SCCSHA

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SCCSHA

1641 Knollwood Ave. San Jose, CA 95125

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2019 © Santa Clara County Speech Language Hearing Association. All Rights Reserved.

SCCSHA BYLAWS

Article I - Membership
 

Section 1. Classes of Membership

 

A. The three (3) classes of membership shall be: active, retiree, and student.
 

B. The Executive Board will consist of Past President, President, Vice President, Treasurer, and Secretary.  The Executive Board will take into account the executive council’s recommendations. The Executive Council will consist of all subsequent board members.
 

C. The qualifications for these classes are specified in “Section 2. Eligibility.” In special circumstances, the Executive Board may waive these qualifications.

Section 2. Eligibility

A. Active members shall hold a graduate degree with major emphasis in speech-language pathology, audiology, or a graduate degree in a related field.

 

B. Retiree members shall hold an appropriate degree and have retired from the field.

 

C. Student members shall be actively pursuing college or university training in speech-language pathology, audiology, or a related field.

Section 3. Membership Violations

A. Members who violate SCCSHA Bylaws or ASHA Code of Ethics may lose membership by a two- thirds vote of the Executive Board. Upon submission of an appropriate petition, they may be reinstated by a two-thirds vote of the Executive Board.

 

B. Membership is terminated when there is a lapse in dues; however, membership for the current year can be paid at any time within that active year for reinstatement.

Article II - Dues

Section 1. Membership, Dues, and Payment
 

A. Membership is from end of the spring luncheon to the end of the subsequent spring luncheon.
 

B. Membership dues for all members shall be decided by the Executive Board and approved by a two- thirds vote of the Board.


Article III - Executive Board and Council, Standing Committees


Section 1. Executive Board and Council

A. The Executive Board is the body to which all officers and committees report and are immediately responsible to.

 

B. The Executive Board calls special meetings as the need arises. In the event that a resolution needs to be voted upon between meetings the Executive Board may discuss the resolutions, which can be passed with a two-thirds vote from Executive Council.

 

C. All elected officers will serve for a term of one-year following the conclusion of the spring luncheon and ending on the subsequent luncheon.

 

D. The entirety of the Executive Council will be responsible for explaining their duties, providing a written explanation, and mentoring as appropriate all new incoming executive council members.

Section 2. Roles and Responsibilities of the Executive Board

A. The President

  • Presides over all meetings and workshops of the Association and the Executive Board;

  • Ensures that the meetings of the Executive Board and Council are conducted in conjunction with Roberts Rules of Order;

  • Performs all other duties associated with this office and council;

  • Manages and delegates all incoming and outgoing communication on behalf of the SCCSHA board;

  • Responsible for ensuring the completion of all duties delegated to the board members corresponding to their position;

  • The president may not consist of more than one person, and may not serve more than once term unless there is a vacancy that could not be filled by the Executive Council;

  • Writes president’s column as well as overseas/approves the newsletter and constant contact communication;

  • Prepares agenda for all board meetings;

  • Represents SCCSHA as a member of the CSHA District 4 Advisory Board.

  • Manages, replies, or delegates all communication from members or board members;

  • Will coordinate with the Technology Specialist to approve and revise website content;

  • Presides over all issues conveyed by members of the organization and Executive Council;

  • May not serve two (2) consecutive terms unless there is a vacancy that could not be filled by the Executive Board; and

  • These duties may evolve with the passing of time and two-thirds vote of the Executive Board and Council.

 

B. The President-Elect/Vice President

  • Presides over all meetings and communication of the Association and the Executive Board and Council in the absence of the President;

  • Is responsible for organizing speakers for Association workshops and meetings;

  • Coordinates with event chair to communicate the dates of workshops and needs of the speaker;

  • Performs all other related duties;

  • Requests speaker biography, workshop objectives, workshop handouts and materials, prepares “day of” schedule, and copies and disseminates evaluation forms;

  • Provides flight and accommodation suggestions as requested;

  • Introduces speaker during workshops;

  • Responsible for developing and/or obtaining, and ensuring proper completion of contract in conjunction with the treasurer;

  • Introduces speakers and is time keeper during workshops;

  • Reports course feedback at Executive Board meetings;

  • Responsible for all communication with speakers including thank you e-mails and or cards; and

  • May not serve two (2) consecutive terms.

