In March delegates made the historic decision to transition the House of Delegates to an Advisory Group, amending the ASSP bylaws to effect the change. ASSP is now working to update all our governing documents to reflect this decision, including updating the model chapter bylaws.
Per the chapter affiliation agreement, chapters are required to maintain bylaws that are aligned with the model chapter bylaws. As separately incorporated entities, chapter members will need to vote to amend their chapter’s bylaws. ASSP is committed to easing the administrative burden on our volunteer leaders as much as possible.
1. How will Society help our chapter update our bylaws?
Staff will assist chapters by providing the following throughout late summer/early fall 2022:
- A prepared copy of each chapter’s bylaws amended to reflect the shift from House of Delegates to Advisory Group will be sent to the Executive Committee of the Chapter for its approval.
- After approval of the bylaw’s amendments by the Executive Committee, a notice to members of the proposed amendments will be emailed to all chapter members on behalf of the Chapter Executive Committee. A website post, for chapters that have a web hosting contract with ASSP, will also published.
- Execution of an e-ballot to all chapter members to vote on the change.
- A copy of the amended bylaws after the member vote has concluded.
2. What actions does my chapter need to take to complete this process?
ASSP is working to alleviate the administrative burden of this change for our volunteer leaders. However, there are a few steps that chapters will need to take:
- The Executive Committee of the Chapter must approve the bylaws changes.
- Watch for communications from Chapter Services to stay informed about where your chapter is in each step of this process.
- Chapters that do not have a web hosting agreement with ASSP will need to send a notification to members about the vote. Language for this notification will be provided.
- Remind members to participate during the voting period.
- Post the amended bylaws to your chapter’s website after voting has concluded.
3. Will ASSP make any other changes to our bylaws?
Society will not make any other changes to the amended copy of each chapter’s bylaws beyond adjustments to reflect the shift from House of Delegates to Advisory Group.
4. What if our chapter has other bylaws changes for our members to vote on?
ASSP will be coordinating e-ballots for chapters in late summer/early fall. If your chapter is planning to propose additional amendments to the chapter bylaws, we recommend you consider proposing additional changes after this time. If there is an urgent change that needs to be made during this time period, please contact our
chapter services team to coordinate. Additional revisions to chapter bylaws will still need to follow the regular bylaws review process, including a review by Chapter Services and your area director and regional vice president.
5. What happens after our members have voted?
E-ballots will be open for 14 days. At the close of the voting period, ASSP will send a notification of the results of the vote to chapter leaders with a link to download a copy of the amended bylaws. Chapters should post these bylaws to their website.
6. What if the motion to amend our bylaws does not pass our member vote?
The Council on Region Affairs and ASSP staff will work individually with chapters should this scenario occur to work towards the required changes. The chapter affiliation agreement requires chapters to maintain bylaws aligned with the model chapter bylaws. Continuing to operate without alignment to our governance evolution would conflict with the intent of the affiliation agreement.
7. How should our chapter plan for our leadership transition while our bylaws amendment process is in process?
The Advisory Group composition as defined in the ASSP bylaws will require chapters to elect chapter Advisory Group members (formerly delegates). The eligible number of chapter Advisory Group members is determined by the chapter’s membership total as of December 31, 2021.
When preparing for your 2022-23 program year, report your chapter’s Advisory Group members (formerly delegates) in your Annual Leadership Report and provide those individuals with the position description posted in Community Leader Resources. Anyone elected or reported as a delegate during the transition period will automatically be transferred to an Advisory Group member. The elected members will participate in Advisory Group onboarding and will be an important part of the first-year operations for the Advisory Group.