By-Laws of the Kentucky Association of Student Receivable Officers

ARTICLE I. EXECUTIVE BOARD OF DIRECTORS AND OFFICERS

  1. Executive Board of Directors
    The administrative responsibility of KASRO shall be vested in an Executive Board of Directors consisting of the elected officers. The Executive Board of Directors shall perform such administrative duties and shall exercise such administrative authority as may be delegated to it by the organization. The Executive Board of Directors shall also act in emergencies that do not warrant a special meeting of KASRO or on matters for which the President seeks their advice and assistance. The President shall preside at all meetings of the Executive Board of Directors. In the absence of the President, the Immediate Past President shall preside.

    The Executive Board of Directors shall keep abreast of pending legislation that affects the Student Receivables Community and shall be prepared to present summaries to the organization at the regular meetings. It will further be the responsibility of this Board to prepare recommendations for changes in State or National legislation that would benefit the students in post-secondary educational institutions in the Commonwealth of Kentucky, and to promote the purpose of the Kentucky Association of Student Receivable Officers.

    The Executive Board of Directors shall determine dues and fees to be levied by KASRO and enact such as determined by a unanimous vote of the Executive Board of Directors present.

    The Executive Board Directors shall have membership fees waived for all fiscal periods in which they hold an office.
  2. Officers
    The elected officers of the Association shall be the President, President Elect, Vice President – Public Relations and Membership, Vice President – Professional Development, Vice President – Annual Conference, Secretary, and Treasurer, to be elected at the annual Spring Business Meeting. The President, President Elect, Past President and all Vice Presidents except Vice President-Spring Conference shall serve a one year term. Vice President-Spring Conference, the Secretary, and the Treasurer shall serve two years in their positions. All positions may be eligible for immediate re-election for one additional term. Terms of elected officers shall begin July 1 following the election and end June 30 one or two years later, depending on the office. The Immediate Past President position will be held by the previous President.
    1. President
      The President shall:
      • Oversee and have responsibility for the business of the Association,
      • See that all orders of the Association and the Board are implemented,
      • Preside at all business meetings and serve as chairperson of the Executive Board of Directors,
      • Appoint chairpersons of all Standing Committees with the approval of the Board of Directors (with the exception of the Nominating Committee),
      • Appoint chairpersons of ad hoc committees, as necessary,
      • Be considered an ex-officio member of all committees except for the Nominations Committee,
      • Be an individual member as defined below,
      • Assist in conference duties as needed such as registration, setup, cleanup, etc.
      • Represent KASRO at a national conference, with KASRO funding the conference and the amount to be determined at each annual spring conference. If President is not able to attend another officer will be chosen.

    2. Immediate Past President
       The Immediate Past President Shall:

      • Assume responsibility of the president in his/her absence,
      • Serve as nominating committee chair.
      • Co share responsibility of Website with President Elect:  Responsibilities range  from recruiting webmaster as needed to acting as liasons between organization and webmaster…points of contact for all information submitted to website.

    3. President Elect
      The President Elect shall serve a one year term progressing to that of President with the following responsibilities:

      • Co share responsibility of hosting annual conference
      • Assist President with duties/responsibilities as needed
      •  Be an individual member as defined below,
      • Co share responsibility of Website with Past President:  Responsibilities range from recruiting webmaster as needed to acting as liasons between organization and webmaster…points of contact for all information submitted to website.

      In case of a vacancy in the office of President, the Immediate Past President shall succeed to that office.  The Executive Board of Directors shall fill all other vacancies.  Any positions held by an associate member and vacated during service time will be filled by consensus of the Board of Directors.  If the Immediate Past President is unable to fill this office after the end of the Presidential term then the Board of Directors will fill the vacancy.

    4. Vice President – Public Relations and Membership
      The Vice President of Public Relations and Membership shall:
      • Conduct an annual membership drive,
      • Assist Secretary with the preparation and distribution of the associations Spring newsletter,
      • Maintain the official membership list of institutional members and guests, and their standing in conjunction with the Treasurer,
      • Serve as chairperson of the Membership Committee and recruit committee members (the committee shall gather, store and publish the name, address, telephone number, and email address of each KASRO member.),
      • Serve as chairperson of the Lula Darnell award,
      • Assist in conference duties as needed such as registration, setup, cleanup, etc,
      • Be an individual or associate member.
    5. Vice President – Professional Development

      The Office of Vice President of Professional Development will be open only to vendors who are Associate Members of KASRO.

    The Vice President of Professional Development shall:

      • Plan a annual fall conference with a dual track (Perkins and AR) for Association members in conjunction with the hosting school including finding speakers, meeting rooms, and vendor display space,
      • Prepare the agenda and oversee the registration of vendors, sponsors, and members for the annual fall conference,
      • Seek financial support for all annual fall conference expenses from appropriate vendors and sponsors, ensuring that the vendors and sponsors receive proper recognition to the membership for their support,
      • Assist Secretary with the preparation and distribution of the associations Fall newsletter,
      • Assist the VP- Annual Conference in seeking financial support for the annual spring conference from appropriate vendors and sponsors,
      • Serve on Annual Conference program committee,
      • Assist in conference duties as needed such as registration, setup, cleanup, etc,
      • Be an individual or associate member.
    1. Vice President – Annual Conference
      The Vice President of Annual Conference shall:
      • Plan the annual conference for Association members including finding and coordinating speakers, meeting rooms, reserving group lodging, rooms, and vendor display space, and the planning and coordination of group luncheon, dinners and breaks,
      • Prepare the agenda and oversee the registration of vendors, sponsors, and members for the annual spring conference,
      • Seek financial support for the annual conference from appropriate vendors and sponsors, ensuring that the vendors and sponsors receive proper recognition to the membership for their support,
      • Serve as chairperson of the program committee and recruit committee members.
      • Serve as member of committee in subsequent year,
      • Assist in conference duties as needed such as registration, setup, cleanup, etc,
      • Be an individual member as defined below.
    2. Treasurer
      The Treasurer shall:
      • Receive, safe keep, and disburse KASRO monies,
      • Only disburse funds under an approved budget or plan,
      • Only invoice dues and assessments or changes in dues and assessments after approval by KASRO,
      • Submit an annual report of income and expenditures, ending June 30 of each year, to the Executive Board at its first meeting of the fiscal year,
      • Present the Treasurer's annual report to the membership at the annual Fall Conference,
      • Submit a current financial statement at each meeting of the Executive Board, and annual conferences of KASRO,
      • Notify the Vice President of Public Relations and Membership of all membership related activities,
      • Present the new Treasurer and President-Elect with a Treasurer's report, to officially end the term of office,
      • Prepare for approval a two year running budget by line item, to be submitted for approval at the annual Spring Conference,
      • Reconcile bank account monthly,
      • Two signatures will be required on checks and a maximum on disbursements without the vote of the Board of Directors. An audit is to be done by Immediate Past President at the end of each year,
      • Assist in conference duties as needed such as registration, setup, cleanup, etc,
      • Be an individual member as defined below.
        The Treasurer has the authority to disburse funds to cover expenditures for the annual fall conference and the annual spring conference. The Treasurer also has the authority to disburse funds to cover lodging expenses for a single room to the annual fall and spring conference for all members of the Executive Board. The Treasurer’s personal expenses should be verified by the President prior to reimbursement.
    3. Secretary
      The Secretary shall:
      • Prepare, maintain, and distribute minutes of the Association business meetings and Executive Board meetings,
      • Act as association historian/archivist, responsible for collecting, organizing, housing, and maintaining KASRO records and historic documents,
      • Prepare and distribute notices and correspondence, pertaining to Association business, as directed by the President,
      • Maintain and distribute an up-to-date copy of the KASRO Bylaws, as well as Policies and Procedures,
      • Provides information and validate all website content for accuracy,
      • Be an individual member as defined below,
      • Assist in conference duties as needed such as registration, setup, cleanup, etc.
      • Prepare and distribute the associations Fall and Spring newsletter with the assistance of the Vice President - Public Relations and Memberships and Vice President - Professional Development.

ARTICLE II. COMMITTEES

  1. Standing
    The President shall, within a reasonable time after being elected, appoint the following committees as needed:
    1. Nominating
    2. Long-Range Planning
  2. Special
    The President may, from time to time, appoint such special committees as are deemed necessary for the efficient operation of the Organization.
  3. Chairpersons and Membership
    The President shall appoint the membership of each committee, shall designate the Chairperson of each committee, and shall have the power to fill all vacancies that occur in such committees. Chairpersons appointed by the President shall serve one year in their positions.

ARTICLE III. DUTIES OF COMMITTEES

  1. Nominating Committee

    The President shall appoint a Nominating Committee composed of the immediate past President and three members. The immediate past President shall chair the committee. The Nominating Committee shall solicit nominations for KASRO officers in the Fall newsletter, during the annual Fall conference and during the Spring business meeting. The committee shall ascertain that nominees for each office are qualified to serve and are able and willing to faithfully discharge the duties of their prospective offices. The chairperson of this committee shall present the Committee's Slate of Nominees in the spring newsletter and at the Annual Spring Business Meeting, along with pertinent biographical data for each candidate. All Vice Presidents who are employed by a college or university shall receive an automatic nomination to President Elect. The committee chairperson shall be responsible for collecting, organizing, housing, and maintaining KASRO records and historic documents.

  2. Long-Range Planning Committee
    The Long-Range Planning Committee shall be chaired by a Past-President. The committee's responsibilities include monitoring adherence to and updating of KASRO's Long-Range plan, as deemed appropriate. The majority of the KASRO membership must approve the Long-Range Plan.

ARTICLE IV. MEMBERSHIP

Membership and associate membership fees are due annually in the first quarter of each fiscal year. Fiscal year is defined as July 1 through June 30. After the initial enrollment period, there will be no pro-ration of fees.

  1. Individual
    An individual member shall be defined as an individual, in good standing, employed by an institution of higher education. Memberships are non-transferable. Voting is restricted to the paid member; however a paid member may allow another person from the same institution to attend a conference in his/her absence. Absentee ballots shall be made available to individual members for officer elections only. Voting by proxy shall not be allowed, for example on ballots for elected officials or during general business meetings.
  2. Associate
    An associate member shall be defined as an organization, its employees and agents, in good standing, that provides service for an institution of higher education. In the event an associate member is elected to the executive board that member shall have all rights and privileges, including voting.

ARTICLE V. RULES AND ORDER

Robert's Rules of Order shall be the Parliamentary Authority for all matters of procedure.

ARTICLE VI. MEETINGS

The President shall call a minimum of one annual meeting of the Executive Board of Directors. The President may call such other meetings of the Executive Board of Directors, as the business of the organization would require. Meeting of the Executive Board of Directors may be held in conjunction with any duly constituted meeting of the KASRO membership. Action by the Executive Board of Directors shall take the form of Resolution adopted by majority vote of the members of the Executive Board of Directors.

ARTICLE VII. AMENDMENTS

The By-Laws may be amended by majority vote of the executive Board of Directors of the membership present and voting at a duly constituted meeting of the Executive Board of Directors and approved by a majority vote of the membership and voting at a duly constituted meeting of the organization.

KASRO By-Laws revised  June 18, 2007