WAPED Bylaws

This document shall be known as the Bylaws of the Washington Association on Postsecondary Education and Disability (WAPED) as provided in Article 8 of the Constitution. 

Section 1 - Types of Membership

A. Professional Membership.

Professional membership shall be open to those persons engaged in the administration of or individuals interested in the provision of services enhancing postsecondary educational opportunities for persons or students with disabilities. Members who join WAPED as professional members shall be entitled to continue their professional membership regardless of change in employment and/or responsibility. Professional members are entitled to be a candidate for elective office, vote, have access to the listserv and pay reduced fees for conference registration.

B. Associate Membership.

Any person expressing an interest in the purpose and general aims of WAPED may be eligible for associate membership. An associate member shall not be a candidate for elective office or vote. Associate members have access to the email list, may serve as committee members, and pay reduced fees for conference registration.

C. Institutional Membership.

Institutional membership is open to any four (4) professional members designated by the same postsecondary institution. Institutional members have the same rights and privileges as professional members.

D. Emeritus Membership.

Emeritus membership is open to a person who was a member in good standing of WAPED for at least 10 years and who, while retired from active service in the disability support profession, continues an interest in the field and wishes to remain an active WAPED member. This membership category carries all the benefits associated with Professional or Institutional membership with the exceptions of voting rights and eligibility to serve on the WAPED Board of Directors; payment of a membership fee for this category is waived by WAPED.

Any retired member who wishes to serve on the Board or retain her/his voting rights would need to join as a Professional member and pay the associated fee.

Section 2 - Application for Membership

The Membership Committee Chairperson shall make available application forms for WAPED membership.

Section 3 - Terms of Membership

The term of membership shall be September 1 to August 31. 

Section 4 - Dues

WAPED dues shall be set by the Board with the approval of the membership.

Section 5 - Payment of Dues

Dues shall be made payable to WAPED and submitted to the Treasurer. Payments shall be due September 1 of each year. A member shall become inactive for nonpayment of dues sixty (60) days after the due date and shall lose all membership privileges until dues are paid in full. 

Section 1 - Officers and Terms of Office

WAPED officers shall consist of President, President-Elect, Immediate Past-President, Treasurer, Secretary, Technology Advisor, Conference Coordinator, and Incoming Conference Coordinator.

1. Secretary and Treasurer will hold office for two (2) years, along with the four (4) board members elected at-large; President, President-Elect, Immediate Past-President, Conference Coordinator, and Incoming Conference Coordinator shall hold office for one (1) year from the Annual Spring Conference to the Annual Spring Conference the following year. 
2. The President-Elect shall automatically assume the Presidency at the conclusion of the business meeting at the Annual Spring Conference of the year following being elected.
3. The outgoing President shall automatically assume the responsibilities as Immediate Past-President at the conclusion of the business meeting at the Annual Spring Conference of the year following assuming the Presidency.
4. The Incoming Conference Coordinator shall automatically assume the Conference Coordinator position at the conclusion of the business meeting at the Annual Spring Conference of the year following being elected.
5. The Officers shall be elected from professional or institutional members in good standing.

In case of resignation, a vote of "no confidence" by a two-thirds vote of the Board of Directors, or death of any officer, the President, with the Board's approval, shall appoint a WAPED member in good standing to serve the remainder of the term of office. (See Article 3, Section 1, D.) Officer vacancies shall be filled according to the guidelines set forth in the Constitution, Article 7, Sections 1-5.

Section 2 - Duties of the Officers

A. President shall be the chief elected officer of WAPED.

• Call to order and preside at all general meetings. 
• Chair and preside at meetings of the Board. 
• Appoint the chair of the Public Relations Committee and any ad hoc committees with concurrence of the Board. 
• Is an ex officio member of all committees. 

B. President-Elect shall perform the duties of the President in the absence or incapacity of the President.

Upon the expiration of the President's term office, the President-Elect shall automatically assume the Presidency.

• Serve on the Conference Committee. 
• Serve as the chair of the Awards Committee. 

C. Immediate Past-President shall support the President and President-Elect.

• Serve as the chair of the Nominations Committee. 
• Serve on the Conference Committee. 

