WVAPPA By-Laws
Uploaded 4-7-18
Established April 11, 2006
Revised: 4.17.2007
Chapter 1Membership
This criteria currently matches that of SRAPPA, and membership is granted contingent
upon action by the Board in response to a properly submitted application and receipt of
applicable registration fees or dues as established by the Board.
2.Membership Dues
A.The annual dues of WVAPPA may be changed by a vote of two-thirds of the members of WVAPPA, present and voting at an annual meeting, after a notice of the proposed change is given, in writing, provided the proposed change is approved by two-thirds of the Board of Directors and mailed by the Treasurer to all WVAPPA Institutional Representatives at least thirty (30) days prior to the annual meeting.
B.All dues shall be payable as prescribed by WVAPPA. No member who is delinquent in payment of his dues shall be permitted to vote, receive a copy of the meeting minutes or other published materials.
3.Termination
A member shall be dropped from the membership rolls upon vote of the Board for failure to pay annual dues within one year of the due date. The Board may terminate membership for sufficient cause.
4.Reinstatement
Any member whose membership has been terminated under Chapter I, Section 3, of the Bylaws may be reinstated to membership by action of the Board upon a thorough investigation and after satisfactory assurance of eligibility has been received. The reinstatement applies to all representatives.
5.Participation
Official representatives of member institutions shall take an active interest, as shown by contributions and attendance at meetings. Associate and all other members are invited to attend annual meetings and to participate in the form of papers and discussions.
6.Membership Classifications
A.Regular Members
(1) Institutions of Higher Education, Eligibility for regular membership in the Association shall be accorded to Institutions of higher education in West Virginia which require at least two years of academic credit for graduation and which have been legally granted the authority to award degrees, where such institutions meet the following criteria:
(i)The institutions must be constituted with a governing board and must offer a minimum of two-year academic curriculum identified with higher education.
(ii)The institution must be accredited or be in the process of being accredited by one or more nationally recognized accrediting agencies.
(iii)The institution must operate independent facilities management organization on campus.
(iv)The institution must maintain the position of a principal administrator in direct change of the facilities management organization of such institution.
(v)Academic credits granted by the institution must be acceptable toward the earning of a baccalaureate or higher degree by the institution or by transfer to institutions which require four years of academic credit for graduation and which have been legally granted the authority to award certain degrees.
(vi)The institution must be an organization exempt from Federal income tax under Section 501 (a) of the Internal Revenue Code as an organization described in Section 501 (c) (3) and 509(a) (1), (2), or (3) of such Code or equivalent international status or must qualify as a government institution, agency, or unit under such Code (or corresponding provisions of any future United States internal revenue law).
(2) University or College Systems. Eligibility for regular membership in the Association shall also be accorded to a university or college system which employs a facilities officer who consults or advises other facilities officers in charge of facilities management efforts at the two or more institutions operating under the university or college system, provided that each of the institutions in the system qualify under the criteria enumerated in Article B hereof.
(3) Nothing herein shall be interpreted as denying any qualified institution of higher education regular membership in the Association solely for the reason that a system of colleges and universities of which it is a member is itself a regular member of the Association.
(4) Institutional Representatives. The Chief facilities officer of each regular member shall designate to the Association the name and title of the individual they desire to be their Institutional Representative.
B. Affiliate Members
Affiliate Members shall consist of other interested professional individuals who are employed by a for-profit organization that would not be eligible as a Business Partner. Affiliate Members shall be eligible to vote except in the case where an institution’s physical plant or facilities department holds current WVAPPA Institutional membership. Affiliate Members shall be eligible to hold elective, or appointed, office in the Association. Affiliate Members of the Association shall also consist of non-profit institutions and organizations, including government or quasigovernment agencies, or the professional individuals employed by the same, engaged in work related to facilities management and having an interest in the purpose and activities of the Association.
C.Student Members
Student members of the Association shall be limited to full-time students in degree-granting colleges or universities. Student members are not eligible to vote or hold elected office.
D.Honorary Members
Persons not otherwise members or representatives or Regular Members of the Association who have rendered exceptional and meritorious service in promoting the purposes for which the Association stands or persons of national stature may be appointed to Honorary membership in the Association, without voting or holding office privileges, upon the approval of the Board of Directors. No more than one Honorary Member may be appointed in any year.
E.Emeritus Members
Emeritus Member status is considered to be a high honor that should be afforded to those retirees who have made significant contributions to WVAPPA and the facilities management profession. Emeritus Member status may be granted by approval of the Board of Directors to a retired individual who has made significant contributions to WVAPPA.
