Constitution – Florida Association for Institutional Research
Article I Name
This organization shall be known as the Florida Association for Institutional Research (FAIR).
Article II Purpose
Section 1. The major purposes of the Florida Association for Institutional Research shall be to benefit, assist, and advance research leading to improved understanding, planning, and operation of institutions of education. Research focused on a single institution and that concerned with groups of institutions both fall within these purposes. In keeping with the dynamic nature of institutions of education, the Association shall encourage the application of appropriate methodologies and techniques from many disciplines. It shall also publish and exchange information with respect to institutions of education and shall use such means as are necessary and proper to accomplish these objectives, including the raising of funds through gifts, devices, bequests, or otherwise.
Section 2. The Association is organized and shall be operated exclusively for charitable and educational purposes and shall not engage in any activity which is not permitted by an organization exempt from taxation under Section 501(a) and described in Section 501(c)(3) of the Internal Revenue Code. No part of its net earnings shall inure to the benefits of any private individual, members, or officers, except that reasonable compensation may be paid for services actually rendered.
Section 3. No part of the Association’s activities shall be for carrying on lobby efforts or otherwise attempting to influence legislation, and it shall not participate in, or intervene in (including the publishing or distributing of statements), any political campaign on behalf of any candidate for public office. Pursuant to these purposes, the Association is to provide a state forum for planning, coordinating, or conducting activities which promote research and information-based decision making regarding state secondary and postsecondary education institutions. The Association will serve as a means to identify information and research needs, focus on policy issues, and promote the meaningful use of research results at federal, state, and local levels.
Article III Membership
Section 1. Membership in the Florida Association for Institutional Research and election or appointment to any committee is not based on race, ethnic origin, sex, age, religion, or handicap.
Section 2. Membership in the Association shall be open to those individuals involved or interested in research and planning for education institutions and those who meet such additional qualifications as may be prescribed in the Bylaws of the Association.
Article IV Finances
All member individuals shall pay dues as are approved by the Executive Board of the Florida Association for Institutional Research. The fiscal year will be July 1 through June 30. Following the close of the fiscal year, the records of the association shall be subject to audit, as prescribed in the Bylaws of the Association.
Article V Officers
Section 1. The officers of the Association shall be the President, the President-Elect, Secretary-Treasurer, and the Immediate Past-President.
Section 2. President: The President shall chair the Executive Committee and preside at the business meetings of the Association. The President shall also represent the Association in relations with other professional and educational organizations, foundations, and governmental agencies. The President shall succeed to the office of Immediate-Past President at the termination of the term as President.
Section 3. President-Elect: The President-Elect shall serve as vice chairperson of the Executive Committee and shall represent the President when the latter is unable to perform the duties specified above. The President-Elect shall serve as Program Chair of the annual conference. The President-Elect shall succeed to the office of President at the termination of the term as President-Elect.
Section 4. Secretary-Treasurer: The Secretary-Treasurer shall be responsible for the receipt and disbursement of all funds of the Association and for the establishment and maintenance of appropriate records of all fiscal transactions. The Secretary-Treasurer shall ensure that all expenditures are within the approved budget and have been properly incurred under the policies of the Association. The Secretary-Treasurer shall be responsible for the minutes of the meetings of the Executive Committee and of the annual and any special business meetings, the maintaining of the list of members of the Association, and the sending of notices.
Section 5. Immediate-Past-President: The Immediate-Past-President shall chair and convene the Nominating Committee.
Article VI Executive Board
Section 1. The governing body of the Florida Association for Institutional Research shall be the Executive Board.
Section 2. The Executive Board shall have the authority to make operating policies for the Association which are not inconsistent with the Constitution and Bylaws and to act for or on behalf of the Association.
Section 3. The Executive Board shall consist of the President, President-Elect, Secretary-Treasurer, and Immediate-Past-President.
Section 4. For purposes of incorporation, the Executive Board may also be known as the Board of Directors.
Article VII Elections
Section 1. The President-Elect and the Secretary-Treasurer shall be elected by the membership of the Association. Officers, including the President and Immediate-Past-President, shall serve for terms as designated in the Bylaws of the Association.
