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Texas BUC$ Bylaws

Texas Association of Bursars for Universities and Colleges

ARTICLE I: NAME

The name of the Association shall be Texas Association of Bursars for Universities and Colleges (BUC$) herein called "the Association."

ARTICLE II: CORPORATE STATUS

The Association shall be organized and operated exclusively for not-for-profit educational purposes in the State of Texas. No part of the net earnings of the Association shall apply for the benefit of or be distributed to its members, officers or other persons except the Association shall be authorized and empowered to pay reasonable compensation for services rendered and make payments and distributions in furtherance of its not-for-profit purposes.

ARTICLE III: PURPOSE

  1. To provide a forum for interchange of ideas and information among interested financial personnel of private and public institutions of higher education in the State of Texas.
  2. To assist members with their professional development
  3. To assist member institutions' accomplish goals and objectives more efficiently and effectively.
  4. To provide conferences, seminars and other related educational activities as may be desirable for the professional growth of members.

ARTICLE IV: MEMBERSHIP

  1. The Association shall offer membership to private and public colleges and universities (agencies of higher education) within the State of Texas who express an interest in discussing student financial issues and to vendors who support student financial operations at institutions of higher education.
  2. Membership Categories
    1. Institutional Membership
      1. shall be from private or public institutions of higher education that grants an associate degree or higher
      2. are accredited by an authorized accrediting organization recognized in the State of Texas.
    2. Industry Membership
      1. shall consist of such for-profit organizations and agencies that are deemed by the Board of Directors to be part of the service industry for student business office operations.
  3. Membership Privileges
    1. Each Institutional member is allowed one vote on Association business.
    2. Institutional Members may hold office in the Association.
    3. Industry Members do not have a vote on Association business and may not hold office.
    4. Members may attend all conferences, workshops, and programs of the Association with proper registration and payment of program fees.
  4. Transfer of Membership
    Membership in the Association is not transferable or assignable.

  5. Membership Fees
    1. Institutional Members will not be charged a membership fee.
    2. Industrial Members will pay a fee for the sponsorship and registration for the annual conference. The amounts and categories/levels available will be established by the Board of Directors annually. Additional sponsorship opportunities for the annual conference and any regional meetings may also be announced by the Board of Directors.
    3. The Board of Directors reserves the right to reject sponsorship and registrations from any vendor or possible industrial member as they deem appropriate to insure a wide representation of services available to the student business office.

ARTICLE V: ORGANIZATIONAL STRUCTURE

  1. Annual Meeting
    1. All official business of the Association will be conducted at the Annual Meeting of the Association.
    2. The time, date and location of the Annual Meeting will be determined by majority vote of the Board of Directors. The location of the Annual Meeting will be limited to an area that provides convenient transportation options, including a regional airport within fifty (50) miles. The location options will include the following sites in the State of Texas as approved by the Association in October 2001: Austin, Dallas/Fort Worth, Houston, Galveston, San Antonio or Corpus Christi. A location outside of these cities must provide convenient transportation options and be approved by a majority vote of the Board of Directors.
    3. The Board of Directors will send a notification for the Annual Meeting to all members at least four (4) months prior to the scheduled date of the meeting.
    4. Voting
      1. Each Institutional Member shall have one vote.
      2. Each member of the Board of Directors shall have one vote.
    5. Quorum
      Twenty-five (25) percent of the Institutional Members shall constitute a quorum.

    6. Agenda
      1. The agenda for the Annual Meeting will be compiled by the Board of Directors and distributed to the membership at least two weeks prior to the meeting. A draft of the agenda will be posted on the organization’s website at least four (4) months prior to the scheduled date of the meeting.
      2. Members may submit items for the agenda to the Board of Directors no later than nine (9) months prior to the Annual Meeting.
      3. The Board of Directors will accept items for the agenda of the Annual Meeting by majority vote of the Board.
    7. Special Meetings
      Special meetings may be called by the President of the Association or by petition of twenty five (25) percent of the Institutional members. Requirements of notice are the same as for the Annual Meeting.
  2. Regional Organization
    The Association shall be divided into four (4) regions – Region I (Dallas area), Region II (Houston area), Region III (San Antonio area), and Region IV (Lubbock area)

    1. The Board of Directors will determine the boundaries of the regions based on the needs of the membership.
    2. The Regional Coordinate will be responsible for activities in the regions.
    3. Regions will offer programs and workshops for members in that region.
    4. Regional Coordinator will contact institutions in their region encouraging membership in the Association and soliciting input on member needs and interests.

