Bylaws of California College and University Loan Adminstrators Association.
aka Pacific Western Student Financial Services Association (PacWest SFS)
A California Public Benefit Corporation
NAME and OFFICE
Section 1. Name
The name of the organization shall be California College and University Loan Adminstrators Association aka. Pacific Western Student Financial Services Association (PacWest SFS), a California Public Benefit Corporation.
Section 2. Principal Office
The principal office of the Corporation (hereafter known as PacWest SFS) for the transaction of its business is located in Los Angeles County, California.
Section 3. Change of Address
The county of the PacWest SFS principal office can be changed only by amendment of these Bylaws and not otherwise. The Steering Committee may, however, change the principal office from one location to another by noting the changed address and effective date below, and such changes of address shall not be deemed an amendment of these Bylaws. (Fill lines in below if and when address changes.)
Box #9248, 10920 Wilshire Blvd. #150, Los Angeles, CA 90024-6502
Section 4. Other Offices
The PacWest SFS may also have offices at such other places, within or without the State of California, where it is qualified to do business, as its business may require, and as designated by the Steering Committee.
Section 1. Objectives and Purposes
The primary objectives and purposes of this PacWest SFS shall be:
- To provide training and instruction for student loan administrators, business officers, cashiers, bursars, financial aid administrators, accounts receivable, card officers, student financial services compliance officers, and student financial services personnel of institutions of higher education.
- To provide the interchange of ideas, information and technology in order to assist members to develop their professional capacities and accomplish their institutions’ goals and objectives more effectively.
- To provide the networking required for experienced and new administrators and staff in areas ranging from motivation and management to policy development and implementation.
- To promote and conduct conferences, seminars, workshops, roundtable meetings and other related educational activities as may be desirable for the professional growth of its members.
- To represent its membership regarding issues of a serious nature that will impact its membership, e.g. federal and state policy changes.
- The organization shall be organized and operated exclusively for educational purposes. No substantial part of the activities of the organization shall be the carrying on of propaganda and the organization shall not participate in, or intervene in (including the publishing or distribution of statements), any political campaign on behalf of any candidate for public office.
- To provide a forum for our members to collaborate with corporate partners and vendors to learn about state of the art technology, products, and business processes related to student services.
Section 1. Number
PacWest SFS shall have not less than four (4), or more than seventeen (17) members collectively known as the Steering Committee. The Steering Committee shall include the four academic executive offices and up to 13 members-at-large which collectively include academic and corporate partners as elected by the membership. The number may be changed by amendment or by repeal of these Bylaws and adoption of the new Bylaw, as provided in these Bylaws.
Section 2. Compensation
Members of the Steering Committee shall serve without compensation.
Section 3. Regular and Annual Meetings
The Steering Committee shall meet twice each year, and hold an annual conference.
Section 4. Quorum for Meetings
The Quorum shall consist of a majority of the Steering Committee, which must include the President(s) or President(s) Elect, and other members in attendance.
Section 5. Conduct of Meetings
Meetings of the Steering Committee shall be presided over by the President(s) of the PacWest SFS or, in his or her absence, by the President(s) Elect or, in the absence of each of these persons, by a Chairperson chosen by a majority of the Committee present at the meeting. In the absence of the Secretary, the presiding officer shall appoint another person to act as Secretary of the meeting.
MEMBERSHIP AND CONFERENCE INFORMATION
Section 1. Registration and Conference Fee Structure
The fee structure shall be reviewed and determined annually by the Steering Committee. Annual membership and conference fees extend from January 1 through December 31 of each year. Notification of membership fees and conference dates shall be made by the Steering Committee members. The membership fees are to be paid annually and shall be deposited with the Treasurer. The Treasurer will collect, deposit and keep a record of all monies. There will be a membership fee and a conference fee for both academic members and corporate partners. The membership fee and conference fee are separate fees and are for separate rights and privileges, are transferable within the same institution, are non-refundable and cannot be carried from one year to the next. Academic conference presenters may have the membership fee waived for one year, upon request.
Section 2. Representation
Each institution shall be permitted membership representation for each active member who has paid the membership fee.
