Operating Procedures

Approved (11/6/2006)

ARTICLE I: Name

The name of this organization shall be: Region X, NAFSA: Association of International Educators (hereinafter referred to as "the Region"). (When the name "NAFSA" is used in this document, it means the national association.) The Region includes the following: New Jersey and New York State.

ARTICLE II: Purpose

The purpose of the Region shall be to advance NAFSA's mission, to develop and implement the Region's international educational objectives, and to foster the professional growth of the Region's members.

ARTICLE III: Membership

Section A

All members of NAFSA who reside or who are involved professionally within the geographic area defined in Article 1 shall be considered voting or non-voting members of the Region's membership.

Section B

Membership in the Region comprises two classes: voting and non-voting members.

1) Voting Members:

a) Individual Membership shall consist of those individuals within the Region admitted to membership in NAFSA. Each such member shall be entitled to vote on all matters brought before the Region if NAFSA membership dues are current.

b) Associate and Life Members shall consist of those individuals defined in Rule 1, Section B, Items 2 & 3, of the Standing Rules of NAFSA. Each such member shall be entitled to vote on all matters brought before the Region if NAFSA membership dues are current.

2) Non-voting Members

a) Honorary members shall consist of those individuals defined in Rule 1, Section B, Item 4, of the Standing Rules of NAFSA.

Such members shall not be entitled to vote on matters brought before the Region.

ARTICLE IV: The Regional Team

Section A: Composition

The Regional Team (hereinafter referred to as "the Team") shall consist of the following: Chair (who will also serve as the Conference Chair); Chair-Elect; Past Chair (who will also serve as Membership Chair); Business Manager; Representatives of each of the standing Knowledge Communities of NAFSA; the State Representatives; and such other positions designated by the Team.

Section B: Eligibility

Any voting member of the Region is eligible to serve on the Team.

Section C: Nominations, Elections, Appointments, and Terms of Office

Nominations, elections, and appointments shall occur in the manner provided by the Region's Standing Rules.

All Team members shall serve for two years, with the exception of the Chair, Chair-Elect, and Past Chair, whose terms shall be one year. The other exceptions shall be the Communications Manager, whose term shall be three years, and the Regulatory Ombuds positions, whose terms shall also be three years, with the final year of the outgoing representative's term overlapping the first year of an incoming representative's term.

All terms of office shall begin January 1.

Section D: Vacancies and Removal

1) Vacancies

A vacancy in the office of the Chair shall be filled by the Chair-Elect, who shall fulfill the unexpired term of the Chair and then assume the office of the Chair. A vacancy in the office of Chair-Elect shall be filled through an emergency election, to be conducted in the manner provided by the Region's Standing Rules. A vacancy in any appointed Team position shall be filled in the manner provided by the Region's Standing Rules.

2) Removal

A member of the Team who fails to perform his/her duties may be removed from office by a two-thirds vote of the Team.

Section E: Meetings

Five special meetings of the Team shall be scheduled each year. Regular and special meetings may be called by the Chair or upon written request of a majority of the Team and shall be held at such time and place as may be specified in the notice thereof. Except in an emergency, at least thirty (30) days' notice shall be given.

Section F: Quorum

A majority of the members of the Team present shall constitute a quorum for the transaction of business; and proxies shall not be counted towards such quorum.

Section G: Quorum Voting

Team members unable to attend a meeting of the Team may be represented by another Team member through a proxy.

Proxies must be in writing, clearly designating the name of the proxy-holder, and may be used only for a specified meeting.

Proxies may be revoked at any time.

Section H: Vote Without a Meeting

Any action which may be taken at a meeting of the Team and which, in the judgment of the Chair, is of sufficient urgency, may be taken without a meeting by vote of mail or fax ballot or by other means of written communication, provided that Team members are informed of the facts and alternatives to be the proposed action and provided that the vote is set forth in writing.

ARTICLE V: Executive Committee

Section A: Composition

There shall be an Executive Committee consisting of the Chair, Chair-Elect, Past Chair, and Business Manager

Section B: Duties

The Executive Committee shall have general supervision of the affairs of the Region between regular meetings of the Team to the full extent permitted by law, shall make recommendations to the Team, shall act as Finance Committee of the Team, and shall perform such other duties as are delegated by the Team. Any action by the Executive Committee must be ratified by the Team.

Section C: Meetings, Proxies, and Quorum

Meetings of the Executive Committee may be called by the Chair or at a written request by two (2) members of the Committee.

There shall be no proxies allowed for a meeting of this Committee. A quorum shall consist of all four (4) members.

ARTICLE VI: Duties of the Regional Team

Section A: Chair

The Chair shall preside at all Regional meetings, shall serve as Regional Conference Chair, shall represent the Region in the Regional Council of NAFSA, and shall otherwise perform the normal duties of a Chair. The Chair, in consultation with the Executive Committee, shall prepare the agenda for all Regional Business and Team meetings.

Section B: Chair-Elect

The Chair-Elect shall serve to assist the Conference Chair, shall preside in the absence of the Chair at any Regional Business and Team meetings, and shall perform such duties as may be assigned by the Chair.

Section C: Past Chair

The Past Chair shall serve as the Membership Chair, and will oversee membership activities at the Regional Conferences, and shall perform such duties as may be assigned by the Chair.

Section E: Business Manager

The Business Manager will maintain financial records and related functions for the Team and shall prepare an annual line budget in consultation with the Chair, to be approved by the Executive Committee, and to be approved by the Team at its meeting during the NAFSA Annual Conference, and presented to the Region at the Regional Business Meetings. The Business Manager shall keep the minutes of all business meetings and perform such duties as may be assigned by the Chair.

Section F: Other Team Members

Team members shall serve in accordance with the stated job descriptions provided to them upon acceptance of their appointments and such duties as may be assigned by the Chair.

ARTICLE VII: Meetings

Section A: Annual Conference

The Region shall hold an Annual Regional Conference, which shall include an Annual Business Meeting.

Section B: Regional Update Meeting

The Region shall hold an annual Regional Update Business Meeting to be held during the NAFSA Annual Conference.

Section C: Other Meetings

The Region may hold other conferences or meetings in addition to those set forth in Article VII, Sections A & B, if deemed necessary and appropriate by the Team.

ARTICLE VIII: Parliamentary Authority

The rules contained in A. Sturgis, Code of Parliamentary Procedure shall govern the Region in all matters to which they are applicable and in which they are not in conflict with these Operating Procedures or the governing documents of NAFSA.

ARTICLE IX: Regional Finances

Section A

The Region's fiscal year shall run from January 1 to December 31.

Section B

Financial and other support of the Region shall be obtained through conference registration fees, revenue generated by advertisers, exhibitors, raffles, and through any other means approved by the Team.

Section C

An annual financial statement shall be submitted by the Business Manager to the Team and to NAFSA by March 1st of each year. An annual financial report shall be published in the Regional Newsletter and/or distributed at the next Business Meeting.

Section D

Any unbudgeted expenditure in excess of $150.00 shall require the prior approval of the Executive Committee.

ARTICLE X: Amendments

These Operating Procedures may be amended by a two-thirds majority vote of the members present and voting at the Annual or Update Business Meeting, provided that each proposed amendment has been published in the Regional Newsletter, or announced in a special mailing or electronic communication authorized by the Team, at least thirty (30) days in advance of the Business Meeting. A special electronic vote may be authorized with at least thirty (30) days advanced notice on the regional distribution list.