C. The Recording Secretary/Membership

  • Records the minutes of all official meetings of this association and of the Executive Board;

  • Provides board with copies of said minutes within one month of the meetings;

  • Collects membership applications, membership dues, and registration fees;

  • Transfers membership dues and registration fees to the Treasurer within a timely manner of receipt;

  • Is responsible for pre-registration and registration of members for each of the workshops and meetings of the Association;

  • Compiles an updated list of members in good standing; 

  • Corresponds with the Newsletter Editor;

  • Preserves all records of this Association in a permanent file;

  • Assists with set-up, registration, and/or CEU registration at each meeting; and

  • May serve more than one (1) term.

D. The Treasurer

  • Deposits all association monies/dues into a designated bank account;

  • Disperses monies as approved by the Executive Board;

  • Is available to receive monies at each meeting of this association;

  • Turns over all monies and accounts to the incoming Treasurer within thirty (30) days after vacating office;

  • Manages all financial accounts to include but not limited to: checking, credit, invoices, and PayPal;

  • Serves as the financial advisor to the council;

  • Ensures payment to web host is current and does not lapse; and

  • May serve more than one (1) term.

E. The Past President

  • Officiates as parliamentarian and historian;

  • Ensures that the board meetings are conducted in conjunction with Roberts Rule of Order;

  • Responsible for mentoring and advising the Executive Board in the ways of the organization;

  • Acts as Chair of the Committee on Nominations for Honors of the Association and Scholarship;

  • Coordinates with the council to obtain nominations for incoming Board Members of the Association; and

  • Ensures that the council and association abide by the bylaws.

Section 3. Roles and Responsibilities of the Executive Council

Chairs are appointed by the Nominating Committee and consist of the following members:

 

A. The Legislative Chair

  • Writes a column for each newsletter on pertinent legislation to the field of Speech, Language, and Hearing;

  • Presents relevant information at the Association meetings; and

  • May not be more than one person and may serve for more than one term.

B. The CEU Chair

  • Is responsible for filing paperwork with CSHA and ASHA in order that CEUs may be offered to the membership at workshops and meetings;

  • Is responsible for CEU registration at the workshops/meetings of this association; and attends all meetings of the association; and

  • May not be more than one person and may serve for more than one term.

C. The Event Planner Co-Chairs

  • Are responsible for organizing the room, catering, decorations, set up and break down of the location at each workshop;

  • Report costs to the board and submit a written statement with receipts to the Treasurer at the board meeting;

  • Attend all meetings of this association;

  • Coordinate with the Vice President to book the event space for all subsequent workshops;

  • Responsible for coordinating all food and beverage related items at the workshops; and

  • May serve more than one term.

D. The Special Projects Co-Chairs

  • Are responsible for organizing product displays at workshops, whether through the current presenter or outside vendors;

  • Are responsible for organizing raffle drawings and prizes at the Annual Luncheon;

  • Responsible for the setup and distribution of said materials at workshops;

  • Coordinates with the Treasurer for potential budget and costs;

  • Report costs to the board and submit a written statement with receipts to the Treasurer at the board meeting;

  • Attend all meetings of this Association; and

  • May serve more than one term.

E. The Student Representative

  • Acts as a liaison between university students and members of the Executive Board;

  • Shares relevant student information and activities at board meetings;

  • Assists with set-up, registration, and/or CEU registration as needed at each meeting of this Association, collects and tallies workshop evaluation forms, and reports the data to the Vice President prior to the commencement of the board meeting;

  • Submits an article for each newsletter pertinent to student issues;

  • Responsible for managing and developing Facebook content including pictures and updates of previous and upcoming workshops;

  • Shares all feedback from the associations Facebook account and shares said information with the President; and

  • May not be more than one person and may serve for more than one term.

F. The Technology Specialist

  • Acts as a liaison between SCCSHA Board and current webmaster;

  • Manages constant contact accounts;

  • Sends SCCSHA related updates from the Executive Board to its members;

  • Oversees the Student Representative in the management of Facebook and social media pages;

  • Coordinates with the webmaster and the Newsletter Editor to upload the seasonal newsletter;

  • Through a unanimous vote of the Executive board, a co-chair may to added to the Technology specialist; and

  • May not be more than one person (unless voted upon) and may serve for more than one term.

