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Rocky Mountain Writing Centers Association Bylaws

Organization

I. Name: Rocky Mountain Writing Centers Association

II. Mission Statement

The Rocky Mountain Writing Centers Association provides support, encourages scholarship, and promotes community among writing center professionals working in educational settings. Our primary commitment is to serve writing tutoring programs in our region while inviting participation from colleagues nationally and internationally. We define writing centers broadly, acknowledging the intersections of writing, reading, and academic support in the various institutional settings in which this work occurs. The organization is organized exclusively for educational purposes under section 501(c)(3) of the Internal Revenue Code. 


III. Membership

Association membership will include directors, staff, tutors, and those associated with writing tutoring programs at all levels of public and private education within all or parts of the states of Arizona, Idaho, Nevada, New Mexico, Utah, Colorado, Montana, and Wyoming. Voting members include those who pay individual membership dues or representatives of members whose programs pay institutional dues.


IV. Officers

    a. Executive Board

        i. President

        ii. President-elect

        iii. Past-president 

        iv. Secretary

        v. Treasurer

        vi. Outreach Coordinator 

        vii. IWCA Affiliate Representative

        viii. Tutor Representative

        ix. Web Editor

    b. State Representatives for Arizona, Idaho, Nevada, New Mexico, Utah, Colorado, Montana, and             Wyoming 


Bylaws

I. Terms

The President, President-elect, Secretary, and Outreach Coordinator, IWCA Affiliate Representative, and Tutor Representative serve for two-year terms. The Past-president serves for the first year of the current president’s term. The Treasurer and Web Editor serve for three years. State representatives serve for two-year terms. Secretary, Outreach Coordinator, IWCA Affiliate, Treasurer, and Web Editor are renewable. Terms will begin and end according to the timing of each election.

II. Election/Nomination process

Candidates will be nominated via e-mail one month preceding the election, and an electronic election will be open for two weeks.  . Elections will be held electronically.  Transition of terms of service will begin immediately following the election. 

III. Duties/Responsibilities of Officers

    a. Executive Board 

        i. Attend the RMWCA conference and participate in regular meetings as needed online or via                 teleconference.

        ii. Serve on committees and complete/oversee projects as requested.

        iii. Vote on association issues.

        iv. Remove an officer when appropriate (lack of confidence vote or otherwise) by majority vote                 of the Executive Board.

    b. President

        i. Officially represent and express the viewpoints of the association.

        ii. Call and conduct general meetings and all Executive Board meetings.

        iii. Call special meetings as necessary.

        iv. Appoint all committees with approval of the Executive Board.

        v. Represent RMWCA at writing conferences and meetings when possible.

        vi. Recruit RMWCA conference hosts.

    c. President-elect

        i. Attend RMWCA Executive Board meetings.

        ii. Assume the duties of the president in the president’s absence.

        iii. Undertake responsibilities as delegated by the president.

        iv. Run elections in collaboration with the Outreach Coordinator.

    d. Past-president  

        i. Advise the President.

        ii. Attend RMWCA Executive Board meetings.

        iii. Identify responsibilities, business, and issues carrying over to the new President's term                     from the Past-President's.

    e. Secretary

        i. Attend RMWCA Executive Board meetings.

        ii. Keep contact list current in consultation with state representatives.

        iii. Produce a newsletter, published electronically. 

        iv. Keep minutes of all meetings and maintain an archive on the RMWCA website of all official                 business.

    f. Treasurer

        i. Attend RMWCA Executive Board meetings.

        ii. Hold and disburse funds on the order of the Executive Board.

        iii. Receive conference proceeds and maintain financial and membership records.

        iv. Submit an annual financial report to the membership at the RMWCA conference or at                         another spring Executive Board meeting when the RMWCA conference is not being held.

        v. Oversee travel grants, seed money, and other financial aid opportunities provided by                         RMWCA.

        vi. File annual tax return with IRS. 

