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Issue: 2/20/01

CCJA Constitution


CONSTITUTION AND BYLAWS
OF THE COMMUNITY COLLEGE JOURNALISM ASSOCIATION
(Revision Ratified By Membership Vote in May, 1998)


Preamble
I. Membership
II. Headquarters
III. Officers and Executive Board
IV. Election and Appointment of Officers; Terms of Office
V. National Election Procedures
VI. National Conventions and Meetings
VII. Conduct of Business Between General Meetings
VIII. Duties of the President
IX. Duties of the Immediate Past President
X. Duties of the President-Elect
XI. Duties of the Vice President
XII. Duties of the Program Chair
XIII. Duties of the Journalist Editor
XIV. Duties of the Executive Secretary-Treasurer
XV. Duties of the Regional Representatives
XVI. Removal of Officers
XVII. Succession to Office; Filling Vacancies
Amendments to the Constitution
Interpretation of the CJJA Constitution
History of CCJA

PREAMBLE

Encouraged by the rapid growth and rising influence of community college education nationally, inspired by community colleges' increasing responsibility for the first two years of higher education generally, and dedicated to the precept that community college journalism education must seek the high standards that have characterized four year colleges' preparation of men and women for effective careers in the mass media, the Community College Journalism Association is hereby established. Among its objectives, the CCJA will:

Provide, through formal affiliation with the Association for Education in Journalism and Mass Communication, a professional organization for community college journalism teachers.

Foster membership and active participation in CCJA, AEJMC, and other professional journalism organizations. Pursue excellence in the development of journalism curricula for students who plan to transfer to a four year college or university.

Seek coordination of curricula, requirements, and standards of journalism and other courses with those of similar courses offered by area four year colleges and universities such that transferring students with a journalism/mass communication major will receive the greatest possible acceptance of their community-college courses at the four year schools.

Pursue excellence in the development of journalism curricula for two year (or shorter) programs that are career oriented and that may be designated as vocational/technical in nature. Forge ever-higher standards of teaching by defining criteria of professionalism for those who teach and those who aspire to teach journalism in a community college.

Represent community college journalism teachers in their academic, administrative, and other relations with members of the administration at their respective colleges through the enactment of CCJA resolutions, position papers, guidelines, and other actions that will assist teachers and administrators toward professional relations and interaction.

ARTICLE I: MEMBERSHIP

Section 1. Membership in CCJA is generally by individual, although institutions may join. Four categories of membership exist:

A) Regular Member. A full-time or a part-time teacher of journalism in a community college is eligible to be a Regular Member.

A.. Only Regular Members in good standing may introduce motions or other proposed actions and cast a ballot on actions requiring a vote, e.g., motions, election of officers, adoption of the annual budget, and amendments to the Constitution. Only Regular Members in good standing may hold elective or appointive office and must be Regular Members in good standing at the time of their nomination, candidacy, election or appointment, and throughout their term of office.

A.2. Upon verification that an individual no longer meets the eligibility criteria, the Executive Secretary-Treasurer will immediately cancel that individual's status as a Regular Member, including status as a nominee or candidate for elective or appointive office and tenure in any elective or appointive office. That individual will have the right to transfer immediately to Associate Member status.

B) Associate Member. Any individual with an interest in the philosophy, objectives, and/or actions of CCJA but who does not meet the criteria to be a Voting Member as defined in Article I (A) may be an Associate Member.

B.1. Associate Members receive all CCJA publications and other literature, other pertinent data and information, and all other services and benefits of Regular Membership except the rights to propose motions or other actions, to vote, and to hold elective or appointive office.

C) Retired Member. An individual who has retired from a position as a full-time or a part-time journalism/mass communication teacher may become an Emeritus Member at reduced annual dues.

C. 1. This membership category possesses the same stipulations as that of Associate Member.

D) Institutional Member. An institution such as a department within a college or university, a library, a learning resources center, or an organization, corporation or similar group is eligible to hold the non-voting status of an Institutional Member.

D.1. The institution will receive all CCJA publications and other literature, other pertinent data and information, and all other services and benefits. A two year college journalism department which holds Institutional Membership may designate one faculty member who meets the criteria set forth in Article I, Section A as its representative Regular Member.

