CALL FOR NOMINATIONS
The American Cichlid Association (ACA) is seeking nominations for Board of Trustees (BOT). Trustees implement how the ACA impacts cichlid conservation and increases knowledge of Cichlidae by approving research grants. The BOT also determines how ACA members are served when selecting volunteers to run our publications and web site, selecting local clubs to run an ACA convention and what items ACA sells to members. Maintaining sound fiscal policy is another responsibility of BOT. More often than not an ACA member will nominate themselves. The only rule is the nominee must be an ACA member for at least one year. Nominations should include why nominee believes they can benefit ACA, service activities related to ACA or local clubs and any other information of nominees activities with cichlids. Eight nominees will be selected to run for four vacancies this year. Nominees will be selected based on ACA bylaws, i.e., merit, geographical balance, etc.
Please submit your nominations to Ken Davis, 1781 Barbercreek Rd., Statham, GA 30666-2005. 770-725-9223, (Fax) 770-725-0916. [email protected]
Deadline: July 31, 2009
These are the rules related to the nominations.....
ARTCLE IX: The Conduct of BOT elections
Section 1. The Election Coordinator
A) The BOT will appoint an Election Coordinator no later than January 31 of the business year to conduct that year’s BOT election. Any ACA member in good standing other than a serving BOT member or Committee Chair can serve as Election Coordinator. The Election Coordinator may not concurrently run for the BOT during their term.
B) The Election Coordinator is responsible for
1. soliciting nominations from the membership;
2. assembling the ballot and candidate qualifications, and arranging for distribution of such to the membership;
3. tallying the vote;
4. notifying the sitting BOT and candidates of the outcome of the election;
5. mailing a copy of the tally sheet and the original ballots to the BOT Secretary for verification.
Section 2. The nomination process
A) The Election Coordinator will submit to the BB Editor a call for candidates in sufficient time to appear in the third issue of the year. The Election Coordinator will submit to the ACA Webmaster a call for candidates in sufficient time to appear on the website on or before May 15.
B) A maximum of eight (8) persons can run for the BOT in any year’s election. They should be selected by merit and by a well-balanced geographic distribution. Any ACA member in good standing who submits a letter of intent by July 31, accompanied by a resume and brief statement of 120 words or less, stating his or her qualifications for the position and his or her goals if elected to office, will be considered a candidate for that year’s BOT election.
C) The Election Coordinator shall set the format for a candidate’s statement of qualifications and platform in the initial call for candidates and is authorized to condense such material as it is received to fit those standards.
D) The Election Coordinator may, during this interval, directly solicit the candidacy of individual ACA members.
E)On or prior to August 10, but no sooner August 1, than the Election Coordinator shall present to the BOT the names of all persons who submit a letter of intent along with his or her decision of which eight persons will be on the ballot. This decision is subject to review by the BOT and can be overridden by a simple majority vote.
F) On or prior to August 15, but no sooner August 1, the Election Coordinator shall submit the names of the candidates and their statements of qualifications and platforms to the ACA Webmaster for publication on the ACA website.
Section 3. The ballot
A) The names of the candidates will appear on the ballot in alphabetical order.
B) The ballot will clearly indicate the maximum number of candidates to be voted on, the number of BOT positions to be filled in the election in question, and whatever other instructions the Election Coordinator deems appropriate to their casting.
C) The ballot will have clearly indicated the mailing address of the Election Coordinator, to whom it must be returned for tallying.
Section 4. The election process
A) The Election Coordinator will have the finalized form of the ballot and statements of qualifications and platforms prepared for mailing First Class to the membership no later than September 15. Ballots must be returned to the Election Coordinator by November 15 to be valid.
B) In elections held in even years, the five candidates receiving the highest vote totals will begin their terms at the start of the following calendar year. In elections held in odd years, the four candidates receiving the highest vote totals will begin their terms at the start of the following calendar year. In the event of a tie for last place, the member with the longest record of ACA membership will be judged the winner.
C) The Election Coordinator will complete the tally of votes and notify the sitting BOT and the candidates of the elections outcome no later than November 30. The Election Coordinator will inform each candidate of both his or her vote total and the order in which he or she placed.
D) No later than November 30, the Election Coordinator will forward the final tally and the actual ballots received to the BOT Secretary for verification. The BOT Secretary will indicate upon the tally sheet that he or she has verified the Election Coordinator’s totals and send the verified tally sheet to the ACA Archivist, who will keep the verified tally sheet and the actual ballots on file for twelve (12) months following their receipt.
