1. Finances and Dues
The organization shall obtain operating expenses from membership dues and from contributions by individuals, groups, and foundations. Expenses in excess of $50 must be approved by a majority of the Executive Board. A Treasurer's Report shall be presented at each annual meeting and, if necessary, more often.
Dues are on an annual basis, from January 1 to December 31.
2. Duties of Officers
The President shall preside at all Meetings and shall be primarily responsible for ensuring that the Executive Board and Committees carry out their responsibilities under the Constitution and these Bylaws, or as additionally designated by the Board.
The Vice-President shall assist the President in all of the President's functions, shall preside in the absence of the President and shall become President in the event of an vacancy in that office.
The Secretary shall keep records of all Corporation and Board meetings and shall assist with the correspondence of the organization.
The Treasurer shall have charge of all funds of the organization and shall issue payments upon the direction of the Executive Board.
3. Meetings
Ten percent (10%) of the local (East Tennessee) members of the organization shall constitute a quorum for Corporation Meetings.
The Annual Meeting shall be held in March or April of each year.
Unofficial meetings shall be held as needed, and may be devoted to discussion of current concerns or presentation of special programs. Corporation meetings may be scheduled in conjunction with unofficial meetings.
Written notice of any Corporation meeting shall be distributed to all members at least two weeks before said meeting.
4. Executive Board and Committees
In addition to the four officers of the organization, the Executive Board shall include the immediate past president and up to seven other members, including directors at large elected by the membership and no more than four representatives of the organizational members.
The Executive Board shall meet every three months or more often if required. A majority of the Board members shall constitute a quorum. The Board is authorized to make policy decisions and to transact all business for the organization between annual meetings. It may cooperate with any other group or individual to advance the interest of the organization when such actions are believed beneficial to AFORR's basic purposes.
The Executive Board shall meet at times and places designated by the President, who shall chair the meetings. The Vice-President shall chair in the President's absence. Any Director may call a special meeting of the Board by giving notice to each of the other members of the Board of the time, place, and purpose of the meeting. The Board may conduct business via telephone or electronic media. The Executive Board may accept proxy votes on specific matters of business, submitted in writing or by electronic mail, when a Board member is unable to attend or otherwise participate in a meeting.
Meetings of the Executive Board and records of Board meetings shall be open to the membership.
The Executive Board shall ensure that an up-to-date record of the membership is maintained. The membership list may be used in the interests of AFORR, as directed by the Board.
5. Elections
Elections of officers and at-large directors shall be conducted at the Annual Meeting, as provided by the Constitution. Before an annual meeting at which an election will be held the Executive Board shall appoint three members of the organization to serve as a Nominating Committee. The Nominating Committee shall present a slate of candidates, consisting of one candidate for each of the positions scheduled to be elected. Additional nominations shall be entertained from the floor.
6. Parliamentary Procedure
All regular and special meetings of the Board and of the Corporation shall be conducted according to Roberts' Rules of Order (latest edition) except that where this Constitution or the By-Laws differ, they shall govern.
7. Terms of Office
Newly elected officers and directors shall take office on May 1 following their election, except that the initial officers and directors shall assume their duties immediately upon election.
8. Organizational Memberships
Requests for organizational membership in the Corporation shall require approval by majority vote of the elected members of the Executive Board.
In January of each year, each organizational member shall inform the Executive Board whether the organization intends to continue its membership. At that time, each organizational member shall also inform the Executive Board whether the organization intends to nominate a representative to the Executive Board for the coming year and shall identify the organization's proposed representative. In the event that an organizational member's representative to the Executive Board is unable to continue to serve, the member organization shall inform the Executive Board and either identify a replacement representative or relinquish the Board position for the remainder of the year. Selections of organizational representatives shall require approval by majority vote of the elected members of the Executive Board.