F.Business Partners
Business Partner memberships may be offered to individuals, organizations, manufactures, or suppliers of goods and services operating for profit and ascribing to the policies and purposes of the Association and wishing to support the activities of the Association, subject to approval of the Board of Directors. Election to this category of membership shall not be construed as endorsement, actual or implied, by the Association.
G.Retired Members
Retired Member status may be granted to an individual who has retired as a member in good standing.
Chapter II Meetings
Chapter III Board of Directors
Chapter IVDuties and Responsibilities of Officers
The First Vice President will automatically be nominated to the President Elect position following one year as First Vice President each year and serves a one-year term. The duties of the President-Elect are as follows:
*Provide guidance, continuity and historical perspective to assist in current board considerations
Chapter V: Committees
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WVAPPA Constitution
Established April 11, 2006 ~ Revised: 4.17.2007
Article I ~ Name The official name of this organization shall be the West Virginia Association of Physical Plant Administrators, hereinafter referred to as WVAPPA.
Article II ~ Purpose
Article III ~ Membership Per the Bylaws, applicants will be accepted into membership of WVAPPA from colleges, universities, or institutions of higher learning with separate and distinct Physical Plants, in the state of West Virginia.
Article IV ~ Administrative Organization Section I. Officers
Section II. Nominations
Section III. Automatic Progression
Section IV. Election of Officers
Section V. Limitations on Re-Election
Section VI. Removal
An officer may be removed for adequate reason by two-thirds vote of the Board of Directors. The Officers being considered for removal will not participate in the vote.
Section VII. Fiscal YearThis fiscal year for WVAPPA shall run from April 1 to March 31.
Article V ~ BylawsThe Association at any scheduled meeting may adopt or amend any Bylaws, consistent with the provisions of the Constitution, by a majority vote cast by the voting members present, except where a greater majority may be required by the Bylaws.
Article VI ~ MeetingsSection I. Annual MeetingPer the Bylaws Chapter II section 1, a meeting of the membership of WVAPPA shall be held annually or more often as agreed upon at the annual meeting.
Section II. Special Meeting Per the Bylaws Chapter II section 2, Special Meetings may be called.
Article VII ~ Amendments Any and all articles, sections, or paragraphs of this Constitution may be repealed or amended by a vote of two-thirds of the members of WVAPPA, present and voting at an annual meeting, after a notice of the proposed amendment is given, in writing, provided the proposed amendment is approved by two-thirds of the Board of Directors and a copy mailed by the Secretary-Treasurer to all WVAPPA Institutional Representatives at least thirty (30) days prior to the annual meeting.
Uploaded 4-7-18
Established April 11, 2006
Revised: 4.17.2007
Chapter 1Membership
- Application and Acceptance to Membership
This criteria currently matches that of SRAPPA, and membership is granted contingent
upon action by the Board in response to a properly submitted application and receipt of
applicable registration fees or dues as established by the Board.
2.Membership Dues
A.The annual dues of WVAPPA may be changed by a vote of two-thirds of the members of WVAPPA, present and voting at an annual meeting, after a notice of the proposed change is given, in writing, provided the proposed change is approved by two-thirds of the Board of Directors and mailed by the Treasurer to all WVAPPA Institutional Representatives at least thirty (30) days prior to the annual meeting.
B.All dues shall be payable as prescribed by WVAPPA. No member who is delinquent in payment of his dues shall be permitted to vote, receive a copy of the meeting minutes or other published materials.
3.Termination
A member shall be dropped from the membership rolls upon vote of the Board for failure to pay annual dues within one year of the due date. The Board may terminate membership for sufficient cause.
4.Reinstatement
Any member whose membership has been terminated under Chapter I, Section 3, of the Bylaws may be reinstated to membership by action of the Board upon a thorough investigation and after satisfactory assurance of eligibility has been received. The reinstatement applies to all representatives.
5.Participation
Official representatives of member institutions shall take an active interest, as shown by contributions and attendance at meetings. Associate and all other members are invited to attend annual meetings and to participate in the form of papers and discussions.
6.Membership Classifications
A.Regular Members
(1) Institutions of Higher Education, Eligibility for regular membership in the Association shall be accorded to Institutions of higher education in West Virginia which require at least two years of academic credit for graduation and which have been legally granted the authority to award degrees, where such institutions meet the following criteria:
(i)The institutions must be constituted with a governing board and must offer a minimum of two-year academic curriculum identified with higher education.
(ii)The institution must be accredited or be in the process of being accredited by one or more nationally recognized accrediting agencies.
(iii)The institution must operate independent facilities management organization on campus.
(iv)The institution must maintain the position of a principal administrator in direct change of the facilities management organization of such institution.
