Rules of Order
Section 1. The Rules contained in Roberts Rules of Order shall govern the deliberations of the Council and the Board of Directors in all cases in which they are applicable and not in conflict with the Constitution and Bylaws of the Council. A simple majority of the Board of Directors shall constitute a quorum for the transaction of business. The act of a simple majority of the Directors present at a meeting at which a quorum is present shall be the act of the Board of Directors. If a quorum is present when a meeting is convened, the Directors present may continue to do business, taking action by a vote of the quorum, until adjournment, notwithstanding the withdrawal of enough Directors to leave less than a quorum or the refusal of any Director present to vote. Online voting by bulletin board is the preferred method of voting outside of an in-person meeting. Votes per e-mail are permissible. When casting an e-mail vote the voting member should e-mail the vote to all voting members (i.e. “reply to all” other voting members) in order to be valid.
Duties of Officers and/or Staff
Amended 1988, 2001, 2005, 2010
Section 1. The President shall preside at all meetings of the Board and all meetings of the Council and, with the Treasurer, shall sign as legal representatives of the Council, all documents approved by the Board. In the absence of the President, the President-elect or a Vice President designated by the President shall preside at meetings of the Council. The President serves as a Board Member for the Southern Public Relations Federation, appoints Ad Hoc committees and the Nominating Committee, with board approval, and provides the state’s vision for the year.
Section 2. The President-Elect consults with the President regarding presentations to the Board, questions of policy, and matters requiring continuing or future action. The President-Elect may be assigned oversight of specific board functions, activities, programs and other efforts to assist the President as needed. The President-Elect may make official appearances and presentations on behalf of the organization in place of the President. The President-Elect works throughout the year to plan activities for the following year. The following year, the President-Elect serves as President.
Section 3. The Secretary keeps official records of the Council, including recording minutes and maintaining a roster of the Board Members; and handles any required correspondence. The Secretary manages business-meeting arrangements for the Board. He/she also prepares and distributes the officer nominee ballot for membership vote.
Section 4. The Treasurer shall be the custodian of the Council’s funds, prepare and maintain the annual budget, and oversees and schedules an annual accounting review (and yearly IRS Tax documents). The Treasurer maintains and reports financial statements to the Board in a standard accounting format and oversees the financial affairs of the state conference. The Treasurer processes dues, in cooperation with the VP Membership, for annual membership renewals and new member recruitment.
Section 5. The Vice President of Programs is responsible for all special program development and continuing education of the Council, with the exception of the annual state conference. While this person may serve as a liaison between the conference committee and the state board and focus on year-round educational and program needs.
Section 6. The Vice President of Membership coordinates all membership activities of the Council including the uniform application of membership criteria and the State Board approval and recognition of all new members. He/she manages the organization’s online statewide database and availability of members’ contact information. The VP Membership provides consultation and support for chapter membership vice presidents in the areas of member recruitment, approval and retention. He/she also maintains the membership portion of the web site. The VP Membership ensures current members are invoiced annually for membership dues in cooperation with chapter membership vice presidents and the state Treasurer.
Section 7. The Vice President of Projects is responsible for all special projects of the Council including administration of the Philip R. Forrest Professional Achievement, Sharon Heflin Chapter of the Year awards, Educator of the Year awards, and the Grover Smith Lifetime Achievement Award. Since this individual’s primary responsibility in concentrated during the first half of the PRCA’s fiscal year, this officer should focus efforts the last half of the previous year on various projects, including fundraising efforts.
Section 8. The Vice President of Accreditation and Ethics is responsible for encouraging and supporting the Accredited in Public Relations (APR) Examination administered by the Universal Accreditation Board. This person must be an Accredited public relations practitioner. He/She is the liaison between the Council and the SPRF Accreditation Representative and is responsible for communicating Accreditation information to chapters and for assisting chapters as needed in recruiting and mentoring candidates through the Accreditation process.
Section 9. The Vice President of Communication is responsible for any publicity required by the state organization and the state conference, edits and distributes a quarterly newsletter and is responsible for any special publications of the Council. The VP Communication is responsible for PRCA corporate identity and graphics standards, serves as the resource for style guidelines and uses of the official PRCA logo, and provides digital copies of the official PRCA logo to local chapters upon request. The VP Communication is also responsible for maintenance of the Council’s Web site(s).
