LICSPA Constitution and By-Laws
Ratified June 2017
Article I – Name
The Name of the association shall be LICSPA (Long Island Council of Student Personnel Administrators), Providing Leadership in Student Affairs to Long Island and New York City Colleges and Universities Since 1955.
Article II – Membership
Membership shall be open to higher education professionals of college campuses located in Nassau, Suffolk, and the five boroughs. As a requirement of membership, each member institution shall pay an annual membership fee.
- Member Institution – College or university which has paid the annual membership fee.
- Principal Voting Member – The Institution’s senior member or their delegate from a dues paying institution.
- General Member – Any other individual from a dues paying institution. This member does not have voting rights.
- Emeritus Member – Principal or general member with a minimum of five years LICSPA service who has retired from professional employment. This is a non-voting non-dues paying member.
- Individual Member – Any individual in higher education who is not affiliated with a member institution. This is a non-voting individual who will pay annual dues.
Article III – Address and Headquarters
The official business address and headquarters of LICSPA shall be the address of the college or university at which the Treasurer is employed. The mailing address/PO Box will be determined by the Executive Board.
Article IV – Purpose
Through mutual cooperation, support, and planning, it shall be the primary purpose of LICSPA to improve the quality of student affairs practice; to foster and maintain a high degree of professionalism within the membership; to influence and/or support public policy issues related to the primary purpose of the Council; to share policies and recommendations from member institutions concerning student affairs; and to assist in organization and mobilization of resources of all areas of student affairs within the member institutions.
Article V – Officers
The association shall be administered by an Executive Board consisting of a President, Immediate Past President, Vice President, Treasurer, Secretary, Marketing Director, and Conference Chair.
Article VI – Election and Terms of Office
Elections shall take place at the annual Business Meeting. Each member institution in attendance shall have one (1) vote, provided that the institution has been represented at a minimum of five (5) previous regularly scheduled LICSPA meetings/events during the prior calendar year (January to December). In order to run for an executive board position, a candidate has to attend three (3) previous regularly scheduled LICSPA meetings/events during the prior calendar year (January to December). In the event that there are no eligible/interested candidates, the election shall be open to any member.
The Secretary will announce eligibility. The term of office of each officer shall be one year and terminate with election. The Conference Chair is appointed by the executive board once the host institution is selected each year. The host institution selects the individual who will serve as the Conference Chair. Officers who are unable to complete their terms of office shall be replaced through a new election to be held at the next scheduled meeting.
Any officer may be removed for non-performance of duties by a vote of 2/3 of Principle Voting Members present at meeting or their proxy.
Article VII – Duties of Officers
At the annual meeting, the new Executive Board, along with delegates in attendance, shall draft a calendar of meetings for the following academic year.
- The President shall preside at all meetings and shall be the official representative of LICSPA.
- The Vice President shall assume the responsibilities of the President in their absence and shall assist the President when necessary. They shall coordinate the activities of committees.
- The Marketing Director shall oversee community outreach and public relations of the council, including website development and maintenance, social media, and external communications.
- The Treasurer shall maintain all financial records, provide a financial report to the council at each meeting, and disburse funds for approved expenditures. The President or Secretary is required to co-endorse all council expenditures. The Treasurer shall manage monetary obligations with regards to the annual conference.
- The Secretary shall notify the members of all meetings and shall record and distribute minutes to all members. They shall maintain and update the roster of membership. They shall maintain historical records of the Organization and assist with recruitment of membership in the council.
- The Conference Chair shall assume all responsibilities of the annual conference.
In the event of resignation of any member of the Executive Board, the remaining members of the Executive Board will either appoint an eligible member to complete the term or assume all responsibilities of the member who resigned until a new member is elected at the next scheduled meeting.
- The Immediate Past President shall advise the incoming Executive Board and serve on the conference committee.
Article VIII – Meetings
A minimum of seven (7) meetings shall be held from January to December. Attendance by representatives from a minimum of one-third (1/3) of the member institutions shall be considered a quorum. A tentative schedule of meetings for the following calendar year shall be available at the Business meeting.
Article IX – Committees
There shall be a Conference Committee established at the Business Meeting. When appropriate, the membership may create or dissolve additional committees or add members to existing committees.
Article X – Dues
Each member institution shall pay an annual membership fee that will be reviewed and the amount set at the annual Business Meeting. The dues paying member institution shall include all campus locations unless the individual campus locations choose to pay separate dues. In that case, each paid campus location shall have one (1) vote to be cast by the Principle Voting member at the meeting.
Each paid member institution in attendance shall have one (1) vote, to be cast by the Principle Voting member present at the meeting, except as indicated in Article VI. The fee structure must be approved by a two-thirds (2/3) vote of the institutions present at the annual Business Meeting. The Treasurer shall send dues notification to each institution before March 1st.
Article XI – Amendments
All amendments of this constitution must be approved by a two-thirds (2/3) vote of the institutions present at the annual Business Meeting.