G. The Newsletter Editor

  • Is responsible for setting a deadline for submission of content and contacting all board members to obtain said content for the newsletter;

  • There will be a minimum of three (3) newsletters per fiscal year and will coordinate with the technology specialist for publication purposes;

  • Contacts the legislative chair for updates related to newsletter; and

  • May not be more than one person and may serve for more than one term.

Section 4. Executive Board Meetings

 

A. There shall be a minimum of four (4) meetings annually, three (3) of which shall be on the day of the workshops. Any Executive Board member may request an additional or emergency meeting, which requires approval by the President.

Section 5. Committees

 

A. The Executive Board shall create and dissolve ad hoc and standing committees, designate and change their charges, and determine their size, composition, terms, and budgets in regulation with the published bylaws.

B. The Executive Council may establish task forces, ad hoc committees, and working groups, designating their charges, size, composition, and terms with the approval of the President.

Article IV - Elections

 

Section 1. Term of Executive Board Members

 

A. Each board position will be held for the duration of one (1) year (spring luncheon to spring luncheon).

B. The President may not serve two (2) consecutive terms unless there is a vacancy that could not be filled by another Executive Board member.

C. The President Elect/Vice President has a three (3) year commitment:

  • Year One: Vice President

  • Year Two: President Year

  • Three: Past President

Section 2. Eligibility

 

A. All active and retiree members are eligible to hold an office.

 

B. Student members are only eligible for the position of Student Representative.

Section 3. Procedures for Nominations

A. The Nominating Committee will present nominations for all positions at the spring luncheon.

 

B. The following policies and procedures apply to the Nominating Committee and to the nomination of officers of this association:

  • The Nominating Committee shall be composed of three (3) members of the Executive Board, with the acting Past President as Chair.

  • The Nominating Committee shall verify the eligibility of the nominees and prepare the final slate for submission to the voting membership.

  • No member shall hold more than one (1) office at a time during the same membership year.

  • It is the responsibility of the Nominating Committee to consider the interests of all members, such as interests related to various professional fields, professional work settings, and specialty areas.

Section 4. Election Procedures

 

A. Active and retiree members attending the spring luncheon are eligible to vote at the spring luncheon with a required two-thirds vote of present members.

B. Acting Past President will present the slate of nominated and appointed officers at the spring luncheon.

C. The membership will then vote and the new Executive Board and Council will be presented to the membership by the Acting Past President.

Section 5. Vacancies

 

A. Should a vacancy on the Executive Council arise at any time subsequent to the member's election due to the resignation, death, or inability to serve in said position, the resultant vacancy shall be filled in as follows:

  • If the vacancy is in the Presidency, the Past President shall automatically be offered to serve in both roles for the remainder of the current term. 

  • In the event that the Past President is unable or unwilling to serve, the position will be offered to an Executive Board member.  

  • If an existing Executive Board member cannot fill the position, a Council member who has served on the SCCHSA board for a minimum of two years may be eligible for the position, pending a unanimous vote of the Executive Board. 

B. A vacancy in the office of President-Elect, including a vacancy that occurs in the office pursuant to the previous paragraph, shall be filled by appointment of the President in consultation with the Nominating Committee. The Executive Board will then approve such appointment. The President-Elect pro tempore shall assume the duties of the President-Elect for the remainder of the term, but he or she will not automatically assume the office of the President at the end of the term. This appointment does not preclude this individual from being nominated and running for the office of President in his or her own right.

C. A vacancy in the office of other elected positions shall be filled by appointment of the President in consultation with the Nominating Committee. The Executive Board will then approve such appointment. This appointee shall finish the remainder of the officer's term.

D. A vacancy in an appointed position shall be filled by appointment of the President in consultation with the Nominating Committee. The Executive Board will then approve such appointment. This appointee shall finish the remainder of the officer's term.

