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Syracuse University
Members of SU's class of 2006 enjoy a moment at commencement exercises in the Carrier Dome

CASE District II By-laws

The name of the association is Middle Atlantic District II of the Council for Advancement and Support of Education.

CASE District II is a regional organization of advancement professionals in the areas of alumni relations, communications, and philanthropy. It is our purpose to advance the knowledge and wisdom of our colleagues through district training programs, communication vehicles, and networking opportunities. We value the spirit of volunteerism which is implicit to the character and nature of our profession. We are committed to seeking individual and institutional diversity among our volunteers.

Article III. Organization

District II promotes the purposes and objectives of CASE as one of its regional organizations, as provided for in the Articles of Incorporation and Bylaws of CASE adopted July 10,1975, or as subsequently amended. It is to be operated exclusively for charitable and educational purposes within the meaning of Sections 501(c)(3) and 170(c)(2)(B) of the Internal Revenue Code of 1954 (or the corresponding provisions of any future United States internal revenue law). No part of the net earnings of the organization shall inure to the benefit of or be distributable to its trustees, officers, other private individuals or organizations organized and operating for a profit (except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes as hereinabove stated). No substantial part of the activities of the organization shall be the carrying on of propaganda or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distributing of statements), any political campaign on behalf of or in opposition to any candidate for public office.

Notwithstanding any other provision herein, the organization shall not carry on any activities not permitted to be carried on:

(a) By an organization exempt from Federal income tax under section 501(a) of the Internal Revenue Code of 1954 as an organization described in Section 501(c)(3) of such Code (or the corresponding provisions of any future United States Internal Revenue law).

(b) An organization contributions to which are deductible under Section 170 (c) (2) of the Internal Revenue Code of 1954 (or the corresponding provisions of any future United States Internal Revenue law).

 

Article IV. Board of Trustees

The affairs and business of the organization shall be managed and conducted by a Board of Trustees who shall be selected for office in such manner, and for such term, and who shall have such powers and duties as may be provided in the bylaws of the organization.

Article V. Management of Organization

The officers and trustees of the organization shall have full authority, consistent with this Constitution and the organization's bylaws, to regulate the internal affairs of the organization and to establish its policies. In all regards, however, the policies, programs and affairs of the organization shall be consistent with the Articles of Incorporation and Bylaws of CASE, the policies established from time to time by the Board of Trustees of CASE, and subject to the general supervision and control of the Board of Trustees of CASE.

Upon dissolution or final liquidation, the organization shall, after paying or making provision for the payment of all the lawful debts and liabilities of the organization, distribute all of the assets of the organization to the following:

(a) To CASE, if CASE shall qualify at the time of distribution as an organization exempt from Federal income taxation under 501(a) of the Internal Revenue Code of 1954 as an organization described in Section 501(c)(3) of such code (or the corresponding provisions of any future United States Internal Revenue law);

(b) If CASE shall not so qualify, then to a nonprofit organization or organizations having similar aims and objectives as the organization and which may be selected as an appropriate recipient of such assets, as long as such organization or each of such organizations shall qualify under Section 115(a) of the Internal Revenue Code of 1954 or as an organization exempt from Federal income tax under Section 501(c)(3) of such code (or the corresponding provisions of any future United States internal revenue law).

 

Article VII. Amendment

This Constitution may be amended by a two-thirds vote by one representative per member institution attending any regular or special meeting, provided that notice of the proposed amendment shall have been submitted to the Secretary for distribution to the Members at least thirty (30) days prior to the meeting. No such amendment shall be effective until approved by the Board of Trustees of CASE, District II, and a majority vote of the CASE Board of Trustees.

Bylaws

Article I. Membership

A. Members. Membership in CASE, District II shall be open only to nonprofit educational institutions that are accredited by an agency recognized by The Council on Post-secondary Accreditation, nonprofit independent schools which have been accredited, non-United States institutions of education which have been appropriately accredited, and nonprofit educational organizations closely associated with one or more of said entities; provided that no institution shall be eligible for membership unless it is entitled to exemption from federal income tax under Section 115(a) of the Internal Revenue Code of 1954 (or the corresponding provisions of any future United States Internal Revenue laws) as a public educational institution or under Section 501(a) of said Code as an organization described in Section 501(c)(3) and Section 509(a)(1), (2) or (3) of said Code or similar provisions of prior or subsequent statutes. Each Member institution shall have one vote which shall be cast by a member representative designated by the Member institution.

