APAC

The Association of Professional Advisers and Counselors (APAC)

By-Laws

Our Goals, Values and Structure

  • To enhance communication and exchange of professional information among advisers and counselors. To collaborate with other advising and counseling organizations, both in and out of the UW, and to provide professional development opportunities.
  • The work performed by professional advisers and counselors is integral to the mission of the University of Washington. A strong community is a necessary part of training, developing, and retaining the best professional advisers and counselors. APAC is guided by the input and leadership of its members.
  • APAC is organized independently of the University administrative structure. Membership in APAC is open to all University of Washington Advisers and Counselors. APAC is led by an executive board chosen by the entire membership. Each Board member is elected to a two-year term.

ARTICLE I    NAME

The name of this association shall be the Association of Professional Advisers and Counselors (APAC).

ARTICLE II    PURPOSE

The purposes of this organization are:

  1. To define, promote, improve and maintain professional standards;
  2. To encourage recognition, as an association and as individuals;
  3. To enhance communication and exchange of professional information among advisers and counselors;
  4. to facilitate communication between or provide liaison among the Association, students, faculty, the administration of the University of Washington, its schools, colleges, and departments, and its personnel board.

ARTICLE III    MEMBERSHIP AND DUES

Section 1: The Association shall have two classes of voting membership, namely, professional members, and student members.

  1. Professional membership shall be open to all University of Washington staff who perform student advisory and who have a strong interest in advising, counseling and/or student affairs.
  2. Student membership shall be open to University of Washington students who have a strong interest in advising, counseling, or student affairs.

Section 2: The term of membership shall be from October 1 to September 30.

Section 3: Annual dues will be recommended by the Executive Board. Changes in dues must be submitted to the membership one month before being voted upon and must be approved by a majority of votes cast.

Section 4: Payment of dues shall be made to the APAC Treasurer, who is a member of the Executive Board.

Section 5: The fiscal year for APAC shall extend from October 1 to September 30.

ARTICLE IV    EXECUTIVE BOARD

Section 1: The Executive Board of the Association shall be composed of eleven elected board members. The term of office for Executive Board members shall be two years in staggered fashion. In one year, at least three new Board members shall be elected. There shall always be at least three continuing Executive Board members. The new Executive Board members will assume duties on June 1 and serve until May 31 two years later.

Section 2: It shall be the duty of the Executive Board, in response to the membership, to propose and recommend policies, identify issues, and priorities, formulate operational actions for the Board and Association, and perform such duties as may be delegated to it by the Association.

Section 3: Within the first month of the fiscal year, the Executive Board shall make an organizational report to the membership. This report shall define the various areas of shared and individual responsibilities of the Executive Board members. Any reorganizations of responsibilities shall be reported to the membership at the next general meeting.

Section 4: It shall be the duty of the Executive Board to call, and preside at, the meetings of the Association.

Section 5: The Executive Board shall keep the minutes of the Association and Board meetings, all funds of the Association and disperse these funds as needed, keep accurate records accounting for all receipts and disbursements, and report quarterly on financial affairs to the Association.

Section 6: The Executive Board shall receive and keep on deposit, in a bank of its choice, all funds of the Association and disburse these funds as needed, keep accurate records accounting for all receipts and disbursements, and report quarterly on financial affairs to the Association.

Section 7: Between scheduled meetings the Executive Board may act for the organization. All formal actions taken by the Executive Board must be approved by the Association at the next general meeting.

ARTICLE V    NOMINATIONS AND ELECTIONS

Section 1: The professional members of the Association shall nominate candidates for the Executive Board. The candidates must be professional members. Only persons who have been members of the Association for at least one year may be nominated.

Section 2: Candidates for the Executive Board shall be nominated in March and April and a list of candidates shall be sent to the membership by mail or email by the the end of April.

Section 3: Professional members shall elect the Executive Board at the May meeting by confidential paper electronic or mail balloting. If voting is conducted at a meeting, absentee ballots may be obtained from and returned to the Nominations Chairperson prior to the May meeting.

Section 4: Each professional member may vote for up to three or four different candidates depending on the number of anticipated Executive Board vacancies for the ensuing year.

Section 5: Members elected to the Executive Board shall be candidates receiving the greatest number of votes. In case of a tie, a run-off vote will be held immediately.

Section 6: During June the current Executive Board will meet with new Executive Board members to orient them to the Board duties.

Section 7: No one may serve on the Executive Board for more than one two-year term; however after a year interval a member may serve again (See the exceptions in Article V, Section 8 and 9.)

Section 8: In the event of a vacancy on the Executive Board during the middle of a term, the Board may appoint a new member, subject to the approval of a simple majority of the professional members. Members shall be notified of this appointment by mail, email and/or at the next general meeting. The board member appointed may be a former Board member if continuing for only one additional (third) year.

Section 9: If, in the estimation of the Board or the membership, an Executive Board member is not performing Board duties adequately, any professional member may request that the Executive Board, or a special group of members appointed by the Board, investigate the matter. If it is determined that the Board member is not performing Board duties adequately, after discussion at a Board Meeting of the findings of the investigation, the Board may choose to deal internally with the member and either counsel resignation or come up with a plan agreeable to all parties. If the investigated member is not satisfied with the informal outcome, s/he may present his/her case at the next general meeting, where the outcome of the investigation is also presented. If the outcome of the general meeting vote is that the member should leave the Board, the Executive Board member shall be replaced in the same manner as in Section 8 above.

ARTICLE VI    COMMITTEES

Section 1: Standing Committees, ad hoc committees, and task forces will be formed as necessary.

Section 2: Any Association member may propose the formation of a new committee or taskforce to the Executive Board, which will present the proposal to the membership. Upon approval of the membership, the Executive Board may appoint a chairperson.

Section 3: Each committee or task force of the Association shall have as one of its members a member of the Executive Board

ARTICLE VII    MEETINGS

Section 1: The frequency of meetings will be proposed by the Executive Board and approved by the membership. The general schedule of meetings for the year shall be presented by the end of October.

Section 2: Special meetings of the Association may be called by the Executive Board as the need arises. Members must be notified of these meetings at least five working days before the meetings.

Section 3: For any duly called general or special meetings, a simple majority of the professional members will be necessary to pass a vote.

Section 4: The Executive Board, committees, and task force shall meet as necessary.

ARTICLE VIII    PROPERTY OF THE ASSOCIATION

Section 1: All property of the Association shall be subject to the control and management of the Executive Board with approval of the membership.

Section 2: All appropriations of the Association funds shall be made by the Executive Board. The expenses incurred in the conduct of the affairs of the Association shall be paid by the Executive Board member acting as Treasurer of appropriations budgeted for such purposes.

ARTICLE IX    AMENDMENTS TO THE BY-LAWS

Section 1: Any professional member may propose an amendment to the APAC by-laws. A proposed amendment to the constitution must be presented at least one general meeting before being voted upon. All professional members must be notified by mail or email at least two weeks before the amendment comes to a vote.

Section 2: A proposed amendment must be approved at a general meeting by a simple majority of the professional members present or, if by email or mail-in vote, by a simple majority of ballots cast.

—Revised 4/25/07