Article I – Name
The name of this Association shall be the California Association of Community College Registrars and Admissions Officers.
Article II – Purpose
The purpose of this Association shall be:
- To aid the members in better serving the needs of students, faculty, the administration and the community;
- To advance professionally the office, or offices, of admissions, registration and records;
- To study mutual problems and to promote efficient operation in the office, or offices, of admissions, registration and records;
- To articulate with local, state and federal agencies on matters of concern to the office, or offices, of admissions, registration and records;
- To promote professional development of the members of the Association and the staffs of the office, or offices, of admissions, registration and records.
Article III – Membership
Section 1. The membership shall be open to any person whose responsibility is in the area of admissions, registration, or records in a California Community College.
Section 2. The budget of the Association shall be derived from receipts received from Association activities, including, but not limited to, conference and workshop registration, and membership fees as determined by the Executive Board.
Section 3. The Executive Board will determine the rights and privileges of paid members of CACCRAO. Only paid members may vote on issues that affect CACCRAO policy and procedure. Each paid member will receive the rights and benefits as a “member only” as determined by the Executive Board. The Executive Board has the right to suspend and/or terminate any or all rights and privileges if the member is found to be abusing their rights and privileges. The member will have the opportunity to respond in writing to the Executive Board. All Executive Board decisions are final.
Article IV – Officers
Section 1. The officers of the Association shall be a President, a President-Elect, a Vice President, a Secretary, a Treasurer, a Technology Officer, a Past-President and five Regional Representatives. These officers shall constitute the Executive Board of the Association and shall be representative of the geographical areas of the State. These officers shall perform the duties prescribed by this constitution.
Section 2. The following offices shall be elected by the members of the Association: The Vice President shall serve for one year and then succeed to the office of President-Elect (three year commitment). The President-Elect shall succeed to the office of President (two year commitment). The Secretary and the Treasurer shall each serve for three years or until a successor is elected.
Section 3. Five Regional Representatives shall serve for two years or until their successors are elected. These terms begin and end at the CACCRAO Annual Conference. One representative will be elected from regions 1 & 2; one from regions 3 & 4; and so on. These representatives shall be elected by the members of those combined regions (not the membership at large), and will be selected from alternating regions each election. Regional Representative Elections will be alternating (Term beginning Spring 2013): 1 & 2, 5 & 6, and 9 & 10 in even years for one cycle and 3 & 4 and 7 & 8 on odd years for a second cycle.
Section 4. No member shall hold more than one office at a time, and no member shall be eligible to serve more than two consecutive terms in the same office unless extenuating circumstances arise and they are reappointed by the Executive Board. The term of office shall begin at the close of the Annual Meeting at which the officers are elected.
Article V – Duties of Officers
Section 1. The President shall preside at the meetings of the Association and its Executive Board and shall be responsible for the administration of the affairs of the Association, shall appoint committees as necessary and shall sign all papers on behalf of the organization. The President shall also serve as legislative liaison for the Association.
Section 2. The President-Elect shall serve as Conference Chairperson and shall perform such other duties as assigned by the President. If the President should be absent from meetings, or if the office of President should become vacant between elections, the President-Elect shall preside, or shall fill the vacancy.
Section 3. The Vice President shall assist the President articulating with local, state and federal agencies on matters of concern to the Association, shall coordinate the vendors and donations for the Annual Conference and shall perform such other duties as assigned by the President.
Section 4. The Secretary shall keep the minutes, books and papers of the Association, keep a list of all committees, maintain a current membership list which shall be distributed to the membership annually, process the member registrations for the annual conference and shall perform such other duties as assigned by the President.
Section 5. The Treasurer shall receive and disburse monies of the Association maintaining a record of all receipts and disbursements and papers relating to same. Prepare and file financial reports as required by law; present a financial report of the Association at the Annual Meeting and at each Board meeting as requested by the Executive Board. Perform such other duties as assigned by the President.
Section 6. The Past President shall be a resource to the President and the Executive Board.
Section 7. Five Regional Representatives shall coordinate the planning of workshops, mini-conferences and in-service training sponsored by the region and shall perform such other duties as assigned by the President.
Section 8. The Technology Officer will coordinate all web pages, online services (such as Pay Pal) and work with the CACCRAO third-party vendors in web design, payment entities, conference brochure, or any other type of technical operation of the Association. The term of office will be three years to alternate with the Treasure and/or Secretary position to provide continuity for the Association.
