Physical Plant Managers Association

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Constitution & By-Laws (1985)

ARTICLE I - NAME

This organization shall be known as the Physical Plant Managers Association of the State of New York. It is established under the corporate laws of New York as a non-profit organization. Herein-after, it will be referred to as "The Association."

ARTICLE II - PURPOSE

Section 1.  The Association will act as a general forum for its members, is founded for the purpose of assembling and disseminating engineering, maintenance, economic and general informative data and will promote actively the interests of its members to enhance standing within their profession.

ARTICLE III - MEMBERSHIP

Section 1.  The Association shall consist of:

(A) Active Member
(B) Associate Member

Section 2.  To be an active member a person must be actively employed in a Plant Superintendent or Supervisor of maintenance and operations of a facility of the State of New York or a Director of Maintenance of an agency of State of New York. They will have all privileges of the organization.

Section 4.  Associate Membership may be granted to persons in fields related to the Physical Plant Administrators function. They will have all the privileges of the Organization except:

(A) Voting
(B) Holding elective or appointive office
(C) Serving as a delegate

Section 5.  MEMBERSHIP CERTIFICATION: Upon election and admission to the membership, each member shall receive a non-transferable certificate of membership from the Association. Upon the termination of a membership of any person, that person's certification of membership shall thereby become null and void.

Section 6.  MEMBERSHIP IS INDIVIDUAL AND NON-TRANSFERRABLE.

Section 7.  CHANGE OF MEMBERSHIP. Must be approved by membership committee.

Section 8.  RESIGNATION. Any member may resign at any time. No dues already paid shall be refunded.

Section 9.  EXPULSION FROM MEMBERSHIP. A member may be expelled by two-thirds vote of the total active membership.

ARTICLE IV - DUES

Section 1.  AMOUNT OF DUES. The annual membership dues and initiation fee for members shall be determined for the following year annually at the election meeting.

Section 2.  SUSPENSION AND AUTOMATIC RESIGNATION FOR NON-PAYMENT OF DUES. Any member allowing dues to remain unpaid after (ninety days) from due date shall be temporarily suspended and so notified by the Financial Secretary. If, after another ninety days, payment is not received, the member's resignation is considered to be automatic and his name removed from the membership rolls by the Secretary. Reinstatement of such automatically resigned member shall be contingent upon payment of delinquent dues (or repayment of initiation fee, which is non-waiverable.)

Section 3.  AUDIT. The Association's financial records shall be subject to an audit by a 3 member committee appointed by the President at the end of a financial officers term and at such other times as may be determined by the Board of Directors, (or not to exceed fifteen months).

ARTICLE V - ADMINISTRATION

Section 1.  OFFICERS. The officers of the Association shall be five in number; namely President, Vice President, Secretary, Financial Secretary and Treasurer. These officers must be an active member (holding position of Plant Superintendent or equal), and each shall be elected for a term of one year.

Section 2.  BOARD OF DIRECTORS. There shall be a Board of Directors composed of five (5) members, consisting of the President, Vice President, Secretary, Financial Advisor and Treasurer.

ARTICLE VI - DUTIES OF ELECTED OFFICERS AND DIRECTORS

Section 1.  PRESIDENT. The President shall preside at the meetings of the Association and the Board of Directors, shall sign all official documents, appoint Chairman of all committees except as otherwise provided, and perform such other duties as are usually required by this office. He shall be exofficio as member of all committees, either standing or special, except the Nominating Committee. He shall submit to the members at end of his term an annual report on the activities and status of Association.

Section 2.  VICE PRESIDENT. In the absence of the President, or in case of his disability, the Vice President shall perform his duties, and, in the absence of both these Officers, the Board of Directors shall select a temporary presiding Officer from among the active members present at the meeting. The Vice President automatically becomes Chairman of the Program and Membership Committees. In addition, he shall perform such duties as the President or Board of Directors directs.

Section 3.  SECRETARY. The Secretary shall keep a record of proceedings of the Association of the Board of Directors which record shall, at all reasonable times, be open to inspection by any member. He shall notify members of their election or expulsion, keep a roll of members, conduct correspondence, have custody of the Charter and perform such duties as usually pertain to this office or that may be assigned to him by action of the President or Board of Directors. He shall provide each member a written copy of the minutes of the meeting.