Section 10. The Vice President of Students acts as liaison between the Council and local chapter VPs of Students to support student chapters. He/she works in conjunction with the state Treasurer to collect dues from student chapters and coordinates student educational meetings usually in conjunction with the state conference. He/she coordinates the student awards competition.
Section 11. Three members of the conference planning committee also serve as voting members of the board each year: the conference/programs chair, registration chair, and Medallion Awards chair. The chairs provide timely and accurate communication of conference plans to the Board, while serving a the liaison between the Board and the planning committee. The conference/programs chair is responsible for creating a conference budget to be approved by the Board.
Section 12. Members-at-Large may be asked to serve on the board each year at the discretion of the Nominating Committee. Members-at-large serve to provide support for any officer as needed, advise on issues brought before the Council’s Board and to fill vacant officers’ positions as needed. The members-at-large are voting board members.
Section 13. Officers and Board members are expected to attend all meetings of the Board of Directors. If unable to attend, the board member should notify the President or Secretary in advance of the scheduled meeting. Two consecutive unexcused absences from in-state Board meetings shall constitute grounds for dismissal from office at the discretion of the Board of Directors. Chapter presidents who cannot attend a state board meeting should send a representative from their chapter. Section 14. The officers and board of the Council are empowered to employ such staff as needed to execute certain duties as deemed necessary by the board.
Section 1. The President, with the approval of the Board, 60 days before the election of officers, will appoint a nominating committee.
Section 2. The six Vice Presidents will appoint their respective standing committees after election.
Section 3. The President shall appoint such special and temporary committees as he/she deems necessary.
Section 4. All committees shall report at the annual meeting of the Council or as specified by the President.
Application for Membership and Reinstatement
Amended 1978, 2001, 2003, 2005
Section 1. The Vice President of Membership shall be responsible for the screening procedure of new membership applications. All applications for membership or reinstatement, from whatever source, shall be directed to the local chapter Vice President for Membership for processing, including securing approval by consent of the chapter board present and voting. If there is not a majority present, phone, fax or e-mail approval is permitted. Upon chapter approval, the application will be forwarded to the State Vice President for Membership for presentation to the State Board for approval on behalf of the State Board. Required membership fees shall be submitted with the application for membership at the time of its consideration.
Section 2. When a member in good standing resigns, he/she may be reinstated under condition to be prescribed by the Board of Directors. The reinstatement process will usually require the reapplication for membership as a new member.
Section 3. A member who has been dropped from the rolls for non-payment of dues may reapply for membership under condition to be prescribed by the board.
Section 4. When a member leaves a company for employment elsewhere, the member retains his/her membership for the remaining term of the membership year. The member’s continued membership is contingent upon meeting the new-member criteria in his/her new capacity. This holds true for members transferring within a chapter, or relocating and transferring between chapters.
Section 5. Renewal or reinstatement of membership may be denied to members not in good standing with state or local PRCA chapters.
Meetings and Conferences
Section 1. There shall be at least one annual meeting of the Board and bimonthly meetings of the Board.
Section 2. Special meetings of the Council may be called at any time at the direction of the Board or by the President, or upon written request to the President by thirty (30) members in good standing. The notice of such meetings shall state the business for which they are called and no other business may be transacted at such meetings.
Duties and Privileges
Section 1. Each member shall be entitled, subject to such rules as the Board may establish, to a Certification of Membership, signed by the Council President and Vice President of Membership. Every such certificate shall remain the property of the Council and shall be returned to it upon demand by the Board. The Board may also control access to other PRCA benefits, including the member’s access to restricted areas of the organization’s official Web site and participation in PRCA-related conferences and other events.
Section 2. All active members who have paid current dues and against whom no charges are pending shall be eligible to vote and hold office in the Council.
Section 3. If the right of a member to vote or hold office is questioned, the records of the Council shall be conclusive.
Section 4. Upon a written request of ten or more members in good standing, in which the cause has been stated, the Board of Directors may expel any member by a two-thirds vote, providing such member has been advised in writing of the charges and provided he/she has been given the opportunity for a fair hearing.
Section 1. Procedure for conduct of a written ballot for officers and directors shall be as follows:
The Nominating Committee, after soliciting suggestions for officers, shall nominate a candidate for President. The Presidential nominee shall confer with the Nominating Committee about the remaining eight major officers (six vice presidents, the secretary and treasurer) and a maximum of four members-at-large. The presidential nominee shall have final determination as to who shall be proposed for election.
