Southern Public Relations Federation
Rules of Order
Section 1. The Rules contained in Robert’s Rules of Order shall govern the deliberations of the Federation and the Board of Directors in all cases in which they are applicable and not in conflict with the Constitution, Articles of Incorporation and these Bylaws of the Federation.
Section 2. These Bylaws are adopted under the Constitution and supported by the Policies and Procedures Manual.
Duties of Officers
Section 1. The President shall preside at all meetings of the Federation and the Board. With the Secretary, he/she shall sign as legal representative of the Federation all documents approved by the Board. In the absence of the President, a Vice President, designated by the President, shall preside at meetings of the Federation and the Board.
Section 2. The President-elect shall serve one term on the board and then move automatically into the position of President the following year. The President-elect shall manage any projects assigned by the President, but should be given the year to prepare and train for the Office of President.
Section 3. The Past President shall review and enforce the Code of Ethics adopted by the Federation, review the Constitution and Bylaws annually, chair the Hall of Fame, chair the Senior Leadership Council and oversee the Chapter of Distinction Program.
Section 4. The Vice President Professional Development shall be responsible for coordinating and implementing professional development programs, including the Lantern Awards, Senior Practitioner Recognition, Educator of the Year and Professional Achievement Award, for the Federation and for all special projects the Board feels are of importance to the Federation.
Section 5. The Vice President Membership will work with the person designated by the Presidents of each state or chapter to regularly update the mailing roster, produce an Internet accessible annual membership directory for the Federation and coordinate membership packets.
Section 6. The Vice President Accreditation will coordinate Accreditation issues for the Federation; will work to promote APR within the membership; and will serve as a liaison between the Federation and its UAB Representatives; see Article II, Section 11 for additional details on UAB Representatives. The Vice President Accreditation will work with the UAB Representatives to ensure the Federation is in compliance with the policies and procedures of the UAB and the APR process.
Section 7. The Vice President Communication will coordinate the internal and external communication function for the Federation. This officer will coordinate the Federation’s newsletter, website, Professional Development Resource Center and any other communication tools deemed appropriate by the Board.
Section 8. The Vice President Student Services will coordinate student membership activities including, but not limited to, educational meetings, opportunities to apply for scholarships and opportunities to enter awards programs. This officer will serve as a liaison with state organization and chapter student services officers to coordinate local, state and regional student membership and programming.
Section 9. The Secretary shall be responsible for keeping the current year official records of the Federation, maintaining the official board list for the Federation, sending meeting notices and shall be responsible for depositing these records in the registered office of the Federation at the conclusion of his/her term of office.
Section 10. The Treasurer shall be the custodian of the funds of the Federation. The Treasurer shall prepare and present to the Board quarterly a financial statement in a format consistent with standard accounting procedures. The Treasurer shall present to the membership a current financial statement during the annual conference. The Treasurer shall be responsible for forwarding the closing financial statement and all Federation funds to the incoming Treasurer by the beginning of the next fiscal year. The Treasurer shall coordinate audits and any legal requirements of the Federation.
Section 11. As a UAB member organization, the President appoints a select number of representatives to the UAB based on the number of accredited members in the organization. These representatives will serve three-year terms on the Federation Board, and will attend UAB meetings and participate in UAB activities. A member may be elected for up to two additional two-year terms as outlined in the UAB Policies and Procedures. UAB Representatives are selected through the Nominating Committee process, but are not considered board representatives of their state and chapter organizations; see Article IV, Section I in the Constitution. The Nominating Committee Chair will convene a subcommittee consisting of the President, Past President and Vice President Accreditation to select the UAB Representative candidates for the slate of officers each year. The UAB Representatives will work with the VP Accreditation to ensure the Federation is in compliance with the polices and procedures of the UAB and the APR process.
Section 12. The President shall assign duties to each Member-at-large each year depending on the needs of the Board. Members-at-large shall attend the quarterly Board meetings and are encouraged to express an interest in further membership appointments to the Board by its state organization or chapter in subsequent years.
Section 13. Officers and Board members are expected to attend all meetings of the Board. If unable to attend, the Board member should notify the President or designated Vice President in advance of the scheduled meetings. Two consecutive unexcused absences from Board meetings shall constitute grounds for dismissal from office, at the discretion of the Board.
Section 1. The President shall appoint such special, temporary and standing committees as he/she deems necessary.
Section 2. The Vice President Professional Development, Vice President Accreditation, Vice President Communication, Vice President Student Services and Vice President Membership shall appoint any committees necessary to execute his/her duties as outlined in Article II.
