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MACRAO Constitution

MACRAO Constitution
Missouri Association of Collegiate Registrars and Admissions Officers


ARTICLE I - NAME
The name of the organization shall be the Missouri Association of Collegiate Registrars and Admissions Officers (MACRAO), hereafter referred to as the Association, which was founded on May 10, 1936.

ARTICLE II - SCOPE AND PURPOSE
Section 1: This organization shall be a professional educational association, nonprofit and voluntary, of collegiate level institutions accredited by a nationally recognized accrediting association. Eligibility of other institutions and agencies shall be determined by the Board of Directors of the Association.

Section 2: The general purpose of this Association shall be to contribute to the advancement of higher education in the state of Missouri. The specific purpose shall be to advance professionally the work of and the positions in the offices of admissions, records, registration and other closely related functions among institutions of higher learning.

Section 3: Any activity appropriate to the purposes set forth in Section 2 may be undertaken by the Association; activities include but are not limited to the following:

  1. To hold an annual meeting for the professional improvement of its members and the conducting of Association business;
  2. To publish the membership directory, special reports, and news items on the MACRAO web site and/or via the MACRAO email list serve;
  3. To encourage, conduct, and cooperate in research projects intended to further the purpose of the Association;
  4. To hold workshops or seminars appropriate to the development of the professional areas;
  5. To cooperate with other professional organizations whose objectives and purposes are consistent with those of the Association.
ARTICLE III - STRUCTURE
Section 1: The Association is organized exclusively for charitable and educational purposes within the meaning of section 501 (c) (3) of the Internal Revenue Code (or the corresponding provision of any future United States Internal Revenue Law).

Section 2: Notwithstanding any other provision of this constitution, the Association shall not carry on any other activities not permitted to be carried on
  1. by an association exempt from Federal income tax under section 501 (c) (3) of the Internal Revenue Code of 1986; or,
  2. by association contributions to which are deductible under section 170 (c) (2) of the Internal Revenue Code of 1986 (or corresponding provision of any future United States Internal Revenue Law).
Section 3: No part of the net earnings of the Association shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the Association shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article II, Section 3.

Section 4: No substantial part of the activities of the Association shall be the promotion of propaganda, or otherwise attempting to influence legislation, and the Association shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office.

Section 5: Upon the dissolution of the Association, the Board of Directors 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 in such manner, or to such organization or organizations organized and operated exclusively for educational purposes as shall at the time qualify as an exempt organization or organizations under section 501 (c) (3) of the Internal Revenue Code of 1986 (or the corresponding provision of any future United States Internal Revenue Law), as the Board of Directors shall determine. Any such assets not so disposed of shall be disposed of by the Circuit Court of the county in which the registered agent is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.

Section 6: Amendments and revisions of the Constitution and By-laws shall require notice circulated to the active members two (2) weeks prior to the annual meeting. All changes to the Constitution and By-Laws require a two-thirds majority of the votes cast by active members.

MACRAO By-Laws

ARTICLE 1 - MEMBERSHIP

Section 1: Membership is institutional and is open to nationally and/or regionally accredited institutions of higher learning in the state of Missouri.
  • Institutions of complex organization with multi-campuses that have autonomous Registrars and Admissions Officers shall be considered as separate institutional memberships.
  • Institutions not designated by acceptable accreditation may be considered and approved by the Board of Directors of the Association.
Section 2: Each institution represented in the membership shall be entitled to one vote on constitutional and by-laws matters.

Section 3: In keeping with the purpose of this Association, active members shall be those individuals with usual duties in the administrative areas pertaining to admissions, advising, data management, enrollment management, financial aid, institutional research, learning skills, orientation, records, registration, and closely related functions among institutions of higher learning in Missouri.
  • Each active member will have one voice on all non-constitutional/by-laws issues. Each institution shall name its active members when dues are paid.
  • The active members shall conduct matters of Association business. They shall elect officers who, serving as the Executive Committee, shall conduct all Association business assigned to them.
  • Only active members shall be eligible to serve as officers, to serve on committees, or be listed in the Membership Directory.
Section 4: The names of individuals who have been members of MACRAO for ten years or longer and who retire from the profession will be submitted by the Nominating Committee to the Executive Committee for consideration for honorary membership. Upon approval by a simple majority of the Executive Committee, honorary membership will be granted.

Honorary members will be listed in the annual directory and will be invited to the annual conference. In addition, they will be encouraged to subscribe to the MACRAO list serve and to participate in the discussions and the dissemination of information therein.

