Proposed By-Law Amendments for 2021

Amy Thompson
York Community High School
Credentials Committee Chair
IACAC Past President

The 2020-2021 Credentials Committee presents the following updates to our by-laws. These updates continue to address the changes within our association as we move forward. As in years previous, the Credentials Committee also makes sure that Illinois Association for College Admission Counseling (IACAC) adheres to guiding principles of the National Association for College Admission Counseling (NACAC). The proposed by-law changes that will be voted on during a one week period after the Annual Membership Meeting on Wednesday, April 14, 2021. The meeting will begin at 2:00 pm and registration is required. The meeting will conclude as part of the Annual Conference Closing Session on April 22, 2021 at 2:00 pm. While Conference registration is not required to attend, a separate registration is required to help us establish quorum.

I would like to thank the members of the Credentials Committee who have given their time and expertise in working with the following updates and changes to provide for the by-laws that will continue to allow future leadership and members to adapt to the changes and growth within the association.

Committee Members: Megan O’Rourke, Linda Haffner, Emma Adebayo, Mike Dessimoz, Julie Nelson, Michelle Rogers, Ellen Rostker, Jen Sloan, and Shawn Wochner.

Proposed By-law Changes

Block #1: Language which cites the CEPP

• Amend the IACAC Purpose Statement

Current Language:
The purposes for which the corporation is organized are: exclusively educational and are to promote high professional standards in guidance and to maintain maximum communication pertaining to postsecondary admissions at primary and secondary and postsecondary levels in order to serve the interests of students, parents and primary, secondary and postsecondary institutions and promote adherence to the Code of Ethics and Professional Practices (CEPP) of the National Association for College Admission Counseling.

New Language (all changes underlined or crossed out):
The purposes for which this corporation is organized are: exclusively educational: and are to promote the highest professional standards in guidance and to maintain maximum communication of best practices pertaining to postsecondary admissions at primary, and secondary, and postsecondary levels in order empowering members to serve the interests of students, parents and primary, secondary, and postsecondary institutions. These best practices are maintained and promoted through the Guide to Ethical Practice in College Admission (GEPCA) of the National Association for College Admission Counseling.

• Amend Article X. Code of Ethics

Current Language:
IACAC subscribes to the Code of Ethics and Professional Practices (CEPP) of NACAC.

New Language:
IACAC subscribes to the Guide to Ethical Practice in College Admission (GEPCA) of NACAC.

Rationale: Our by-laws need to match the name of the new NACAC document. Because enforcement is expressly not permitted due to the Department of Justice agreement, the wording must be changed.

Block #2: Language regarding meetings.

• Amend Article I. Section 5. Meetings. Add: This meeting may be held in-person or in a virtual environment.

Current Language:
There shall be an annual meeting of the membership of IACAC held in the spring each year at which Officers, Directors and Delegates to the NACAC Assembly shall be elected. The President is empowered to call other general membership meetings, which must be announced in writing to each voting member at least two weeks prior to the date of the meeting. The annual meeting in any event shall be held before June 1 of each year. Except as otherwise provided in Section 4 of Article IV of these By-Laws, each member shall have one vote on each matter presented to the Membership for its consideration.

New Language: 
There shall be an annual meeting of the membership of IACAC held in the spring each year at which Officers, Directors and Delegates to the NACAC Assembly shall be elected. This meeting may be held in-person or in a virtual environment. The President is empowered to call other general membership meetings, which must be announced in writing to each voting member at least two weeks prior to the date of the meeting. The annual meeting in any event shall be held before June 1 of each year. Except as otherwise provided in Section 4 of Article IV of these By-Laws, each member shall have one vote on each matter presented to the Membership for its consideration.

• Amend Article II. Section 6. Meetings Add: This meeting may be held in-person or in a virtual environment.

Current Language:
The Executive Board shall hold a minimum of four meetings per year. The President is empowered to call additional Executive Board meetings and shall call such a meeting at the request of any other four members of the Executive Board. Each member of the Executive Board shall have one vote on each matter presented for its consideration. Each member of the Executive Board shall receive at least one week’s prior written notice of all Executive Board Meetings, which notice shall list the matters to be considered at such meeting.

New Language: 
The Executive Board shall hold a minimum of four meetings per year. This meeting may be held in-person or in a virtual environment. The President is empowered to call additional Executive Board meetings and shall call such a meeting at the request of any other four members of the Executive Board. Each member of the Executive Board shall have one vote on each matter presented for its consideration. Each member of the Executive Board shall receive at least one week’s prior written notice of all Executive Board Meetings, which notice shall list the matters to be considered at such meeting.

Rationale: Our current by-laws do not explicitly forbid or allow virtual meetings of membership or the executive board. This will correct that to ensure it is clear that virtual meetings are acceptable. 

Block #3: Language that defines roles.

• Amend Article III. Section 1. Duties of Cabinet Officers Remove last sentence.

Current Language:
Secretary.
The Secretary shall record the minutes of the annual membership meeting, all other general membership meetings, the Executive Board meetings and the Finance Committee meetings. The Secretary shall be responsible for correspondence as referred by the President. The Secretary will serve as a member of the Media Team.

New Language: 
Secretary.
The Secretary shall record the minutes of the annual membership meeting, all other general membership meetings, the Executive Board meetings and the Finance Committee meetings. The Secretary shall be responsible for correspondence as referred by the President. The Secretary will serve as a member of the Media Team.

• Remove Article V. Section 1. Council Teams, Letter D.

Current Language:
D. The Admission Practices Committee shall review annually the Code of Ethics and Professional Practices (CEPP) of NACAC, the NACAC Monitoring Procedures for the Code of Ethics and Professional Practices (CEPP), IACAC Monitoring Procedures, and the IACAC Statement of Practices and Courtesies, and shall formulate and recommend changes to the IACAC Executive Board which shall determine whether to submit such recommendations to the NACAC Executive Board. This committee shall also be responsible for dealing with alleged infractions as defined by NACAC guidelines.

New Language:
D. The Admission Practices Committee shall review annually the Code of Ethics and Professional Practices (CEPP) of NACAC, the NACAC Monitoring Procedures for the Code of Ethics and Professional Practices (CEPP), IACAC Monitoring Procedures, and the IACAC Statement of Practices and Courtesies, and shall formulate and recommend changes to the IACAC Executive Board which shall determine whether to submit such recommendations to the NACAC Executive Board. This committee shall also be responsible for dealing with alleged infractions as defined by NACAC guidelines.

Rationale: Committee work is not typically detailed in the by-laws. Likewise, beyond the explicit role of the Secretary in maintaining records, any additional tasks do not belong in the by-laws. This information is better placed in the Leadership Manual.

Block #4: Language regarding Financial Policies

• Amend Article VI. Section 3. Investments and Indebtedness.

Current Language:
Monies in excess of the current year’s expenses may be invested by the Treasurer in the name of IACAC with the advice and consent of the Executive Board. Any expenditure not provided for within the budget shall be approved by the Executive Board.

New Language:
Monies in excess of the current year’s expenses may be invested by the Treasurer in the name of IACAC with the advice and consent of the Executive Board utilized as outlined in the IACAC Fiscal Policy. Any expenditure not provided for within the budget shall be approved by the Executive Board.

Rationale: The Fiscal Policy is approved by the Finance Committee and the Executive Board. The details regarding surplus funding are contained in the Fiscal Policy.

A full video explanation of these proposed changes can be found in the members only section of the IACAC website. Please feel free to email me at past-president@iacac.org with your questions before the April 14th meeting.