Section 1. General Powers. The property, affairs and business of AAPOR shall be managed by the Executive Council.
Section 2. Composition and Terms of Office. The Executive Council shall be composed of the President, the Vice President, the Secretary-Treasurer, the Associate Secretary-Treasurer, the Chairpersons and the Associate Chairpersons of the Membership and Chapter Relations Committee, the Conference Committee, the Standards Committee, the Education Committee and the Communications Committee, the Inclusion and Equity Committee, the Past President and three Councillors-at-Large.
No person shall hold more than one position on the Executive Council. An incumbent Executive Councillor who is, pursuant to the provisions of Section 6 of this Article, elected or appointed to another position on the Executive Council shall, upon election or appointment thereto, resign their former position thereon, which position shall then be filled in the manner provided in Section 6 of this Article.
The Vice President shall have a term of office of one year, at the end of which they shall become President. The President shall have a term of office of one year, at the end of which they shall become Past President. The Past President serves as Chairperson of the Committee on Nominations and shall have a term of office of one year.
The Associate Secretary-Treasurer shall have a term of office of one year, at the end of which they shall become Secretary-Treasurer. The Secretary-Treasurer shall have a term of office of one year.
The Associate Chairperson of the Membership and Chapter Relations Committee, Conference Committee, Standards Committee, Education Committee, Communications Committee, and Inclusion and Equity Committee shall have a term of office of one year, at the end of which they shall become Chairperson of the particular Committee of which they were Associate Chairperson. The Chairperson for each of these five committees shall have a term of office of one year.
Councillors-at-large shall have terms of office of three years. Their terms of office shall be staggered so that only one Councillor-at-Large shall be elected each year.
Each person elected to the Executive Council shall take office at the Annual Conference immediately following the election, but in any case no later than 90 days following the conclusion of voting in the annual election, and shall hold office until the expiration of their term of office, or until their death, or until they shall resign, or until they shall have been removed, whichever first occurs.
Section 3. Nominations and Elections. The Association will hold an annual election, with voting open to all members in good standing, for the purpose of filling positions on the Executive Council whose terms will expire that year. All candidates for Executive Council positions must be paid-up members of AAPOR. Student members are not eligible to hold Executive Council positions. No person can be made a candidate without their prior consent. No person can be made a candidate for more than one office. Members of the Committee on Nominations are not eligible for nomination by said committee.
The Committee on Nominations will consist of a minimum of five members appointed by the Past President, who shall chair the committee. The committee composition shall reflect the breadth and diversity of AAPOR membership.
Candidates for Vice-President/President-Elect and Associate Conference Chairperson will be chosen to create a balance between non-commercial (e.g., government, university, and/or non-profit) and commercial organizations. If either of these positions has been filled by members from the commercial sector for two years in a row, the following year’s nominees must come from the non-commercial sector. If either of these positions has been filled by members from the non-commercial sector for two years in a row, the following year’s nominees must come from the commercial sector. No restrictions of this nature apply to candidates for other offices.
The Past President, acting as Chairperson of the Committee on Nominations and on its behalf, shall submit to the members entitled to vote the names and short biographies of two candidates nominated for each Executive Council position to be filled by election. All such nominations shall have been previously approved by the Executive Council. In compiling the list of candidates, both the Committee on Nominations and Executive Council shall make reasonable efforts to ensure that the list reflects the diversity of AAPOR membership in areas such as gender, race, ethnicity, career seniority, organization, and sector (academic, government, commercial and other). The submission of names of candidates to the members entitled to vote shall be not more than ninety (90) nor less than sixty (60) days before the annual meeting of the members and shall be in the manner provided for notice of meetings in Article III, Section 4 of these bylaws. The Past President may, at their option, prior to the preparation of the nominations, poll the members for suggested nominations.
Upon receipt of the names of the candidates submitted by the Past President, any group of at least twenty-five (25) members entitled to vote may nominate another candidate or candidates by so notifying in writing the Past President within fourteen (14) days after the delivery or mailing of such names by the Past President. Thereafter, and subject to the approval of the Executive Council, which has final responsibility for determining candidates to be nominated for positions on the Executive Council, the Past President shall submit the list of candidates as it may be so amended, along with short biographies of any newly added candidates, to the members no less than thirty (30) days before the annual meeting of the members in the manner hereinbefore provided in Article III, Section 4. Executive Council members shall be elected by a plurality of the votes cast by the members. In the event of a tied election, the Executive Council would vote to break the tie. If that vote is also tied, the Executive Committee would vote to break the tie.