ARTICLE VI: PARLIMENTARY RULES

The Association shall be governed by Roberts Rules of Order, Revised.

ARTICLE VII: OFFICERS

  1. Board of Directors
    The Board of Directors shall be composed of President, Immediate Past President, Vice President, Secretary, Treasurer, Regional Coordinator, and three Members at Large. The three Members at Large will include one representative from a private college or university granting four-year degrees, one representative from a public senior college or university granting four-year degrees and one representative from a community or junior college granting two-year degrees.

  2. Election
    1. The Board of Directors will call for nominations at the beginning of the annual meeting.
    2. The Board of Directors will present the slate of officers for election at the Annual meeting.
    3. Nominations may be taken from the floor during the Annual meeting.
    4. All Officers will be elected by majority vote during the business meeting with the exception of the Regional Coordinator who shall be appointed by the Board of Directors.
  3. Qualifications for Office
    1. All officers must be Institutional Members of the Association.
    2. Members at Large must be constituents of the institutions they represent.
  4. Term of Office
    1. President, Vice President, and Secretary will serve a 4 year term with the rotation described below.
    2. Treasurer will serve a 3 year term.
    3. Members at Large will serve a 2 year term.
    4. The Regional Coordinator will serve at the pleasure of the Board.
  5. Officer Rotation
    1. The Secretary shall rotate into the position of Vice President after one year.
    2. The Vice President will rotate into the position of President after one year.
    3. The President will rotate into the position of Past President after one year.
    4. The new Board of Directors at the Annual meeting will appoint the Regional Coordinator.
  6. Vacancies
    1. Vacancies in any office because of death, resignation, removal or disqualification shall be filled by the Board of Directors by a majority vote.
    2. Vice President will automatically fill a vacancy in the Presidency and will continue as President after the Annual Meeting.
    3. Vacancies in the Vice President, Secretary, or Treasurer will be selected from current Board members by majority vote of the Board of Directors. The appointment will be effective immediately upon selection and until the next Annual Meeting at which time the remainder of the unexpired term will be filled by majority vote of the membership.
    4. Vacancies in Members at Large or Regional Coordinator will be filled by appointment through majority vote of the Board. After confirmation
      at the Annual Meeting, these appointments will be for a full term of office.
  7. Quorum
    Fifty percent plus one will constitute a quorum of the Board of Directors.

  8. Compensation
    Directors as such shall not receive any salary for their services, but may be reimbursed for reasonable expenses incurred in connection
    with services rendered on behalf of the Association subject to approval by the Board and reported to the membership at the Annual Meeting.

  9. Removal
    Any Officer may be removed by a two-thirds vote of the Board of Directors whenever, in their judgment, the best interest of the Association shall be served.

  10. Liability
    The Board of Directors shall not be personally liable for any debt, obligation, injury, sickness, disease, death or destruction solely by reason of being a Director or Officer.

ARTICLE VIII: BOARD OF DIRECTORS

  1. Act for the Association between Annual Meetings making decisions and committing the Associations on matters that support the purpose of the Association.
  2. Enter into contractual agreements on behalf of the Association.
  3. Approve expenditures on behalf of the Association.
  4. Report significant actions of the Board at the Annual Meeting.
  5. Approve requests for Industrial Membership.
  6. Select the time, date, and location for the Annual meeting and Annual Conference.
  7. Members of the Board of Directors will work collaboratively to coordinate the Annual Meeting. The Board of Directors will meet annually between February – May at the proposed site for the annual meeting to approve the location and establish the agenda, pricing and details for the annual meeting.
  8. Fill vacancies in offices
  9. Remove members as dictated in the bylaws
  10. Vote on the initial approval and adoption of the bylaws
  11. Duties of the Officers

    The President shall:

    1. Preside at all meetings of the Association and the Board of Directors.
    2. Appoint all ad-hoc committees.
    3. Call meetings of the Board of Directors.
    4. Insure that the Association operates within the bounds of its bylaws and fulfills its obligation to its members.
    5. Perform such other duties as needed to support the mission of the Association.
    6. Represent the Association as needed.

