Alaska Water Wastewater Management Association

Governing Documents of Alaska Water Wastewater Management Association
Revised August 2001 - Approved by the AWWMA Membership April 4, 2002

CONSTITUTION

ARTICLE 1 – NAME

The name of this organization shall be the Alaska Water Wastewater Management Association, Inc., (AWWMA). The geographic boundaries of AWWMA correspond to the geographic boundaries of the State of Alaska.

ARTICLE 2 – AFFILIATIONS

Section 1 - WEF

A Water Pollution Control and Water Quality Division of AWWMA shall be designated as a Member Association of the Water Environment Federation, hereinafter designated as WEF, and shall participate in its activities and promote the objectives of WEF in Alaska through AWWMA. It is the intent that the Constitution and Bylaws of AWWMA shall be in harmony with the Constitution and Bylaws of WEF.

Section 2 - AWWA

A Water Division of AWWMA shall be designated the Alaska Section of the American Water Works Association, hereinafter designated as AWWA. It shall be established and maintained to promote the objectives of AWWA in the field of water supply and purification. It is the intent that the Constitution & Bylaws of AWWMA shall be in harmony with the AWWA Bylaws, Articles & Governing Documents.

Section 3 – Establishing Additional Divisions

The Executive Board of AWWMA is authorized to establish additional Divisions for the purpose of affiliating with those additional State or National organizations whose objectives are consistent with those of AWWMA.

Any group, Federation or other Organization desiring to have AWWMA become the Alaska Section, Division, Chapter or Member Association of such organization shall make application to and be accepted by the Executive Board.

An affiliated group shall be a body approved by the Executive Board as a group whose interest is common AWWMA, and in harmony with the objectives of AWWA and WEF.

ARTICLE 3 – OBJECTIVES

Section 1 The objectives of AWWMA are:

The advancement of fundamental knowledge of the water environment, its basic qualities and physical laws governing its interaction with other aspects of the environment and with the aesthetic, economic, and biological needs of Alaska's citizens.
The advancement of practical knowledge in the design, construction, operation, maintenance and management of water utilities, water supply systems, and water quality control systems and associated facilities, with an emphasis on cold regions applications.
The advancement of fundamental and practical knowledge concerning the production and distribution of safe and adequate water supplies and the attainment of acceptable water quality through wastewater collection, treatment, reclamation and reuse.
The increase of knowledge and understanding of Alaska's water environment and of the nature and function of the earth's natural waterways, surface, subsurface and atmosphere, and encouragement and promotion of action necessary to preserve and enhance them.
The promotion of good public relations and encouragement of sound legislation and policy relating to the water environment.
The strengthening and building of alliances with organizations incorporating members of all professions, dedicated to the preservation and enhancement of water quality and water resources.
The improvement of the professional status of personnel engaged in all aspects of protecting and improving Alaska's water environment.
The stimulation of public awareness of the relationship of water resources to the general public welfare, and the need for preservation and reuse of water resources.
The development, implementation and maintenance of quality control/quality assurance programs necessary for representative sample collection and analyses.

Section 2

Attaining these objectives, AWWMA shall cooperate with Federal and State regulatory agencies, local governments, other associations or organizations, and the State Certification office in sponsoring an annual conference and other such conferences, schools, discussions, and instructions in subjects related to water and water pollution control, as best determined to promote the objectives of AWWMA.

Section 3

AWWMA shall be operated as a non‑profit organization in accordance with sound business principles, for the benefit of and in order to attain the objectives of AWWMA, as determined by the AWWMA Executive Board.

ARTICLE 4 FRANCHISE

Section 1
The exclusive service area of AWWMA shall consist of the State of Alaska.

a. A petition requesting such division is presented to the Executive Board through the President/Chair. Not less than 100 Active and/or Member Association Members of AWWMA shall sign the petition.

b. A mail ballot, on the question of division of AWWMA is submitted to the entire membership; and two‑thirds of the voting Members approve the division of AWWMA.

c. No revision to divide the exclusive service area shall be made, until the following conditions are met:

Section 2

No revision to expand the exclusive service area by joining with another member association of WEF or Section of AWWA shall be made until all of the following conditions are met:

A petition requesting such joining is presented to the Executive Board through the President/Chair. The petition must be signed by not less than 100 Member Association Members in good standing of the specific organization for which the action is being petitioned (AWWA or WEF), or 50 percent of those Members if that number is lower.
A mail ballot, on the question of joining another member association of the Federation or Section of AWWA is submitted to the entire membership of AWWMA; and two‑thirds of the eligible voting Members approve the joining of AWWMA with another member association or AWWA section. Eligible voting members shall be limited to the Member Association members in good standing of the specific organization for which the action pertains.
The joining is approved AWWA and/or WEF boards and written notice is issued by the Executive Directors of the organizations to AWWMA.