Section 2. If verification of fact is required to determine eligibility for membership, category of membership, or eligibility to be a nominee for and/or to hold elective or appointive office, the Executive Secretary-Treasurer will phone and/or write the Office of Instruction/Academic Affairs of the college or other institution involved to obtain official confirmation of the necessary information and will then inform other Executive Board members accordingly. If any questions or issues still remain, they will be resolved by majority vote of the Executive Board.

Section 3. Membership will be completed by paying CCJA dues to the Executive Secretary-Treasurer or by paying CCJA dues in conjunction with dues paid to join AEJMC, the College Media Advisers (CMA), the (California-Arizona) Journalism Association of Community Colleges (JACC), or another professional organization that offers CCJA dues-paying service in conjunction with its own membership fees.

Section 4. Dues will accrue on an annual basis, and failure to pay dues within two months of the date they accrue will result in membership cancellation. Immediate reinstatement to membership for the appropriate one-year period will occur with the payment of current dues.

Section 5. The CCJA fiscal year will be from July 1 to June 30. However, collection of dues on a year-round revolving basis may create a one-year membership period with dates different from the CCJA fiscal-year dates. The Executive Secretary-Treasurer will determine the one-year period of each membership, the member will be notified accordingly, and dues will be payable by the beginning date of that period.

ARTICLE II: HEADQUARTERS

Section 1. The National Headquarters Office and seat of the CCJA treasury will be the faculty office or other designated office of the Executive Secretary-Treasurer.

Section 2. The National Headquarters College will be the college employing the Executive Secretary-Treasurer.

ARTICLE III: OFFICERS AND EXECUTIVE BOARD

Section 1. The Officers of the Association are the President, Immediate Past President, President-Elect, Vice-President, Community College Journalist Editor, the Executive Secretary-Treasurer, the Program Chair and five Regional Representatives.

Section 2. The Officers of the Association constitute the Executive Board, which is the governing body of CCJA. The Executive Board is empowered to take all actions consistent with this Constitution to maintain operations and improve the effectiveness of CCJA.

Section 3. The President is the Chief Executive Officer of CCJA and President of the Executive Board.

ARTICLE IV: ELECTION AND APPOINTMENT OF OFFICERS; TERMS OF OFFICE

Section 1. Officers shall come to office as follows:

A) The President-Elect and the Vice President will be elected by mail ballot of all Regular Members and will serve a two year term of office.

B) Upon completion of that term of office, the President-Elect shall succeed to the office of President for a two year term.

C) Upon completion of that term of office, the President shall succeed to the office of Immediate Past President for a two year term.

D) The five Regional Representatives will be appointed for a one year term each by the President with the approval of a majority of the other Executive Board members.

D.1. The areas represented will be the West, Midwest, Southwest, Southeast, and East regions of CCJA.

D.2. The five appointments shall be made no later than September 15 annually, and the term of office shall be until the next appointment of Regional Representatives.

D.3. Regional Representatives may be reappointed by the President to subsequent terms of office.

E) The Journalist Editor, the Executive Secretary-Treasurer and the Program Chair shall each be appointed to a three-year term by a majority vote of the Executive Board. The terms will begin at the opening of New Business during the General Membership Business Meeting nearest the beginning of the Association's new fiscal year (July 1) and will end at the close of Old Business during the General Membership Business Meeting nearest the beginning of the Association's new fiscal year (July 1) three years later.

Section 2. The terms of the elected officers will begin at the opening of New Business during the General Membership Business Meeting nearest the beginning of the Association's new fiscal year (July 1) and will end at the close of Old Business during the next General Membership Business Meeting nearest the beginning of the Association's new fiscal year (July 1) two years later.

ARTICLE V: NATIONAL ELECTION PROCEDURES

Section 1. The Immediate Past President shall chair the Election Committee and shall be responsible for conducting the national mail-ballot election of the President-Elect and the Vice-President who will take office at the ensuing National Convention.

Section 2. At any point prior to the mailing of ballots, the President may appoint additional Election Committee members to assist the Chair.