(v)Academic credits granted by the institution must be acceptable toward the earning of a baccalaureate or higher degree by the institution or by transfer to institutions which require four years of academic credit for graduation and which have been legally granted the authority to award certain degrees.
(vi)The institution must be an organization exempt from Federal income tax under Section 501 (a) of the Internal Revenue Code as an organization described in Section 501 (c) (3) and 509(a) (1), (2), or (3) of such Code or equivalent international status or must qualify as a government institution, agency, or unit under such Code (or corresponding provisions of any future United States internal revenue law).
(2) University or College Systems. Eligibility for regular membership in the Association shall also be accorded to a university or college system which employs a facilities officer who consults or advises other facilities officers in charge of facilities management efforts at the two or more institutions operating under the university or college system, provided that each of the institutions in the system qualify under the criteria enumerated in Article B hereof.
(3) Nothing herein shall be interpreted as denying any qualified institution of higher education regular membership in the Association solely for the reason that a system of colleges and universities of which it is a member is itself a regular member of the Association.
(4) Institutional Representatives. The Chief facilities officer of each regular member shall designate to the Association the name and title of the individual they desire to be their Institutional Representative.
B. Affiliate Members
Affiliate Members shall consist of other interested professional individuals who are employed by a for-profit organization that would not be eligible as a Business Partner. Affiliate Members shall be eligible to vote except in the case where an institution’s physical plant or facilities department holds current WVAPPA Institutional membership. Affiliate Members shall be eligible to hold elective, or appointed, office in the Association. Affiliate Members of the Association shall also consist of non-profit institutions and organizations, including government or quasigovernment agencies, or the professional individuals employed by the same, engaged in work related to facilities management and having an interest in the purpose and activities of the Association.
C.Student Members
Student members of the Association shall be limited to full-time students in degree-granting colleges or universities. Student members are not eligible to vote or hold elected office.
D.Honorary Members
Persons not otherwise members or representatives or Regular Members of the Association who have rendered exceptional and meritorious service in promoting the purposes for which the Association stands or persons of national stature may be appointed to Honorary membership in the Association, without voting or holding office privileges, upon the approval of the Board of Directors. No more than one Honorary Member may be appointed in any year.
E.Emeritus Members
Emeritus Member status is considered to be a high honor that should be afforded to those retirees who have made significant contributions to WVAPPA and the facilities management profession. Emeritus Member status may be granted by approval of the Board of Directors to a retired individual who has made significant contributions to WVAPPA.
F.Business Partners
Business Partner memberships may be offered to individuals, organizations, manufactures, or suppliers of goods and services operating for profit and ascribing to the policies and purposes of the Association and wishing to support the activities of the Association, subject to approval of the Board of Directors. Election to this category of membership shall not be construed as endorsement, actual or implied, by the Association.
G.Retired Members
Retired Member status may be granted to an individual who has retired as a member in good standing.
Chapter II Meetings
- Annual Meeting
- Special Meeting
- Quorum
- Representation at Meetings
- Procedure
- Reading of the minutes of the previous meeting
- Secretary and Treasurer’s reports
- Reports of standing committees
- Reports of select committees
- Reports of officers
- Unfinished business
- New business
- Selection of site for annual meeting one year hence
- Election of officials
- Adjournment
Chapter III Board of Directors
- Authority
- To elect a replacement for any Board of Directors member who for any reason shall become unable to perform the duties of their elected office.
- To approve the program, budget, and physical arrangements for the annual meeting.
- To authorize expenditures from the treasury.
- To authorize the amount of registration fee for all annual meetings.
- To determine the registration fee of emeritus members.
- To approve dates of annual meetings after recommendations and discussion at the annual meeting.
- To bring all matters and outside routine procedures to the representatives for decision and action.
- To rule on questions of policy which arise between annual meetings
- To act as the membership committee
- Is authorized to conduct business by any electronic medium available.
- Meetings of the Board of Directors
- The president is responsible for convening the Board of Directors. Normally, the Board of Directors will meet at the annual meeting in the Spring, and once in the fall to plan the annual meeting for that year. The presence of a majority of Directors at a meeting called by the President constitutes a quorum, sufficient to vote on and carry any action by majority vote.
- Special Meetings
- Indemnification
Chapter IVDuties and Responsibilities of Officers
- President
- Serve as the Chief Executive Officer of WVAPPA and as a member and chairperson of the Board of Directors.
- Prepare agenda and preside at all meetings, including Annual Business Meeting.
- Appoint all ad hoc committees per Chapter V.
- Ensure that the proceedings of the last annual meeting have been prepared and turned over to the Secretary/Treasurer.