B. Member Representatives. Member institutions and organizations, including educational associates, shall appoint individuals as representatives according to the schedule established by the Board of Trustees. Additional representatives may be appointed subject to payment of appropriate fees to CASE, International.

C. Educational Associates. As defined by CASE, educational associates shall have such rights, privileges and services as the Board of Trustees may from time to time determine except that they shall have no vote in any proceedings of CASE, District II.

Article II. Meetings of Members

A. Annual Meeting. The District shall hold an annual meeting of the membership for the purpose of transacting such business as may be properly brought before the meeting.

B. Special Meetings. Special meetings of the membership may be called by the District's Board of Trustees and shall be convened by the Chairperson following receipt of a written petition by not less than twenty percent of the members of the District.

C. Annual Conference. The annual meeting shall be part of a district conference devoted to such discussions, lectures, workshops, and similar participatory endeavors as will best serve the needs of the members.

D. Other Programs. The district shall sponsor such other conferences, workshops, and events as may from time to time be deemed necessary to serve the special needs of all or part of the membership.

E. Quorum. Except as otherwise provided in these Bylaws, a quorum for the transaction of business at any annual meeting or special meeting of the membership shall consist of a majority of those member representatives present. There shall be no voting by proxies at such meetings.

F. Time, Place and Notice. The time and place of the annual meeting, the district conference, and any special meetings or programs shall be determined by the District's Board of Trustees, and written notice of same shall be sent to Member representatives by first-class mail not less than thirty (30) days prior to any such event, or by third-class mail if not less than sixty (60) days prior to any such event.

G. Parliamentary Authority. The latest edition of Robert's Rules of Order shall govern the conduct of business affairs of the District in all situations to which the rules are applicable and in which they are not inconsistent with the District's constitution or these Bylaws or the Articles of Incorporation and Bylaws of CASE.

A. Officers. Officers of the District shall be a Chairperson, Chairperson-elect, Immediate Past Chairperson, Secretary and Treasurer. The term for the Chairperson, and Chairperson-elect shall be two years, to be elected in odd-numbered years. The term of the Immediate Past Chairperson shall be TWO years. The term for the Secretary shall be two years to be elected in even-numbered years, and the term for the Treasurer shall be two years to be elected in odd- numbered years.

B. District Trustee. A district Trustee to serve as a Trustee of CASE District II and to represent the District on the CASE Board of Trustees will be elected for a three-year term by the members of CASE at the CASE Annual Assembly in the manner provided in CASE Bylaws in Article V, B, and in Article III, subsection L of these Bylaws.

C. Eligibility. Unless otherwise provided in CASE Bylaws, to be eligible for election to office, a Member Representative must have been affiliated with the District for at least one year prior to election. No person who ceases to be a Member Representative in the District shall continue in office after termination of his or her status as such.

D. Election and Installation. The Chairperson-Elect, Secretary, and Treasurer shall be elected by the Member Representatives at the Annual Meeting and shall take office the following July 1. The sitting Chairperson-Elect shall automatically assume the office of Chairperson the following July 1.

E. Duties of the Officers. The officers shall have all powers and shall perform all duties commonly incident to and vested in their respective offices, except that it shall be the responsibility of the Treasurer to see that all reports that are required to be filed with any governmental body and/or with CASE are properly and timely filed, and it shall be the responsibility of the Secretary to see that notices for meetings of the membership and the Board of Trustees are properly and timely given.

F. Vacancies. Vacancies occurring in any of the offices shall be filled for the unexpired portion of the term by the Chairperson, with approval of Board of Trustees, except that the Chairperson-Elect shall immediately succeed to the office of Chairperson if that office becomes vacant, and in the case of the District Trustee who shall be replaced for the balance of the unexpired term by vote of the CASE nominating committee, choosing from the remaining two original nominees from the District.

G. Removal of Officers, Directors, or Committee Members. The Board of Directors may, by two-thirds majority vote, remove any officer, director, or committee member at any time with or without cause and without liability.