E) No later than November 30, the BOT Secretary will submit a list of the winner’s names to both the Editor of BB and the ACA Webmaster for inclusion in the first BB published the following calendar year, and for posting on the website.
DUTIES OF BOT....
ARTICLE IV: Board of Trustees and Officers of the ACA
Section 1. The Board of Trustees (BOT) shall be the governing body of the ACA and shall
A) be responsible for the upholding and following of these bylaws;
B) set dues and approve prices for all ACA items to be sold;
C) approve or remove all Committee Chairs, and/or accept their resignations;
D) oversee the operation of all ACA committees by
1. establishing each committee’s Standard Operating Procedure (SOP),
2. reviewing all phases of each committee’s operations with the aim of ensuring that its SOP is followed, and
3. changing each committee’s SOP as needed;
E) approve the annual budget of the organization and all disbursements in excess of $250 that fall outside the scope of budgeted expenses;
F) approve all contractual engagements entered into the name of the ACA by its appointed agents whose face value exceeds $500;
G) offer as necessary propositions to facilitate the smooth operation of the ACA;
H) conduct themselves to enhance the reputation and well-being of the ACA;
I) conduct the affairs of the ACA in a manner consistent with the previously stated aims of the ACA and the needs of the membership.
Section 2. The BOT shall consist of nine (9) elected members, five of which are to be elected from those members in good standing each even numbered year, four of which are to be so elected each odd numbered year. Elected members may serve two (2) successive terms in office.
A) A full term in office shall begin on January 1 of the year following the election and expire on December 31 of the second year following.
B) Terms are defined as successive only when the BOT member is elected to a second term while serving an elected term on the BOT.
C) In the event that a BOT position falls vacant, it must be offered to the losing candidates in the previous year’s election in descending order of total votes received until the vacant position is filled. If all the losing candidates refuse the position, the BOT Chair may pick any member in good standing to fill the unexpired term, subject to BOT approval.
D) All BOT members must be, at the time of their election or appointment, members in good standing, and remain so for the duration of their term. Failure to do so will result in their immediate dismissal from the BOT.
Section 3. The elected officers of the ACA
A) Qualifications for Office
1. Any member of the BOT may nominate a candidate for the position of Chair, Vice Chair, or Secretary from among the BOT’s number, his or herself included.
2. In the latter case, he or she must indicate to the outgoing Secretary his or her desire to run.
3. The Editor of Buntbarsche Bulletin, the Editor of the Trading Post, the Membership Chair, and the Treasurer may not concurrently serve as BOT Chair.
4. The Editor of Buntbarsche Bulletin, the Editor of the Trading Post, the Membership Chair, and the Treasurer may not concurrently serve as BOT Vice Chair.
5. Any candidate for Chair is not eligible to serve as Vice Chair.
6. Any candidate for Chair must have served a minimum of one year on the BOT.
7. Any candidate for Vice Chair must have served a minimum of one year on the BOT.
8. Any sitting BOT member, other than the incoming Chair or Vice Chair, may serve as Secretary.
9. There are no other restrictions on nominations for Chair, Vice Chair, or Secretary.
B) Conduct of elections for BOT Chair, Vice Chair, and Secretary. These officers will be elected by December 31 of a given calendar year by the newly elected BOT members and those members whose terms are unexpired from among their numbers for a term of one (1) year according to the following procedure:
1. As soon as the results of the year’s BOT election are known, but no later than November 30, the outgoing Secretary shall call for nominations from eligible BOT members.
2. All nominations must be received within fifteen (15) days of the call for nominations.
3. Within fifteen (15) days of the call for nominations, the outgoing Secretary will submit the list of nominees to the electors and poll them for their choices.
4. As soon as the choice of the electors is ascertained, the outgoing Secretary will notify the winners and the electors of the outcome of the elections.
a) In the event of a tie for the position of Chair, the outgoing Chair shall break the tie unless he is remaining on the BOT. In that event, the candidate who received the most votes from the membership in the BOT general election shall be declared the Chair for the upcoming BOT term.
b) In the event of a tie for the position of Vice Chair, the outgoing Vice Chair shall break the tie unless he is remaining on the BOT. In that event, the candidate who received the most votes from the membership in the BOT general election shall be declared the Vice Chair for the upcoming BOT term.
c) In the event of a tie for Secretary, the newly elected Chair shall decide the outcome.
