Article I: Officers
Section I: The President shall
- Act as chairperson and presiding officer of the Executive Board, shall act as presiding officer at every meeting of the membership of the ACTP and at every meeting of the Executive Board
- Develop a plan of action, in conjunction with the Executive Board, to accomplish ACTP’s goals and objectives.
- Appoint committee chairpersons. Appointments will be confirmed by a majority vote of the Executive Board.
- Provide the chairpersons of the standing and special committees with a written description of their duties.
- Coordinate the activities of the standing and special committees.
- Engage in liaison activities with other associations and institutions to promote the goals and objectives of ACTP or appoint a representative to carry out this duty.
- Report to the membership at the annual meeting on the state of ACTP.
- Report to the membership, via a column in the newsletter, ACTP’s progress toward accomplishing its goals and objectives.
- Make appointments to fill vacancies arising in the offices of President-Elect, Secretary, or Treasurer until regular meetings are held.
- Appoint a Conference Chairperson from within the Conference Committee should a vacancy occur in the office of President-Elect.
- Serve as Chairperson of the Elections Committee for one year immediately upon becoming Past President.
- Forward items of historical value to the Secretary.
- Conduct negotiations with conference hotel.
Section II: The President-Elect shall
- Act as presiding officer of ACTP in the absence of the President. The primary responsibility of the President-Elect shall be to serve as the Conference Committee chairperson, leading the effort to plan and conduct the next annual conference. In that capacity, the President-Elect selects Conference Committee members and leads the committee. The President-Elect also works with the President in negotiations with the conference hotel.
- Serve as Chair of Program Committee.
- In collaboration with the Conference Committee and approval of the Executive Board, select keynote speaker appropriate to conference theme.
- Oversee the call for conference papers.
- In collaboration with the Conference Committee, select for presentation those papers consistent with the conference theme and mission of ACTP.
- Develop the conference program.
- Provide the Conference Committee with all information necessary to meet the audio-visual and space needs of presenters.
- Provide on-site coordination for the conference program.
- Conduct all correspondence and communication relevant to the conference program.
- In collaboration with the Conference Committee, design the conference brochure and any other written materials to be distributed at the conference.
Section III: The Secretary Shall
- Be the official custodian of all documents belonging to ACTP and shall record, store and disseminate information from the board meetings, cross-referencing them for easy access when appropriate. The secretary shall keep various records of the organization complete and up-to-date and:
- Correspond on behalf of the Executive Board, including notifying all Executive Board members of the time and place of Executive Board meetings.
- In conjunction with the President, prepare an annual report to be distributed to the membership at the annual meeting.
- Submit news from the Executive Board to the Editor of the newsletter
- Collect and archive items of historical value to the association.
- At each meeting/conference call:
- Provide small office supplies, e.g. stapler, post-it notes, paper clips, extra pens, white-out, tape.
- Have on hand minutes of meetings from past year and attachments, if feasible. Historical records, by-laws, constitution, Policy and Procedures Manual should also be on hand. (Note: These must be at the board meetings held during the annual conference.)
- Record the minutes, using a reliable system (e.g. laptop computer, tape recorder, pen) and a backup system.
- Prepare draft minutes within two weeks and distribute via email to the other Executive Board members for editing.
- After collecting revisions, prepare the final form of the minutes to be approved by motion and vote.
- After the minutes are approved, distribute as detailed below in #7. Prepare a list of attachments to the minutes. Label each attachment accordingly; include the number of pages.
- Distribution of minutes and attachments
- After minutes have been approved, copies are distributed to:
- The secretary’s file
- Each board member
- The Newsletter editor
Section IV: The Treasurer shall
- Receive and record the receipts from the Membership Committee and Conference Committee (and any other committees that may generate revenue) to include income as well as expenditures as per the Finance Policies and Procedures.
- Prepare quarterly financial reports and disseminate to the Executive Board.
Reconcile all accounts.
- Make a financial report at each general and special meeting of the membership and of the Executive Board.
- With input from the past Conference Chair, provide a financial report on the annual conference account at the summer Executive Board meeting.
- Forward items of historical value to the Secretary.
- Help conduct negotiations with the conference hotel.
Section V: The Past President shall
- Serve as a member of the Executive Committee and may be recalled by the Executive Committee or the membership like any other member. If the Past President cannot serve his/her term, the President may appoint someone to carry out the duties of Past President
- Chair the Elections Committee and be responsible for oversight of the call for nominations, balloting, and the reporting of election results. All results must be verified by at least two other committee members
Article II: Standing Committees
- The following standing committees may exist: Awards, Certification, Chapters, Constitution/By-laws and Ethics, Distance Learning, Diversity, Membership, Publications /Website, Public Relations, Research, and Conference.
- Chairpersons of the standing committees shall be appointed by the President upon consultation with and majority approval of the Executive Officers.
- Special committees may be created as deemed necessary by the President or the Executive Board.
- Standing Committee Chairs serve at the pleasure of the President and the majority of the Executive Board.
Section II: Chairpersons shall
- Select the membership of their committees, except as otherwise noted in ACTP legislation.
- Arrange meetings of their committees.
Conduct the correspondence of their committees.
- Coordinate committee activities.