ARTICLE 5 – MEMBERSHIP

Section 1

The membership of AWWMA shall consist of persons and organizations that are members of WEF and/or AWWA, interested in the objectives of AWWMA, residing in or maintaining a place of business within the State of Alaska, and those assigned to AWWMA by the Executive Director of AWWA, unless otherwise provided in the Bylaws, and having such qualifications as are prescribed in the Bylaws for the various grades of membership.

Section 2

Any person or organization otherwise desiring to become a member solely of AWWMA shall make application on a form provided by AWWMA. Application to be accompanied by cash, check or money order in the amount of current dues, established by the Executive Board, shall be forwarded to the AWWMA Membership Chair.

Membership dues shall be determined by the Executive Board as required to ensure adequate funds are available for the proper administration and operations of AWWMA.

Such members shall have all the rights and privileges granted by AWWMA except the right to vote and hold office. In addition, such members shall be entitled to receive publications of AWWMA, as authorized by the Executive Board. AWWMA shall bill this class of membership for annual dues in November of each year. Dues shall cover the calendar year from January 1 to December 31. If dues remain unpaid 15 days after the beginning of the year, the Member may be removed from the roll of AWWMA, and notice of default shall be provided by the AWWMA Secretary or designated representative.

Section 3

Members may become affiliated with a Division(s) of AWWMA upon payment of dues to AWWA and/or WEF as stated in the Bylaws.

ARTICLE 6 – ORGANIZATION

Section 1

The Executive Board officers of AWWMA shall consist of the President/Chair, President/Chair‑Elect, three Regional Vice‑Presidents, three Regional Secretary‑Treasurers, the Secretary, the Treasurer, and the immediate Past‑President/Chair of AWWMA, the WEF Director, and the AWWA Director.

Section 2.

The President/Chair, the President/Chair-Elect, and the immediate Past-President/Chair of AWWMA shall comprise the Executive Committee of the Executive Board.

Section 3

The Executive Board shall conduct the affairs of AWWMA subject to the law, the Articles of Incorporation, and specific conditions of this Constitution and Bylaws. Between meetings of the Executive Board, the Executive Committee is responsible for conducting the affairs of AWWMA.

Section 4

Elections and appointments of officers of AWWMA shall be prescribed in the Bylaws of AWWMA. The terms of office shall be described in such documents for each officer. Each officer shall have been a member of and actively engaged in the affairs of AWWMA for a period of three years preceding election or appointment. Each officer will be an active member, in good standing, of AWWA, WEF and any other existing AWWMA affiliation.

Section 5

The President/Chair and President/Chair-Elect shall be ineligible for re-election to the same office for consecutive terms. The Secretary, Treasurer, the Regional Vice-Presidents and the Regional Secretary/Treasurers may be eligible for re‑election without limitation.

Section 6

A quorum of the Executive Board or Executive Committee for the conduct of AWWMA affairs shall consist of a majority of its members. Any member of either the Executive Board or the Executive Committee may designate, in writing, a proxy to act for him or her if he or she is unable to attend a meeting. Such proxy or proxies shall be counted in determining a quorum.

Section 7

The duties of the officers shall be as specified in the Bylaws as well as other duties required to attain and promote the objectives of AWWMA.

Section 8

An Executive Director/Business Manager shall be employed by AWWMA. This is a part-time, professional position whose duties shall be assigned by the Executive Board. The Executive Director/Business Manager shall serve at the pleasure of the Executive Board, and shall report to the President/Chair. The Executive Director/Business Manager will be an active member, in good standing, of all AWWMA affiliated organizations. The Executive Director/Business Manager will be ineligible to hold any office of AWWMA while holding the position of Executive Director/Business Manager for AWWMA.

