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Bylaws

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Article I - Name
The name of this organization shall be Eastern Association of Student Financial Aid Administrators, hereinafter referred to as the Association.
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Article II - Offices
The principal office of the Association shall be at the institution of the President of the Association or at such other site as may be recommended by the President and approved by Regional Council.
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Article III - Purposes
  1. The Association shall be organized as an educational and charitable organization within the meaning of Section 501(c)(6) of the Internal Revenue Code. Within this general limitation, the specific purposes of the Association shall be:
    1. To serve the needs and interests of students, faculties, and administrations of institutions of post-secondary education, as well as individuals and public and private organizations whose activities are related to the support and/or administration of student financial aid, by providing advice, training, and other assistance in the promotion, development, and administration of effective student financial aid programs.
    2. To promote and facilitate communications between institutions of post-secondary education and the sponsors of student aid funds.
    3. To stimulate, promote, and conduct systematic studies and research, cooperative experiments, education, conferences, and such other related activities as are desirable or necessary in fulfilling the purposes of the Association.
    4. To promote professional standards for the preparation, appointment, effectiveness, recognition, and association of student financial aid administrators and counselors in institutions of post-secondary education and other public or private organizations whose activities are related to the support and/or administration of student financial aid.
    5. To serve as a forum and action body to advise and recommend programs and policies of related agencies, both regional and national, dealing with student financial aid.
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Article IV - Membership
  1. Membership in the Association may be individual or institutional.
  2. The Association shall have five (5) classifications of membership.
    1. Life membership shall be an honorary membership granted by the Regional Council for appropriate reason. A Life member shall be entitled to all rights of membership except those specifically reserved for Regular members.
    2. Regular memberships shall be the voting membership and shall be limited to individuals engaged in the administration of student financial aid in post-secondary education institutions and public and non-profit corporations and agencies involved in the student aid process within the states, commonwealths and territories of Maine, Vermont, New Hampshire, Rhode Island, Massachusetts, Connecticut, New Jersey, New York, Pennsylvania, Maryland, Delaware, the District of Columbia, Puerto Rico and the Virgin Islands.
    3. Associate membership shall consist of all members not eligible for Life, Regular, or Retired membership. Associate members shall be entitled to all rights of membership except those specifically reserved for Regular members.
    4. Retired membership shall consist of individuals who were actively engaged for at least 10 years in the administration of student financial aid, who are no longer employed in the financial aid profession, and who are not eligible for Regular or Associate membership. Retired members may not vote or hold elected office.
    5. Institutional membership shall consist of regular and/or associate members from the institution.
  3. The term of membership (except for Life members) shall be annual and run from June 1 - May 31.
  4. Membership in the Association (except for Life members) shall be maintained through payment of annual dues.
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Article V - Officers
  1. The officers of this Association shall consist of President, President-Elect, Vice-President, Secretary, Treasurer, Past President and Past Treasurer. Officers, other than Past President, shall be Regular members of the Association.
  2. Officers of the Association, except President-Elect, shall be elected every two (2) years and may not succeed themselves. A President-Elect shall be elected each year. Beginning with the 1992 year, the Vice-President and Secretary shall be elected in even numbered years, and the Treasurer in odd numbered years.
  3. Terms of office
    1. The term of office of President-Elect shall begin at the conclusion of the Association’s Annual Conference following the election and continue for one (1) year; at the end of that year, the President-Elect assumes the office of President for one (1) year, and at the end of that year assumes the office of Past-President for one (1) year.
    2. The term of office of the Treasurer shall be a two (2) year term. The Treasurer shall begin at the conclusion of the Association’s Annual Conference following their election and shall continue as Treasurer through the succeeding two (2) years. At the end of that second year, the Treasurer assumes the office of Past Treasurer for one (1) year.
    3. The term of office of each of the other officers shall begin at the conclusion of the Association’s Annual Conference following their election and shall continue through the succeeding two (2) years.
  4. Vacancies in offices
    1. If the President is unable to take office or complete the term of office, the President-Elect shall succeed to the Presidency. A President-Elect succeeding to the office of President through such a vacancy shall serve the full term as President in addition to serving the unexpired term of the former President. The vacancy thus occurring in the office of the President-Elect shall be filled as prescribed in subparagraph (b) of this Section.
    2. Any vacancy occurring in the office of President-Elect shall be filled concurrently by the Vice-President until such time as a new President-Elect is chosen by special election.
