BY-LAWS OF THE OHIO TRANSFER COUNCIL

last updated: October 12, 2016



TABLE OF CONTENTS

Article I: Name and Acronym


Article II: Mission


Article III: Membership


Article IV: Meetings of the 

Membership


Article V: Officers


Article VI: Executive Board


Article VII: Standing Committees


Article VIII: Standing Rules



ARTICLE I NAME AND ACRONYM


The name of this Association shall be The Ohio Transfer Council. The official acronym of the

Association shall be OTC.



ARTICLE II MISSION


The Ohio Transfer Council is an organization committed to the enhancement and facilitation of

transfer for students between and among its member institutions by providing a forum for professionals to foster:


       Generation and sharing of transfer data, information and ideas among members;

       A broader understanding of articulation and transfer policies and procedures; 

       Opportunities for member networking, professional growth and development associated with transfer       concerns.



ARTICLE III MEMBERSHIP


Sec. 1. EQUAL OPPORTUNITY

The membership and opportunities for leadership shall be open to all individuals and there shall

be no discrimination for reasons of religion, age, race or color, gender, sexual orientation, national origin, veteran status or handicap.



Sec. 2. TYPES OF MEMBERSHIP AND RIGHTS

 

Ohio Membership - Subscription period: 1 year, on: July 1st.  Membership is open to

individuals in Ohio employed by regionally accredited institutions of Higher Education including four year public, four year private, communication colleges, and technical colleges.


Out of State Membership - Subscription period: 1 year, on: July 1st.  Individuals from

regionally accredited institutions outside Ohio are admitted as voting members of OTC, but may not hold office.


Transfer Mission Membership - Subscription period: 1 year, on: July 1st.   Individuals who are

involved or interested in issues related to the mission of OTC but are not employed by regionally accredited institutions of higher education, are admitted as non-voting, non-office holding members.

 

Other classes of membership may be established. The Executive Board may establish eligibility

criteria, enrollment procedures, rights of membership and dues for other classes of

membership such as institutional, honorary or lifetime colleague. Any such class shall not be entitled to vote or hold membership without approval of the voting membership.


 

Sec. 3. MEMBERSHIP REQUIREMENTS FOR GOOD STANDING

A member must be in Good Standing in order to have the right to vote and be eligible to hold and

maintain office. A member shall be in good standing upon timely payment of dues as

specified in Sec. 4 or until resignation or removal as specified in Article V, Sec. 5. If an OTC Member should resign from the current position/institution, the OTC membership status is at the discretion of that institution. 

 

 

Sec. 4. DUES

The Executive Board shall establish annual dues, after hearing recommendations from the

Membership Committee. Annual dues are payable upon applying for membership. The membership term shall run from July 1 to June 30 of the following year.



ARTICLE IV MEETINGS OF THE MEMBERSHIP


Sec. 1. The Annual Conference shall be the general meeting of the membership and shall be held

annually.



Sec. 2. Special meetings of the OTC may be called by the Executive Board or by any ten (10)

voting members of the OTC upon ten (10) days’ notice to the Executive Board.



Sec. 3. A quorum of the membership shall consist of twenty (20) per cent of the membership.



Sec. 4. The proceedings at the Annual and Special Meetings of the OTC shall be governed by

Robert’s Rules of Order.

 

 

ARTICLE V OFFICERS


Sec. 1. OFFICERS

The officers of OTC shall be President, President-Elect, Past President, Treasurer, Treasurer-Elect and Secretary. Officers should reflect the constituencies of OTC.

 

 

Sec. 2. SELECTION

The officers shall be elected by ballot annually. A simple majority shall determine the winner of each office. The election/Nominating Committee shall execute the selection process.

 


Sec. 3. DUTIES AND RESPONSIBILITIES

The President shall be the chief executive officer, call and preside over Executive Board

meetings, appoint Standing Committee chairs and perform other duties as determined by the Executive Board. Upon completion of a term, the President shall serve the Executive Board as the Past President with voting privileges.


The President-Elect shall support and assist the President, administer officer nominations and

elections, administer OTC service awards, serve in the absence of the President and perform other duties as determined by the Executive Board.  The slate of candidates for the offices of President-Elect, Treasurer-Elect, and Secretary will be provided to the membership one month prior to the election.  Announce the election results at least one month prior to the fiscal year.


The Treasurer shall be named on all financial accounts and have custody of all OTC funds and

shall maintain such deposits in a federally insured depository institution approved by the Executive Board. The Treasurer shall also maintain a register accounting for all receipts and disbursements. The Treasurer shall monitor tax-exempt status and present financial reports at each Executive Board meeting and the Annual Conference. The Treasurer will oversee the preparation and filing of OTC tax documents.


The Treasurer-Elect shall be named on all financial accounts and support and assist the

Treasurer.


The Secretary shall keep records of all meetings of the OTC and the Executive Board and shall

give notice of special meetings to all members. Serve as liaison to the Articulation and Transfer Advisory Council of the Ohio Department of Education and provide any updates to the Executive Board. The Secretary will oversee the upload of records into the OTC Website for permanent archive and maintain a current copy of the Bylaws and Standing Rules.


The Past President shall review the OTC Bylaws on an annual basis and propose revisions as

necessary. The Past President shall ensure the Executive Board and members are adhering to the current Bylaws approved.


 

Sec. 4. TERMS OF OFFICE

The President shall have served as President-Elect for one year, and shall serve a third year as

Past-President.