Section 4.  FINANCIAL ADVISOR. The duties of the Financial Advisor shall be (1) receive, record and give receipts for all monies received by the Association; (2) within a reasonable time, transfer all Association monies received by him to the Association Treasurer; (3) notify all delinquent members of their financial obligations to the Association; (4) submit to this Association at the annual meeting a statement of all members who are delinquent six months or more, unless otherwise specified in the By-Laws of the Association; (5) submit to this Association a complete financial statement of the transactions of his office; (6) submit his books for audit as specified in the By-Laws of this Association.

Section 5.  TREASURER. The duties of the Treasurer shall be to (1) receive from the Financial Advisor for deposit all Association monies; (2) deposit all such monies as prescribed in the By-Laws of this association; (3) pay all proper vouchers; (4) if required in the By-Laws of this Association, furnish the required bonds; (5) submit to this Association prior to the annual election of Officers a complete financial statement of this Association; (6) perform such duties as may be prescribed in the By-Laws of this Association.

Section 6.  BOARD OF DIRECTORS. The governing body of the Association shall be the Board of Directors, which shall have all legislative, policy-forming and executive authority of the Association. Upon the Board of Directors shall rest the duty, responsibility and authority to conduct the affairs of the Association.

ARTICLE VII - COMMITTEES

Section 1.  The STANDING COMMITTEE shall be as follows: Program (Steering Committee), Membership and Nominating.

Section 2.  SPECIAL COMMITTEES may be appointed by the President by direction of the Board of Directors.

Section 3.  PROGRAM (STEERING) COMMITTEE. The Program Committee shall consist of the Vice President as Chairman together with such other members as he may appoint. It shall be the duty of this Committee to provide the programs for all regular meetings and be responsible for promoting attendence of the Association meetings.

Section 4.  MEMBERSHIP COMMITTEE. The Membership Committee shall consist of the Vice President as Chairman together with such members as he may appoint. It shall be the duty of this Committee to solicit applications for membership and to promulgate activities that will help increase the membership. Its members shall act as official greeters and hosts at all Association gatherings.

Section 5.  NOMINATING COMMITTEE. The Nominating Committee shall consist of six (6) active members to be nominated from the floor and elected by a majority vote of the membership present at the election meeting. The term of this Committee will expire at the end of the election meeting. It shall be the duty of this Committee to nominate a slate of Officers for the coming year. Nominations shall also be accepted from the floor.

ARTICLE VIII - THE YEAR

Section 1.  The year of the Association shall coincide with the annual (Association's) Conference.

ARTICLE IX - ELECTIONS

Section 1.  All officers of the Association shall be elected at a regular meeting each year.

Section 2.  Election shall be by ballot and only active members in good standing shall be entitled to vote in person.

Section 3.  The candidate receiving the highest number of votes cast for each office shall be declared elected.

Section 4.  If any Officer or Member of the Board of Directors resign during the year, or if for any reason any office becomes vacant, the Board of Directors is empowered to fill such vacancy for the balance of the unexpired term.

ARTICLE X - MEETINGS

Section 1.  (The annual meeting will consist of an open session for require purposes, followed by a closed meeting for paid, active, and associate members only.) Notice of each meeting shall be sent by the Secretary to all members at least one week in advance.

Section 2.  One additional meeting per year shall be held by the membership in each geographical area. The President shall appoint one coordinator for each year.

Section 3.  (Elections will be held at the annual meeting each year.)

Section 4.  Special meetings of the Association may be called at any time by the Board of Directors, or by the President, or on request of any ten active members of the Association, provided, however, proper notice, stating the object of such meeting shall be given to each member of the Association at least five days prior to such meeting.

Section 5.  The Board of Directors shall meet as often as may be necessary for the proper conduct of the business of the Association. Special meetings of the Board may be called at any time at the direction of the President or upon request of any three members of the Board of Directors. The Secretary shall notify the Committee members of each regular or special meeting.

Section 6.  Roberts Rules of Order shall govern all meetings when not inconsistent with these By-Laws.

ARTICLE XI - QUORUMS

Section 1.  A majority of active members shall constitute a quorum at any special or regular meeting.

Section 2.  A majority of the Board of Directors shall constitute a quorum at any Board meeting.

ARTICLE XII - AMENDMENTS

Section 1.  The Constitution and By-Laws may be altered, amended, revised or repealed by two-third vote of the active members present and voting at any regular meeting, or at any special meeting called for that purpose--provided a notice designating the section or sections it is proposed to alter, amend, revise, or repeal, and setting forth the substance of the proposed amendments, has been mailed to each member of the Association at least one week previous to the date of the meeting.