H. Board of Trustees: The District Board of Trustees shall consist of the five elected officers (Article III); the District Trustee (Article III B); Conference Chair (s); Conference Program Chair (s); Conference Operations Chair (s); Conference Marketing Chair (s), Commission on Opportunity and Equity Chairperson, TEN Trustees-at-large, who will have specific district program responsibilities assigned by the Chairperson relating to, but not restricted to, issues such as independent schools, two-year institutions, regional and non conference programming, strategic planning, awards and recognition, conference site selection, emerging constituencies and opportunity and equity, and a student representative of ASAP. The following is an alternating sequence for election of officers and trustees so that half of the Board is elected annually. Those elected annually shall include the Conference Chair (s), Conference Program Chair (s) and Conference Operations Chair (s), and the conference marketing chair (s). Those officers and trustees with two-year terms to be elected in even numbered years shall include the Secretary, Communications Chairperson, Commission on Opportunity and Equity Chairperson and two FIVE Trustees-at-large. Those to be elected in odd-numbered years shall include the District Chairperson, District Chairperson-elect, Treasurer and two FIVE Trustees-at-large. The Past Chairperson shall be elected automatically. With the exception of the District Trustee (see Article III, sec. B), the trustees shall be elected by the Member Representatives at the Annual Meeting and shall take office the following July 1. With the exception of the Treasurer, officers and trustees do not normally succeed themselves in the same elected office for more than 1 term. In addition, the District II Board of Trustees shall also include the three appointed District II representatives from the CASE commissions, specifically philanthropy, communications and alumni relations.

I. Executive Committee. There shall be an Executive Committee of the Board of Trustees to conduct business on its behalf between meetings of the full Board of Trustees, comprised of the five officers as enumerated in subsection A of this Article III and the District Trustee (Article III B). The Chairperson shall be the Chairperson of the Executive Committee.

J. Duties of the Board of Trustees. The Board of Trustees shall be responsible for the transaction of all the business and affairs of the organization. The Board of Trustees shall be responsible for development and maintenance of guidelines and standing procedures for conferences, exhibits, awards, honors competitions, and other events and projects related to District activities.

K. Conference Committee. There shall be a Conference Committee which plans and implements the district conference program following the guidelines set by the Board of Trustees. The Committee shall represent the various types and sizes of District institutions and reflect the geographic and constituent membership of the District. The Committee shall be chosen by the District Chairperson, the Conference Chair(s), the Conference Program Chair (s), and the Conference Operations Chair (s), the Conference Marketing Chair (s); and members shall serve for a one-year term.

L. Nominating Committee. The District Nominating Committee shall consist of five individuals: the Immediate Past Chairperson, the Chairperson-elect, and three other Member Representatives appointed by the District Chairperson to reflect the geographical and constituent membership of the District. The Chairperson-elect shall be the Chairperson of the Committee. Nominees shall reflect the various types and sizes of District institutions, the geographic and constituent membership of the District, and CASE's commitment to diversity.

The Nominating Committee shall submit to a nominating committee of the Board of CASE a slate of three (3) candidates for District Trustee as stipulated under Article III, subsection B, one (1) of each in the following fields: alumni relations, communications, and philanthropy. From the slate of three (3) from District II, the nominating committee of the CASE Board shall propose to the CASE membership to be voted upon by the members at the Annual Assembly of CASE one (1) candidate from this District.

M. Other Committees. The Chairperson shall appoint such other committees as may be necessary to carry out the business and affairs of the District.

A. Fiscal Year. The fiscal year of the District shall commence on July 1 and conclude on June 30.

B. Fiscal Agent. The District Board of Trustees shall act as fiscal agent for the District and shall determine and authorize such procedures as it deems necessary for the proper handling of the District finances. The Board shall adopt a budget at its spring meeting and such budget will commence the following July 1.

C. Finances: The Board of Trustees shall set such fees for the district conference and other programs as will cover all costs to the District and provide funds for such other District activities and the expenses of conducting District business. Payment of approved expenses in conducting District business requires the signature of the Treasurer, the Conference Treasurer or the Chairperson.

D. Fiscal Obligation. No fiscal obligation shall be incurred on behalf of the District by any Member, Member Representative, or Committee except as authorized by the Board of Trustees.

E. Audit. The Treasurer in consultation with the Board will authorize and coordinate the annual financial audit for presentation to the Board. The published audit report shall be available to the membership following the end of the fiscal year.

Article V. Ratification and Amendment of Bylaws

A. Ratification and Effective Date. Ratification of these Bylaws shall be by majority vote of the members voting and the Bylaws shall be effective immediately.

B. Amendment. These Bylaws may be amended by a two-thirds vote of the Board of Trustees at any regular or special meeting, provided that notice of the proposed amendment shall have been submitted to the Secretary for distribution to the Members of the Board of Trustees at least thirty (30) days prior to the meeting. No such amendment shall be effective until approved by a majority vote of the Board of Trustees of CASE.