Section 2. Officers shall be elected by a vote of the Association membership responding by mail ballot, electronic mail, or a vote at the annual business meeting. In the event that there is only one nominee for an open positions, this nomination will be an approval item on the agenda at the annual business meeting.
Section 3. Officers shall take office at the end of the annual business meeting at the annual conference of the year of the election and shall serve through the annual business meeting of the following year.
Section 4. In the event of a vacancy in the office of the President, the President-Elect shall become President and serve the unexpired term. If there is a vacancy in both the office of the President and President-Elect, the Secretary-Treasurer shall become President and serve the unexpired term. If there is a vacancy in all three offices, the membership will vote for officers. In the event of a vacancy in the office of the Immediate Past-President, the prior Past-President may serve the unexpired term.
Article VIII Adoption and Revision of Constitution & Bylaws
Section 1. The Association shall, for the conduct of its affairs, adopt Bylaws not inconsistent with this Constitution.
Section 2. On recommendation of the Executive Board, this Constitution may be amended by a majority of the respondents to a mail ballot, electronic mail, or by a vote at the annual business meeting of the Association membership. Amendments become effective immediately after certification of the results of the vote by the Executive Board.
Section 3. On recommendation of the Executive Board, the Bylaws may be amended by a majority of the respondents to a mail ballot, electronic mail, or by a vote at the annual business meeting of the Association membership. Amendments become effective immediately after certification of the results of the vote by the Executive Board.
Section 4. The Constitution shall become effective upon ratification by the members, as herein defined, who were registered at the annual conference June 11 and 12, 1987.
Article IX Rules of Procedure
The Executive Board of the Association shall be governed by Robert’s Rules of Order Revised, except in instances in which it would be in conflict with the Bylaws for special rules of the Association.
Article X Quorum
Section 1. Ten (10) members attending a business meeting of the Association shall constitute a quorum.
Section 2. A quorum at any meeting of the Executive Board shall consist of three (3) members.
Article XI Dissolution
Upon dissolution of the Association, the executive officers shall, after paying or making provision for the payment of all the liabilities of the Association, dispose of all the assets of the Association exclusively for the purposes of the Association. The recipient organization(s) shall operate for educational purposes and qualify as an exempt organization(s) as determined by the Internal Revenue Code of 1954, Section 501(c)(3) or future United States Internal Revenue Law.
Adopted June 11, 1987
Bylaws – Florida Association for Institutional Research
Section 1. Members: Membership in the Florida Association for Institutional Research (FAIR) shall be open to those involved in or interested in research and planning for educational institutions. Membership is individual and is not transferable.
Section 2. Application for Membership: Applicants for membership shall be made to the Secretary-Treasurer.
II. Organization Structure
Section 1. Officers: The officers of the Association shall include the President, President-Elect, Secretary-Treasurer and Immediate-Past-President. Officers must be dues-paying members of the Florida Association for Institutional Research. The President, President-Elect, and Immediate-Past-President shall hold office for one (1) year, while the Secretary- Treasurer shall hold office for two (2) years, and shall perform the duties of their offices as may be defined by the Executive Board. The terms of office for officers and directors shall begin at the end of the annual business meeting at the annual conference of the year of the election and shall serve through the annual business meeting of the following year.
Section 2. Duties of the Officers:
A. The President shall:
- Preside at meetings of Executive Board of the Association.
- Represent the Association in all matters.
- Call meetings of the Executive Board.
- Authorize expenditures and payment of Association funds.
- Serve as representative to AIR for state affiliation.
- Appoint members to committees, or task forces, as necessary, and act as ex-officio member of each group.
B. The President-Elect shall:
- Serve as Program Chair of the Annual Conference.
- Perform the duties of the President during his/her absence or temporary disability.
- Perform duties assigned by the President.
- Represent the Association at the request of the President.
- Serve as an ex-officio member of each committee.
- Convene an annual conference planning committee at least 7 months prior to the annual meeting.
C. The Secretary-Treasurer shall:
- Record the minutes of the meetings of the Association and of the Executive Board.