- Attend the Spring board meeting of WVAPPA
- Submit an article or report at the request of the Vice President for Communication from SRAPPA.
- Provide a report at the Spring and annual meetings of the Board of Directors
- Attend annual meeting of APPA (Summer) and SRAPPA (Fall) where feasible
- Keep Board Members apprised throughout the year regarding status of activities, information, and current initiatives.
- Responsible to ensure that the By-Laws are current and represent the needs of WVAPPA
- Serves as a member and is chair of the Executive Committee
- Serves on the board as Past President for one year following term as President
- President-Elect, Vice President for Professional Affairs and Special Events
The First Vice President will automatically be nominated to the President Elect position following one year as First Vice President each year and serves a one-year term. The duties of the President-Elect are as follows:
- Attend the Spring board meeting of WVAPPA
- Submit an article or report at the request of the President
- Provide a report at the spring and annual meetings of the Board of Directors
- Attend Annual Meeting of APPA (Summer) and/or SRAPPA (Fall) where feasible
- Serve on the Nominating Committee as chairperson
- Serve as coordinating chair for the planning and organization of the annual Spring meeting
- Serves as a member of the Executive Committee
- Is automatically nominated to the President position after a one year term
- First Vice President, VP for Education and Long range Planning
- Makes all physical arrangements for annual meeting and coordinate with the President-Elect on the educational program for the meetings.
- Plan the educational program for the annual meeting
- Provide evaluation forms at each educational session as appropriate
- Plan the meeting and prepare a budget for approval by the WVAPPA Board
- Submit to the Treasurer an itemized report of income and expenditures necessary for the annual meeting
- Host the fall board meeting of WVAPPA
- Provide a report at the spring and annual meetings of the Board of Directors
- Attend annual meeting of APPA (Summer) and SRAPPA (Fall) where possible
- Serves as a member of the Nominating Committee
- Vice President Membership
- Become knowledgeable of WVAPPA’s spring meeting forum
- Serve as site coordinator for the next succeeding annual meeting
- Canvass other members for suggestions and aid for the next Annual Meeting.
- Follow the counsel of WVAPPA Board in the physical arrangements for the annual meeting and have approval before authorizing the preparation of the facilities
- Provide a report at the spring and annual meeting of the Board of Directors
- Attend annual meeting of APPA (Summer) and SRAPPA (Fall) where possible
- Maintain WVAPPA membership roll and membership status
- Vice President for Communication
- Serve as editor of the WVAPPA Newsletter
- Provide a Newsletter at least semi-annually to the membership
- Serve as chair of the Newsletter/History Committee
- Maintain the written and pictorial history of WVAPPA
- Provide a report at the spring and annual meeting of the Board of Directors
- Attend annual meeting of APPA (Summer) and SRAPPA (Fall) where possible
- Oversee the WVAPPA website and coordinate with the website manager
- Provide an annual regional report to the SRAPPA office for inclusion in the SRAPPA publications.
- Secretary
- Keep the Association’s file of official correspondence and surplus copies of the proceedings of annual meetings
- Distribute the minutes of the annual meetings
- Submit an article or report at the request of the Vice President for Communication
- Provide a report at the spring and annual meetings of the Board of Directors
- Attend annual meeting of APPA (Summer) and SRAPPA (Fall) where possible
- Serve as a member of the Executive Committee
- Treasurer
- Responsible for reporting and keeping the Board of Directors informed of the financial integrity of WVAPPA
- Collect and dispense funds as approved by the WVAPPA Board of Directors
- Present a financial statement at the annual meeting for the current year
- Present a financial statement for the fiscal year ending March 31 at the spring board meeting
- File tax returns for the corporation each fiscal year
- File the annual report with the Corporation Commission of the State of West Virginia each year in April. Notification of the need for filing will usually come from the corporation’s registered agent at the APPA office in Alexandria, VA.
- Attend the Spring board meeting of WVAPPA
- Submit an article or report at the request of the Vice President for Communication
- Attend annual meeting of APPA (Summer) and SRAPPA (Fall) when possible
- Serve as a member of the Executive Committee
- Immediate Past President
*Provide guidance, continuity and historical perspective to assist in current board considerations
Chapter V: Committees
- The Executive Committee
- The Nominating Committee
- The Newsletter/History Committee
- Develop ways to recognize new emeritus and returning members at annual conferences
- Develop plans for courtesy including illness and bereavement
- Review bylaws and develop plans for membership appointment to committee
- Report to the President
- Ad Hoc Committees
- SRAPPA Committees
- Attend the annual meeting of SRAPPA
- Provide written summaries of the committee meetings and activities for the WVAPPA Newsletter after each meeting or at least once a year
- Attend the annual meeting of WVAPPA and provide a report to the WVAPPA Board or the membership during the annual meeting
- Keep the WVAPPA President advised of significant initiatives that should be considered by the WVAPPA Board or the entire membership of the region
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WVAPPA Constitution
Established April 11, 2006 ~ Revised: 4.17.2007
Article I ~ Name The official name of this organization shall be the West Virginia Association of Physical Plant Administrators, hereinafter referred to as WVAPPA.