Section 9

The Executive Board is empowered to maintain an affiliation with WEF. The Executive Board is empowered to maintain an affiliation with AWWA. The Executive Board is empowered at its own discretion, to undertake affiliation with another national organization or other organizations whose objectives correspond with those of AWWMA when and if the policy of such national organization(s) will permit.

Section 10

The Executive Board is empowered to remove any officer or committee member for cause or to declare an office vacant in the event such officer becomes permanently incapacitated or otherwise unable to serve. In the event of an official vacancy in any elected or appointed office of AWWMA, the Executive Board may elect and appoint a member in good standing to fill the vacancy for the un‑expired term of office.

Section 11

AWWMA shall be organized into three regions, the purpose of which is to facilitate action within AWWMA. These Regions shall be designated the Northern Region, the Southcentral Region, and the Southeast Region. The regions will correspond geographically to the northern, southcentral and southeast regions of the State of Alaska.

The members of each region are members of AWWMA. Each member may choose at their own discretion the region of which they will be a member.

Each region shall operate in harmony with the Constitution and Bylaws of AWWMA. A Regional Vice-President and Regional Secretary/Treasurer shall govern each region. Regional officers shall be empowered to conduct operations to meet AWWMA objectives, as defined in Article 3, upon approval of the Executive Board of each region’s annual budget outlining a plan of operation.

ARTICLE 7 ‑ADOPTION OF CONSTITUTION

Except as specifically mentioned herein, this Constitution shall take effect immediately upon its adoption by the membership of AWWMA.

ARTICLE 8 – AMENDMENTS TO THE CONSTITUTION

Amendments to this Constitution may be presented to AWWMA after a two‑thirds affirmative vote by a quorum of the Executive Board. The adoption of any amendment to the constitution shall require the affirmative vote of two‑thirds of the eligible voting members present at the Annual Meeting of AWWMA or of two‑thirds of the eligible voting members who return mail ballots in accordance with conditions set up by the Executive Board.

BYLAWS

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ARTICLE 1 – NAME

ARTICLE 2 – PURPOSE / OBJECTIVES

Section 2.1

AWWMA is dedicated to education, dissemination of technical and scientific information, increased public understanding, and promotion of sound public laws and programs in the water resources and related environmental fields.

Section 2.2

Unless otherwise amended as prescribed in the AWWMA Constitution, the organizations that AWWMA represents are as follows:

a. The American Water Works Association (AWWA), as the Alaska Section; the objectives of which are to promote public health, safety, and welfare through the improvement of the quality and quantity of water delivered to the public and the development and furtherance of understanding of the problems relating thereto. It is the intent that the Bylaws of AWWMA shall be in harmony with the AWWA Bylaws, Articles, and Governing Documents.

b. The Water Environment Federation (WEF), as the Alaskan Member Association; the objectives of which are to promote and advance the water quality profession, and benefit society through protection and enhancement of the global water environment through education, improved public understanding and sound public policy. It is the intent that the Bylaws of AWWMA shall be in harmony with the WEF Bylaws, Articles, and Governing Documents.

ARTICLE 3 – HEADQUARTERS

Section 3.1

The headquarters of AWWMA shall be the office of the Executive Director/Business Manager, unless otherwise designated by the AWWMA Executive Board.

ARTICLE 4 – MEMBERSHIP

Section 4.1

AWWMA membership shall be those members of AWWA and/or WEF residing within or having principal business activity in the geographical boundaries of AWWMA and those members of AWWA and/or WEF assigned to AWWMA by the Executive Directors of AWWA and/or WEF. Membership shall also include those individuals interested in serving in the fields of endeavor covered by the objectives of the AWWMA Constitution who make application to AWWMA as prescribed in these Bylaws, and who are subsequently certified as a member in good standing.

Section 4.2

AWWMA shall have two categories of members: Active Members and Member Association Members, as defined below:

4.2.1 An Active Member is an individual interested in serving in the fields of endeavor covered by the Objectives of the AWWMA Constitution, who makes application to AWWMA as prescribed in these Bylaws, and who is subsequently certified as a member in good standing.

4.2.2 A Member Association Member is a member of an AWWMA affiliated National or International Association, Federation or other organization whose purpose is consistent with the objectives of AWWMA (see Article 2, Affiliations, AWWMA Constitution), and who has so designated to such organizations their intent to be a member of the Alaska Chapter, Division, Section or Member Association of the National, International Association or Organization.