- Maintain a current Association membership roster and provide it to members annually.
- Act in the absence or temporary disability of the President-Elect.
- Collect and maintain dues and conduct membership drives.
- Safeguard and disburse any other Association funds as necessary.
- Prepare an annual budget and submit it to the Executive Board members not later than one month before the annual conference. This budget is to be for the fiscal year and shall be approved, with modification as necessary, by the Executive Board at the annual business meeting.
- Disseminate Association information to the membership.
- Serve as liaison officer with the Membership Committee.
D. The Immediate Past President shall:
- Serve as Chairperson of the Nominations and Elections Committee.
- Assist the President-Elect in his/her duties.
- Research and prepare reports concerning state or federal proposals and policies affecting the membership.
- Review the FAIR Constitution and Bylaws and make recommendations for revision.
- Perform other duties assigned by the President.
E. The Executive Board shall:
- Set annual dues, goals for activities, and programs of the Association.
- Plan for regular meetings of the Association.
- Provide an annual assessment of progress toward goals and assess Association needs.
Section 3. Governance: Governance of the Association shall be the responsibility of the Executive Board which shall include the Association President, President-Elect, Secretary-Treasurer, and Immediate-Past-President.
The Executive Board shall be empowered to act for the Association in the period between the annual meetings of the Association. The Executive Board shall have the authority to adopt policies for the Association, provided that such policies are consonant with the Constitution and Bylaws of the Association, with directives of the Association membership at large, and with the Constitution and Bylaws.
Section 4. Committees: Each Executive Board may authorize the creation of such ad hoc committees, task forces, or similar groups responsible as it deems necessary to undertake the broad areas of Association activities under the guidance and direction of the Executive Board. The Association President shall appoint the members of committees and other such groups. The two standing committees shall be the Membership and the Nominations and Elections Committees.
III. Nominations and Elections
Section 1. Nominations: The Nominations and Elections Committee shall consist of two (2) persons. In addition, the Immediate-Past-President shall act as the Committee Chairperson of the two members. This Committee shall, at least three months prior to the annual conference, prepare and report to the Executive Committee a double slate of candidates for each of the positions for which an election is to be held. In the event that there is only one nominee for an open position, this nomination will be an approval item on the agenda at the annual business meeting.
All nominees must hold membership in the Association. No person serving on the Nominations Committee may have his/her name placed into nomination.
Any individual elected to the position of President-Elect of the Association may not have his/her name placed into nomination for any office for at least four (4) years from the time he/she commences serving the term of office as President-Elect.
Section 2. Elections: Elections shall be by mail ballot or electronic mail, and the ballot shall be distributed to all members no later than two months prior to the annual conference. Ballots shall be returned to the Nominations Committee at least one month prior to the annual conference. Ballots shall be counted by the Nominations Committee, (none of which are on the ballot). In the event that there is only one nominee for an open position, this nomination will be an approval item on the agenda at the annual business meeting.
Section 3. Tie Vote In the event of a tie vote for an elective office, a majority vote of the full membership of the Executive Committee shall resolve the tie.
Section 4. Elected Officers Any person elected as an officer of the Association shall be employed by an educational institution or agency in the State of Florida at the time of his/her acceptance.
IV. Fiscal Policy
The Executive Board shall adopt a budget for each fiscal year, provide for an audit of the books and bond the Secretary-Treasurer and any other person handling funds of the Association. On approval of the Executive Board, the Association may accept gifts and grants. It may enter into contracts with appropriate persons or agencies to pursue research and perform services consistent with the purpose of the Association.
Section 1. Time of Meetings: The Association will hold a regular meeting once a year. The Executive Board shall notify all active members of this meeting at least two months in advance. The Executive Board shall give two weeks notice of any special meetings of the membership, and the Executive Board meetings shall be open to all members of the Florida Association for Institutional Research and invited guests.
Section 2. Procedures: A majority of all officers constituting the Executive Board shall constitute a quorum for the transaction of business.
When a vote of the Executive Board is required between meetings of the Board, the Secretary-Treasurer is directed to secure the vote of each member.
Adopted June 12, 1987
Revised: July 18, 2003