Constitution Maryland Activity Coordinators Society, Inc. Revised September 2012
Article 1 Name The name of this organization shall be the Maryland Activity Coordinators Society, Inc, which shall hereafter be referred to as the Society. Article 2-Statement of Purpose Section 1 It is the purpose of this Society to facilitate a better understanding of the importance of therapeutic activity programs in a predominately geriatric setting. To increase knowledge of techniques and skills through continuing education and training by educating administrators, staff and the public; and by acting as a forum for it s members to network. Section 2 The purpose of therapeutic activity program in predominately geriatric setting to help residents lead meaningful lives through spiritual, rehabilitative, educational, cultural, social and recreational opportunities. Article 3 Objectives of the Society Section 1 To promote therapeutic programs designed to continually improve the residents quality of life. Section 2 To sponsor, support and promote programs of continuing education and training for activity professionals and other staff. Section 3 To educate administrators, their staff and the public to a better understanding of the importance of therapeutic activity programs through demonstration of performance, in-service education and public relations. Section 4 To establish and maintain an active liaison with other related professional groups. Section 5 To establish and maintain an active liaison with local, state, and federal governments regarding the promotions and regulations of therapeutic activity programs. Section 6 To establish and maintain a political liaison with local, state and federal governments regarding the regulation and standards of activity professionals. Article 4 Membership Section 1 A Full membership shall be open to all persons employed and working as an activity professional as well as retired activity professionals who maintain their certification. Section 1 B Privileges shall include state and regional voting, holding office, receiving State newsletter, and listing on the membership roster.
Section 2 A - Associate memberships shall be open to all persons, such as volunteers, interns, students, and business and retired persons. Section 2 B Privileges shall include those of full membership except for restriction from voting and holding office. Article 5 - Board of Directors Section 1 The following persons shall comprise the membership of the Board of Directors. The State Officers, the immediate past President, the chair of all standing committees, and the President of the four state regions. Section 2 The Board of Directors will transact the business of the society for the fiscal year from Oct. 1 st through Sept. 30. Section 3 The Office of the President shall be filled by the Vice President if the President is unable to complete the term. It is the responsibility of the Board to fill all other vacancies by accepting nominations from the Board. Voting for the replacement officer shall be by secret ballot and require a simple majority. Section 4 The Board shall report to the members of the Society by mail quarterly. A report of business transacted by the Board shall be given to the members at the annual conference. Section 5 The Board shall meet no less than quarterly. The meeting date to be set by the President; and the location of the quarterly meeting shall rotate from region to region. Special meetings may be called upon the request of a simple majority of the Board or upon the call of the President. Section 6 A Quorum shall consist of a simple majority (50% + 1) of the members of the Board. Article 6 Officers and Duties State Section 1 A The elected officers of the Society shall be President, Vice- President, Secretary, Treasurer and Parliamentarian. Section 1 B The Term of office shall commence with the new fiscal year (Oct. 1 through Sept. 30) Section 2 - Qualifications: must be a full member of the society and have served one year in a region position. Section 3 The President shall be the chief executive of the Society. The President shall preside at all State meetings; shall serve as chair of the Board; and shall supervise the business of the Society. The President shall present a report of the business of the Society at the annual conference to be kept in the permanent
file of the Society. The President shall perform other duties as authorized by the Board and the voting membership. The President shall be a member pro-tem of all committees, and shall name special committees and shall make appointments to standing committees. Section 4 The Vice President shall serve in the absence, death, resignation or incapacity of the President and shall be familiar with the duties of the office of the President. The Vice President will perform other duties as authorized by the President. Section 5 The Secretary shall keep an accurate record of attendance and all proceedings of the State meetings of the Society and shall carry on all correspondence for the Society. Section 6 The Treasurer shall keep an accurate record of all income and expenses. The Treasurer shall maintain accurate financial accurate records. These records are subject to an annual independent financial review. Section 7 The Parliamentarian shall ensure that the Society follows the rules found in Robert s Rules of Orders, Newly Revised in all cases to which they are applicable, and in which they are not inconsistent with the Constitution of the Society s by-laws. Section 8 Officers shall be elected by mail in ballots by the full members for a term of one year and may succeed the office one time. Election will be by a simple majority of ballots returned. Section 9 Removal from State Office A Cases for removal from office shall be one of the following: 1. Failure to adhere to the rules of the Society as prescribed in this Constitution. 2. Multiple unexcused absences, as determined by the Board of Directors. 3. Failure to perform the duties of the elected office. B. The recommendation for removal of any officer shall be simple majority vote of the members of the Society s Board of Directors. Following a recommendation for removal; notice shall be sent to all Board members with reasons given for removal. Such notice shall be sent at least ten days in advance of the next meeting of the Board of Directors. A two-thirds majority vote by secret ballot shall be required for removal. The accused officer shall be entitled to appeal to the Board within thirty days.
