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RMWCA Constitution and Bylaws

Constitution

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, 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 professional administrators of regional writing centers.

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

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

V. Upon the dissolution of this organization, assets shall be distributed to one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code. (By-law VI specifies IWCA)

By-Laws

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 serves for three years. State representatives serve for two-year terms. Secretary, Outreach Coordinator, IWCA Affiliate, and Treasurer 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.  Executive Board candidates must have been voting members for two years. All RMWCA members will be able to vote electronically.. Initially, state representatives will be approved by the full membership, but eventually the writing center directors of each state will elect their representative. Transition of terms of service will begin immediately following the election. 

III. Duties/Responsibilities of Officers

a. Executive Board 

    i. Attend the RMWCA Tutor 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 Tutor Conference host.

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. Update RMWCA website.

    v. Run elections.

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 Tutor Conference or at             another spring Executive Board meeting when the RMWCA Tutor 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 Tutor Conference host.

    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.

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. 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 subregion  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 Tutor Conference and subregional 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

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 this constitution shall be made by the Executive Board with a two-thirds majority of those voting. Changes must be sent in writing to the president at least two months before business meetings. 

VIII. Conference Guidelines

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 from surrounding regions.

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 September 2016, Missoula, MT
Amended February 2015, Denver, CO
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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