Section 4.3

Any person or organization desiring to become an Active Member shall make application on a form provided by AWWMA. Such application, accompanied by cash, check or money order in the amount of current dues (see Article 5 of Bylaws) shall be forwarded to the Membership Chair.

Section 4.4

An applicant for membership as a Member Association member to AWWMA shall make application to AWWA, WEF and/or other AWWMA affiliated organization, as specified in Section 4.2.2. on forms provided for that purpose by those organizations.

Section 4.5

An Active member who is in arrears with dues for three months shall cease to be in good standing and shall be suspended with all rights and privileges being withheld until dues are fully paid. The Executive Board shall remove from the rolls any Active member in arrears for six months.

Section 4.6

Occasions where a vote of the membership is required include: the election of AWWMA officers and/or other members of the Executive Board as described herein; approval of a proposed amendment of these bylaws; approval of an AWWA section dues assessment, which requires a vote of only AWWA section members; or in any other event for which the Executive Board requires a vote of the membership.

Section 4.7

Member Association members in good standing, except those classified as multi-section members by either AWWA or WEF, who have designated that they intend to be a member of the Alaska Chapter, Division, Section or Member Association represented by AWWMA will be entitled to vote and hold office in AWWMA. Eligibility to hold office in AWWMA shall be determined on the basis of the eligibility requirements prescribed in the Bylaws of AWWMA. It is the intent of these Bylaws that eligibility to hold office in AWWMA will be extended to only those members who are members in all AWWMA affiliated organizations (as defined in Article 2, Affiliations, AWWMA Constitution).

Section 4.8

A Student Member of a Federation or Organization, which AWWMA represents in Alaska as it's State Chapter, Division, Section or Member Association, is entitled to all the rights and privileges of a Member Association Member including the privilege to hold office.

Section 4.9

Any Active member may be expelled from AWWMA for good and sufficient reason by a two-thirds vote of the Executive Board.

ARTICLE 5 – DUES & FEES

Section 5.1

Active member dues shall be determined by the Executive Board as required to insure adequate funds are available for the proper administration and operations of AWWMA. Annual dues increases will be approved by a vote of the membership at its Annual Meeting.

Member Association member dues are determined by the National or International Association, Federation or Organization, which AWWMA represents in the State of Alaska.

Section 5.2

AWWMA may, in accordance with the procedures and established guidelines of AWWA and WEF, apply for permission to levy a special dues assessment. The special assessment would be levied annually at the time of membership renewal, and the revenue collected would be used to increase the funds available for AWWMA purposes consistent with AWWMA objectives and policies.

Section 5.3

AWWMA reserves the right to collect fees for AWWMA activities and events, as appropriate (e.g., registration fees for annual meetings or for teleconferences and other educational programs). Such fees will be established in accordance with these Bylaws, and the policies and procedures of AWWMA.

Section 5.4

Financial Controls: All AWWMA finances shall be managed in accord with these Bylaws, the policies and procedures of AWWMA, and all applicable state and federal financial rules and regulations applicable to AWWMA operations. Funds derived directly from AWWA member dues or other events/programs sponsored solely by the Water Division of AWWMA will be deposited in a segregated account. AWWMA shall conduct, on an annual basis, an independent audit of its finances. A qualified financial advisor who is neither an employee of AWWMA or member of the AWWMA Executive Board shall conduct the audit.

ARTICLE 6 – GOVERNANCE

Section 6.1– Authority and Purpose of the Executive Board

AWWMA shall be an autonomous entity and shall be entitled to govern its operation so as to not be inconsistent with the Articles of Incorporation, Bylaws, and Governing Documents of the AWWMA, AWWA and WEF. The Executive Board assumes the primary responsibility for operating AWWMA in this manner, so it is appropriate to recognize such responsibility.

Section 6.2 – Designation of Officers (Structure of Executive Board)

The officers of AWWMA shall be:

Section 6.3 – Duties and Functions of Officers

6.3.1 The President/Chair shall supervise the general affairs of AWWMA, preside at all conferences and meetings of AWWMA and the Executive Board and will be a member of the Nominating committee and an ex-officio member of all committees. The President/Chair will appoint the members of all committees where membership is not defined in the Bylaws. The President/Chair will perform other duties as assigned by the Executive Board.