Article 7 Regional Organization Membership of the Society shall be divided into four regions comprised of the following: A. Region I Eastern Shore area encompassing these counties: Cecil, Kent, Queen Anne, Caroline, Worchester, Dorchester, Talbot, Wicomico and Somerset B. Region II Baltimore metropolitan area including: Baltimore City and these counties: Baltimore, Carroll, Anne Arundel, Harford, and Howard C. Region III Washington metropolitan area and Southern Maryland encompassing these counties: Montgomery, Prince George s, St. Mary s, Calvert, Charles D. Region IV Western Maryland counties: Frederick, Washington, Alleghany and Garrett Article 8 State Conference Section 1 The annual conference shall be held during the month of September. Section 2 The education program for the Conference will come under the leadership of the Professional Review Chair. Each Region will have representation with the Professional Review Committee for the purpose of educational coordination of speakers for the Annual Conference. Section 3 Notice of the time and place of the conference shall be sent to the Regions at least 90 days in advance of the conference. Section 4 - A A business meeting shall be held at the annual conference. B Actions taken place at the conference shall be passed by a simple majority vote of the members present. Section 5 The Board of Directors shall set standards for the selection of conference sites. Section 6 Each Region will host, on a rotating basis, the Annual Conference. The region will provide a Conference Chair and Education Chair to arrange the Conference speakers. Section 7 The conference Chairperson and regional Education Chair will serve on the MACS Board for the host year to provide quarterly reports.
Section 8 In the event of surplus funds, the Region hosting and coordinating the State conference will submit those funds back to the State treasury. Article 9 State Committees The following state committees shall be set up with each region responsible for one committee annually. The committee assignments should be decided by the state board at the state conference. The member holding the committee assignment can hold the position a maximum of three years. Section 1 - By-Laws Committee: A. The select Region shall establish a committee to consider all proposed amendments to the Constitution and the By-Laws of the Society, put them in proper form and present them to the membership at the State conference. B. Each Region shall have a designee to pass the proposed amendments to the By-Laws of their Region to the State committee for review and approval. C. All approved amendments to the State Constitution or By-Laws shall be submitted to the committee 60 days prior to the State conference. D. Regions must submit its Region s By-Laws to the chair for review and approval. The Region s By-Laws must be consistent with the State by-laws; however the Region s By-Laws may be specific to each Region reflecting the individual needs of the Region. Section 2 Government Relations Committee: A. The Committee shall review all State and Federal regulations pertaining to Activity professionals. B. The Committee shall establish and maintain a professional liaison with local and federal legislators. C. The Committee shall represent the Society in legislative areas when Activity professional standards are being legislated. D. The Committee shall keep the general membership informed of state or federal regulations via the newsletter. Section 3 - Nominating Committee A. The select Region shall be responsible for handling nominations to State offices B. The Nominating Committee shall be responsible for formulating a slate of officers to present to the July State Board meeting. C. The Region responsible for the committee shall select one full member to chair the committee. The chair of this committee shall serve on the State Board. D. The Nominating Committee will mail out nominating forms via the April newsletter.