Article VI – Meetings
Section 1. An Annual Conference shall be held in the Spring as recommended by the Executive Board.
Section 2. An Annual Meeting, held in conjunction with the Conference, shall be conducted for the purpose of electing officers, receiving reports of officers, committees and for any other business that may arise.
Section 3. Should the Executive Board determine that an annual conference cannot be held due to economic or other unforeseeable circumstances, the Executive Board shall nonetheless conduct an Annual Business Meeting through electronic or other means.
Article VII – Executive Board
Section 1. The officers of the Association, as identified in Article IV, Section 1, shall constitute the Executive Board.
Section 2. The Executive Board shall have general supervision of the affairs of the Association between its Annual Meetings; shall fix the date, time, place and program of the Annual Conference and workshops and mini-conferences; shall make recommendations to the Association; shall perform such other duties as are specified in this constitution; and shall have the authority to fill vacancies as needed where provisions for replacement are not provided by this constitution. The appointment will be subject to reaffirmation by a vote of the membership during the next scheduled election cycle. The Board shall be subject to the orders of the Association and none of its acts shall conflict with action taken by the Association.
Section 3. Unless otherwise ordered by the Board, meetings of the Executive Board shall be held on a regular basis. Special meetings of the Board can be called by the President.
Section 4. At the meeting of the Executive Board, held at least two months prior to the Annual Conference, the Nominating Committee shall report to the Board the candidates nominated for the offices of Vice President, Secretary and Treasurer (if applicable), to be filled at the Annual Meeting.
Section 5. The Executive Board shall select a site for the Annual Conference of the ensuing year for announcement to the membership.
Section 6. At the regular meeting of the Executive Board held in the Fall, the Board shall prepare and adopt an annual budget.
Section 7. No member of the Executive Board may receive compensation from CACCRAO for any services rendered while serving on the Board.
Article VIII – Standing Committees
Section 1. Standing or ad hoc committees may be appointed or dissolved by the Executive Board as deemed necessary for the work of the Association.
Section 2. There shall be a Nominating Committee composed of seven members selected by the Executive Board of which no more than three members will be selected from the Executive Board. The Executive Board shall appoint four members-at-large (that are paid members of CACCRAO) who are not members of the Executive Board.
Section 3. In carrying out its responsibilities, the Nominating Committee will select persons for offices with due respect for geographical, gender and ethnic representation of the entire state.
Article IX – Dissolution
The non-profit organization known as the California Association of Community College Registrars and Admissions Officers may be dissolved on the recommendation of the Executive Board and with two-thirds ratification of the membership.
Section 1. The announcement of the recommendation to dissolve CACCRAO must be made by the Executive Board, in writing, to the membership no less than sixty days prior to the Annual Business Meeting.
Section 2. The vote of the membership to ratify the dissolution must take place at the Annual Business Meeting. A two-thirds majority vote of those members present is necessary to ratify the dissolution.
In the event a two-thirds majority vote of the members present at the Annual Business Meeting cannot be secured, the incumbent Executive Board may seek a two-thirds majority vote of the entire membership within 90 days following the Annual Business Meeting.
In the event a two-thirds majority vote of the entire membership cannot be secured within 90 days of the Annual Business Meeting, the dissolution effort shall be considered failed, and the incumbent members of the Executive Board are obligated to serve until new officers are elected at the following Annual Business Meeting.
Section 3. Upon formal dissolution of CACCRAO, the President in office at the time of the dissolution will direct the Treasurer to clear all fiscal obligations and indebtedness.
Section 4. Once all fiscal obligations have been filled, any remaining fiscal assets will be donated to the Pacific Association of Collegiate Registrars and Admissions Officers.
Article X – Parliamentary Authority
The rules contained in the current edition of Robert’s Rules of Order, Newly Revised, shall govern the Association in all cases to which they are applicable and in which they are not inconsistent with this Constitution and any special rules of order the Association may adopt.
Article XI – Amendments to Constitution
This Constitution can be amended at any regular meeting of the Association by a two-thirds vote of the members present, provided that the amendment has been submitted in writing to the membership at least thirty days in advance of the meeting.
Amended May 4, 1994
Amended April 30, 1996
Amended May 1, 2002
Amended May 2, 2007
Amended May 5, 2010
Amended May 1, 2013
Amended May 4, 2016