ASAP Constitution
Mission Statement
The New Mexico/West Texas Association of Student Assistance Programs is a state association whose purpose is to advance and defend the ideal of equal educational opportunity for all TRIO eligible individuals by providing its members the guidance and support needed to foster those activities necessary to cause the target population to persist in achieving their educational goals.
*AMENDED ARTICLES
RESTATED AND APPROVED ARTICLES OF INCORPORATION OF THE NEW MEXICO/WEST TEXAS ASSOCIATION OF STUDENT ASSISTANCE PROGRAMS (NM/WTASAP), MAY, 2000
ARTICLE 1 — NAME
1.1 The name of this organization shall be the NEW MEXICO WEST TEXAS ASSOCIATION OF STUDENT ASSISTANCE PROGRAMS, INC., hereinafter referred to as the “Association” or NMWTASAP.
ARTICLE 2 — NON-PROFIT CORPORATION
2.1 The association shall be duly constituted as a not-for-profit corporation under the laws of the State of New Mexico according to the Articles of Incorporation of May 15, 1986. The association is also required by the New Mexico State Corporation Commissions Dept. to file an annual report in order to remain in good standing and not incur penalties thereof.
ARTICLE 3 – PURPOSES
The purposes of the Association are:
3.1 To advance and defend the ideal of equal educational opportunity for all TRIO eligible individuals
3.2 To provide activities designed to promote professional competency and efficiency
3.3 To provide a forum for communication and networking among its members
3.4 To encourage and support legislation to serve the national, regional, and state needs of the targeted population
3.5 To investigate, evaluate, and monitor local, state, and federal legislation, regulation, policies, and procedures to insure the enhancement of NMWTASAP purposes
3.6 To serve as a catalyst to disseminate information on TRIO programs to the targeted community and the public at large. 3.7 To provide activities and fund-raisers to promote the objectives and goals of TRIO programs
ARTICLE 4 – MEMBERSHIP
4.1 There are four classifications of membership in this association: project, active, associate, and student.
4.2 A person may become a member by payment of the prescribed Association dues. Project and individual dues must be paid in full for members to be eligible to vote.
4.3 A member may be reviewed for disciplinary action with due process by a quorum of voting members at any scheduled or special Association meeting. Disciplinary action must be approved by 2/3 of members present. The disciplined member shall be notified in writing by the Association president.
4.4 Members may resign from the Association by providing a written resignation to the Association president.
4.11 Project membership is open to all TRIO programs in New Mexico and West Texas, and is required for active membership of individuals.
4.12 Active membership shall be limited to currently or formerly employed personnel of TRIO programs. Active membership of currently employed TRIO personnel is contingent upon annual payment of project and individual dues. Active membership of formerly employed TRIO personnel is contingent upon the payment of individual dues; the project dues for formerly employed TRIO personnel may be waived upon written request. Active members may hold office and vote.
4.13 Associate membership is open to any person interested in student assistance programs. Associate members may not hold office or vote, but must pay Association dues.
4.14 Student membership is open to any program participant interested in assistance programs. Student members may not hold office or vote, but must pay Association dues.
ARTICLE 5 – FISCAL YEAR
5.1 The fiscal year of the Association shall begin on the first day of October and end on the last day of September each year.
ARTICLE 6 – DUES
6.1 Annual individual Association membership dues shall be determined by a majority vote of the membership.
6.11 Annual project membership dues are $100.
6.12 Annual individual active membership dues are $15.
6.13 Annual individual associate membership dues are $10.
6.14 Annual individual student membership dues are $5.
6.2 Annual project and individual membership dues are due by October 31 of each year.
6.3 The treasurer is responsible for the billing and collection of all Association dues, development of project, active, associate, and student membership lists, and the distribution of membership cards. Billing for Association dues shall be sent by the fourth Friday of August, each year.
6.4 An individual registration fee shall be charged to each person, excluding guests of the Association, who attends the state conference; such fee to be established annually by the Board.
ARTICLE 7 -VOTING
7.1 Each active member shall be entitled to one (1) vote.
7.2 Proxy votes should be addressed to the NM/WTASAP president on the Association proxy form and given to the president before commencement of a NM/WTASAP meeting. The president will turn over proxy votes to NM/WTASAP secretary to be kept on file.
ARTICLE 8 -OFFICERS
8.1 The officers and board of the Association shall be president, president-elect, secretary, and treasurer whose duties are described below. In addition to the duties described below, these officers represent the Association on the SWASAP board.
8.11 The president shall preside at all Association meetings, appoint all committee chairpersons, and be a member of all Association committees.
8.12 The president-plect shall assist the president. In the absence or disability of the president, the president-elect shall have the powers and shall perform the duties of the president. The president-elect shall become the president of the Association the following term.