        vii. Maintain 501(c)(3) status with IRS and advise Executive Board about compliance with                         501(c)(3) regulations.  

    g. Outreach Coordinator

        i. Attend RMWCA Executive Board meetings.

        ii. Stay in contact with state representatives, individually and through regular meetings                         conducted online or via conference call, and report to the Executive Board.

        iii. Work with President to recruit RMWCA conference hosts.

        iv. Consult with state reps and organizers to support and publicize subregional or                                 miniregional events.

        v. Issue a call for nominations and develop a slate of nominees for board positions and state                 representatives.

        vi. Run elections in collaboration with the President-elect.

    h. IWCA Affiliate Representative

        i. Attend RMWCA Executive Board meetings conducted online or via conference call.

        ii. Represent the interests of RMWCA members and serve as a liaison between the IWCA                         executive board and the region. Submit two reports per year to IWCA. Reports include                        names, addresses, and email addresses of regional officers; dates of meetings; and                            reports on recent meetings.

        iii. Communicate regional initiatives and activities to the IWCA and vice versa. 

        iv. Represent the broad interests of RMWCA members.

        v. Participate in IWCA discussions and board business.

        vi. Attend at least one of the IWCA executive board meetings (NCTE, CCCC, or IWCA) each                         year. 

        vii. Serve on committees as needed.

        viii. Maintain an IWCA exhibit for regional conferences.

        ix. Facilitate a transition when term of service ends.

    i. Tutor Representative

        i. Attend RMWCA Executive Board meetings.

        ii. Represent the needs and interests of tutor.

    j. Web Editor

        i. Attend RMWCA Executive Board meetings.

        ii. Update the RMWCA website on a regular basis.

        iii. Ensure payment of annual website subscription fees.

    k. State Representatives

        i. Represent the needs and interests of all writing centers in their state.

        ii. Consult with writing center directors in their state and/or sub-region to plan local                             conferences for directors and tutors.

        iii. Develop state contact lists and provide updated contact information to the RMWCA                             secretary.

        iv. Attend regular teleconferences or online meetings with the Outreach Coordinator and                        other state reps. When possible, attend the RMWCA conference and sub-regional                             conferences and RMWCA meetings at the IWCA conference.

IV. Quorum and Voting

Passage of a motion or resolution shall require a quorum. A quorum shall be defined as 50% plus one of the filled Executive Board positions

V. Dues/Finances

Dues will be determined by the Executive Board and the state representatives.  Dues and funds will be used for supporting conferences, communication, and other projects as determined by the officers and the board. All dues will be used in compliance with the IRS’s regulations for 501(c)(3) organizations. 

VI. Dissolution

a. Upon the dissolution of this organization, assets shall be distributed to one or more exempt         purposes named in Article VI, section b within the meaning of section 501(c)(3) of the                         Internal Revenue Code.

b. In the event that this organization is dissolved, any remaining funds will be donated to the            International Writing Center Association, a 501(c)(3). 

VII. Change in Bylaws

Changes in these bylaws shall be proposed to the general membership by the Executive Board. Any changes to the bylaws shall be voted upon electronically by the membership at large.

VIII. Conference Guidelines

The conference shall be self-sustaining, and shall take place every other year with off years focused on subregional gatherings. Registration costs should be kept at a minimum so that as many members as possible can participate. Conference will remain tutor-centered (by, for, and of the tutors) with an opportunity for directors to meet to share/present ideas. The conference will be open to any and all participants.

IX. Authority

The association officers and board have authority over association business and not over individual centers and programs.

X. IWCA Membership

Membership in IWCA is encouraged for all RMWCA members and required for elected officers.


Amended October 19 2017

Missoula, MT

Amended September 2016

Missoula, MT

Amended March 2012

Logan, UT

Amended February 2009

Cedar City, UT

Amended April 2008

Boise, ID

Amended March 2006

Provo, UT


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