Section 1. Fiscal Year
The fiscal year of the PacWest SFS shall begin on the first day of January and end on the last day of December.
Section 2. Budget
The President(s) and Treasurer will establish a budget for each budget year (January 1 through December 31 of the following year) for approval by the Steering Committee at the Fall meeting.
Section 3. Authorization of Expenditures
The President(s), or his or her designate, will have the authority to approve expenses. All expenditures and the budget balance will be reported to the Steering Committee at the regular meetings.
Section 4. Reimbursements
Steering Committee members may be reimbursed for actual costs of travel for bi-annual Steering Committee meetings with prior approval based on Travel Expense Addendum. The annual conference fee may be waived upon request for academic Steering Committee members. Steering Committee members shall be responsible for all related costs of travel for the annual conference. For expenses over $250 the President(s) and a member of the Executive Committee must approve. All expenses must be approved in writing prior to purchase.
DUTIES OF THE OFFICERS AND STEERING COMMITTEE
Section 1. Election of Officers
Elections for Steering Committee members will be held at the annual business meeting in conjunction with an annual conference and/or online process. Each active academic member whose membership fee is paid in full prior to the meeting is entitled to vote. Officers will be selected by the general membership. The PacWest SFS membership will confirm officer selections at the PacWest SFS’s annual business meeting at the conference. The Treasurer position is appointed by the Steering Committee.
Section 2. Election of Corporate Partners
Elections for Corporate Partner Steering Committee members will be held at the annual conference. Each active Corporate Partner whose membership fee is paid in full prior to the meeting is entitled to vote. Two new Corporate Partners will be elected each year to replace the two departing the Steering Committee. Corporate Partners must have previously attended two conferences before consideration for the Steering Committee. They must represent a reputable company doing business with Student Financial Service areas. The Corporate Partners should ensure that there is a diverse cross section of industry merchants and that all Corporate Partners agree to represent PacWest SFS through marketing, attendance at meetings, and assistance with projects as needed.
Section 3. Term of Office
Officer terms will run from the end of one annual conference through two consecutive annual conferences. The elected members of the Steering committee shall consist of a: President(s), President(s) Elect, Secretary, Treasurer, Academic Membership Coordinator, Corporate Partner Membership Coordinator, with several Members-At-Large and Corporate Members-at-Large. The term periods shall alternate such that approximately half the members of the Steering committee are elected each year.
It is expected that the President(s) Elect shall automatically become President(s) at the end of the President(s) Elect’s term. An individual may not serve on the Steering Committee more than two consecutive terms without a majority approval of the Steering Committee.
Section 4. Duties of the Officers
i. The President(s) is the chief Steering officer of the PacWest SFS and presides at all PacWest SFS meetings and functions.
ii. The President(s) is responsible for long-range and strategic planning.
iii. The President(s) is responsible to address performance of Steering Committee members as needed.
iv. The President(s) works with the officers to establish all meeting agendas.
v. The President(s) coordinates and presides at all PacWest SFS meetings: in-person, conference call or via email.
vi. With the assistance of the officers, the President(s) selects the conference city and actual conference location. This responsibility may be delegated as needed.
vii. The President(s), with the assistance of an ad hoc bylaws committee, reviews the bylaws and presents updates for approval.
viii. The President(s) is the Chair of the Conference Program Committee.
b. President(s) Elect
i. The President(s) Elect will assist the President(s) in each of the above.
ii. The President(s) Elect is responsible for research and planning regarding membership growth and maintenance; and is responsible for other areas as assigned by the President(s).
iii. The President(s) Elect will assume the responsibilities of the President(s) in the event of the President(s)’s absence or disability.
iv. The President(s) Elect is Chair of the Membership Committee.
i. The Secretary is the recording officer of the PacWest SFS and the custodian of its records.
ii. The Secretary will attend and keep the minutes of all meetings and be responsible for the maintenance of all written records, except those that are specifically assigned to others, such as the Treasurer. When a committee needs any records for the proper performance of its duties, they will be turned over to its Chair.
