MAASFEP Constitution

The name of this organization is the Minnesota Association of Administrators of State and Federal Education Programs, also known as MAASFEP. The official address of the association shall be the home address of the current treasurer.

ARTICLE II: PURPOSE

The Minnesota Association of Administrators of State and Federal Education Programs shall facilitate communication among and between its members and the educational community by sharing information that promotes effective educational programs by:

Assisting local school districts in learning about and participating in all appropriate federal and state education programs.
Promoting continued professional development and in-service education for all persons involved in federal and state education programs including parents and volunteers.
Assisting in the dissemination of exemplary programs and successful practices in conjunction with the Minnesota Department of Education.

The purpose shall be educational within the meaning of Section 501(c) (3) of the Internal Revenue code.

ARTICLE III: MEMBERSHIP

Section 1: Regular membership shall be established upon payment of an annual conference fee to the Association and shall be open to state and federal program specialists, school administrators, and other educational personnel who are involved with state and federal education programs.

Section 2: Voting membership is open to all regular members in attendance at the Fall Conference annual business meeting.

ARTICLE IV: OFFICERS

To be eligible to hold an elected office to the Board of Directors, a regular member must have responsibility for the administration, implementation, or coordination of state and federal programs. (licensed)

Section 1: The officers of the Association shall be a President, a Vice President, a Secretary, a Treasurer, and Immediate Past-President.

Section 2: The President shall be entitled to serve for a period of one year and to succeed to the office of Immediate Past-President.

Section 3: The Vice-President shall be entitled to serve for a period of one year and shall succeed to the office of President.

Section 4: An immediate Past-President may seek another three-year term of office by seeking reelection to the Board as Vice-President.

Section 5: The Secretary and Treasurer shall be elected for a term of three years. The first election for secretary would be held during the 2006 Fall Conference. The first election of treasurer would be held during the 2007 Fall Conference. These officers shall be eligible to be appointed or elected to succeed to the same office for no more than two consecutive terms.

Section 6: The newly elected officers shall assume office at the conclusion of the fall conference.

Section 7: If the President is unable to complete the term of office, the Vice-President will assume the position.

Section 8: The officers of the Association and the NAFEPA Representatives shall constitute the Executive Committee. The Executive Committee shall have the authority to conduct the business of the Association between meetings of the Board of Directors.

ARTICLE V: BOARD OF DIRECTORS

Section 1: The Board of Directors, the governing body of the Association, shall consist of the Executive Committee and the eight Congressional District Representatives.

Section 2: The term of office for each Congressional District Representative shall be three years. District Representatives may hold office for no more than two consecutive terms. The representatives of the odd numbered districts would be elected in the same year as the secretary beginning with the 2006 Fall Conference. The representatives of the even numbered districts and the treasurer would be elected a year later during the 2007 Fall Conference. If district boundaries change during the course of a term, the representative may complete their term.

Section 3: The newly elected members of the Board of Directors shall assume office at the close of the fall conference.

Section 4: If a member of the Board of Directors is unable to complete the term of office, the President of the Association shall appoint a person to serve the unexpired term, subject to confirmation by the Board of Directors. Vacated officer positions will be filled with a member of the current Board of Directors, appointed by the President and confirmed by the full Board. A Congressional representative position that becomes vacant will be appointed by the President from the full membership and approved by the Board of Directors.

Section 5: As the governing body of the Association, the Board of Directors shall have full authority to implement this constitution, to set fees for inservice programs, to determine the membership year, to approve an annual budget and monthly financial statements, to set the date for the Annual Meeting, and to call other meetings as considered necessary.

Section 6: The Board of Directors shall meet at least four times a year.

ARTICLE VI: COMMITTEES

Section 1: The immediate Past President shall select with the approval of the President, a Nominations and Elections Committee. The immediate Past President shall serve as the chairperson. The Nominations and Elections Committee shall determine the procedures for soliciting nominations and will be responsible for conducting all elections.

Section 2: The Board of Directors, shall have the power to establish additional committees as the need may arise. The President shall designate the chairperson of such committees and may select the committee members subject to the approval of the Board of Directors, if appropriate.

Section 3: The President, with approval from the Board, will appoint a NAFEPA Representative for a three-year term. In the event that the NAFEPA Representative is not able to attend a NAFEPA meeting, the president shall attend or appoint an alternate.

ARTICLE VII: MEETINGS

Section 1: The annual meeting of the association shall be held each year in conjunction with the Fall Conference. Among the purposes of this annual meeting shall be the setting of the Association policies and any necessary or desirable revisions to this Constitution and the election of new officers and Congressional District Representatives. All regular members in attendance at the Fall Conference are eligible to vote and 51% of those present at the meeting will be considered a majority.

Section 2: Regular meetings of the Board of Directors shall be held at least four times each year at such time and place as the board shall determine. Special meetings of the Board of Directors may be called by the President.

Section 3: Meetings of the Executive Committee will be called by the President as necessary. The time and place of those meetings will be determined by the President of the Association.

Section 4: Committee meetings will be held as necessary. The time and date of such meetings will be determined by the chair of each designated committee.

ARTICLE VIII: RULES OF ORDER

Section 1: Robert’s Rules of Order, applied informally, shall govern the conduct of all business of the Association.

Section 2: A majority of the elected members of the Board of Directors shall constitute a quorum for meetings of the Board of Directors.

Section 3: Meetings of the Executive Committee and the Board of Directors the shall be convened and chaired as follows: President, Vice-President, Past President, Secretary and Treasurer. If none of these officers are able to be present, no official meeting can be convened.

ARTICLE IX: EXECUTION OF INSTRUMENTS

Section 1: All checks, drafts and orders for payment of money shall be signed in the name of the association by the elected treasurer of the Association. Both the treasurer and the secretary have the authority to sign instruments of payment for the association.

Section 2: Contracts for services or other such instruments shall be authorized by the President or Vice President of the Association. The Board of Directors shall have the authority to designate any of its officers to also act on behalf of the Association to execute any instrument on behalf of the Association.

Section 3: The Association will prepare and submit the required tax information and forms to the IRS within 5 months and 15 days after the close of the organization’s fiscal year (currently, November 15^th of each calendar year). Also on an annual basis, the Association will submit the Charitable Organization Registration Statement to the Attorney General’s office.

Section 4: The financial records, as well as the minutes of record of the association, will be maintained by the Association treasurer and secretary for a period of at least 7 years. Official records will be documented with the signature of the Association President, Secretary and Treasurer.

ARTICLE X: AMENDMENTS TO THE CONSTITUTION

Section 1: Proposed amendments to this constitution may be presented in writing on behalf of twenty-five percent of the members of the Association or by a member of the Board of Directors.

Section 2: Any amendment to this constitution, so presented, shall be placed on the agenda of the next meeting of the Board of Directors for consideration. If approved by two thirds of the Board of Directors present, the amendment shall be submitted for approval by a simple majority of the membership present at the Annual meeting.

STATEMENT OF LEGISLATIVE ACTIVITIES

The Minnesota Association of Administrators of State and Federal Education Programs does not seek to participate in or intervene in any political campaign on behalf of any candidate for public office. Rather, our intent is to inform state and national legislators about the effects of proposed, current, or amended legislation on the education programs of the education agencies for which we are responsible.

STATEMENT OF PROFESSIONAL ADVANCEMENT

The Minnesota Association of Administrators of State and Federal Education Programs does not seek to promote the professional advancement of its members through improved employment status and/or increased remuneration in their jobs. Rather the Association seeks to assist its members to become more efficient and effective in carrying out their day to day responsibilities in the administration of state and federally funded education programs.