Article V - Publications

Section 1. Association Newsletter

 

A. The Association will issue three (3) electronic correspondences per year.

Section 2. Association Directory

A. The Association will maintain an active directory of board association members who elect to have their information published through online directory depicted on SCCSHA’s website.

Article VI - Association Honors and Awards

Section 1. Honors and Awards of the Association

 

A. The association bestows honors and awards at the discretion of the Honors Committee as defined in the Standing Rules*.

Section 2. Scholarship

A. The association bestows a scholarship at the discretion of the Scholarship Committee as defined in the Standing Rules*.

 

*Standing Rules can be found in the addendum at the end of the Bylaws.

Article VII - Meetings

Section 1. Workshops and Annual Luncheon

A. Members shall receive electronic notification of workshops and spring luncheon a minimum of four (4) weeks prior to the meeting. Information will be distributed electronically and/or made available through the SCCSHA website.

B. The Annual Luncheon Meeting of the Association shall be held each spring at a time and place determined by the Executive Board and event chairs.

1. The meeting will be for:

  • The election of incoming board;

  • Presentations; and

  • The transactions of any other business that may arise.

2. The Annual Luncheon Meeting will be cancelled and rescheduled at a later date by the Executive Board members, in the event of a national or state emergency.

Article VIII - Calendar

Section 1. Association Calendar

A. Membership shall be for a period of one (1) year from spring luncheon to spring luncheon.

 

B. The fiscal year shall be from spring luncheon to spring luncheon of each year.

 

C. The term of office year shall be from spring luncheon to spring luncheon.

Article IX - Rules of Order

Section 1. Robert's Rules

A. The rules contained in the latest revision of Robert's Rules of Order will be the model that shall govern this association in all cases, and shall be consistent with the Bylaws or the Standing Rules of the Association.

Article X - Amendments

Section 1. Amendments to the Bylaws

A. Proposed Bylaw changes shall be voted on by the Executive Board and shall then be submitted to the membership via electronic communication.

B. The SCCSHA newsletter must advise the membership of the proposed changes to the Bylaws that will be voted on by mail or electronically within a thirty (30) day period, or at the next Annual Luncheon Meeting of the Association.

C. A two-thirds vote of the active and retiree members who participate in the vote shall be required to pass any amendments to the Bylaws.

Article XI - Discrimination

Section 1. Discrimination Policy

A. The Association shall not discriminate on the basis of race, national origin, religion, age, gender, sexual orientation, or disability.

B. All programs and activities of the association shall be conducted in furtherance of this policy.

ADDENDUM: Standing Rules

Section 1. Standing Rules for Honors and Awards of the Association

A. To nominate a SCCSHA member to receive an award the nominee must follow the following criteria:

1. Must be a member of SCCSHA in good standing.

2. Must have made significant contributions to the field of communicative sciences and disorders in two (2) of the following areas:

  • Clinical service in communicative sciences and disorders.

  • Academic teaching in communicative sciences and disorders.

  • Research and publication in communicative sciences and disorders.

  • Administration and/or supervision in communicative sciences and disorders.

  • Service to our organization or related associations.

B. The nominators must include the following information in the nomination packet:

1. A summary letter describing the nominee’s outstanding service in the field of communicative sciences and disorders;

2. A current copy of the nominee’s curriculum vitae;

3. A letter of support from a colleague.

Section 2. Standing Rules for Scholarships

A. The Association offers a scholarship in the amount of $500 to a graduate student in the field of Speech-Language Pathology or Audiology.

B. The scholarship money will be paid directly to the student’s university or college for tuition fees.

C. Candidates will be selected based upon the following criteria:

1. The candidate must be a full-time graduate level student.

2. The candidate must be a current member of the Santa Clara County Speech-Language Hearing Association (SCCSHA).

3. The candidate must have successfully completed at least one semester at the graduate level (in the field) at the time of the                   application.

4. The candidate must submit transcripts (unofficial are acceptable) with application.

5. The candidate must be enrolled in a college/university in Santa Clara County or be a resident of Santa Clara County.

6. The candidate must have a minimum 3.5 GPA at the graduate level.

7. The candidate must enclose with the application one letter of recommendation from a professor or instructor from his/her                  graduate program who can attest to the candidate’s academic performance or clinical skills.

8. The candidate must complete an application.