Section 5: Associate membership will be granted upon approval of the Executive Committee to organizations, agencies, institutions, and individuals that contribute information and ideas of common interest to the membership and to the advancement of higher education in Missouri. Associate members will be charged dues and will be non-voting members of the Association.

ARTICLE II - OFFICERS
Section 1: Officers of the Association shall be institutional active members only.
Section 2: The elected officers of the Association shall include the following:
  • President
  • President-Elect
  • Vice-President for Programs and Projects
  • Vice-President for Communications
  • Vice-President for Membership
  • Vice-President Elect for Programs
  • Treasurer
  • Secretary/Historian
  • Webmaster
Section 3: The officers in Article II, Section 2 of the By-Laws, together with the retiring President, shall constitute an Executive Committee with the power to fix the time and place of the annual meeting.

Section 4: The officers of the Association shall serve in the following capacities:
  • The President shall assume responsibility for all the general activities of the Association, act as Chairperson of the Executive Committee, appoint members to standing and ad hoc committees and preside at the annual meeting. In addition, the President shall attend the American Association of Collegiate Registrars and Admissions Officers Annual Conference. The President shall be elected for a one-year term of office.

  • The President-Elect shall serve as principal assistant to the President and shall perform such duties as may be assigned by the President. The President-Elect shall be elected for a one-year term and shall succeed to the Presidency of the Association the ensuing year.

  • The Vice-President for Programs and Projects shall be in charge of the program for the annual meeting and be responsible for coordinating the recommendations for programs submitted by the Committee on Admissions, the Committee on Records and Registration, the Committee on Professional Development and the Data Systems Committee. The Vice-President for Programs and Projects shall be elected for a one-year term.

  • The Vice-President for Communications shall be responsible for coordinating the editing, publishing and/or production of all communications (in any and all media formats) approved by the membership or directed by the Executive Committee. This shall include, but not be limited to, the annual membership directory, the quarterly MACRAO newsletter and the MACRAO list serve. The Vice-President shall post appropriate news items to the list serve in a timely manner and provide those items to the Webmaster for posting to the MACRAO web site. The Vice-President shall also serve as the chairperson for the Committee on Communications and shall be elected for a two-year term.

  • The Vice-President for Membership shall be responsible for coordinating the annual membership drive, maintaining the membership data base, and preparing and distributing membership acceptance letters and certificates. The Vice-President for Membership shall be elected for a two-year term and shall work closely with the President, Treasurer, Vice-President for Communications and the Committee on New Member Orientation.

  • The Treasurer shall collect the membership dues, pay bills and prepare a written financial statement for submission at the annual meeting of the Association. The Treasurer shall be elected for a two-year term.

  • The Secretary/Historian shall be the custodian of the records of the Association. Duties include keeping the minutes of the annual meeting and Executive Committee Meetings, as well as keeping an accurate record of all written materials for the organization, including but not limited to, newsletters, meeting minutes and conference materials. The Secretary/Historian will also update the "History of MACRAO " publication on an annual basis (printing and distribution of this document will be at the discretion of the Executive Committee).

  • The Vice President Elect for Programs shall serve as principal assistant to the Vice President for Programs and shall perform such duties as may be assigned by the Vice President for Programs. The Vice President Elect for Programs shall be elected to a one-year term and shall succeed the Vice President for Programs of the Association for the ensuing year.

  • The Webmaster shall be responsible for maintenance of the MACRAO website, (including communication with vendors hired to support the site), be responsible for posting pertinent items from other officers and for managing database information from the website functions are needed. The Webmaster shall be elected for a two-year term and work closely with the Vice-President for Communications. The Webmaster shall be a member of the Committee on Communications.
Section 5: Newly elected officers shall take office at the conclusion of the annual meeting at which they are elected.

Section 6: If vacancies occur on the Executive Committee during the year, they shall be filled as follows:
  • President — The President-Elect shall assume the office of President.

  • President-Elect — The Treasurer will assume the office of President-Elect and a new Treasurer will be appointed.

  • Treasurer — The Nominating Committee will forward a nomination to the President who, with the approval of the Executive Committee, will make the appointment.

  • Vice-President for Programs and Projects — The Nominating Committee will forward a nomination to the President who, with the approval of the Executive Committee, will make the appointment.

  • Vice-President for Communications — The Nominating Committee will forward a nomination to the President who, with the approval of the Executive Committee, will make the appointment.

  • Vice-President for Membership —The Nominating Committee will forward a nomination to the President who, with the approval of the Executive Committee, will make the appointment.

  • Vice-President Elect for Programs — The Nominating Committee will forward a nomination to the President, who with approval of the Executive Committee, will make the appointment.

