SCHOOL NUTRITION ASSOCIATION OF ARIZONA BYLAWS
Article I - Name
Article II - Purpose
- To improve and maintain the health of school children through nutritionally adequate, non-profit school foodservice programs
- To encourage and promote united efforts between school food service personnel and the general public to ensure every school child has access to healthy meals and nutrition education.
- To develop high-quality continuing education programs for school foodservice personnel by providing appropriate educational programs.
- To support the mission and values of the SNA.
ARTICLE III – OPERATING CALENDAR AND FISCAL YEARS
- The Association operates for a year, beginning on August 1 and ending on July 31 of the following year.
- The fiscal year of the Association shall begin on January 1 of each year and end on December 31 of the same year.
ARTICLE IV – PARLIAMENTARY AUTHORITY
Subject to the final ruling of the Association President, the Articles of Incorporation and these Bylaws, meetings shall be governed by the latest edition of Robert’s Rules of Order.
ARTICLE V – MEMBERSHIP
Section A. Categories of Membership
Members of the Association must also be members of the SNA. There are three categories of membership: Individual Membership, School District Membership (SDM), and Industry Membership. Applicants should apply for membership through the SNA website. The Association will abide by SNA membership, eligibility, and voting guidelines.
- Annual dues consist of the following:
a. National dues as set by the SNA.
b. Association dues for all categories of membership shall be established by the Executive Board.
c. Association dues shall be collected at the same time and in the same manner as dues paid to SNA.
ARTICLE VI – STATE CONFERENCES AND MEETINGS
Section A. State Conferences and Workshops
- The Association may plan and hold the following state conferences and workshops:
a. Annual State Conference (ASC) – the purpose is to provide all Association members an opportunity to evaluate new products and equipment, to share knowledge and receive new insights and concepts for food and nutrition programs in the State.
b. Professional Growth Conference (PG) – the purpose is to provide all Association members with an opportunity to share knowledge and receive new insights and concepts for food and nutrition programs in the State.
c. School Nutrition Industry Conference (SNIC) – the purpose is to bring industry partners and school nutrition operators together in Arizona and provide the opportunity to learn about new products and equipment, share knowledge and receive new insights and concepts from industry experts.
d. Workshops – the Executive Committee may plan workshops as determined by need.
e. State conferences and workshops shall be planned to align with the Association and SNA’s strategic plan.
Section B. State Meetings
- The Association shall plan and hold the following state meetings any of which may be held in person or virtually at the direction of the Executive Committee.
a. Delegate Assembly
i. Shall meet when amendments to the Bylaws and/or Articles of Incorporation are proposed and be called by the Chair of the Delegate Assembly.
ii. The date and place shall be set by the Executive Committee.
b. Executive Board Meetings
i. Shall meet at least two times annually.
ii. Shall be called by the President or upon request of one-half (1/2) of the voting members of the Executive Board.
c. Executive Committee Meetings
i. Shall meet regularly at the call of the President.
d. Committee Meetings
i. Standing Committees and Ad Hoc Committees shall meet at the call of the Committee Chair.
ARTICLE VII – EXECUTIVE BOARD AND DELEGATE ASSEMBLY
Section A. Management
- The affairs of the Association shall be managed and conducted by the Executive Board and, as appropriate, may be delegated to an Executive Director. The Executive Board and Delegate Assembly shall not receive salaries for their services.
Section B. Executive Committee
- The Executive Committee shall consist of:
a. President
b. President-Elect
c. Vice President
d. Secretary
e. Treasurer
f. Immediate Past President (serving in a non-voting advisory capacity) - The Executive Committee shall have the following responsibilities:
a. Act in emergencies when it is not feasible to assemble the Executive Board, or when a quorum of the Executive Board is unable to be established to address a time-sensitive matter.
b. Establish Ad Hoc Committees that may further develop the purpose of the Association.
Approve Chairs of all Standing Committees and Sections for the forthcoming year.
Establish a panel for the interview of the Executive Director and submit any recommendations to the Executive Board for approval.
Evaluate and review the annual contract of the Executive Director and submit any recommendations to the Executive Board for approval.
Set goals and objectives for the Association for the forthcoming year and communicate them to the Executive Board.