6.3.2 The President/Chair-Elect will assist the President/Chair in the performance of his or her prescribed duties. S/He will preside at conferences and meetings of AWWMA and meetings of the Executive Board in the absence of the President/Chair and will be an ex-officio member of all committees except the Nominating Committee. The President/Chair-Elect will perform other duties as may be assigned by the Executive Board.

6.3.3 The Regional Vice-Presidents/Chairs shall supervise the general affairs of their respective regions, will preside at all meetings of the members of their respective regions, and will be members of the Awards and Nominating Committees. The Regional Vice-Presidents/Chairs shall assist the President/Chair and the President/Chair-Elect in the performance of the duties and shall act in any other officer positions when required or requested to do so.

6.3.4 The Regional Secretary/Treasurers shall operate under the general direction of their respective Regional Vice-President/Chair. Each of the Regional Secretary/Treasurers shall prepare the agenda for, and attend all meetings of the Region, and shall record and distribute the proceedings of such meetings to the Board. The Regional Secretary/Treasurer shall prepare the annual budget for their respective region and submit for Executive Board approval. Each Regional Secretary-Treasurer shall manage an operating fund for their region, distributed by the Executive Board, and shall provide an annual accounting of the funds, to the Secretary/Treasurer. The Regional Secretary/Treasurers shall perform other duties as may be assigned by the Regional Vice-Presidents and approved by the Executive Board.

6.3.5 The Secretary shall serve as the Executive Officer of AWWMA, and operate under the general direction of the President/Chair and the Executive Board. The Secretary shall prepare the agenda for, and attend all meetings of the Executive Board and record and distribute the proceedings of such meetings to the Executive Board. The Secretary shall maintain legal records of AWWMA.

6.3.6 The Treasurer shall attend all meetings of the Executive Board. The Treasurer shall see that all monies due AWWMA are collected carefully and without loss, and are transferred to the proper accounts; see that all expenditures are properly entered in the records of AWWMA, and that the bills and vouchers for their payment are proper and in order; and sign or see to the signing of checks or drafts against funds of AWWMA, all according to procedures established by the Executive Board. The Treasurer shall prepare and forward to all members of the Executive Board financial summaries of accrued income and expenses in advance of the annual meeting and mid‑year meeting, and shall represent AWWMA in all financial audits.

6.3.7 The Past-President/Chair shall assist the President/Chair, the President/ Chair‑Elect and the Regional Vice‑Chairs in the performance of their duties and shall act in any of the other officer positions when required to do so. In the absence of a Past‑Chair, an eligible Member shall be elected to take part in all of the actions of the Executive Board and s/he shall have equal voting power with that of every other member of the Executive Board.

6.3.8 The AWWA Director shall be a member of the AWWMA Executive Board (and of the AWWA Board of Directors) in accordance with the provisions of the Governing Documents and Bylaws of AWWA. S/he shall represent each one of those bodies in the deliberations of the other and shall act to coordinate and unify their actions.

6.3.9 The WEF Director shall be a member of the AWWMA Executive Board (and of the WEF Board of Directors) in accordance with the provisions of the Governing Documents and Bylaws of WEF. S/he shall represent each one of those bodies in the deliberations of the other and shall act to coordinate and unify their actions.

Section 6.4 – Terms of Office, Succession and Election of Officers

6.4.1 Term of office for the President/Chair shall be for one year, commencing with the conclusion of the AWWMA Annual Conference following the date of his/her election or until their successors are duly qualified and elected.

6.4.2 Term of office for the President/Chair-Elect shall be for one year, commencing with the conclusion of the AWWMA Annual Conference following the date of his/her election or until their successors are duly qualified and elected.

6.4.3 Term of office for the Secretary shall be three (3) years, commencing with the conclusion of the AWWMA Annual Conference following election to office, or until their successors are duly qualified and elected.

6.4.4 Term of office for the Treasurer shall be three (3) years, commencing with the conclusion of the AWWMA Annual Conference following election to office, or until their successors are duly qualified and elected.

6.4.5 Term of office for the Regional Vice-Presidents/Chairs shall be three (3) years, commencing with the conclusion of the AWWMA Annual Conference following election to office, or until their successors are duly qualified and elected.