  • Past President — The Nominating Committee will forward the name of an available past president to the President who, with the approval of the Executive Committee, will make the appointment.

  • Secretary/Historian — The Nominating committee will forward a nomination to the President who, with approval of the Executive Committee, will make the appointment.

  • Webmaster The Nominating committee will forward a nomination to the President who, with the approval of the Executive Committee, will make the appointment.
ARTICLE III - ELECTIONS
Section 1: Association officers shall be elected at the annual business session held at the annual conference.

The Nominating Committee shall make available to the members with the annual conference materials the slate of nominees. When the nominative slate is presented, an opportunity must be provided for additional nominations from the floor.

Section 2: If the nominating procedure results in two or more candidates being nominated for any one office, voting will be done by paper ballot.

Section 3: Each active member present is entitled to one vote for each office.

ARTICLE IV - MEETINGS
Section 1: An annual meeting of the Association shall be called with the precise date and location set by the Executive Committee. The Executive Committee shall have the authority, in case of emergency, to advance, postpone, or omit an annual meeting. In such a case, the time between two consecutive meetings of the Association shall be counted as one (1) year of administration.

Section 2: The Executive Committee shall set registration fees for the annual meeting.

Section 3: Association business shall be conducted at the annual meeting by the active members present.

Section 4: Meetings of the Executive Committee shall be called by the President, or by the President-Elect if the President is unable to do so.

ARTICLE V - COMMITTEES
Section 1: An Executive Committee comprised of the President, President-Elect, Vice-President for Programs and Projects, Vice-President for Communications, Vice-President for Membership, Treasurer, Past President, Secretary/Historian and Webmaster shall serve to conduct the business of the Association.

Section 2: The Association will be served by the following standing committees with the responsibilities and duties prescribed:
  • Committee on Admissions
  • Committee on Records and Registration
  • Committee on Communications
  • Committee on Professional Development
  • Data Systems Committee
  • Committee on New Member Orientation
  • Nominating Committee
  • Site Selection Committee
2.1 The Committee on Admissions, the Data Systems Committee, the Committee on Professional Development, the Committee on New Member Orientation, and the Committee on Records and Registration shall, in conjunction with the Vice-President for Programs and Projects, provide for professional enrichment and service to the membership in the respective designated areas. Toward fulfillment of these responsibilities, these committees shall be charged as follows:
  • To arrange for the development and presentation of sessions of high quality for the program of each annual meeting.
  • To participate in on-going assignments on behalf of the Association as requested by the Executive Committee.
  • To encourage the development of professional activities applicable to the Committee and initiated by the members of the Committee.
2.2 The Committee on Communications shall be responsible for the maintenance of the communications channel of the Association. This will include publication and editorial responsibility for all published materials of the Association in all media formats.

2.3 The Nominating Committee shall be responsible for securing and presenting a slate of nominees for the elective offices of the Association. The report shall be presented at the annual meeting at which time an opportunity shall be given for additional nominations from the floor.
  • The President-Elect shall be nominated to serve as President for a one-year term. The candidate for President-Elect may be chosen from previous or current Vice-Presidents or from the Association’s active membership to serve a one-year term.
  • The candidate for Treasurer may be chosen from the Association’s active membership to serve a two-year term.
  • The candidate for Vice-President for Programs and Projects may be chosen from the Association’s active membership to serve a one-year term.
  • The candidate for Vice-President for Communications may be chosen from the Association’s active membership to serve a two-year term.
  • The candidate for Vice-President for Membership may be chosen from the Association’s active membership to serve a one-year term.
  • The candidate for Secretary/Historian may be chosen from the Association’s active membership to serve a two-year term.
  • The candidate for Vice-President Elect for Programs may be chosen from the Association's active membership to serve a one-year term.
  • The candidate for Webmaster may be chosen from the Association's active membership to serve a two-year term.
2.4 The Site Selection Committee shall recommend to the Executive Committee a site for the annual conference. Annual Conference sites will be selected and confirmed with the site provider at least 14 months prior to the annual meeting to be held there. It shall be the joint responsibility of the Vice President for Programs and the Site Selection Committee to plan the annual meeting.

Section 3: All standing committees shall perform such additional duties as may be delegated to them by the President and the Executive Committee.

Section 4: Appointments to all standing committees will be by invitation of the President with the concurrence of the Board of Directors. Membership to these committees will be representative of the membership at large of the Association.

