.
At each Business Meeting, the Association shall elect from the representatives of its Institutional Membership a President, a Senior Vice President, a Vice President, a Vice President for Programs, a Vice President for Technology, a Secretary, a Treasurer and a Member-at-Large of the Executive Committee to take office at the close of the meeting. Each such officer shall hold office until the close of the next Business Meeting of the Association following such elections or until a successor shall be elected.
Section 2.2 President.
The President shall be the principal officer of the Association and, subject to the control of the Membership, together with the Executive Committee shall be charged with the administration of the Association. The President shall report to the Membership on the affairs of the Association and shall perform other such duties as may be assigned by the Membership. The President shall preside at all meetings of Members of the Association. The President shall serve for no more than a one-year term.
Section 2.3 Senior Vice President.
The Senior Vice President shall be responsible for the events for the annual conference and logistics for the Business Meetings. In the absence of the President, the Senior Vice President shall perform the duties of the President. The expectation is that the Senior Vice President shall advance to the office of President the following year, subject to a vote of the Institutional Members of the Association.
Section 2.4 Vice President.
The Vice President shall represent the institution which will host the Association’s annual conference immediately following the conference hosted by the Senior Vice President’s institution. The expectation is that the Vice President shall advance to the office of Senior Vice President the following year, subject to a vote of the Institutional Members of the Association.
Section 2.5 Vice President for Programs.
The Vice President for Programs shall be responsible for the coordination, development and scheduling of the programs at the annual conference and other functions sponsored by the Association, in consultation with the Senior Vice President. The Vice President for Programs shall serve for no more than four consecutive terms.
Section 2.6 Vice President for Technology.
The Vice President for Technology shall be responsible for the Association’s website and the coordination, development and implementation of communication technology for the Association. The Vice President for Technology shall serve for no more than four consecutive one-year terms.
Section 2.7 Secretary.
The Secretary or another Executive Committee member shall give all required notices of meetings of Members. The Secretary shall attend, act as secretary at, and keep the records of all meetings of Members, and those committees of Members designated by the President. The Secretary shall determine whether a quorum of the Members is present. In the event the Secretary is unable to attend a meeting of Members or a committee of Members designated by the President, the President will appoint a member of the Executive Committee to perform the duties of Secretary at that meeting. The Secretary shall serve for no more than four consecutive terms.
Section 2.8 Treasurer.
The Treasurer shall have the care and custody of all funds and evidence of title or of interest belonging to the Association and shall deposit these funds and evidence of title or of interest in such banks, trust companies, or depositories as the membership shall designate. The Treasurer shall enter or cause to be entered, in suitable books of account to be kept for that purpose, full and accurate accounts of all moneys received and paid out on account of the Association. The Treasurer shall exhibit the books and accounts to any members of the Association upon application at the Treasurer’s place of business during business hours. The Treasurer shall submit a report of the accounts and financial condition of the Association and of its expenditures at each meeting of the Association. The Treasurer shall also submit a budget for the forthcoming fiscal year for approval by the Membership at its business meeting. The Treasurer shall perform all acts incident to the position of Treasurer and such other duties as may be assigned by the Membership or the President. The Treasurer shall serve for no more than four consecutive terms.
Section 2.9 Member-at-Large.
The Member-at-Large shall serve on the Executive Committee of the Association for no more than a one-year term. Duties shall be as determined by the Executive Committee.
Section 2.10 Executive Committee.
The officers of the Association shall together constitute the Executive Committee. The Executive Committee shall have full authority to conduct the affairs of the Association except as set forth in these By-Laws or the Constitution.
Section 2.11 Removal of Officers.
All officers shall hold office at the pleasure of the Membership and may be removed by the Membership from office at any time by a simple majority vote.
Section 2.12 Temporary Appointment to Officer Positions.
In the event an officer of the Association is unable or unwilling to fulfill a term as an officer for any reason, or if an officer is removed from office pursuant to these By-Laws, the President shall either appoint a successor who shall serve to the completion of that officer’s term or call for the election by the Membership of a successor.
Article III: DUES.
The dues for each Institutional Member and each Emeritus Member shall be the same and shall be set at $100 per year or as otherwise determined by a simple majority vote by the Membership. The dues for an Associate Member shall be $100 per year (effective 10/15/2015) or as otherwise determined by a simple majority vote by the Memberships. All dues shall be payable on July 1 of each year.
Article IV: FISCAL YEAR.
The fiscal year of the Association shall be from July 1 through June 30 of each year.
Article V: REVIEW OF FINANCIAL RECORDS.
A review of the financial records of the Association shall be conducted on an annual basis. The review may be conducted either by an external audit firm as an audit, compilation or review, or by an Institutional or Emeritus Member who is not already a member of the Executive Committee conducting an internal review.
Article VI: AMENDMENT.
These By-laws may be amended or repealed by vote of the Membership, provided that written notice of the proposed action shall be sent by first-class mail or by email or other electronic media to each Institutional Member at least fourteen calendar days prior to the date of the meeting at which such action is to be taken.