Section 3. Working with the Executive Secretary-Treasurer and using the official membership list the Election Committee Chair will approve the format of and cause to be mailed by February 1 to each Regular Member of record a copy of the Officer Nomination Form, followed by the Election Ballot, and followed by the Runoff Election Ballot (if a runoff is necessary). A return envelope will be enclosed with each ballot.

Section 4. Regular Members may nominate other Regular Members or themselves. Nominations must be in writing. If sufficient nominations are not received, the Election Committee Chair and his/her committee may solicit additional candidates.

Section 5. The current membership status of each nominee will be verified with the Executive Secretary-Treasurer, and each eligible nominee will be contacted by the Election Committee Chair or an Election Committee member to determine willingness to run for the respective office.

Section 6. Each nominee eligible and willing to run will be certified as a candidate for the respective office and will be included on the ballot with a statement or list of qualifications, offices held and/or professional activities submitted by the candidate. Such statement or list shall not exceed 125 words.

Section 7. By January 15, the Election Committee Chair will notify the President and the Executive Secretary-Treasurer in writing of the proposed date of mailing the Officer Nomination Form, the Election Ballot, and the Runoff Election Ballot (if needed), respectively, and the final mail postmark date for acceptance of the Officer Nomination Form, the Election Ballot and the Runoff Election Ballot (if needed), respectively. The regular election will be concluded by April 1 and any runoff within the next 30 days.

Section 8. At least two weeks prior to mailing the Election Ballot, the Election Committee Chair will mail a sample copy of that ballot to the President and the Executive Secretary-Treasurer.

Section 9. All ballots will be held unopened until at least five days after the final mail postmark date for acceptance. The Election Committee Chair will count all ballots and insure that all ballots, valid and invalid, are retained for a minimum period of one year from the date of the election should any inspection be necessary.

Section 10. A majority of votes cast for each office is required for election. If a majority is not received on the first ballot, a runoff election will be held between the two candidates receiving the highest number of votes on the first ballot.

Section 11. Within one week of vote counting, the Election Committee Chair will certify in writing the validity of each ballot and the accuracy of the vote count and will mail copies of such certification to the President and the Executive Secretary-Treasurer. The President shall notify the Executive Board of the outcome of the election.

Section 12. Within two weeks of receiving the election certification, the Executive Secretary-Treasurer will send all members written notice of the election results, including vote counts.

Section 13. Votes addressing budget adoption, affiliations, Hall of Fame procedures, and amendments to this Constitution shall be conducted at the same time as regularly scheduled elections. If an election is not scheduled in a particular fiscal year, votes addressing these items shall be conducted in accordance with the election procedures contained in this Article.

ARTICLE VI: NATIONAL CONVENTIONS AND MEETINGS

Section 1. CCJA will meet at least twice each year, concurrently with the National Convention of the Association for Education in Journalism and Mass Communications and concurrent with the National Convention of College Media Advisers. In no case shall one of these meetings be substituted for a meeting of the other, and in no case shall any meeting other than the National Convention of these organizations be substituted.

Section 2. One General Membership Business Meeting shall be held during the National Convention of the Association for Education in Journalism and Mass Communications and one General Membership Business Meeting shall be held during the National Convention of College Media Advisers. If needed, additional meetings of the Executive Board or the General Membership at either National Convention may be convened with the knowledge of all Executive Board members and with the approval of a majority of Board members.

Section 3. A quorum consisting of a majority of Board members is required to convene any Board meeting.

Section 4. During each General Membership Business Meeting, business deemed necessary may be discussed and motions/actions consistent with this Constitution may be effected by a majority vote of those present and voting.

4.a. At the General Membership Business Meeting nearest to the start of CCJA's Fiscal Year each year, Regular Members will set, by majority vote, annual dues and rates for membership and services.

4.b. At each General Membership Business Meeting, a budget report and a report on membership shall be presented by the Executive Secretary-Treasurer.

4.c. A review of program planning for the next National Convention shall be presented.

4.d. Votes taken at either General Membership Business Meeting concerning CCJA affiliation, budget adoption, or Hall of Fame procedures shall be advisory and shall require that the President and the Executive Board conduct a vote of the total Regular Membership to resolve the issue at hand.