The Committee on Admissions, the Committee on New Member Orientation, the Committee on Records and Registration, and the Committee on Data Systems, the Committee on Professional Development, and the Committee on Communications shall consist of at least three members.
  • 1 member 2 year term
  • 3 members 1 year term

The committee on Professional Development shall consist of five members which includes the chairperson:
  • 2 members 2 year term
  • 3 members 1 year term

The Committee on Communications shall consist of seven members with the Vice-President for Communications chairing the committee and the Webmaster as a standing member of the committee:
  • 1 member 3 year term
  • 2 members 2 year term
  • 3 members 1 year term

The Nominating Committee shall consist of one member from each of the following in addition to the chair:
  • Past President, Committee Chair.
  • The University of Missouri System
  • Two-Year Public Colleges
  • Regional Universities and Four-Year State Colleges
  • Private Colleges
  • Member-at-Large

The Site Selection Committee will be chaired by the President Elect and shall consist of the members of the Nominating Committee.

Section 5: New members of all standing committees shall be appointed as soon as possible after the term of the President begins.

Section 6: The Association shall be served by the appointment of ad hoc committees as deemed necessary and appropriate by the President in consultation with the Executive Committee. These committees shall be appointed to perform designated and specific services for the Association with the duration of appointment determined by the President as appropriate to the nature and extent of the services to be performed.

Section 7: Nothing in this Article shall be construed as preventing the appointment, through the established procedure, of ad hoc or additional standing committees as deemed necessary for the continuance of the work of the Association.

ARTICLE VI - INCORPORATION
Section 1: The amount of the annual institutional dues shall be set by the Executive Committee and voted on by the active membership at the annual meeting. All institutional dues shall be payable on or before the date of the annual meeting.

Section 2: The Association will consider its fiscal year closing as of the last day of each calendar year.
ARTICLES OF INCORPORATION

The undersigned citizens of the United States and members of the Board of Directors of the Missouri Association of Collegiate Registrars and Admissions Officers desiring to form a Non-Profit Corporation under Chapter 355, Missouri Revised Statutes, do hereby certify:

ARTICLE I – NAME

The name of the organization shall be the Missouri Association of Collegiate Registrars and Admissions officers (MACRAO), hereafter referred to as the Association.

ARTICLE II – TYPE
The Association is a public benefit corporation and is organized exclusively for charitable and educational purposes within the meaning of section 501 (C) (3) of the Internal Revenue Code.

ARTICLE III – DURATION
The duration of the corporation shall be perpetual.

ARTICLE IV – REGISTERED AGENT
The registered agent of the Association shall be Don Morris, 470 East Lockwood Avenue, St. Louis, MO 63119.

ARTICLE V – INITIAL INCORPORATORS
The names and addresses of the persons who are the initial incorporators are as follows:
Cindy Miller
11224 Holmes Road
Kansas City, MO 64131
Don Morris
470 East Lockwood Avenue
St. Louis, MO 63119
Kim Bell
901 S. National Avenue
Springfield, MO 65804

ARTICLE VI – MEMBERSHIP

Membership is institutional and is open to nationally accredited institutions of higher learning in the state of Missouri.
  • Institutions of complex organization with multi-campuses that have autonomous Registrars and Admissions Officers shall be considered as separate institutional memberships.
  • Institutions not designated by acceptable accreditation may be considered and approved by the Board of Directors of the Association.
All current members of the Missouri Association of Collegiate Registrars and Admissions Officers shall be deemed to be members of the newly formed corporation.

In addition, the corporation shall allow Honorary Memberships and Associate Memberships as specified in the Association’s Bylaws.

ARTICLE VII – DISTRIBUTION OF ASSETS
Upon the dissolution of the Association, the Board of Directors 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 in such manner, or to such organization or organizations organized and operated exclusively for educational purposes as shall at the time qualify as an exempt organization or organizations under section 501 (c) (3) of the Internal Revenue Code of 1986 (or the corresponding provision of any future United States Internal Revenue Law), as the Board of Directors shall determine. Any such assets not so disposed of shall be disposed of by the Circuit Court of the county in which the registered agent is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.

ARTICLE VIII – PURPOSE
The organization shall be a professional educational association, non-profit and voluntary, of collegiate level institutions accredited by a nationally recognized accrediting association. The general purpose of this Association shall be to contribute to the advancement of higher education in the state of Missouri. The specific purpose shall be to advance professionally the work of and the positions in the offices of admissions, records, registration and other closely related functions among institutions of higher learning; and all other legal powers permitted a Nonprofit Corporation.


These Articles of Incorporation were voted on and approved by the membership of the Missouri Association of Collegiate Registrars and Admissions Officers on October 29, 2002.

In witness whereof, I have hereunto subscribed by name this 29th day of October, 2002.

Kim Bell Cindy Miller Don Morris

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