Article VI. Mail Voting

In lieu of a meeting of the Board, a Committee, or the membership, voting on all matters, including amendment to the Constitution and these Bylaws, may be conducted by mail. The Board shall set a closing date for received validated ballots but in no case shall the date be less than thirty (30) days from the date of mailing said ballots. It is the intention of the Board of Trustees of the District that, in all elections or mail ballots of the District, each member educational institution shall have one vote, which shall be cast by its one representative serving as CASE coordinator for membership and voting purposes, or by his or her proxy.

Policies and Procedures

The duties of the officers shall be as follows:
A. The District Chairperson shall be the Chief Executive Officer of the District and shall preside at all District meetings of the Board and Executive Committee. The Chairperson shall be responsible for overseeing all District activities, the appointment of all appointed officers, the appointment of ad hoc committees, the scheduling of all District events and such other duties as would normally be considered appropriate to such a position.

B. The District Chairperson-elect shall act as parliamentarian presiding at all District meetings of the Board and Executive Committee; shall perform the duties of District Chairperson in the absence of a District Chairperson; shall be responsible for formulation of Policies and Procedures recommendations for the District, including the updating of Bylaws; shall oversee the Student Delegate Program; and shall assist the District Chairperson with all aspects of District business to prepare for the eventual assumption of the District Chairpersonship. The District Chairperson-elect nominates the Conference Chairperson-elect and together they nominate the Conference Program Chairperson-elect and the Conference Operations Chairperson-elect.

C. The Secretary shall attend all District meetings and meetings of the Board and Executive Committee; shall keep a record of all such proceedings; shall distribute minutes as directed by the District Chairperson; and shall be responsible for the preservation of District records and history, transmitting appropriate materials to the CASE International office for preservation.

D. The Treasurer shall keep all valuable papers, monies, and funds of the District in such places of deposit as the District Board shall direct. The Treasurer shall, in consultation with the Executive Committee, propose an annual budget for review and approval by the District Board. The Treasurer shall render true and actual accounts of the District financial affairs to the CASE office, to the members at the annual business meeting, and to the District Board at its meetings. At the end of the term of office, the Treasurer shall be responsible to work out with the successor treasurer an orderly transfer of the records and funds to provide a full accounting.

E. The Immediate Past Chairperson shall assist and advise and shall be the Chairperson a member of the Nominating Committee.

F. The Communications Chairperson is responsible for editing and publishing electronic and print publications operating within a budget and guidelines set by the District Board.

G. The District Conference Chair (s) shall be responsible, under the direction of the District Chairperson and the District Board, for conducting the District conference. This individual will be selected in a timely manner before the conference in order to take advantage of CASE's fall conference leadership training program. The Conference Chair (s) shall be responsible for the development of a budget for the conference which recognizes that other activities of the District are dependent upon the income generated by the conference. The conference budget must be approved by the District Board.

H. The District Conference Program Chair (s) shall be responsible for the programming of the district conference. The Program Chairperson (s) shall work closely with and coordinate the efforts of the Program committee. This individual will be selected in a timely manner before the conference in order to take advantage of CASE's fall conference leadership training program.

I. The District Conference Operations Chairperson shall be responsible for the activities of the conference that augment the program. The Chairperson shall coordinate the efforts of the Operations Committee. This individual will be selected in a timely manner before the conference in order to take advantage of CASE's fall conference leadership training program.

J. The Commission on Equity and Opportunity Chairperson shall be responsible for administering programs that include the advancement and development of minority professionals. This includes coordination of the Clarence Jupiter Fellowship Program.
The District Conference Marketing Chair(s) shall be responsible for the marketing and promotion of the annual conference including the management of all print and electronic media related to the conference.

K. The Trustees-at-Large shall be responsible for all District activities as assigned by the Chairperson. These activities may include, but not be restricted to, independent schools, two-year institutions, regional and non conference programming, strategic planning, conference site selection, awards and recognition and diversity. They shall be responsible for communicating with members in matters relating to their activities.

To insure an open process in the election of trustees and officers, five member-institution representatives from District II member institutions may propose a candidate or candidates to oppose candidates proposed by the Nominating Committee. Such proposals must be made in writing and received thirty (30) days prior to the annual meeting by the chairperson of the Nominating Committee. Notice of any opposing candidates will be posted on the conference bulletin board and announced at the opening session.