    3. A vacancy occurring in any office, other than the President or President-Elect, shall be filled by Regional Council upon nomination by the President. Such appointment shall be on an interim basis until the next general election of the Association and shall not prejudice the election of the incumbent to a regular term of office. An affirmation vote of the majority of the Regional Council by ballot, which may be conducted by mail or E-mail, shall be necessary for election to fill the vacancy.
  5. Elections
    1. Elections shall be conducted by mail ballot or electronically in the manner adopted by the Regional Council as Standing Rule of the Association.
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Article VI - Duties of the Officers
  1. The President shall preside at all meetings of the Executive Committee, the Regional Council, and the Association, and shall perform other duties as pertain to the office of the President; shall be a member, ex-officio, of all committees; shall be one of the Association's representatives to the Board of Directors of the National Association of Student Financial Aid Administrators; and shall submit an annual report to the Association.
  2. The President-Elect shall assist the President and in all ways prepare for the Presidency. In the absence or disability of the President, the President-Elect shall have all the powers and shall perform all the duties of the President without prejudice to his/her term of office as President; the President-Elect shall nominate a member of the Association to serve as Chair of the Standing Committee for the Annual Conference; shall serve as an alternative representative to the Board of Directors of the National Association of Student Financial Aid Administrators; and shall serve on the Standing Committee for Budget.
  3. The Vice-President shall oversee the Central Office of the Association and the Standing Committee for Membership; shall serve as chair of the Standing Committee for Budget; and shall perform such other duties as may be requested by the President.
  4. The Secretary shall be responsible for the maintenance of all Association records not otherwise provide for; shall record the minutes of all meetings of the Executive Committee, Regional Council, and Association; provide such to new Regional Council members, and upon request, to any member of the Association; serve on Standing Committee for Budget; shall maintain and update as necessary the Policy and Procedures Manual of the Association; and perform such other duties which are appropriate to the office.
  5. The Treasurer shall serve on the Standing Committee for Budget and shall maintain all financial records of the Association according to the policies adopted by the Regional Council. The Treasurer shall be responsible for payment of the Association's bills and financial obligations, the preparation of tax returns, government reports and reports for the Regional Council or Association; shall, when required, provide to the Regional Council all monies and Financial records of the Association, and shall provide same to the successor Treasurer upon termination of office. The Treasurer shall submit an audited and certified annual report to the Association.
  6. The Past-President shall be one of the Association's representatives to the Board of Directors of the National Association of Student Financial Aid Administrators; shall chair the Standing Committee for Nominations and Elections and serve on the Standing Committee for Budget.
  7. The Past Treasurer will assist the current Treasurer in their transition into the first year of their term and shall serve on the Standing Committee for Budget.
  8. All officers shall perform such other duties as may be reasonably expected of their respective offices.
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Article VII - Meetings
  1. Meetings of the Association shall be held on dates and at the places determined by the Regional Council. Notice of all meetings shall be mailed or E-mailed to all members at least thirty (30) days before meetings.
  2. Meetings of the Association shall be held at least once annually.
  3. One-tenth (1/10) of the eligible Regular members of the Association shall constitute a quorum at any meeting of the Association.
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Article VIII - Executive Committee
The Executive Committee shall consist of the officers of the Association. Between meetings of the Regional Council, the Executive Committee shall have the responsibility to conduct all the affairs of the Association, except that of modifying any official action taken by the membership of the Association or Regional Council.
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Article IX - Regional Council
  1. The Regional Council shall consist of the Executive Committee and a representative from each association of a state, commonwealth or territory in the region. All members of the Regional Council must be members of the Association.
  2. Terms of Office
    1. The term of office of the elected members of the Regional Council shall coincide with the term of the respective elected office, as defined in ARTICLE V of these By-laws.
    2. The term of office of all other representatives to the Regional Council shall coincide with the fiscal year of the Association.
  3. The Regional Council shall have all the power and authority over the affairs of the Association except that of modifying any official action taken by the membership of the Association.
  4. A majority of the members of the Regional Council shall constitute a quorum at any meeting of the Regional Council.
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Article X - Committees
  1. There shall be four (4) standing committees of the Association which shall be responsible to the Regional Council.
    1. Committee for the Annual Conference. This Committee's responsibilities shall include all aspects of the Association's Annual Conference.
    2. Committee for Nominations and Elections. This Committee's responsibilities shall include the soliciting of nominations for persons to serve as officers of the Association, conducting elections of the officers of the Association and advancing nominees for members of the Board of Directors of the National Association of Student Financial Aid Administrators.