Section 4. Resignation. Any Executive Councillor may resign at any time by submitting written notice to the President or the Secretary-Treasurer. Such resignation shall take effect at the time specified therein but in no event prior to being submitted and, unless otherwise specified therein, acceptance of such resignation shall not be necessary in order for it to be effective.
Section 5. Removal. Any Executive Councillor may be removed, either with or without cause, by the vote, at any annual or special meeting of the members, of at least two-thirds (2/3rds) of the members present in person or by proxy entitled to vote thereat, after such removal was first proposed by the Executive Council. The proposal to remove a Councilor may be initiated by the Executive Council. Additionally, if at least fifty (50) members entitled to vote at any annual or special meeting of the members propose to the Executive Council the removal of any member of the Executive Council, their removal shall be proposed to the members at the next annual or special meeting for which notice has not yet been sent.
Section 6. Vacancies on the Executive Council. A vacancy in the office of President shall be filled in the manner set forth in Article V, Section 4. A vacancy in the office of Vice-President shall remain unfilled until the next regular election and until the person so elected takes office. If the office of Past President is vacated for any reason, the office will remain vacant until the next Council election. However, the Executive Council will appoint a Chairperson of the Committee of Nominations, to fulfill those responsibilities of the Past President. Such an appointment shall be filled in the same manner as Executive Council vacancies, as described below. Any other vacancy on the Executive Council caused by death, resignation, disqualification, removal, or any other cause, may be filled by a vote of the majority of the remaining Executive Councillors even if less than a quorum. Each Executive Councillor so chosen must be a paid-up member of AAPOR meeting the qualifications of Article IV, Section 3. They shall hold such office until the expiration of their predecessor’s term of office.
Section 7. Place of Meetings, Offices, and Records. Except as otherwise provided by law, the Executive Council may hold its meetings, have one or more offices, and keep the books and records of AAPOR, at such place or places within or without the State of Delaware as the Executive Council may from time to time determine.
Section 8. Regular Meetings. The Executive Council shall meet during and at the same place as the Annual Conference of the members. The Executive Council will provide, by resolution, the time and place for holding additional regular meetings. The Executive Council shall meet at least three times per year.
Section 9. Special Meetings. Special meetings of the Executive Council shall be held whenever called by the President, Vice President or Secretary-Treasurer. Notice of each such meeting shall be sent to each Executive Councillor, addressed to them at their usual place of residence or usual place of business at least three (3) calendar days before the day on which the meeting is to be held, or shall be sent to said Executive Councillor by electronic communication, telephone or in-person at least one (1) day before the day on which the meeting is to be held. Each such notice shall state the time and place of the meeting but need not state the purposes thereof, except as otherwise herein expressly provided. Any Executive Councillor attending the meeting may not protest the outcome of any vote the Executive Councillors cast at such meeting regardless of whether properly notified of the meeting by the procedures described above.
Section 10. Quorum and Manner of Acting. Except as otherwise provided by statute, one half (1/2) of the total number of Executive Councillors shall be required to constitute a quorum for the transaction of business at any meeting, and the act of a majority of the Executive Councillors present at any meeting at which a quorum shall be present shall be the act of the Executive Council. In the absence of a quorum, a majority of Councillors attending may cancel the meeting. Executive Council meetings shall be conducted according to Robert’s Rules of Order.
Section 11. Remuneration. Executive Councillors shall not receive any salary for their services as such, but by resolution of the Executive Council expenses of attendance, if any, may be allowed for attendance at each regular and special meeting of the Executive Council. This section shall not preclude any Executive Councillor from serving AAPOR in any other capacity for which they receive remuneration.
Section 12. Special Procedures.
(a) Any action required or permitted to be taken at any meeting of the Executive Council may be taken via conference telephone call or electronic communication if the occurrence of such actions are filed with the minutes or proceedings of the Executive Council.
(b) Members of the Executive Council may participate in a meeting of the Executive Council by means of conference telephone or similar communications equipment by means of which all persons participating in the meeting can hear each other, and participation in such a meeting shall constitute presence in person at such meeting.