E. Each member will be responsible to return these forms to the nominating chair postmarked on or before May 30. F. The Nominating Committee shall confirm nominees and prepare the ballot. G. The State Board approved ballot will be mailed to the membership via the July newsletter. H. Each member will be responsible to return their completed election ballot to the nominating chair on or before August 15. I. The Nominating Committee shall tabulate election ballots prior to the State conference; notify the nominees of the results and present the results to the membership at the State conference. Section 4 Newsletter Committee A. The select Region shall establish a committee to compile, edit, publish and mail the quarterly newsletter. This publication shall consist of permanent Regional information. State disclosures as indicated above, legislative review and general Activity professional news. The publication shall be entitled Maryland Activity Coordinators Society Newsletter. B. The Region responsible for the committee shall select one full member to chair the committee and serve on the State Board. The chair will serve as historian and coordinator of the newsletter. C. Each Region shall forward minutes, professional opportunities in career positions and upcoming seminars, photos and other pertinent information to the chair. D. The newsletter will be published quarterly within 30 days of each State Board meeting. Section 5 Ways and Means Committee A. The select Region shall establish a committee to work on special financial projects with the approval of the State Board. B. The committee shall be in charge of special financial projects which benefit the members as a whole, with approval of the State Board. Section 6 Membership Committee A. The select Region shall establish a committee to be responsible for the recruitment of new members, public relations and publicity for the Society, with Board approval. B. The Region responsible for the committee shall select one full member to chair the committee and serve on the State Board. C. The Membership Chair shall be responsible for maintaining current membership roster, notify Regions of new members in a timely manner and notify the Regions of pertinent changes quarterly. The quarterly report shall include updated address labels for the Region.
D. Each Regional Membership chair shall notify the State Membership Chair in writing any member s change of address, either personal or professional. Section 7 Awards Committee A. The committee shall consist of the chair appointed by the designated Region s President. The chair shall rotate Regions in sequence on a yearly basis. A member from each Region shall be represented on the committee. Current members of the committee are not eligible to receive awards. B. The Region responsible for the committee shall select one full member to chair the committee and serve on the State Board. C. The committee is responsible for publicizing the awards; receiving nominations; selecting recipients; presenting the awards at the State conference. A written report of the Committee s activities shall be maintained for the Society. D. Nomination forms shall be included in the April newsletter; and must be returned to the chair no later than June 1 st. Section 8 NAAP State Contact A. The State contact acts as a liaison between the Society and the national organization of NAAP. The State contact shall maintain communication between the organizations via phone, e-mail, fax or mail. The State contact shall provide the newsletter with all pertinent information regarding Activity Professionals. B. The State Contact selected by the President must be a member of NAAP and NCAP certified and shall report quarterly on information released by NAAP. This report should be oral at the State Board meetings with a written report for the newsletter. C. The State Contact shall keep the membership informed of conferences, workshops and educational opportunities pertinent to the Activity Professional via the newsletter. Section 9 Professional Review Chair will research the credentials of each speaker for the Conference, Regional Seminars and Workshops. The Chair will ensure that the continuing education units (CEU s) are applied for by the deadline required by the certifying body. Professional Review will work with the host region Education Chair to ensure the professional qualifications of the speakers which will provide the maximum benefits of the membership. All speakers for the Conference, Workshops and Seminars will be cleared thru the Professional Review. This information will be kept for future reference. Registration, attendance and CEU s will be maintained by Professional Review for 5 years.
Article 10 Funding Section 1 Membership dues shall be determined by the State Board. All funds will be paid to the State treasury annually. Section 2 The fiscal year of the Society shall begin October 1 st and end on September 30 th. Society dues shall be paid annually on the anniversary date when first paid. Section 3 In the event of the discontinuation of the Society, all existing funds of the Society shall be donated to an institution or organization with an interest in therapeutic activity program age specific to the geriatric population. Article 11 Amendments to the State Constitution and the State By-Laws Section 1 The membership will be notified 60 days prior by receiving all proposed changes to this document. Section 2 All proposed amendments to the Constitution/By-Laws will be approved by the Board. Section 3 The State Constitution/By-Laws of the Society may be amended by majority count of returned ballots. Revised September 2012