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BY-LAWS
Approved June 2007
ARTICLE I - MISSION AND OBJECTIVES
Section 1 - Name. This organization shall be known as the "National Association of State Facilities Administrators (NASFA), an organization of planning, development, operations and maintenance officials," hereinafter referred to as "the Association." It shall be a non-profit organization of state governmental officials.
Section 2 - Mission Statement. The Association is a professional organization whose mission is to provide leadership in the development and implementation of state facility administration practices.
Section 3 - Objectives. The objectives of the Association shall be:
· To provide a forum for the study of effective state facilities administration and to develop cooperative mechanisms for the improvement of all aspects of state facilities administration and management;
· To arrange and implement conferences designed for the exchange of ideas and information among state facilities administrators;
· To promote more effective regional cooperation and the development of programs of mutual interest to adjacent States through conferences and other methods;
· To engage in programs for the training, education and development of state facilities managers and administrators through seminars and other appropriate methods;
· To gather, analyze and distribute information, including data on state facilities policies and practices, legislation, new programs, and other items of interest to the States.
ARTICLE II - MEMBERSHIP AND DUES
Section 1 - Membership. The Association shall be comprised of individuals interested or involved in facilities management and administration from each of the North American States, Territories, the District of Columbia, and Canadian Provinces, hereinafter referred to as "State(s)".
Membership participation in the Association shall be granted to any state employee or official who is interested or involved in the planning, development, operations and maintenance of state owned or occupied facilities, and whose state membership dues have been paid.
Any member who uses the Association to produce revenue for his or her endeavor must apply for corporate affiliate membership.
Section 2 - Dues. The annual dues shall be established by the Executive Committee.
ARTICLE III - REGIONS
The regions of the Association shall be constituted as follows:
EASTERN REGION: Connecticut, Delaware, District of Columbia, Maine, Maryland, Massachusetts, New Hampshire, New Jersey, New York, Ohio, Pennsylvania, Rhode Island, Vermont.
SOUTHEASTERN REGION: Alabama, Arkansas, Florida, Georgia, Kentucky, Louisiana, Mississippi, North Carolina, Puerto Rico, South Carolina, Tennessee, Texas, Virgin Islands, Virginia, West Virginia.
GREAT PLAINS REGION: Illinois, Indiana, Iowa, Kansas, Michigan, Minnesota, Missouri, Nebraska, North Dakota, Oklahoma, South Dakota, Wisconsin.
WESTERN REGION: Alaska, American Samoa, Arizona, California, Colorado, Government of the Northern Mariana Islands, Guam, Hawaii, Idaho, Montana, Nevada, New Mexico, Oregon, Trust Territory of the Pacific Islands, Utah, Washington Wyoming.
Other North American States and Canadian Provinces will participate in the region that most closely adjoins each State’s geographic location.
The boundaries of the four regions may be changed to better accommodate the membership. Each region may hold conferences or engage in other cooperative activities as determined by the States in the region.
Any state wishing to change regional affiliation is requested to petition the Executive Committee at least sixty (60) days prior to the annual business meeting.
ARTICLE IV - OFFICERS, EXECUTIVE COMMITTEE AND DUTIES
Section 1 - Officers and Executive Committee. There shall be three officers of the Association. The officers shall consist of a President, President Elect and a Secretary/Treasurer. Officers shall be chosen from the regular membership and shall serve one-year terms. No officer may succeed him/herself in the same office. No two officers may be from the same State.
There shall be an Executive Committee which shall consist of the President, the President Elect, the Secretary/Treasurer, the Past President, four Regional Vice Presidents, and two Vice Presidents - At Large. All members of the Executive Committee shall hold office until the end of the established fiscal year. Interim vacancies in the Executive Committee may be filled by the President subject to mail, telephone or in person ballot ratification by a majority vote of the remaining members of the Executive Committee.
The Great Plains and Western Region Vice Presidents shall be elected by the members of their respective regions for two year terms during even numbered years at either their respective annual regional meeting or the National Conference & Resource Expo. The Southeastern and Eastern Region Vice Presidents shall be elected by the members of their respective regions for two year terms during odd numbered years at either their respective annual regional meeting or the National Conference & Resource Expo. Each region shall elect its respective Vice President to serve two-year terms to coincide with the NASFA yearly term of July 1 to June 30 of each fiscal year. No Regional Vice President may serve consecutive terms in the same office. Regional Vice Presidents are purposely placed on the Membership Committee and must actively participate.
The two Vice Presidents At-Large shall be elected by the full membership and shall serve one-year terms. Vice Presidents At-Large may not be from the same State.
Section 2 - Duties. The President shall preside at all meetings, appoint all Committees with the approval of the Executive Committee and vote in case of a tie. The President shall be the spokesperson for the Association between meetings and shall perform such other duties as are usually appropriate for the office.
The President Elect shall perform such duties as may be assigned by the President or the Executive Committee. He/She shall succeed the President, and/or complete the President's term of office in the event the President resigns or is unable to serve, and in any event at the completion of the President's term of office. In case of temporary disability or absence of the President, the President Elect shall perform and be vested with all the President's powers and duties.
The Secretary/Treasurer shall oversee maintenance of minutes, records, membership rosters and all monetary matters; notify all members of meetings and prepare and distribute the agenda for all annual and Executive Committee meetings, and the minutes of all previous meetings. The Secretary/Treasurer shall serve as Chair of the Finance Committee. In the absence of the President and the President Elect, the Secretary/Treasurer shall serve as President.