Article II ~ Purpose
- To promote the common interest in the construction, care, and operation of Physical Plants used by the Universities and Colleges within the region; and
- To foster the professional spirit among the persons engaged in this work; and
- To aid and supplement the work of the regional organization, SRAPPA, and to the support of international APPA, “The Association of Higher Education Facilities Officers.”
Article III ~ Membership Per the Bylaws, applicants will be accepted into membership of WVAPPA from colleges, universities, or institutions of higher learning with separate and distinct Physical Plants, in the state of West Virginia.
Article IV ~ Administrative Organization Section I. Officers
- The officers of WVAPPA shall be:
- President
- President Elect – VP Professional Affairs and Special Events
- Vice President – Membership
- Vice President for Communication
- Secretary
- Treasurer
- Immediate Past President
- These Officers shall comprise the Board of Directors of WVAPPA
- The President-Elect, First Vice President, and the Immediate Past President shall comprise the Nominating Committee, with the President-Elect serving as chairperson
- The President, President Elect, Secretary and Treasurer, shall comprise the Executive Committee
Section II. Nominations
- Elected and Automatically Nominated Officers
- The President-Elect will be nominated automatically for the President’s Office one year after his/her election as President-Elect.
- The First Vice President will be nominated automatically for the President Elect position one year after his/her election as First Vice President.
- Officers Nominated by Committee-Nominations for positions that must be filled from the membership, rather than automatic nominations, shall be made by the Nominating Committee as defined in the Bylaws.
- Filling Vacancies – Vacancies that occur other than at the Annual Meeting may be filled by majority vote of the Board of Directors or by vote of the Membership at the next Annual Meeting as per subsection B.
Section III. Automatic Progression
- The President automatically becomes the Immediate Past President following his/her term as president.
- The President Elect, VP Professional Affairs and Special Events automatically become the President following his/her term as President Elect.
- The First Vice President, VP Education and Long Range Planning automatically become the President Elect, VP Professional Affairs and Special Events following his/her term as First Vice President.
Section IV. Election of Officers
- All Officers listed in Article IV, Section I will be elected per section II subsection C.
- The Board of Directors will present to the membership the slate of nominated officers during the Annual meeting.
- All Officers shall be elected by the member Intuitional Representatives present at the Annual Meeting by a simple majority of votes cast.
- All elected officers except the SRAPPA Representatives shall take office at the conclusion of the annual meeting in which they were elected. The SRAPPA Representative shall take office after the subsequent annual meeting of SRAPPA. All elected officers shall hold office until their successors are elected and installed.
Section V. Limitations on Re-Election
- The President, President-Elect and First Vice President, shall not be eligible for reelection for a period of three (3) years.
- The Vice President for Education, Secretary, Treasurer, and the Vice President for Membership and Communication shall be eligible for re-election for one additional consecutive term. Once out of office, these Officers shall not be eligible for reelection to the same position for a period of three (3) years.
Section VI. Removal
An officer may be removed for adequate reason by two-thirds vote of the Board of Directors. The Officers being considered for removal will not participate in the vote.
Section VII. Fiscal YearThis fiscal year for WVAPPA shall run from April 1 to March 31.
Article V ~ BylawsThe Association at any scheduled meeting may adopt or amend any Bylaws, consistent with the provisions of the Constitution, by a majority vote cast by the voting members present, except where a greater majority may be required by the Bylaws.
Article VI ~ MeetingsSection I. Annual MeetingPer the Bylaws Chapter II section 1, a meeting of the membership of WVAPPA shall be held annually or more often as agreed upon at the annual meeting.
Section II. Special Meeting Per the Bylaws Chapter II section 2, Special Meetings may be called.
Article VII ~ Amendments Any and all articles, sections, or paragraphs of this Constitution may be repealed or amended by a vote of two-thirds of the members of WVAPPA, present and voting at an annual meeting, after a notice of the proposed amendment is given, in writing, provided the proposed amendment is approved by two-thirds of the Board of Directors and a copy mailed by the Secretary-Treasurer to all WVAPPA Institutional Representatives at least thirty (30) days prior to the annual meeting.