6.4.6 Term of office for the Regional Secretary‑Treasurers shall be three (3) years, commencing with the conclusion of the AWWMA Annual Conference following election to office, or until their successors are duly qualified and elected.

6.4.7 Term of the AWWA and WEF Directors shall be three (3) years as provided for in the Governing Documents and Bylaws of AWWA and WEF.

Section 6.5 – Eligibility to Serve on AWWMA Executive Board

6.5.1 Member Association members in good standing, except those classified as multi-section members by either AWWA or WEF, who have designated that they intend to be a member of the Alaska Chapter, Division, Section or Member Association represented by AWWMA will be entitled to hold office in AWWMA. Eligibility to hold office in AWWMA shall be determined on the basis of the eligibility requirements prescribed in the Bylaws of AWWMA. It is the intent of these Bylaws that eligibility to hold office in AWWMA will be extended to only those members who are members in all AWWMA affiliated organizations (as defined in Article 2, Affiliations, AWWMA Constitution). Active members of AWWMA are not eligible to hold elective office.

6.5.2 With the exception of the offices of Secretary and Treasurer (if applicable), an officer may not hold more than one office.

6.5.3 The President/Chair and President/Chair-Elect shall not be eligible to succeed themselves in consecutive terms. This prohibition shall not apply to a person acting as President/Chair in the absence of the President/Chair. However, should any of the officers serving as President/Chair, President/Chair-Elect, or Regional Vice‑President have been elected to fill a vacancy, and will have served in their‑present office less than six months, such officer shall be eligible to the same office for one full term.

6.5.4 The three, sitting, Regional Vice‑Presidents/Chairs shall automatically become nominees for the office of President/Chair-Elect, one of which shall be elected to the office of President/Chair-Elect on or before the AWWMA Annual Conference according to the Bylaws. In the event that a sitting Regional Vice‑President/Chair cannot be a nominee for President/Chair-Elect, the Nominating Committee may select any other Past Regional Vice‑President/Chair from that region to be nominee in his or her place.

6.5.5 The President/Chair-Elect shall succeed the President/Chair, who shall upon completion of his or her term become the Past‑President/Chair.

Section 6.6 – Nominations and Election of Officers

6.6.1 Nominations – There shall be a minimum of two (2) nominees, if possible, for each elected vacancy, presented to the general membership for their consideration.

6.6.2 Nomination Procedures –

For all elected positions other than Director, a Nominating Committee should be appointed at least sixty (60) days prior to the mid‑year AWWMA Executive Board meeting, a Nominating Committee of five (5) members of AWWMA in good standing, each of whom shall have at one time served but is not then serving on the Executive Board, shall be appointed by the President/Chair and approved by the Executive Board.

This Nominating Committee shall report to the Executive Board at the mid-year Board meeting, and place in nomination eligible candidate(s) for each office to be filled, except the Secretary and Treasurer, who may be appointed by the Board.

Any Member Association member in good standing wishing to be considered as a “candidate by petition" to fill any elected position vacancy may do so by presenting to the AWWMA Executive Board, a signed petition containing AWWMA Member Association member signatures amounting to five percent (5%) of those votes cast in the last regular election.

To be so considered, any eligible Member Association member shall, at least ten (10) days before the mid‑year Executive Board meeting, present a written request for nomination accompanied by the signed petition. The Nominating Committee can submit this name along with other names they have selected. In the case of the minimum of two (2) nominees for a position, they may use this name as one of the nominees or nominate in addition to the names presented, their own nominees.

The Secretary will, after Executive Board approval, gather appropriate information and prepare the ballots.

The winter newsletter will then have a campaign statement from each candidate and candidate by petition along with the individual's photograph.

The office of President/Chair will be automatically filled by the President/Chair-Elect. If the President/Chair-Elect should be unable to assume the office of President/Chair, the Nominating Committee shall nominate a candidate for President/Chair. The Immediate Past‑President/Chair shall be the latest available Past‑President/Chair of AWWMA.

6.6.3 Ballot Procedures –

Upon approval by the Executive Board of the nominees proposed by the Nominating Committee, the Secretary, following the mid‑year Executive Board meeting, shall prepare and mail to each AWWMA Member Association member, in good standing, a ballot bearing the names of the nominees.