The Vice Presidents At-Large shall provide advice and counsel to the committee from a universal perspective across regional lines. They shall also provide temporary leadership by filling vacancies on the Executive Committee in an active capacity until permanent replacements are appointed.
The Regional Vice Presidents shall: (1) Assume the liaison responsibility for their respective region and shall be the contact person between the region and NASFA; (2) Promote maintaining an organized region where already established and set up an organized effort in those regions where there is none; (3) Assist NASFA staff in promoting those items that must be communicated to the membership; (4) Schedule and chair an annual regional meeting with an agenda that follows the Association’s guidelines; and (5) Assist on standing committees in carrying out their activities as needed.
The Executive Committee shall set dues and raise revenues, adopt an annual budget, execute budget and program, and shall conduct all affairs of the Association, including the establishment of cooperative agreements and contracting on behalf of the Association.
ARTICLE V - VOTING
Each State shall appoint a delegate to vote and officially act on behalf of the State in business meetings and in official business of the Association. State members are entitled to one vote per State.
ARTICLE VI - NATIONAL CONFERENCE & RESOURCE EXPO & REGIONAL MEETINGS
Section 1 - National Conference & Resource Expo. The National Conference & Resource Expo of the Association shall occur at geographically dispersed locations.
Section 2 – Regional Meetings. Each region may hold their own annual meetings at locations of its choice; however, the regional meetings must abide by the regional guidelines set forth by the executive committee. Regional guidelines are available under a separate cover.
Section 3- Special Meetings. Special meetings of the Association may be called by a majority of the Executive Committee, or at the written request of ten regular members from ten different States. Association membership shall be given at least thirty days notice prior to the convening of a special meeting.
Section 4- Quorum. A majority of States at the National Conference & Resource Expo shall constitute a quorum of the Association. A quorum for the meetings of the Executive Committee, or other committees of the Association, shall be a majority of the committee.
Section 5 - Parliamentary Procedure. All meetings shall be conducted so far as practicable in accordance with Robert's Rules of Order, Newly Revised.
Section 6 - Membership Responsibility. The Association's National Conference & Resource Expo attendees shall elect the President, President Elect, Secretary/Treasurer and two Vice Presidents - at Large.
Section 7 - Executive Committee Meeting. A meeting of the Executive Committee shall be held at least three times each year. One of the meetings shall be a mid-year meeting and two of the meetings shall be held during the National Conference & Resource Expo of the Association.
ARTICLE VII - COOPERATIVE SUPPORT AGREEMENTS
The Executive Committee may establish and maintain cooperative support agreements for the provision of staff services to the Association. Such services may include, but are not limited to, assisting the Secretary/Treasurer in the performance of his/her duties; assisting with the planning of annual conferences; expanding Association membership rosters; conducting and sharing facilities management-related research; and preparing and distributing Association newsletters.
ARTICLE VIII - AMENDING THE BY-LAWS
The by-laws shall be amended by the majority of members at any National Conference. The amendment shall be proposed twenty-four hours in advance of the general business meeting.
ARTICLE IX - CORPORATE AFFILIATE STATUS
Corporate Affiliate Status may be granted upon application by any entity involved in the business of facilities management products and services of direct interest to NASFA members, including but not limited to planning, development, operations and maintenance. Corporate Affiliate Status may be granted by two-thirds of the Executive Committee who shall also set their yearly fees and their participating role in the annual meeting. Affiliates shall not be eligible to hold any office or to vote on any business matter.
Sponsorship of events and exhibits associated with the National Conference may be by Affiliates or non-Affiliates and shall be subject to the approval of two-thirds of the Executive Committee. The Executive Committee shall establish charges for participation at the National Conference and for exhibit by Affiliates and non-Affiliates. Affiliates shall be given preferential rates and visibility.
ARTICLE X - EMERITUS STATUS
Emeritus Status may be granted upon application by any individual who has been on the roll of a State member and is presently retired from or has left state employment. Emeritus Status may be granted by two-thirds of the Executive Committee who shall set their yearly fees and their participating role in the annual meeting. Individuals who have Emeritus Status shall not be eligible to hold any office or to vote on any business matter.
ARTICLE XI - OTHER GOVERNMENTAL UNIT STATUS
Other Governmental Unit Status may be granted upon application by any other governmental unit. Other Governmental Unit Status may be granted by two-thirds of the Executive Committee who shall set their yearly fees and their participating role in the annual meeting. Organizations/agencies who have Other Governmental Unit Status shall not be eligible to hold any office or to vote on any business matter.
ARTICLE XII - STUDENT STATUS
Student Status may be granted upon application by any student who is enrolled in a course of study or a field related to the mission of the Association. Student Status may be granted by two-thirds of the Executive Committee who shall set their yearly fees and their participating role in the association. Individuals who have Student Status shall not be eligible to hold any office or to vote on any business matter.
ARTICLE XIII - FISCAL YEAR
The fiscal year of the Association shall run for a period beginning on July 1 of each year and ending on June 30 of the following year.
Standing committees of this Association shall be the: (1) Education Committee; (2) Membership Committee; (3) Communications & Recognition Committee; (4) Finance Committee; (5) Advisory Committee; (6) Nominating Committee, and (7) Industry Liaison Committee.
Committee chairs will be appointed by the President. The mission and charge of each committee will be set by the Executive Committee. The President has the authority to create ad-hoc committees with the approval of the Executive Committee.
As Amended by the State Members at the 20th National Conference – Lake Tahoe, Nevada, June 2007.
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