The AWWA NJ Section is proposing minor changes 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.
In addition to changes regarding elections, we have made minor modifications to wording, terminology and the arrangements of said wording and Articles in the Bylaws to align with the AWWA (Association) Bylaws template. These modifications are structural and not substantive changes to the content of the Bylaws.
The proposed changes regarding elections are summarized below. A complete version of the proposed Bylaws showing the detailed changes can be downloaded below.
DOWNLOAD COMPLETE PROPOSED BYLAWS (clean version)
DOWNLOAD COMPLETE PROPOSED BYLAWS (redline version)
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 18, 2020 at 3:45 pm in Salon A at The Borgata Hotel Casino & Spa, Atlantic City, NJ.
7.4 Nominations for Members of the Board of Trustees
7.4.1 The Section shall conduct an appropriate nomination and election process for the following members of the Board: Vice-Chair, AWWA Director and four non-officer Trustees.
7.4.2 The AWWA Director shall be nominated and elected in a manner and for a term consistent with Article III of the Bylaws of the Association.
7.4.3 At least six months prior to the first day of the month set for the Section’s Annual Meeting, nominating committees shall be appointed. The nominating committees shall be as follows:
7.4.4 Non-Officer Trustee Nominating Committee. The Chair shall appoint a non-officer 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 Nominating Committee. All committee members shall currently be members of the Section in good standing. They shall submit a list of nominations for the non-officer Trustee(s) to be elected to the Secretary-Treasurer, in accordance with the dates established in the Guidelines for Holding Section Elections.
7.4.5 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.
The Officers Nominating Committee will select the next Vice-Chair from the list of eligible non-officer Trustees and Secretary-Treasurers. A candidate for Vice-Chair must have served a minimum of two years as a non-officer 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.
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.
7.4.6 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: Members of the Board of 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.
7.4.7 The Secretary-Treasurer shall submit to each member of the Board, a report outlining the proposed nominations for the officers and non-officer Trustee(s) in accordance with the dates established in the Guidelines for Holding Section Elections. The Secretary-Treasurer shall subsequently provide the report, to each member of the Section in accordance with the dates established in the Guidelines for Holding Section Elections.
7.4.8 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 non-officer 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.
7.5 Election of Members of the Board of Trustees
7.5.1 Members of the Board of Trustees may be elected at the annual business meeting of the Section, at a Fully Noticed Meeting or, if approved by the Board of Trustees, by any other process permitted by law.
7.5.2 The candidate receiving the greatest number of votes for an elected office shall be elected to the office even if that candidate receives less than a majority of the votes cast. If more than one seat of the same office, such as non-officer Trustee, is up for election at the same meeting, then the Board of Trustees will hold separate votes for each available seat.
7.5.3 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 non-officer Trustee(s) in accordance with the dates established in the Guidelines for Holding Section Elections.
7.5.4 If more than one eligible member is nominated for any of the offices to be filled, then the Secretary-Treasurer shall provide 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.
7.5.6 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.
7.5.7 The Board shall maintain guidance documents for the Director, Officer, and non-officer 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.