8.13 The secretary shall keep minutes of all Association meetings and provide copies of the minutes to all active Association members. At the end of each term, the secretary shall provide the new secretary with prior records.
8.14 The treasurer shall be responsible for receiving and disbursing the funds of the Association, maintaining appropriate fiscal records, and providing a treasurer’s report at all Association meetings. The treasurer and president shall sign checks for all board-authorized expenditures. At the end of each term, the treasurer shall provide the new treasurer with prior records.
*8.2 The officers of the Association shall be selected by the active NM/WTASAP membership. Each term of office shall be one year. Any officer of the Association shall not succeed himself/herself in the same office more than two (2) consecutive terms.
8.3 Elections shall take place at the Fall Association meeting. New officers shall assume leadership following that meeting.
8.4 In the case of a vacancy in the secretary or treasurer offices, the president shall appoint an individual to complete the unexpired term. If the presidency is vacated, the president-elect shall assume the office of president, and a new president-elect shall be elected by the membership. Should a vacancy occur in the office of president-elect, the membership shall elect a replacement.
ARTICLE 9 – MEETINGS
9.1 Meetings of the Association shall be held twice a year. Specific dates and places shall be determined by the officers. Members shall receive an agenda by mail fifteen (15) days prior to each meeting.
9.2 The format of each Association meeting shall be as follows: 1. officers meeting, 2. registration, c3. workshop, special session, or guest speaker, 4. business meeting: a. minutes of last meeting, b. treasurer’s report, c. old business, d. new business; 5. closing session or unattended business.
9.3 A quorum shall be defined as the presence of five projects. The NM/WTASAP president shall have the power to determine when a quorum (5 projects) of voting members is present.
*9.4 The president of the Association shall appoint an association member as a parliamentarian for a term of one year to assist in conducting all meetings.
9.5 The current edition of Robert’s Rules of Order-Newly Revised, shall govern the proceedings of the Association.
9.6 Any three (3) officers and/or the majority of the active membership of the NMWTASAP shall have the authority to call an additional Association meeting, if the need exists.
ARTICLE 10 – AMENDMENTS
10.1 The Association articles may be amended at any called meeting, provided the following conditions are met: 1. a quorum of voting members are present; 2. an alteration of amendments be presented in writing to each active member two weeks prior to the Association meeting; 3. the active member wishing to alter an amendment present the alteration in person at the Association meeting; and, 4. adoption of an amendment shall be by a majority vote of those present.
ARTICLE 11 – STANDING COMMITTEES
11.1 The standing committees of the Association are as follows:
11.11 Executive Committee/Board – – current officers of NMWTASAP
11.12 TRIO Achiever Selection Committee – – The committee shall set the parameters for TRIO Achiever selection, develop and implement the selection process. Terms of committee tenure shall be two years. A minimum of one year must elapse between terms of office.
11.13 Scholarship Selection Committee – – The committee shall set the parameters for awards (New Mexico/West Texas, Walter O. Mason and any other appropriate scholarship), develop, and implement the selection process. Terms of committee tenure shall be two years. A minimum of one year must elapse between terms of office.
11.14 NCEOA Fair Share Committee (Chair may be a volunteer or appointed by the NMWTASAP President.)
ARTICLE 12 – EXPENSES
12.1 The property and profits of the Association shall never accrue to the benefit of its membership, or any individual except for reasonable compensation for services rendered and expenses incurred for administration, i.e., travel, lodging, and related expenses, and operation.
12.2 The following TRIO Achiever expenses shall be paid by the Association: 1. one night of hotel accommodations; 2. $50 for meals; 3. the price of a round trip shuttle between the airport and hotel; and, 4. a round trip airline ticket to be purchased by the NMWTASAP treasurer.
12.3 There must be a minimum of $2,500 in the Association treasury for scholarships to be awarded. Spring Association meeting members in attendance will decide amount of awards.
* 12.4 NM/WTASAP officers will receive air and ground transportation monies, not to exceed $200, to attend SWASAP board meetings. Lowest cost air should be taken into consideration when traveling to board meetings by officers.
* 12.5 SWASAP monies given to NM/WTASAP, for support of participation in the annual COE Policy Seminar, shall be evenly distributed to professional active members who register and attend the seminar. Documentation of registration, attendance and costs shall be turned in within thirty days after the seminar to the Association treasurer. Reimbursement will be made payable to the specific individuals who attended.
ARTICLE 13 – DISSOLUTION 13.1
Upon dissolution of the Association, existing equipment and property would be donated to another not-for-profit educational institution or agency.
These restated Articles of Incorporation correctly set forth, without change, the corresponding provisions of the Articles of Incorporation as therefore amended and these Articles of Incorporation supersede the original Articles of Incorporation and any amendments thereto as approved by the Association membership on this 17th day of March in the year 2000.