These ballots shall be mailed as soon as possible after the mid‑year Executive Board meeting.

Included in the ballot shall be any necessary instructions for voting, and two (2) envelopes for the return of the ballot. The smaller envelope, in which the ballot shall be enclosed, shall be blank except for the word "BALLOT,” and shall be sealed by the voter. The other envelope, in which the smaller shall be enclosed, shall be self‑addressed for return to the Secretary and shall be signed on the outside by the voter.

The polls shall be closed thirty (30) days after the mailing of the ballots, and any ballot must be postmarked before that date in order to be counted.

There shall be included with the ballots, when mailed to the members, a statement as to the date, place and hour when ballots will be opened and the vote counted. This date and hour shall be fixed by the Secretary for a suitable time so that the results of the tally may be announced to the membership during the Annual Conference.

At the place and time designated, a committee of two (2) members appointed by the President/Chair, will convene and open and count the valid ballots cast by the members entitled to vote.

The person receiving the highest number of votes for the office for which they were nominated shall be declared elected, and the committee shall so certify in writing to the Executive Board. In the event of a tie vote, the President/Chair shall cast a dividing vote.

6.6.4 Vacancy of Office –

Should a vacancy occur in the office of a Director, a successor to serve for the remainder of the term shall be appointed by the AWWMA Executive Board. The AWWMA President/Chair shall notify the Executive Director/Business Manager of AWWMA of such appointment, and shall notify the Executive Directors of AWWA, WEF and any other AWWMA affiliated organization of such selection.

Should any officer of AWWMA be unable to complete the term of office for which s/he has been elected, the Executive Board shall appoint a qualified member of AWWMA to complete such unexpired term.

ARTICLE 7 – EXECUTIVE BOARD

Section 7.1 – Meetings of the Executive Board

Meetings of the Executive Board shall be called by the President/Chair on his/her own initiative or at the request of any three members of the Executive Board. There shall be at least one meeting of the Executive Board during the Annual Conference of AWWMA, and a second meeting approximately mid‑year between consecutive Annual Conferences.

Section 7.2 – Quorum

A quorum consists of a majority of the current Executive Board members and shall be required for a duly constituted meeting of the Executive Board.

Section 7.3 – Duties and Powers of the Executive Board

The Executive Board shall have general supervision over all of the affairs of AWWMA and shall be its legal representative in all matters except as this duty may be specifically delegated. The President/Chair of the AWWMA shall be the presiding officer of the Executive Board. The Officers shall prepare as needed, and enforce, in the conduct of the business of AWWMA, regulations not in conflict with these Bylaws, and shall amend such regulations as may be required.

ARTICLE 8 – COMMITTEES

Section 8.1

In addition to the Nominating Committee provided for in Section 6.6 of the Bylaws, the

President/Chair is empowered to appoint such additional committees as may be required to advance the best interests of AWWMA and to enable it to fulfill its objectives, with the approval of the Executive Board. Committees shall convene in accordance with AWWMA policies and procedures.

ARTICLE 9 – PUBLICATIONS

Section 9.1

All publications of AWWMA shall be issued under the direction of the Executive Board.

ARTICLE 10 – MEETINGS

Section 10.1

An Annual Conference of AWWMA shall be held at the time and place selected by the Executive Board. Each person attending the Annual Conference shall pay a registration fee of such amount as may be approved by the Executive Board.

For the purpose of achieving the objectives of AWWA and AWWMA, AWWMA is expected to hold, as a minimum, technical papers, presentations and discussions of water supply industry issues, at this Annual Conference.

Section_10.2

An Annual Meeting of AWWMA shall be held during the Annual Conference and shall be a business meeting with membership, to report results of elections of Officers and conduct other AWWMA business as may be necessary.

Section_10.3

During the Annual Conference, there shall be at least one meeting of the Executive Board as described in Section 7.1 of these Bylaws.

Special meetings of AWWMA may be held at such other times and places as requested by the Executive Board or upon the petition of 20% of the eligible voting members.

Section_10.4

Notices of all conferences and meetings of AWWMA other than Regional meetings shall be sent out to all members by the Secretary, or duly authorized representative of the Secretary, at least 30 days in advance of any conference or meeting.