III. Student Delegate Scholarships and Clarence Jupiter Fellowship Program

CASE District II will award scholarships to attend the district conference and regional programs each year. To be eligible, a student must be nominated by an advancement officer of a District II member institution. Among student applicants, preference will be given to students who express interest in pursuing a career in advancement and who have worked in advancement offices of their institutions. Minority professionals may apply or can be nominated by another member of District II for the Clarence Jupiter Fellowship Program. The COE chair will administer the program.

The District Scholarship provides for conference fees, and may cover food and lodging, for each recipient while at the conference. Scholarship recipients or their institutions pay transportation and other expenses

Scholarship recipients will have the opportunity to attend sessions on the same basis as other registrants. They may serve, where appropriate, on panels and they will meet with national and District officers of CASE.

The Chairperson-elect of the District shall administer the program and chair the Scholarship Selection Committee which shall consist of two additional members appointed by the District Chairperson-elect. Nominations for scholarships will be solicited from member institutions.

The Recognition Program shall include, but not be restricted to, the following awards and the appropriate recognition of service to the District by members.

A. Retirement Service Award to be presented to a current CASE District II member (s) with a minimum of ten years of service in one or more of the various areas of institutional advancement upon the recommendation of a CASE professional from the retiree's institution. The recipient need not be present to receive the award. Retirement awards are divided into three categories: Recognition of Retirement (10 or more years of service to the profession); Lifetime Service (25 or more years of service), and Distinguished Service (15 or more years combined with exemplary service to CASE and to the profession).

B. Robert L. Payton Award -- to be presented to that individual whose voluntary service in District II to education in general, to a single District II institution, or both, has contributed most to public understanding and support of education. Contributions and achievements will be recognized in the following areas: 1) leadership in advancement programs; 2) furtherance of the philanthropic tradition; and 3) public articulation of needs, goals, and issues in education. The award may be accompanied by a monetary donation to the nonprofit organization of the recipient's choice. The amount of the award is to be determined by the District Board. The recipient must attend the District II conference to receive the award except in the event of extraordinary circumstances.

C. Professional of the Year Award-- to be presented to a District II member whose work has had an impact on the total institutional advancement program at his or her institution, in philosophy as well as in action, who possesses a depth of vision regarding advancement and education, and who is an inspiration to both colleagues and counterparts at other institutions. Specifically, the nominee's work must represent exceptional achievement in the following areas: 1) development of a total institutional advancement program and/or the innovative execution of programs within any single area of institutional advancement; 2) contribution to the development of the profession through work with District II and/or CASE International; and 3) volunteer service to the community and charitable organizations. The award may be accompanied by a monetary donation to the educational institution of the recipient's choice. The amount of the award is to be determined by the District Board. The recipient must attend the District II conference to receive the Award except in the event of extraordinary circumstances.

D. Chief Executive Officer Award -- to be presented to a District II member Chancellor/President/Headmaster who has demonstrated the ability to create a vision and inspire others; establish a positive image of their institution; increase their institution's stature in the community; and encourage innovations and risk-taking among employees. The recipient must also be known as an active and supportive participant in significant advancement efforts.

E. Accolades Awards -- to be presented annually at the District II Conference to District II members for exemplary works in the areas of alumni, communications and philanthropy. Gold, silver and bronze awards are made in a number of categories, subject to the decisions of judges reviewing entries for creativity, innovation, adherence to professional standards, and success in meeting stated objectives.

F. Rising Star Award -- to be presented to a District II member who, early in his or her professional career, demonstrates the potential for leadership in advancement and who demonstrates enthusiasm and commitment for the profession.

V. Conference Site Selection

A trustee appointed by the Chairperson shall be responsible for site-selection activities for the district conference. Recommendations for the site of future conferences will be made sufficiently far in advance so that the District Board can select a site at least two years in advance of each conference.

VI. CASE International Representatives

For purposes of improved communication, members of District II who are serving as at-large members of the CASE International Board of Trustees, representatives of the CASE Commissions, and a staff liaison from CASE International, at the discretion of the District Chairperson, may be invited to attend District II Board meetings at the expense of the District.

District II Official ______________________

CASE District II - Revisions Approved 7/13/93
CASE Board - Revisions Approved 7/14/93
CASE Board - Revised 11/30/95
CASE District II Board - Revised & Approved 10/8/97
CASE District II Revisions Approved 2/98
CASE District II Revisions Revised 2/5/06 and approved 4/7/06