ARTICLE VII: CONDUCT OF BUSINESS BETWEEN GENERAL MEETINGS

Section 1. This Constitution hereby empowers the elected Executive Board, and the Executive Secretary-Treasurer, to engage in certain appropriate and necessary activities consistent with enabling CCJA to conduct business during the Fiscal Year.

Section 2. Meetings of the Executive Board may be convened between national conventions with the knowledge of all Executive Board members and with the approval of a majority of Executive Board members. Notification of the occurrence of such a meeting and an agenda for that meeting shall be sent to the general membership at least four weeks prior to that meeting.

Section 3. Any Executive Board member may make a motion by mail to the Executive Secretary-Treasurer, who will in turn notify by mail and/or phone the other Executive Board members. The Executive Secretary-Treasurer will communicate the need for a second to the motion, discussion, and a vote.

Section 4. If the motion is seconded, a written vote will be conducted, with votes equal to a majority of the Executive Board (half the Executive Board, plus one vote) required to approve the motion. The motion will take effect upon passage unless otherwise stipulated in the text of the motion.

Section 5. If a written motion is submitted, action on that motion must be completed within 60 calendar days from receipt by the Executive Secretary-Treasurer.

ARTICLE VIII: DUTIES OF THE PRESIDENT

Section 1. The President of CCJA will conduct of all business of the Association and will preside at its General Membership Business Meetings. To that end, the President will attend the National Convention of the Association for Education in Journalism and Mass Communication and the National Convention of College Media Advisers.

Section 2. The President will chair all Executive Board meetings. In those roles, the President will implement all actions and decisions of the Association.

Section 3. The President will appoint members to all CCJA committees and their chairpersons, including ad hoc committees when needed, with the approval of a majority of the Executive Board.

3.a. The President may remove any appointed CCJA committee members, including chairpersons, with the majority approval of the Executive Board. Notification of such removal shall take place by Certified Letter, with Return Receipt Requested, to the individual involved, with copies to all other Executive Board members, and the removal will be effective the date the letter is received. The President must fill any such vacancy, with the majority approval of the other Executive Board members, within three weeks. If the President fails to fill such a vacancy within three weeks, a majority of the other Executive Board Members will fill the vacancy within three weeks.

Section 4. The President will cast the CCJA vote or will designate the person to cast the CCJA vote at AEJMC Council of Divisions meetings during the National Convention and any appropriate meetings requiring a CCJA vote during the CMA National Convention.

Section 5. The President will prepare agendas for all CCJA meetings, but any other member of CCJA may, at a time to be provided on the agendas of all meetings, introduce matters not included on the prepared agenda.

Section 6. With the majority approval of the Executive Board, the President may appoint presidents and/or heads of other academic and/or professional journalism associations as ex officio, non-voting members of the Executive Board.

Section 7. The President shall preside over annual Hall of Fame induction activities or may assign these duties to a member of the Executive Board.

Section 8. The President shall be responsible for enforcement of the provisions of this Constitution.

ARTICLE IX: DUTIES OF THE IMMEDIATE PAST PRESIDENT

Section 1. The Immediate Past President will Chair the Election Committee and will assist the President and perform other duties as assigned by the President.

ARTICLE X: DUTIES OF THE PRESIDENT-ELECT

Section 1. The President-Elect will be the Chief Administrative Assistant to the President and will preside at CCJA meetings and assume all other duties of the President in the absence of the President.

Section 2. The President-Elect shall attend the AEJMC mid-winter Council of Divisions planning meeting and shall assist the Program Chair with AEJMC National Convention program planning and, if needed, CMA National Convention program planning.

Section 3. The President-Elect will represent the President and, if designated, cast the CCJA vote in the absence of the President.

Section 4. The President-Elect will also perform other duties as assigned by the President.

ARTICLE XI: DUTIES OF THE VICE PRESIDENT

Section 1. The primary duty of the Vice President will be to solicit, serve, and retain the Association's membership and to coordinate the membership-service activities of the Regional Representatives. The Vice President will also perform other duties as requested by the President. The Vice President will assume the position of President-Elect if the President-Elect currently in office vacates that office.