D. The Treasurer shall manage WAPED’s budget and accounts.

• Ensure that the receipt and expenditure of the funds are in accordance with Generally Accepted Accounting Principles. 
• Notify members of dues owed. 
• Receive committee funding requests and bring them to the Board for approval. 
• Submit yearly tax filings for the Association's 501c3 designation. 
• Provide a treasurer report for all Board meetings and at WAPED business meetings.

E. The Secretary shall keep the minutes of all business meetings and Board meetings.

• Provide previous business meeting minutes to membership for approval at the following business meeting. 
• Maintain the membership list. 
• Prepare any WAPED documents for distribution to the membership as appropriate. 
• Chair the Membership Committee. 

F. The Technology Advisor shall manage WAPED’s technology programs, websites, and digital presence.  

• Provide knowledge and expertise to assist WAPED in the utilization of technologies.  
• Oversee maintenance WAPED’s electronic listserv, web page, and social media accounts.  
• Chair the Technology Committee.  

G. The Conference Coordinator will serve as the lead for the Conference Committee and lead the planning, coordinating, and implementing activities necessary to conduct the annual fall and spring conferences.

• Consult with the Board regarding event budget(s).
• Recruit volunteers to help plan, prepare, and contribute to conference operations. 
• Recruit a volunteer who can assist in updating WAPED’s website regarding events and conference information.
• Work with committee members to identify session topics and presenters and build conference schedules.
• Ensure that WAPED events will be accessible to all who want to attend.
• Identify additional duties necessary to organize and coordinate conferences that provide exceptional professional development opportunities for WAPED members and WAPED associates.
• Work with the Incoming Conference Coordinator to create a conference planning document/manual.

H. The Incoming Conference Coordinator will serve on the Conference Committee and support the Conference Coordinator in the planning, coordinating, and implementing activities necessary to conduct the annual fall and spring conferences.

• Assist in the recruitment of conference volunteers. This includes recruiting a volunteer who can assist in updating WAPED’s website regarding events and conference information.
  • Help identify session topics and presenters and build conference schedules.
  • Help ensure that WAPED events will be accessible to all who want to attend.
  • Identify additional duties necessary to organize and coordinate conferences that provide exceptional professional development opportunities for WAPED members and WAPED associates.
• Work with the Conference Coordinator to create a conference planning document/manual, which may include some to the elements listed below:
• Determine sessions and identify speakers
• Set and distribute guidelines for speakers
• Collect and distribute accessible conference materials
• Coordinate speaker appreciation gifts, door prizes and session evaluations
• Oversee food and beverage arrangements
• Liaise with hotels to secure block rates and sufficient ADA room availability 

Section 3 - Nominations of Officers

The Nominations Committee shall be composed of the Immediate Past-President, who will serve as chair, and at least two (2) additional members in good standing.

A. The Nominations Committee shall be charged with preparing a slate of at least two (2) nominees for each elected position on the Board to be voted upon at the business meeting at the Annual Spring Conference of the Association.

B. Prior to the Annual Spring Conference, the Nominations Committee shall solicit names of prospective nominees from the membership. The Committee shall confirm the acceptance of the nomination by the candidates, that they are members of the Association in good standing and have paid their membership dues in full prior to the election date.

C. The Nominations Committee shall place on the ballot the names of nominees by petition and those nominated by the Committee.

D. The Nominations Committee shall have procedures for nominations from the floor at the business meeting of the Annual Spring Conference. Each nomination from the floor must be accompanied by acceptance of the nominee.

E. Nominees may only be included on the ballot for one office per election year.

Section 4 - Elections

A. The election of Officers and Board members shall be conducted at the business meeting of the Annual Spring Conference under the supervision and direction of the Chair of the Nominations Committee. The time and date of the election shall be published in the Annual Spring Conference program.

B. Nominees who have received a simple majority of the ballots cast shall be declared elected to their respective positions at the conclusion of the election process at the business meeting at the Annual Spring Conference.

C. If no nominee for a given position receives a simple majority of the votes cast, the Nominations Committee shall prepare a second (runoff) ballot consisting of at least one more nominee than required for the position(s) to be filled. The members in attendance shall then vote by secret ballot until one nominee has received a simple majority.