    The Vice-President shall:

    1. Act for the Association in the absence of the President.
    2. Rotate into the office of President in the event of a vacancy in the office of President.
    3. Act as an ex-officio member of all committees.
    4. Serve as the liaison to the Annual Conference Chair.

    The Secretary shall:

    1. Keep a written record of the proceedings of all meetings of the Association and the Board of Directors.
    2. Provide copies of the minutes of the previous Annual Meeting and all Board meeting subsequent to the last Annual Meeting to all members.
    3. Issue notices of meeting and agenda as required by the bylaws of the Association.
    4. Handle all correspondence of the Association.
    5. Maintain membership roster.
    6. Oversee the operation of the Association website

    The Treasurer shall:

    1. Maintain the accounts of the association.
    2. Act as custodian of the assets of the association.
    3. Present a Statement of Accounts at the Annual Meeting.
    4. A detailed financial report will be presented to the Board of Directors at the annual Board of Directors Meeting held between February – May. The Board of Directors will accept the annual report by a majority vote.
    5. Prepare and provide all necessary documents for filing of Internal Revenue and Articles of Incorporation.
    6. Serve as the Board liaison to the Industrial Members
    7. Manage online Annual Conference Registration

    Regional Coordinator

    1. Serve as the liaison to the regions within the Association through the Institutional members
    2. Plan Regional workshops and programs as deemed needed by the Board and Institutions in each region.
    3. Select site, set dates, and set fees for Regional programs and workshops. Select underwriters for the regional conferences with Board Approval.
    4. Oversee the vendor participation for the Association.

    Past President

    1. Serve as ex-officio non-voting member of the Board
    2. Serve as advisor to the President and Board of Directors.
    3. Maintains and recommends changes to the bylaws of the Association

    The Members-at-Large shall:
    There shall be three Members-at-Large each representing one of the various Institutional Membership categories of the Association – public, private, and 2-year institutions.

    1. Promote membership in the association to their constituent group.
    2. Represent the interests of their constituent group within the Board of Directors.
    3. Prepare ballots and materials required for the annual election of officers.
    4. Assist the Regional Coordinator with notification of constituent groups with regard to regional meetings.

ARTICLE IX: Programming

  1. Annual Conference
    1. The Association will hold an Annual Conference at a time, date, and location selected by the Board of Directors.
    2. The President shall serve as Conference Chair who with the advice and consent of the Board will make all necessary arrangements for the conference.
    3. Conference cost will be paid from conference fee revenue. All charges and expenditures related to the conference shall be approved by the Board of Directors and available upon request to members.
  2. Regional Programs
    1. The Regional Coordinator with the approval of the Board may plan and conduct workshops and programs within each region.
    2. A fee may be charged to defray costs of the program with the approval of the Board of Directors.
    3. All charges and expenses related to regional programming are to be reported to the Treasurer of the Association.
  3. Sponsorships and Underwriting
    1. To assist with the cost of programming by the Association, sponsorships and underwriting may be accepted.
    2. Sponsors and underwriters must be Industrial Members of the Association.
    3. Requests to sponsor or underwrite a program must be approved by the Board of Directors with specific guidelines for the scope and manner of the sponsorship or underwriting.

ARTICLE X: AMENDMENTS

  1. These by-laws may be amended by a two-thirds vote of membership at the Annual Meeting.
  2. Proposed Amendments must be submitted to the Board of Directors at least sixty (60) days prior to the Annual Meeting by a voting member of the Association.
  3. The Board may make a recommendation on the proposed Amendment and distribute the proposed Amendment and the Board's recommendation to the membership at least thirty (30) days prior to the Annual Meeting.

ARTICLE XI: STATEMENT OF DISSOLUTION

Should the association be dissolved, any funds on hand after the retirement of all outstanding liabilities shall be distributed pursuant to a legally permissible plan. The Treasurer shall be responsible for prompt payment of all outstanding obligations, the distribution of remaining funds, preparation of a final association Financial Statement, and the preparation and submission of final Internal Revenue Service forms.

These by-laws were adopted and approved by the Board of Directors on July 26, 2007.

________________________
Wendy Crowley
President

________________________
Susan E. Rose
Treasurer

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Texas BUC$ Bylaws69.5 KB