ARTICLE XII: DUTIES OF THE PROGRAM CHAIR

Section 1. The duties of the Program Chair will be to propose, arrange for and carry out National Convention program planning for AEJMC and, as needed, CMA; to attend the mid-winter AEJMC Council of Divisions Winter Program Planning Meeting; and to serve as the primary CCJA liaison to AEJMC in the planning of programs.

Section 2. The Program Chair shall report on National Convention program planning at least twice each year to the President.

ARTICLE XIII: DUTIES OF THE JOURNALIST EDITOR

Section 1. The primary duty of the Community College Journalist Editor will be to produce and manage the distribution of the Association's quarterly magazine in a timely and cost effective manner.

ARTICLE XIV: DUTIES OF THE EXECUTIVE SECRETARY-TREASURER

Section 1. The Executive Secretary-Treasurer, as a long-term officer, will represent the continuity of CCJA. The Executive Secretary-Treasurer is the Staff Officer to all professional organizations and individuals who have business with CCJA.

1.a. The Executive Secretary-Treasurer will refer such business to the President and Executive Board and/or take other action as appropriate and necessary.

Section 2. The Executive Secretary-Treasurer will collect dues from each member, will maintain a complete and timely record of all CCJA revenue and expenditures, and will prepare and submit to the membership a detailed report on each of these areas at each General Membership Business Meeting.

2.a. In fulfillment of this obligation, the Executive Secretary-Treasurer shall secure and maintain appropriate bank accounts necessary to conduct the business of the Association.

Section 3. The Executive Secretary-Treasurer will present an annual budget at the General Membership Business Meeting nearest the start of CCJA's Fiscal Year. The annual budget must be approved by a majority of the Executive Board and then by a majority of all members present at the General Membership Business Meeting.

Section 4. The Executive Secretary-Treasurer will make the Association's financial records available for inspection by any member.

Section 5. The Executive Secretary-Treasurer will be responsible for recording and preserving complete minutes of all CCJA Executive Board and General Membership Business Meetings. Copies of the minutes of all meetings will be sent to Executive Board members within one month and will be distributed to all other members via letter, The Newsletter, or the Journalist within four months. Copies of the minutes of all meetings will be available for inspection by members at the National Convention and will be made available at other times upon request of members.

Section 6. Copies of all minutes will also be made available in a timely manner to the AEJMC Executive Director and any other affiliate group which might require them.

Section 7. The Executive Secretary-Treasurer will publish or cause to be published a Newsletter and distribute it to all members as frequently as budget and time allow, but at least twice a year.

Section 8. The Executive Secretary-Treasurer will make copies of the Constitution available to all members of CCJA and will deliver a copy specifically to each member of each incoming Executive Board.

ARTICLE XV: DUTIES OF REGIONAL REPRESENTATIVES

Section 1. The Regional Representatives will assist the President and President-elect with the annual membership drive.

Section 2. The Regional Representatives will update, by December 1 of each calendar year, a directory of schools within their regions with community college journalism programs.

Section 3. The Regional Representatives will promote state and regional CCJA organizations through correspondence with state presidents, reciprocal dues check-offs, and dissemination of information on establishing state organizations.

Section 4. The Regional Representatives will perform other duties as assigned by the President and/or the Executive Board.

ARTICLE XVI: REMOVAL OF OFFICERS

Section 1. Any member of the Executive Board may bring charges of non-performance of duties against any officer. Charges must be submitted to the President, in writing, via Certified Mail with Return Receipt, with copies to all members of the Board, and a copy, via Certified Mail with Return Receipt, to the officer in question.

1.a. If the officer charged is the President, charges will be submitted to the President-Elect.

Section 2. The officer in question will have 30 calendar days from receipt of the letter to present a defense, in writing, via Certified Mail with Return Receipt, to the President (or President-Elect, if appropriate under XV.1.a.), with copies to all members of the Board.

Section 3. By a two-thirds majority of the Executive Board Members voting, any officer may be removed from office for non-performance of duties. The officer in question is disqualified from voting on the removal issue.

Section 4. Notification of such removal will take place by Certified Letter, with Return Receipt, to the individual involved, with copies to all other Executive Board members.

Section 5. The removal will be effective the date the letter is received.