iii. It is the Secretary’s duty to send out notices of all meetings, conference calls, etc.
iv. The Secretary should, prior to each meeting/conference call, solicit agenda items and prepare a draft agenda for the President(s)’s use.
v. The Secretary should have, at each meeting, a list of standing committees and members and the minutes of the PacWest SFS.
vi. The Secretary is Chair of the Communications Committee.
i. The primary responsibility of the Treasurer is to act as the PacWest SFS’s “banker,” holding the funds deposited in the bank and paying them out on the order of the President(s) and/or designated Steering Committee member.
ii. The Treasurer is required to submit monthly and annual reports to the Steering Committee.
iii. The Treasurer is responsible for ensuring the accuracy and timeliness of membership payment information.
iv. The Treasurer is responsible for the timely submission of all annual filings to include accurate tax returns, etc.
Section 5. Duties of the Steering Committee
The Steering Committee is composed of the PacWest SFS’s Officers and Members at Large.
The purpose of the Steering Committee is to make decisions about PacWest SFS activities and to act as stewards of the organization. The Committee will involve itself in strategic and operational planning, professional development for the benefit of the membership and fundraising to support the PacWest SFS’s activities.
The conference agenda, special projects, and management of the organization shall be conducted by the Steering Committee. The Steering Committee, upon a majority approval vote, shall have the power to appoint and dismiss special project committees and/or hire individuals to assist with the business of the organization, which may include, but is not limited to, Conference Coordinator, Webmaster, and/or special presenter(s). A written (electronic acceptable) agreement shall exist between the organization and any individual assisting with the business of the organization which indicates services provided and reimbursement, if any. Any special contracts will be presented to the President(s) and reviewed, updated, and approved by the Steering Committee.
By becoming a member of the Steering Committee, each member agrees to fulfill the following expectations:
- Attendance in conference calls, in-person meetings, and the annual conference.
- Active and working participation (passive participation not an option) in Committee activities
- Being a leader and not a follower
- Accepting the Chair of a committee and recruiting its membership as needed
- Being an open, honest, and respectful team player
Section 6. Standing and Special Committees
The President(s) shall establish standing and special committees to accomplish the business of the PacWest SFS.
Section 7. Steering Committee Resignation
Upon resignation of a Steering Committee member, the replacement shall be determined by the majority vote of the Steering Committee on an interim basis. The appointment will then be voted upon at the next annual conference. In the event of the President(s)’s resignation, the President(s)-Elect shall assume the presidency for the remainder of the President(s)’s term of office until the following annual meeting when the active members will vote for a new President(s)-Elect.
Section 1. Meeting Minimum
There shall be a minimum of one conference, seminar or other training sponsored by the organization each year. At the conference, seminar or other training session indicated by the Steering Committee, a meeting of the membership shall be held. A quorum for regular meetings will be 25 percent of the paid members.
This is to certify that the foregoing is a true and correct copy of the Bylaws of the corporation named in the title thereto and that such Bylaws were duly adopted by the Steering Committee of said corporation on the date set forth below.
Draft of upcoming addendum:
Policy for covering speakers:
This section will be added to the current By-Laws, Section 4: Reimbursements
1. Steering Committee members may be reimbursed for actual costs of travel for bi-annual Steering Committee meetings with prior approval based on Travel Expense Addendum. The annual conference fee may be waived upon request for academic Steering Committee members. Steering Committee members shall be responsible for all related costs of travel for the annual conference. For expenses over $250 the President(s) and a member of the Executive Committee must approve. All expenses must be approved in writing prior to purchase.
2. Pacwest will cover speaker travel and lodging for the following instances.
a. Speaker must be from a non-profit institution.
b. Speaker must request it.
c. Approval by Pacwest SFS steering committee 30 days prior to event
d. Travel may be approved for up to $300 round trip of economy class air travel.
e. Lodging will be paid by PacWest SFS for one night’s stay.
f. For any reimbursement, payee must submit a copy of all receipts.
g. No speaker shall be paid for “speaker fees”
Addition of new positions:
- Web Coordinator
- Conference Coordinator