The President-Elect shall serve one year, and then shall serve as President.


The Treasurer shall serve one year, having served the previous year as Treasurer-Elect.

The Treasurer-Elect shall serve one year and shall become the Treasurer


The Secretary shall serve one year.



Sec. 5. REMOVAL

Officers may be removed for cause by a two-thirds vote of the Executive Board or a majority

vote of the membership. Officers removed by the Executive Board may, upon protest, have their removal confirmed or disaffirmed by a majority vote of the membership, a quorum being present.



Sec. 6. INTERIM OFFICERS

In case of vacancy, resignation or removal of an officer, the Executive Board shall appoint a new

officer after due consideration of the names provided by the Recruitment/Communication Committee.



ARTICLE VI EXECUTIVE BOARD


Sec. 1. COMPOSITION

The Executive Board shall be comprised of the President, President-Elect, Treasurer, Treasurer-

Elect, Secretary, Past President and the Chairperson(s) of the Standing Committees.

 

 

Sec 2. DUTIES AND RESPONSIBILITIES


A. The Executive Board shall have full authority over the affairs of OTC, shall represent OTC to the public, shall make recommendations to the membership, shall perform duties as stated in the Bylaws and shall act as directed by the membership.


B. Specific Powers and Responsibilities

1. The Executive Board shall be responsible for meetings of the OTC.


2. The Executive Board shall supervise the activities of the Standing Committees.

3. The Executive Board shall prepare and submit an annual financial report to the

    membership.


4. The Executive Board shall prepare and submit an annual report at the Annual

    Conference.


5. The Executive Board shall determine the amount of annual dues. 


6. The Executive Board must approve all contracts and/or other agreements obligating OTC.


7. The Executive Board may, if it finds any member unsupportive of the OTC’s goals, remove that member’s     name from the membership roll by a two-thirds vote. The member may appeal the Executive Board’s action     to the membership, in which case the member may not be removed unless a majority of the members     voting, a quorum being present, vote to uphold the Executive Board’s action.


8. The Executive Board may meet informally, electronically or by telephone at its discretion.


 

ARTICLE VII STANDING COMMITTEES


Sec 1. STANDING COMMITTEES ESTABLISHED


There shall be three (3) Standing Committees of the OTC: Recruitment/Communication,

Events/Professional Development, and Scholarship. Each Standing Committee will have a Chairperson.



Sec. 2. STANDING COMMITTEE CHAIR


A.    The Chair of each Standing Committee shall be appointed by the President and serve at the pleasure of the                   Executive Board.


B.    The Chair can appoint a Co-Chair to serve in lieu of the Chair on the Executive Board. The Chair and Co-Chair are voting members of the Executive Board. 



Sec. 3. STANDING COMMITTEE MEMBERSHIP

All Standing Committees shall strive to represent the diversity of OTC in their membership with regard to type of educational institution and geographic area.


 

Sec. 4. PURPOSE OF STANDING COMMITTEES


A.    Recruitment/Communication:


a.) Marketing plan to encourage and increase membership; coordinate a membership drive; monitor               membership dues which are paid by via the website; ensure the annual membership list is published through the OTC website.


b.) Review, design and maintain the OTC website, publications and social media outlets. Gather information                     from the OTC executive Board and Committees.


B.    Events/Professional Development:


a.) Plan and implement outreach and education on issues of transfer for OTC membership and those                                    professionals we serve.


b.) Plan, promote, and coordinate yearly conference; select speakers and facilitators; determine conference fees; select location and other duties as required.


C. Scholarship:


a.) Promote and coordinate the OTC professional scholarship.


b.) Promote and educate about transfer scholarship opportunities; establish guidelines for awarding OTC     scholarship funds and maintain stewardship of same.

 

Sec. 4. PURPOSE OF STANDING COMMITTEES


A. Recruitment/Communication:

 Marketing plan to encourage and increase membership;coordinate a membership drive; monitor membership dues which are paid by via the website; ensure the annual membership list is published through the OTC website. Review, design and maintain the OTC website, publications and social media outlets. Gather information from the OTC executive Board and Committees.

B. Events/Professional Development:

· Plan and implement outreach and education on issues of transfer for OTC membership and those professionals we serve. Plan, promote, and coordinate yearly conference; select speakers and facilitators; determine conference fees; select location and other duties as required.


C. Scholarship:

· Promote and coordinate the OTC professional scholarship.

Promote and educate about transfer scholarship opportunities; establish guidelines for awarding OTC scholarship funds and maintain stewardship of same.


 

Sec. 5. MEMBERSHIP IN COMMITTEES


A. Membership in Standing Committees shall be open to all OTC members and/or are employed at a member institution.  Any other person who would like to volunteer to participate on a committee and is employed at a non-member institution will be considered on a case by case basis by the Executive Board.


B. Members may join a Standing Committee by communicating their interest to the Chairperson of that Standing Committee.


C. Members remain Standing Committee members so long as they remain members of the OTC or until they resign from that committee.



ARTICLE VIII STANDING RULES


Sec. 1. ADOPTION, AMENDMENT OR DELETION


A.  Standing Rules may be enacted, amended, or deleted by a majority vote of the OTC at business meeting, a quorum being present. 


B.  Standing Rules may be enacted, amended, or deleted by a two-thirds vote of the Executive Board.



Sec. 2. BYLAWS


The Secretary shall maintain a current copy of the By-laws and Standing Rules. 


                               

 
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