- Submit a written report at each regular meeting of the Executive Board.
- Approve committee expenditure requests.
Recommend future committee activities.
- Provide for a smooth transition to the new chairperson, including the transfer of records.
- Perform other duties as requested by the President or Executive Board
Attend the annual conference.
- Forward items of historical value to the Secretary.
- Be available to work before, during, and after the annual conference as requested by the President and Conference Chairs.
- Be certified ACTP members in good standing at the time of their appointment and maintain membership in good standing throughout their appointed terms..
- Be notified by the President in writing of their appointment within thirty days of the conclusion of the annual meeting.
- Receive from the President the following list of duties in writing, along with the written charge to their committees.
Section III: Membership Chair
- All membership records belong to ACTP. No one person or group has sole right to deny access to these records or to prevent the reasonable usage of these records for the good of the association.
- The Chair of the Membership Committee shall ensure that all databases are maintained and updated to include all members of the association.
- Membership information may not be used for commercial purposes.
Section IV: Publications Chair
- Publications shall encompass the website and the newsletter.
- The Chair shall be responsible for the initial design and set-up of these publications.
- Final approval of all published materials is reserved to the Executive Board.
- The Chair shall manage the website which will, according to the By-Laws, be required to contain the Constitution and the By-Laws.
Section V: Certification Chair
- Certification requirements must be approved by a majority vote of the Executive Board.
- Certification fees shall be paid to the Treasurer for deposit into the ACTP account.
- A Certification Committee shall review and approve all requests for certification. Standards and requisites must be maintained. No changes to this requirement shall be made without a majority vote of the Executive Board.
Section VI: Executive Committee
- The elected officers serve as the members of the Executive Committee as defined in Robert’s Rules of Order Newly Revised(11e). The Executive Committee shall have all the powers and authority of the Executive Board in the intervals between meetings of the Executive Board, and is subject to the direction and control of the full board.
Article III: Special Committees
Section I: Special committees may be created as deemed necessary by the President or the Executive Board and with a majority vote of the Executive Board.
Article IV: Financial Holdings
Section I: ACTP shall keep a master checking account and support checking accounts for the membership and conference committees (and any other committees that may generate revenue) through which to conduct any necessary organizational transactions. The committee chairpersons are responsible to report income and expenses to the treasurer as per the Finance Policy and Procedures. The Treasurer is responsible for making a financial report at each general and special meeting of the membership or the Executive Board. The Finance Policies and Procedures that have been approved by the board will govern all financial activities of ACTP.
Article V: Conflict of Interest
Section I: No member of ACTP shall participate in any discussion or vote on any matter in which he or she or a member of his or her immediate family has a potential conflict of interest due to having material economic involvement regarding the matter being discussed. When such a situation presents itself, the President or the member must announce that a potential conflict exists. This will disqualify the member for the duration of the discussion and or vote.
Article VI: Conference
Section I: Conference Planning
The ACTP Executive Board shall maintain a comprehensive conference planning document which shall include a timeline of all necessary steps for successful implementation of a conference. This includes but is not limited to the choosing of host cities and hotels; critical financial considerations; and the planning and execution of all aspects of a successful conference. Primary responsibility for keeping the document updated and complete rests with the President-Elect, and primary responsibility for incorporating those updates and making the document available to all board and committee members rests with the Secretary.
Section II: Annual Business Meeting:
For the purposes of the Annual Business meeting, quorum shall be defined as a simple majority of those regular members in good standing and in attendance at the Annual Conference.
Article VII: Email Legislative Procedures
Section I: To facilitate the administration of ACTP, Executive Board members may at any time make motions via email to adopt resolutions not affecting the Constitution or By-Laws. (In the following procedures, a business day is defined to be 24 hours from the posting of an email, not including Saturday and Sunday.)
- Such motions must be addressed to an email list containing all current Executive Board members.
- Any Executive Board member may second the motion via email.
- Following the second, the President will state the motion and call for a discussion.
- The discussion period shall be four business days, unless an additional procedural motion is made.
- Following the discussion period, the President shall call for a vote. The voting period shall be three business days.
- A majority of board members must cast a vote (yay, nay, or abstain) during the voting period for a quorum to be considered present. Failure to cast a vote does not constitute abstention. If a majority of board members do not vote, a quorum will not have been present, and the motion will be declared out of order.
- The President will report the results of the voting to the Board, including a record of each Executive Board member’s vote.
- Committees should use similar voting procedures to insure the integrity of email votes.
Article VIII: Elections and Terms of Office
- The President shall solicit from the membership nominations for the elected offices of President-elect, Treasurer, and Secretary at least 60 days prior to the annual conference.
- Elections will be held annually beginning at midnight (Central Time) on February 1 and closing at midnight (Central Time) February 15. Ballots will be distributed electronically.
- Ballots will be counted and the results will be announced at the annual conference.
- At installation ceremony, the currently serving President-Elect becomes President.
- At installation ceremony, the currently serving President becomes Past President.
- Terms of service for Treasurer and Secretary shall last one year. The winners of the elections for Treasurer and Secretary are installed at the annual conference meeting.
- To be approved to run for elected office in ACTP the candidate must be approved by the elections committee’s vetting procedure.