Section 3. All organizations and committees shall make written reports at the annual meeting of the Federation, or as specified by the President.
Section 4. The Nominating Committee is charged with creating a slate of officers for each year’s Board of Directors. This committee will be chaired by the President-elect with the President and Past President serving as members. Additional members may be appointed by the President.
Section 1. The permanent programs of the Federation shall include, but not be limited to those specified in this article: Lantern Awards, Membership Directory, Newsletter or Journal, Senior Practitioner Recognition, Professional Achievement Award, Educator of the Year, Hall of Fame, Chapter of Distinction, Student Services and Accreditation. The responsibility for these programs and the methods for administration shall be determined by the Board.
Section 1. State Membership: Any person in good standing with a member state organization is automatically a member in good standing of this Federation provided his/her Federation dues have been paid by the state organization.
Section 2. Regional Membership: Any regional organization from a non-membership state, comprised of two or more chapters whose members are in current practice of public relations, may petition the Board for membership in the Federation.
Section 3. Chapter Membership: Any chapter, from a non-membership state, comprising members in the current practice of public relations, may petition the Board of Directors for membership in the Federation.
Section 4. Associate Membership: Any individual in the current practice of public relations, and living more than 100 miles from an affiliated chapter may petition the Board for membership in the Federation.
Section 5. Student Membership: Any student in good standing with a member state organization or chapter is automatically a student member in good standing of this Federation provided his/her Federation dues have been paid by the state organization.
Meetings and Conferences
Section 1. The Federation shall conduct an annual conference, which will include a business meeting. All proceeds from the conference are retained by the Federation. The responsibility for this conference and the methods for administration shall be determined by the Board. Should the Board decide to partner with a state organization, chapter or other organization to administer the conference, they will determine the distribution of the monies.
Section 2. Meetings of the Board shall be called by the President.
Section 3. Special meetings of the Board must be called within 15 days by the President, or upon written request to the President signed by a simple majority of the Board. The notice of such meetings shall state the business for which they are called.
Dues and Privileges
Section 1. Only those organizations and members who have paid current dues shall be eligible to vote and hold office.
Section 2. If the right of a member organization to vote or hold office is questioned, the records of the Federation shall be conclusive evidence.
Section 1. Each year, each member organization shall submit in writing to the Secretary its appointed representatives to the Federation Board by October 1. Throughout the year, organizations should notify the Secretary of any changes in Board representation.
Section 2. The Board will approve a slate of officers for the coming year at the last Board meeting of the year.
Section 3. Officers and directors will be installed in a ceremony held during the first meeting of the Board in the next calendar year.
Section 4. If member organizations fail to notify the Secretary of its appointees to the Board by October 1, the President and the Board shall fill officer positions as they see fit. Other board positions may remain vacant or filled as the President and the Board deem necessary to fulfill Constitution amendments and the articles of these Bylaws.
Section 1. Vacancies occurring among the officers of an unexpired portion of that term may be filled by the Board with a 2/3 vote of the members concurring. Such vote may be taken by U.S. mail or electronic ballot.
Section 2. Vacancies arising in the Board will be filled by the member organization in which the vacancy occurs, whenever possible.
Section 1. An official membership roster, updated at least annually by each organization, shall be submitted to the Vice President Membership. This roster will be used as the official record of members and for contacting members.
Section 2. Annual dues of the Federation will be set by the Board for all active members of state organizations or chapters, associate members and student members. No change in dues rates may be made without six months prior notice to member organizations. Dues for active members are billed quarterly to member state organizations and chapters. Both associate and student memberships are billed annually. The amount to be remitted by state organizations or chapters is based on the number of members listed in the official roster for the Federation.
Section 3. All programs of the Federation will be funded and administered as determined by the Board.
Section 4. Member organizations or individual members may not in any way obligate the Federation financially or otherwise and vice-versa.
Section 1. These By-Laws may be amended by a 2/3 vote of the Board.
• Adopted November 30, 1973
• First Revision, 1974
• Second Revision, 1976
• Third Revision, 1981
• Fourth Revision, 1984
• Fifth Revision, 1991
• Sixth Revision, 1992
• Seventh Revision, 1993
• Eighth Revision, 1997
• Ninth Revision, 2002
• Tenth Revision, 2003
• Eleventh Revision, 2006
• Twelfth Revision, 2008
• Thirteenth Revision, 2009
• Fourteenth Revision, 2010
• Fifteenth Revision, 2011