C) Term length for BOT Chair, Vice Chair, and Secretary
1. The newly elected Chair shall assume office on January 1 and serve through December 31 of the following year.
2. The newly elected Vice Chair shall assume office on January 1 and serve through December 31 of the following year.
3. The newly elected Secretary shall assume office on February 1 and serve through January 31 of the following year.
D) Powers and responsibilities of the Chair of the BOT
1. The Chair of the BOT presides over the annual business meeting of the BOT.
2. The Chair of the BOT introduces all propositions, save that bearing upon his own impeachment. When the BOT is polled for its decision on such propositions, the Chair shall vote with the other members of the BOT. The Chair must also put up for a vote any measure proposed by any two BOT members.
3. The Chair of the BOT appoints all Committee Chairs and the Election Coordinator. Such appointments must be ratified by
a simple majority of the BOT.
4. On or prior to January 15, the Chair of the BOT makes the decision for reappointment of each Committee Chair who wishes to continue serving the ACA in his or her role as Chair of said committee. This decision is followed by ratification by the BOT by a simple majority vote.
5. The Chair of the BOT fills any vacancies that arise among the members of the BOT following the procedure presented in Article IV, Section 2 C.
6. The Chair of the BOT reports to the BOT by the 10th of each month, via e-mail, regarding the state of the ACA. The Chair may communicate more frequently as circumstances and his own discretion dictate.
7. The Chair of the BOT reports to the membership annually at the ACA Convention regarding the state of the ACA, either in person, or through a written report delivered by a proxy. An abstract of this report shall be printed in the convention issue of BB. The Chair may address the membership at his discretion in the pages of either BB or on the ACA website.
8. The Chair of the BOT authorizes and notifies the BOT of all checks for sums of over $250 drawn on the ACA Treasury. Items approved for funding by prior BOT vote and committee imprest fund are excluded.
9. The Chair of the BOT authorizes, by electronic transcript, all disbursements of money as approved by the BOT.
10. The Chair of the BOT draws up, with the aid of the Treasurer and Committee Chairs, a proposed annual budget and submits it to the BOT for approval no later than July 1, to be finalized and approved by the BOT at the annual business meeting.
11. The Chair of the BOT sees that these bylaws are carried out as written.
12. The Chair of the BOT turns over to the archivist all originals of his ACA/BOT correspondence at the end of his or her term of office.
13. The Chair of the BOT continues as BOT Chair if the incoming BOT is delayed in selecting a successor.
E) Powers and responsibilities of the Vice Chair of the BOT
1. In the event of a vacancy in the office of Chair, the Vice Chair automatically assumes the position of Chair for the remainder of the year. He or she cannot decline ― he or she becomes Chair.
2. In the absence of the Chair, the Vice Chair serves in his or her place, and doing so is his or her chief duty. A Vice Chair may also have additional duties, such as a Committee Chairmanship. In the absence of a bylaw provision, however, he or she is not to be considered an assistant to the Chair.
3. When a process of impeachment against a serving Chair of the BOT has been initiated, the Vice Chair automatically becomes Chair for the duration of the proceedings.
4. In the absence of the Chair at a meeting, the Vice Chair will preside, and the Chair cannot designate otherwise.
5. If both the Chair and the Vice Chair are absent when a meeting should begin, the Secretary conducts an election of a Chair pro tempore to preside until the arrival of the Chair or Vice Chair, or until the assembly elects another Chair pro tempore, or until the adjournment of that session, whichever comes first.
F) Powers and responsibilities of the Secretary of the BOT
1. The Secretary of the BOT transacts all official correspondence of the ACA unless the BOT specifically delegates this responsibility to another official.
2. The Secretary of the BOT is responsible for recording the proceeding of the annual BOT meeting.
3. The Secretary of the BOT polls the membership at least once every three years by means of a questionnaire and reports the results of this poll to the BOT at the annual meeting.
4. The Secretary of the BOT is responsible for verifying the results of the BOT election and for executing the referendum procedure for amending the bylaws as outlined in Article X, Section 2.
5. The Secretary of the BOT conducts an election of a Chair pro tempore, if both the Chair and the Vice Chair are absent when a meeting should begin, to preside until the arrival of the Chair or Vice Chair, or until the assembly elects another Chair pro tempore, or until the adjournment of that session, whichever comes first.
6. The Secretary of the BOT takes on the duties of the Chair pro tempore when both the Chairmanship and Vice Chairmanship of the BOT are vacated, until a new Chair and Vice Chair are elected, as described in Article IV, Section 3 B. This election will take place in an expeditious manner. The Secretary will not be eligible to run in this election.
G) The Treasurer of the ACA
1. Prior to appointment to the position of ACA Treasurer, the candidate must be a member in good standing of the ACA and have been so for a minimum of one year.
2. The Treasurer of the ACA must be bonded by the ACA for a
minimum of $100,000.
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