Section 1.Name
The name of this organization shall be the Illinois Community College Admissions and Records Officers Organization (ICCAROO).
Section 2. Purpose
The purpose of this organization shall be to:
Section 1.Type of Membership
Membership in the organization shall be institutional in nature.
Section 2.Requirements for Membership
Section 3.Dues
Dues shall be payable by the annual fall meeting of the organization and shall be assessed at the rate of forty dollars ($40.00) per annum for each institution.
Section 4.Retired Members
ICCAROO members who have retired from their institutional positions will be granted a one-year extension of membership at no charge. In subsequent years, membership will be offered at an annual fee of $5.00.
The organization shall have the following officers which constitute the board of directors: president, president-elect, immediate past president, secretary,treasurer, historian and ICCCA (Illinois Council of Community College Administrators) representative.
Section 1.President
The president shall assume office after serving as president-elect and shall not serve more than one elected term. The president shall preside over all meetings of the general membership and act as chairperson of the board of directors. He/she shall be responsible for and in full charge of operations of the organization and supervise all assignments and delegated duties.
Section 2.President-elect
A president-elect shall be elected by a majority of the legal votes cast at the fall meeting. The term of office will begin at the end of the fall meeting. He/she shall assist the president as requested and preside over all meetings as necessary in the absence of the president. He/she shall become president at the end of his/her term as president-elect. He/she shall succeed to the presidency should the office become vacant and in that circumstance shall be eligible in the following year for a full term as president. It shall be the responsibility of the president-elect to coordinate and direct the program planning for each meeting of the general membership.
Section 3.Immediate Past President
After having served as president, the immediate past president will remain a member of the board of directors for one year. The term of office will begin at the end of the fall meeting. His/her primary duties will be to serve in an advisory capacity to the president and board of directors.
Section 4.Secretary
The secretary shall be elected by a majority of the legal votes cast at the fall meeting. He/she shall be elected for one year and may not succeed himself/herself. The term of office will begin at the end of the fall meeting. He/she shall keep the minutes of the annual meetings as well as any other general membership meetings as called by the president. The secretary shall be responsible for sending written notices to the admissions and records officers at each Illinois public community college, notifying them of each meeting of the general membership thirty (30) days prior to that meeting. He/she shall distribute copies of minutes of each general membership meeting to the admissions and records officer of each Illinois public community college. He/she shall also maintain the mailing list of all eligible paid members as well as a current list of all Illinois public community colleges. He/she shall be responsible for all secretarial records and shall keep a permanent file of all minutes.
Section 5.Treasurer
The treasurer shall be elected by a majority of the legal votes cast at the fall meeting. He/she shall be elected for a term of two years and may not succeed himself/herself. The term of office will begin at the end of the fall meeting. He/she shall secure the approval of the board of directors for all expenditures. He/she shall prepare an annual financial report for the general membership at the fall meeting.
Section 6.Historian
The historian shall be appointed by the president for a term of office of no more than three years. He/she may succeed himself/herself. The term of office will begin at the end of the fall meeting. He/she shall be responsible for all historical records and shall keep the official archives of the organization. He/she shall keep the membership informed of changes in admissions and records personnel in Illinois community colleges, as well as other appropriate member information. The archives shall be transferred to each succeeding historian.
Section 7.ICCCA (Illinois Council of Community College Administrators) Representative
The ICCCA representative shall be appointed by the president for a term of no more than three years. He/she may succeed himself/herself. The term of office will begin at the end of the fall meeting. This officer shall be responsible for representing the organization (ICCAROO) at all meetings of the ICCCA Executive Committee.
Section 8.Vacancy in office
Unless otherwise provided for in the constitution, the board of directors shall have the authority to fill any vacancy by appointment for the unexpired term.
Section 9.One Office Limitation
No member may hold more than one office within the organization during one year.
Section 10.Slate of Officers
A slate of officers shall be presented at each fall meeting for election. The slate of officers as presented may be amended from the floor until such time as nominations are closed by the president. No one may be nominated for an office without his/her prior consent.
Section 11.Voting Procedure
Election of officers at each annual meeting shall be by secret ballot, the winners being determined by simple majority vote. Each member institution shall be eligible for one vote.
Section 1.Nominating Committee
The nominating committee shall be appointed by the president. The committee shall consist of at least three member institutions and shall be composed of at least five individuals who will select a slate of officers for the following year. The nominating committee shall submit its slate of officers to the president at least thirty (30) days prior to the annual meeting.
Section 2.Standing and Ad Hoc Committees
The president may appoint members to standing and ad hoc committees as necessary.
Section 1.General Meetings
Meetings of the general membership shall be scheduled by the president at leastthree times during each calendar year, in the fall, spring and summer. Additional meetings may be called by the president as necessary, provided written notice of such meetings is distributed thirty (30) days prior to each scheduled meeting.
Section 2.Parliamentary Authority
Meetings shall be conducted according to procedures outlined in Robert’s Rule of Order.
Section 3.Quorum
A quorum, which shall be necessary to conduct business of the organization shall consist of representation from at least eight member institutions.
Section 4.Voting
The constitution shall be amended as follows: Any admissions and/or records officer from a member institution shall submit a proposed amendment to the secretary, who shall include the proposed amendment in the written notice of the next meeting of the general membership. Approval requires a two-thirds vote.
Adopted July, 1984
Amended October, 1986
Amended March, 1991
Amended June, 1997
Amended October, 1999
Amended October, 2003
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