The AWWA NJ Section is proposing a minor change to its current Bylaws. Each AWWA Section selects a Director every three (3) years. The last two AWWA NJ Directors were chosen through a run-off election at our Annual Conference in March.
Due to the timing of potential elections for Director, a Director may not be selected until March, meaning they would miss the opportunity to attend very important AWWA Winter Board Meeting, where the AWWA Board gets to know the new Directors and where critical relationships develop.
The proposed changes to the AWWA NJ Section Bylaws corrects this situation by moving the timeline up so that our selected Director can attend the Winter Board Meeting and, hopefully, be better positioned for an officer or other lead role.
The proposed changes are to “ARTICLE 8 – ELECTIONS.” The proposed changes to Article 8 are shown below. A complete version showing the detailed changes can be downloaded here.
The proposed changes to the Bylaws will be voted on at the AWWA NJ Annual Business Meeting, which will take place at the Annual Conference in Atlantic City. The date and time of the Annual Business Meeting is Wednesday March 20, 2019 at 3:45 pm in Salon A at The Borgata Hotel Casino & Spa, Atlantic City, NJ.
DOWNLOAD COMPLETE PROPOSED BYLAWS CHANGES
ARTICLE 8 – ELECTIONS
8.1 By at the date established in the Guidelines for Holding Section elections, nominating committees shall be appointed. The nominating committees shall be as follows:
8.1.1 Trustee Nominating Committee. The Chair shall appoint a Trustee Nominating Committee, approved by the Board, consisting of five members, including two from the Board and three members from the Section who are not members of the Board. The most recent Past-Chair shall be a committee member and serve as the Chair of the Trustee Nominating Committee. All committee members shall currently be members of the Section in good standing. They shall submit a list of nominations for the Trustee(s) to be elected to the Secretary-Treasurer, in accordance with the dates established in the Guidelines for Holding Section Elections.
8.1.2 Officers Nominating Committee. The officers of the Section, not being considered for Vice-Chair, shall serve on the Officers Nominating Committee. The current Section Chair shall serve as the Chair of the Officers Nominating Committee. They shall submit a list to the Secretary-Treasurer of nominations for the officers to be elected in accordance with the dates established in the Guidelines for Holding Section Elections.
18.104.22.168 The Officers Nominating Committee will select the next Vice-Chair from the list of eligible Trustees and Secretary-Treasurers. A candidate for Vice-Chair must have served a minimum of two years as a Trustee or as Secretary-Treasurer (past or current). Candidates for Vice-Chair must submit a letter to the Section, expressing their intention to run for the office of Vice-Chair. The candidate must also submit a letter of endorsement from their current employer, indicating a willingness to support the candidate, should they be selected as the Vice-Chair. Both letters shall be submitted in accordance with the dates established in the Guidelines for Holding Section Elections. Unless unable to complete their term of office, the current Vice-Chair shall advance to the office of Chair.
22.214.171.124 The Officers Nominating Committee will select the new Secretary-Treasurer from the list of eligible Section members. Candidates for Secretary-Treasurer must submit a letter to the Section, expressing their intention to run for the office of Secretary-Treasurer. The candidate must also submit a letter of endorsement from their current employer, indicating a willingness to support the candidate, should they be selected as the Secretary-Treasurer. Both letters shall be submitted in accordance with the dates established in the Guidelines for Holding Section Elections.
8.1.3 Director Nominating Committee. Every three years, the Director Nominating Committee shall be convened in accordance with the dates established in the Guidelines for Holding Section Elections to select a candidate for the Director. The Nominating Committee shall consist of a total of five members. Members of this committee shall be the current Director, who shall serve as the Chair and two other past Directors who are 1) members in good standing, and 2) able and willing to serve on the committee. Past Directors willing to serve on the Committee shall be selected in reverse chronological order of their service as Director. The other two members of the Committee shall consist of the current Section Chair and Vice Chair. In the event that there is not an adequate number of Past Directors to fill the Committee, additional members of the Committee shall be added in the following order until the Committee reaches the full complement of five: Section Trustees in chronological order of longevity on the Board. In the event of equal terms of longevity, the Chair of the Director Nominating Committee shall choose from the pool of eligible members. The Director Nominating Committee shall submit its nomination for Director to the Secretary-Treasurer in accordance with the dates established in the Guidelines for Holding Section Elections.
8.2 The Secretary-Treasurer shall submit to each member of the Board, a report outlining the proposed nominations for the officers and Trustee(s) in accordance with the dates established in the Guidelines for Holding Section Elections. The Secretary-Treasurer shall subsequently mail the report, to each member of the Sectionin accordance with the dates established in the Guidelines for Holding Section Elections.
8.3 Any member of the Section in good standing may send to the Secretary-Treasurer any additional nominations for any of the offices to be filled for Vice-Chair, Secretary-Treasurer, Director, and/or Trustee(s). In order to be accepted, these additional nominations shall be in writing, signed by at least 30 members of the Section, and received by the Secretary-Treasurer in accordance with the dates established in the Guidelines for Holding Section Elections.
8.4 If no more than one member is nominated for each of the offices to be filled, the Secretary-Treasurer shall cast a ballot for those nominated and issue a notice to each member notifying them of the election of the new officers and Trustee(s) in accordance with the dates established in the Guidelines for Holding Section Elections. The new officers and Trustee(s) shall then take office at the close of the Annual Meeting, or in the event that there is no Annual Meeting, they shall automatically take office on January 1, except in the case of a Director, who shall take office upon the expiration of the term of his predecessor.
8.5 If more than one eligible member is nominated for any of the offices to be filled, then the Secretary-Treasurer shall mail to each member of the Section, who is entitled to vote, an invitation to vote in an election in accordance with the dates established in the Guidelines for Holding Section Elections, The election shall conclude in accordance with the dates established in the Guidelines for Holding Section Elections. The election shall be by individual ballots from members of the Section eligible to vote. The person receiving the highest number of votes including absentee votes to the office for which they were nominated shall be declared elected. In cases of a tie vote, the Board members shall be polled to select which of the tied candidates shall be chosen. A majority of the Board shall be required for election. All of the officers so elected shall take office in accordance with Paragraph 8.4.
8.6 All members of the Section in good standing, including multi-section members (with NJ being one of sections), are eligible to vote in an election for members of the governing body.
8.7 In case of a vacancy in an office, not filled by succession, the Board shall appoint a member eligible under Sections 7.3.2 and 7.3.3 to assume the duties of the office until the close of the next Annual Meeting. Such an interim appointment shall not disqualify a member from serving a full term in any position on the Board.
8.8 At the first meeting of the Board after the Annual Meeting, the Board may select the Assistant Secretary-Treasurer who must be a member of the section and whose duties shall be to assist the Secretary-Treasurer in the performance of the duties of that office and in the absence of the Secretary-Treasurer, fulfill the duties of the Secretary-Treasurer.
8.9 The Board shall maintain guidance documents for the Director, Officer, and Trustee Nominating Committees. The Board shall also maintain a guidance document for the conduct of Elections when more than one candidate is nominated for any office. The subject guidelines shall be maintained in a place and form that allows easy access by members and promotes transparency in the Section’s election process. The guidance documents shall be reviewed and revised whenever the Board deems it necessary but a complete review shall occur at least once every five years. The Chair shall direct the Strategic Planning Committee to conduct such a review and recommend revisions. Changes to the guidance documents shall be subject to the approval of a simple majority of the Board members.