ARTICLE XVII: SUCCESSION TO OFFICE; FILLING VACANCIES

Section 1. The President-Elect will become President in the event of the death, resignation, incapacitation, or removal from office of the President. The President-Elect's own term of office as President will not be affected by circumstances necessitating an early assumption of the presidency.

Section 2. The Vice President will become President-Elect in the event of the death, resignation, incapacitation, or removal from office of the President-Elect.

Section 3. The President shall appoint individuals to complete any vacated unexpired terms which may occur.

ARTICLE XVIII: AMENDMENTS TO THE CONSTITUTION

Section 1. Amendments may be proposed only by Regular Members and action on them taken only by mail ballot. A proposed amendment must be endorsed by the signatures of at least 10 Regular Members and must then be submitted in writing to the Executive Secretary-Treasurer via Certified Mail with a Return Receipt.

Section 2. Within 15 working days of the receipt of the proposed amendment, the Executive Secretary-Treasurer will mail to Regular Members a ballot containing the proposed amendment. Pro- and con- arguments may be included. To ensure secrecy, an inner envelope will be enclosed with each ballot, and members will be asked to seal their ballot in the inner envelope with no identification of any kind and return it in a second, outer envelope.

Section 3. Because of summer vacation, voting on proposed amendments may not occur between May 15 and September 15.

Section 4. Ballots must be returned with a postmark date within 30 calendar days of mailing by the Executive Secretary-Treasurer, and the ballot must clearly state that deadline requirement.

Section 5. All ballots will be held unopened for at least five days after the final mail-postmark date for acceptance. Subsequently, an ad hoc Election Certification committee of at least three non-CCJA members (and thus disinterested parties) appointed by the Executive Secretary- Treasurer will open all ballot envelopes and count the votes.

Section 6. Amendments will be adopted if approved by a two-thirds majority of those voting.

Section 7. Within one week of vote counting, the Executive Secretary-Treasurer will certify in writing the validity of each ballot and the accuracy of the vote count and will mail copies of such certification to all other Executive Board members.

Section 8. Within two weeks of the election certification, the Executive Secretary-Treasurer will send all members written notice of the election results, including vote counts.

Section 9. Amendments that are approved will take effect upon ratification unless otherwise stipulated in the language of the amendment.

Section 10. For the inspection of Executive Board and other members, the Executive Secretary-Treasurer will bring all ballots to the ensuing National Convention. The ballots will then remain on file in the Headquarters Office for a minimum of one year.

ARTICLE XIX: INTERPRETATION OF THE CCJA CONSTITUTION

Section 1. The meaning of the language in any provision of this Constitution may be clarified by a majority vote of the Executive Board.

Section 2. In procedural matters, the current edition of Robert's Rules of Order shall be the governing procedural document for CCJA.

HISTORY OF CCJA

The Community College Journalism Association (CCJA) was founded in 1968 (as the Junior College Journalism Association; the new name was adopted in 1974) as a direct result of two summer seminars for community college journalism teachers at the University of Texas-Austin in 1966 and 1967. The seminars were sponsored by the Newspaper Fund, Inc., and were directed by the late Dr. DeWitt Reddick, then Dean of the School of Communication at UT-Austin. Both Reddick and Paul Swensson, then Executive Director of the Newspaper Fund, were strong proponents of a national organization for community college journalism teachers. The CCJA Constitution was adopted and the Association formed August 27, 1968, during the National Convention of the Association for Education in Journalism (now named the Association for Education in Journalism and Mass Communication -- AEJMC) at the University of Kansas in Lawrence. At that convention, the AEJMC Executive Committee accepted CCJA as an Affiliate organization. In 1983, the AEJMC Advisory Board unanimously voted to seat CCJA as a Board Member. CCJA was the second non-Division of AEJMC to hold membership and a vote on the Advisory Board, known today as the Council of Divisions. In 1996, CCJA was granted full division status by AEJMC, which was formalized for the first time in the Council of Divisions By-Laws. Signers of the original CCJA Constitution were CCJA Interim President Fred Walker Jr. of Vincennes University* (Vincennes, Indiana) and Interim Executive Committee members Frank Deaver of The Victoria College* (Victoria, Texas), Edgar E. Eat