Section 5 - Transition of Duties  

A. A transition meeting of the Board shall be scheduled within 12 (twelve) business days after the conclusion of the Spring Conference, to complete the formal transition of duties by no later than June 30, the end of WAPED’s fiscal year.

B. The following elements should be included in the transition meeting:  

• Overview of Constitution and Bylaws 
• Review of individual Board roles 
• Understanding the fiduciary responsibilities of Board membership 
• Access to WAPED operational infrastructure tools 

Section 1 - Composition of the Board 

Section 2 - Functions of the Board 

Section 3 - Meeting of the Board 

Section 4 - Quorum 

Section 5 - Reports of the Elected Officers 

Section 1 - Types of Awards

A. The President's Award: This award is for outstanding achievement on behalf of people with disabilities. It is presented to an individual or an organization whose activity in the preceding years has made a major contribution to the education of people with disabilities on a statewide basis. Persons/organizations eligible to receive this award can be:

1. A member of the state legislature who has made a major contribution to the passage of legislation which increases educational opportunities for people with disabilities, 
2. An employer whose efforts provide employment opportunities for people with disabilities and inspire others to do likewise, 
3. A member of a profession or other group whose zeal for disability issues has heightened interest and enlarged the contribution of that profession or group, and/or, 
4.  A person with a disability whose example has inspired others and caused a statewide impact upon disability issues.

B. Outstanding Member/Educator Award: This award brings recognition to a member of WAPED who has made significant contributions toward providing and improving access to higher education at their institution as well as in their community and Washington state. The recipient will be evaluated on their leadership, knowledge, creativity, and management skills in developing and providing services to students with disabilities in higher education. Potential nominees include disability services directors, coordinators, or programs for students with disabilities, accommodation providers, etc., in a postsecondary setting.

C. The Ben Webinger Meritorious Service Award: This award is presented to an individual who has demonstrated years of service and leadership to WAPED through any segment or combination of activities or life. Emphasis is placed on length of service, level of service, and evidence of outstanding service and leadership to WAPED. Potential nominees might include a member with a sustained membership in WAPED (required) who has provided outstanding membership efforts and leadership for several years. An exception to the membership requirement may be made for individuals who are no longer members but who may have made substantial contributions to WAPED in its formative years (1979-1995) prior to the implementation of these awards.

D. Achievement Award: This is an award for technical and/or professional achievement in promoting awareness and development in issues of education of persons with disabilities. This award may be presented to a person or organization that has, in preceding years, made a major contribution to increasing knowledge and awareness of disability issues in education or has developed techniques or methods in the application of such knowledge in higher education.

Section 2 - Awards Selection

A. The President-Elect shall appoint a committee to receive nominations from the membership and select recipients.

B. The Awards Committee will distribute nomination forms to the membership, or any members in good standing may submit a nomination letter to the committee before the solicitation. No member of the awards committee will be eligible to receive an award.

Section 3 - Awards Presentation

Presentation of awards will be made at the Annual Spring Conference. 

Section 1 - Committees

Standing committees may be created by the Board for the promotion of the purposes of WAPED and shall consist of members in good standing. Their number, composition, responsibilities, method of selection and tenure shall be in accordance with these Bylaws. Committee activities shall be reported to the membership at the Annual Spring Conference Business Meeting.

Section 2 - Standing Committees

The President shall oversee the composition and functions of the committees as directed by these Bylaws. Members of standing committees shall serve for at least one (1) year, from the Annual Spring Conference to the following Annual Spring Conference. The following are the Standing Committees of the Association:

A. Membership Committee: The Membership Committee shall be responsible for the major membership activities of WAPED. The Secretary shall chair this committee. 
B. Nominations Committee: The Nominations Committee shall be responsible for conducting the nominations and election procedures. (See Article 3, Section 4.)  The Immediate Past-President shall chair this committee. 
C. Conference Committee: The Conference Committee shall be responsible for planning, coordinating, and implementing activities necessary to conduct the Annual Spring Conference. The Conference Coordinator chairs this committee. The Incoming Conference Coordinator, Immediate Past-President and President-Elect shall serve as members. Other conferences may be planned and carried out at the Board's direction. 
D. Public Relations Committee: The Public Relations Committee shall be responsible for initiating, coordinating, and implementing information exchange among the Board, the membership, and other organizations and agencies involved in the education of persons with disabilities. The chair shall be a Board member or ex officio member of the Board. 
E. Awards Committee: The Awards Committee shall consist of the President-Elect and at least four other members who will be responsible for coordinating and implementing the activities necessary for nominations of persons or organizations for awards at the Annual Spring Conference. This committee will also be responsible for planning the presentation and delivery of awards to the recipients. 
F. Technology and Media Committee: The Technology and Media Committee shall be responsible for keeping up with the advancements of assistive technology and will manage the technology systems used in WAPED operations.

Section 3 - Ad Hoc Committees

The Board may appoint other committees as deemed appropriate. Such committees shall be constituted and served until the task is completed and such results and reports as directed by the Board shall be completed and submitted to the President. 

Section 1 - Initiation

Amendments to or other changes in these Bylaws may be initiated in the following ways:

A. The Board may propose amendments or changes. 
B. The Board may appoint a committee to consider revising the Bylaws in general or amending particular sections. 
C. Three (3) members of the Association in good standing may submit to the Board proposed amendments. Such proposals shall be submitted to the President and should be accompanied with a brief written rationale for the proposed changes and signed by those making the proposal. 
D. The President shall have such proposals included in the agenda of the next scheduled meeting of the Board. The Board may append the proposals and shall determine if the proposal shall be submitted to the membership for a vote at the next spring business meeting. If the Board decides not to submit such proposals to the membership, a written response shall be sent to those making the proposals, including the reason for the decision.

Section 2 - Adoption

These Bylaws may be amended in the following manner:

A. The Board shall communicate all proposed changes under Section 1 of this article with an explanation and recommendation of the Board. 
B. The vote will happen at the next business meeting at the discretion of the Board. The proposed changes shall be communicated to the membership (30) days in advance of the business meeting vote by the membership. 
C. An affirmative vote by a two-thirds majority of the ballots returned or cast shall be required for adoption of amendments.

These procedures shall be used during Association meetings when a vote is needed by membership or committees.

1. Motion - A member signals the President and makes a motion for a vote. 
2. Second - Another member seconds the motion. 
3. Discussion - Membership discusses the motion. 
4. Call to Vote - One member calls to close discussion and move to vote on the motion. The motion will be approved by a simple majority of all ballots cast. 
5. Announcement of Vote Results - Results of the vote will be communicated to the membership and recorded by the secretary.

Section 1 - Appropriations and Expenses

All WAPED appropriations and expenditures shall be subject to control outlined in the Bylaws.

A. Appropriations of Association Funds: All appropriations of WAPED funds shall be made by the Board. The President of the Association is granted discretionary authority to spend up to five hundred dollars ($500.00) in a given fiscal year for the purposes of conducting the business of WAPED.

B. Expenses: The expenses incurred in the conduct of WAPED affairs shall be paid by the Treasurer or designated member.

C. Committee Expenses: All expenditures of committees, authorized by the Board shall be paid from funds appropriated thereof, and any liability incurred by any committee in excess of the funds appropriated thereof shall not be the personal liability of the person or persons responsible for incurring or authorizing such liability.

D. Fiscal Year: The fiscal year shall be the period beginning July 1st and ending June 30th of the following year.

E. Audit: The books and fiscal records of WAPED shall be internally audited by a group of at least three (3) members at a minimum of every 5 years. Any member may propose an audit outside this timeline, which must be approved by a vote of the membership.

Section 2 - Dissolution of the Association

All property of WAPED shall be subject to the control and management of the Board. Upon dissolution of WAPED, none of its property shall be distributed to any of its members. All such property shall be transferred to such other organization or organizations as the Board shall determine to have purposes and activities most consonant to those of WAPED, provided that such other organizations shall be exempt under Section 501 (a) of the Internal Revenue Code or corresponding provisions of the Internal Revenue Laws.

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