    3. Committee for Budget. This Committee shall consist of the Executive Council and at least three (3) other members of the Regional Council. This Committee's responsibilities shall include maintaining the financial integrity of the Association by recommending for adoption by the Regional Council, a sound plan for the management of the income and expenses of the Association.
    4. Committee for Membership. This Committee's responsibilities shall include the maintenance of the Association's membership records, the solicitation of new members, and the maintenance of the Association's mailing rosters.
  2. The Regional Council, by a majority vote, shall authorize and establish such ad hoc committees as are deemed to be in the best interest of the Association.
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Article XI - Removal from Office
  1. Any officer of the Association may be removed from office by a three fourths (3/4) vote of the Regional Council at two (2) successive meetings of that Council which are held not less than thirty (30) calendar days apart.
  2. Chairs of standing and ad hoc committees serve at the pleasure of the Regional Council, except those committees whose chairs are specifically defined by these By-laws.
  3. Members of standing and ad hoc committees serve at the pleasure of the Chair, except for those committee members who are specifically defined by these By-laws or by the Standing Rules of the Association.
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Article XII - Appointment of Employees or Agents
  1. Provided the necessary funds are available, the Regional Council may employ personnel whose titles, duties, and remuneration shall be determined by the Regional Council.
  2. Any employee or agent of the Association with fiscal responsibility may be bonded at the expense of the Association in the amount determined to be appropriate by the Regional Council.
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Article XIII - Parliamentary Authority
  1. Roberts Rules of Order (most recent edition) shall govern the Association proceedings in all cases to which they are applicable and in which they are not inconsistent with these By-laws.
  2. A Parliamentarian, appointed by the President, must be present at each meeting of the Association.
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Article XIV - Standing Rules
Standing rules may be adopted or amended by the Association or by the Regional Council by a majority vote of those present and voting at any meetings of either body.
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Article XV - Limitation of Activities
  1. The Association is organized and operated exclusively for charitable and educational purposes within the meaning of Sections 170 (c)(2)(B), 501(c)(3), 2055(a)(2), of the Internal Revenue Code of 1954. No substantial part of the activities of the Association shall be the carrying on of propaganda or otherwise attempting to influence legislation, and the Association shall be empowered to make the election authorized under Section 510(h) of the Internal Revenue Code of 1954. The Association shall not participate in or intervene in (including the publishing or distribution of statements) any political campaign on the behalf of or in opposition to any candidate for public office. Notwithstanding any other provision herein, the Association shall not carry on any activities not permitted to be carried on
    1. by an organization exempt from federal taxation under Section 501(a) of the Internal Revenue Code of 1954 as an organization described in Section 501(c)(6) of such Code.
    2. by an organization described in Section (509)(a)(1), or (3) of the Internal Revenue Code of 1954 (as the case may be), and/or
    3. by an organization, contributions to which are deductible under Sections 170(c)(2), 2055(a)(2), or 2522(a)(2) of the Internal Revenue Code of 1954.
  2. The Association shall use its funds only to accomplish the objectives and purposes specified in these By-laws, and no part of the net earnings of the Association shall inure to the benefit of or be distributable to its directors, officers, other private individuals, or organizations organized and operated for profit, except that the Association is authorized and empowered to pay reasonable compensation for services rendered.
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Article XVI - Dissolution
On dissolution or final liquidation of the Association, any remaining assets shall, after payment or the making of provision for payment of all the lawful debts and liabilities of the Association, be distributed to one or more regularly organized and qualified charitable and/or educational organizations to be selected by the Regional Council.
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Article XVII - References
References herein to sections of the Internal Revenue Code of 1954, as amended, are to provisions of such Code of those provisions are now enacted or to corresponding provisions of any future United States Internal Revenue law.
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Article XVIII - Amendments
These By-laws may be amended by a two thirds (2/3) majority of Association members voting by mail or electronic ballot, provided that each amendment shall have been proposed in writing to the Secretary by the Regional Council, by a committee authorized by the Association, or by petition of five (5) regular members of the Association; and provided further, that a copy of the amendment shall have been mailed to each Regular member of the Association at least thirty (30) days before the vote is called by the Regional Council.
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Article XIX - Adoption
These By-laws shall become effective immediately upon adoption by the Regular members of the Association.
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Adopted May 16, 1984
Amended December 15, 1989
Amended January 17, 1992
Amended October 12, 1994
Amended November 14, 2001
Amended May 6, 2004




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