The Secretary shall submit the slate in ballot form to each qualified member at least thirty (30) days before the annual business meeting. Members may add or delete any names for office on this ballot and return to the Secretary at least 15 days prior to the annual business meeting. Ballots not returned will indicate a vote in favor of the slate as submitted. A simple majority of returned and not-returned ballots are required for approval of the slate.
Officers shall be installed at the annual business meeting and shall serve until successors are duly elected and installed.
Section 1. Vacancies occurring among the officers of the Council shall be filled for the unexpired portion of that term by the Board of Directors with two-thirds of the members concurring. Such a vote may be taken by mail ballot.
Section 1. An official membership directory of the Council shall be maintained and made available to the membership by the Vice President of Membership in either printed or electronic formats.
Fiscal and Administrative Year
Amended 2001 2008
Section 1. The fiscal year shall be the calendar year beginning January 1. (Previously Oct. 1 to September 30)
Amended 1978, 1981, 1986, 1988, 2001, 2003, 2006, 2012
Section 1. Area chapters shall be structured along the same organizational lines as the state organization, shall adhere to the PRCA Constitution, and shall adopt operating procedures in keeping with those of the Council.
Section 2. An area chapter may engage in any activity sanctioned by its board of directors, so long as the activity does not in any way obligate PRCA financially or otherwise, nor does the activity cause harm or create difficulty for the state organizations.
Section 3. Area chapters are entitled to certain PRCA funds as outlined in the state budget All published dues and subsequent chapter rebates are set and regularly evaluated by the State Board of Directors and may be revised when deemed necessary.
A. Initiation Fees: All individuals initiating new applications for active, associate or sustaining membership will be assessed a $15 new member fee. This fee shall be rebated to the local chapter to which the new member is applying. There is a $10 new member fee for student members who join a professional chapter.
B. Active Members: Defined as full-time public relations practitioners who those who have full responsibility for all or a component of their organization’s public relations activities
C. Associate Members: Defined as persons with an interest in public relations but whose duties exclude or do not include the direct practice of public relations
D. Student Members of Professional Chapters: When student-affiliated chapters are available, students enrolled in public relations curriculums are encouraged and expected to join school-based chapters. When a school-based chapter is not available, or the student member has sufficient professional or personal reasons for joining the professional chapter, the local board should evaluate. Prospective student members passing this scrutiny may be accepted for membership in a professional chapter.
E. School-Based Student Membership: A student chapter of the Public Relations Council of Alabama may be formed on the campus of an Alabama college or university offering a sequence of at least four courses (introduction, writing, research, case studies) in public relations or in subjects closely related such as journalism, communication arts, advertising or marketing. Such a college or university shall be accredited by a recognized state, regional or national accrediting association. The PRCA Board of Directors shall make such exceptions to this policy as it deems justified. A school-based chapter shall retain its charter as long as it maintains an active program that is consistent with the objectives of PRCA.
F. Sustaining Members: Defined as those who have retired from a full-time public relations career
Section 4. The Board has the right to revoke an area chapter’s charter if due cause is determined, and after the chapter has the opportunity for a fair hearing.
Amended 1996, 1988, 2001, 2003, 2006, 2010, 2012
Section 1. Annual dues for renewing members shall be:
A. Active members $105
B. Associate members $125
C. Student members of professional chapters $25
D. Sustaining members $15
Section 2. The official membership year shall be January 1 through December 31. The State Board shall invoice all members on record on November 1for annual dues for the upcoming year. In addition to the new member fee, prorated dues are assessed for new active and new associate members when the application is submitted.
Section 3. School-based Student Membership: A duly-chartered student chapter shall prescribe annual membership dues in the amount fixed and determined by the student chapter. No later than September 30 of each year, the student chapter shall remit to the Vice President of Students of the Public Relations Council of Alabama a membership roster along with $25 for each student member as state PRCA membership dues. Student membership dues cover the period of September through August.
Section 4. The annual renewal process ends on February 28. Any individual not renewing by that date will be notified by the State Board that he/she will deleted from the state membership database, thereby terminating all membership privileges.
Section 5. Renewal or reinstatement of membership may be denied to members not in good standing with state or local PRCA chapters.
Section 1. The Bylaws may be amended by a two-thirds vote of the Board.
Copyright 2012 Public Relations Council of Alabama