Section C. Executive Board
- The Executive Board shall consist of:
a. Executive Committee
b. Affiliate Chapter Presidents
c. Section and Committee Chairs
i. Bylaws Chair
ii. Directors and Supervisors Chair
iii. Employees and Managers Chair
iv. Industry Chair
v. Professional Development and Certification Chair
vi. Public Policy and Legislation Chair
vii. State Agency Representative - The Executive Board shall have the following responsibilities:
a. Determine administrative policies, general policies and may propose amendments to the Bylaws.
b. Transact all business referred to by the Delegate Assembly and act in emergencies. No actions by the Executive Board shall conflict with the Delegate Assembly, Bylaws and/or Certificate of Incorporation.
c. Assist in implementing annual goals and objectives for the Association as developed by the Executive Committee.
d. Approve all Association budgets and fees for any given year.
e. Review and approve established financial control processes developed by the Executive Committee to ensure the financial integrity of the Association.
f. Review and approve the investment of monies by the Executive Committee on behalf of the Association.
g. Develop an additional program of work or project, including any Ad Hoc Committees, that may further develop the purpose of the Association.
h. Approve the establishment of any new Standing Committee.
i. Retain and annually evaluate the services of an Executive Director and assign duties and responsibilities.
j. Actively support, by attending and encouraging attendance of others, all Association sponsored meetings and workshops.
Section D. Delegate Assembly
- The Delegate Assembly shall consist of:
a. Executive Board
b. Past State Presidents who have maintained membership in the Association. - The Delegate Assembly shall have the following responsibilities:
a. Present Bylaw amendments
i. Defined as changes to the language in the Association Bylaws and/or Articles of Incorporation.
b. Bring forth proposed matters and present appropriate recommendations that may further develop the purpose of the Association. - Proposed Amendments to the Bylaws and/or Articles of Incorporation
i. Proposed amendments to the Bylaws and/or Articles of Incorporation may be submitted in any of the following ways:
1.1 Upon written petition of one percent (1%) of the membership.
1.2 By an official request of an Affiliate Chapter.
1.3 By individuals or groups provided the amendment is approved by the Executive Committee.
ii. Proposed amendments to the Bylaws and/or Articles of Incorporation must be submitted to the Bylaws Chair. Should the Executive Committee determine, the proposal will be moved forward, a Delegate Assembly shall be scheduled. - Procedures
a. Prior to the Delegate Assembly:
i. The Delegate Assembly Chair shall inform the Delegate Assembly of the scheduled meeting.
ii. The Delegate Assembly Chair shall provide an agenda to the Delegate Assembly at least two (2) weeks prior to the scheduled meeting.
b. During the Delegate Assembly:
i. One-third (1/3) of the voting delegates shall constitute a quorum.
ii. Only filled positions should be considered when determining a quorum. - Voting
a. Each delegate is entitled to one (1) vote, regardless of whether they are a member of the Delegate Assembly in more than one capacity.
b. The Executive Director shall be a non-voting member.
c. Prior to the Delegate Assembly:
i. If sending a proxy, the alternate delegate must be an active member as defined in Membership Categories.
ii. Present a signed delegate credential or proxy confirmation card to the Secretary prior to the start of the meeting.
d. During the Delegate Assembly:
i. An official roll call shall be taken by the Secretary to verify the presence of voting delegates.
ii. Bylaws may be amended, added to, rescinded or repealed by two-thirds (2/3) majority vote.
iii. Any amendments adopted shall become effective at the close of the Delegate Assembly.
ARTICLE VIII – ELECTED OFFICERS
Section A. Appointment Terms – all elected officers shall hold office from August 1 to July 31.
Section B. Eligibility
- All Candidates shall:
a. Be an active member in the Individual or SDM membership categories.
b. May not be in the following membership categories; Educator, Student, Other, Retired, Affiliate-Employee, Affiliate-Retired, or Industry.
c. Must have served in a volunteer capacity in the Association, including other Affiliate States or the SNA.
d. Must be a Certified or SNS Credentialed member of the SNA.
Section C. President
a. Serve for one (1) year.
b. Serve as the Chief Executive Officer of the Association.
c. Serve as the Chair of the Executive Board and Executive Committee.
d. Serve as the official representative between the Association, the Affiliate Chapters and the SNA.
e. Represent the Association in the SNA’s National Delegate Assembly.
f. Become the Immediate Past President of the Association upon completion of the term of office.
Section D. President-Elect shall:
a. Serve for one (1) year.
b. Serve as member of the Executive Board and the Executive Committee.
c. Appoint Committee Chairs for the following year, subject to the approval of the majority of the Executive Committee.
d. Perform the functions of the President in his/her absence and shall continue to learn the duties devolving upon the President.
e. Represent the Association in the SNA’s National Delegate Assembly.
f. Serve as the Association’s Delegate Assembly Chair.
g. Become the President of the Association upon completion of the term of office.
Section E. Vice President
a. Serve for one (1) year.
b. Serve as a member of the Executive Board and the Executive Committee.
c. Become acquainted with the duties of the President and President-Elect, and other members of the Executive Board and Executive Committee.
d. Perform functions of the President-Elect in his/her absence.
e. Become the President-Elect of the Association upon completion of the term of office.
Section F. Secretary
a. Serve two (2) years. The term of office shall begin and end in even numbered years.
b. Serve as a member of the Executive Board and Executive Committee.
c. Transcribe minutes of all meetings of the Executive Board, Executive Committee and the Delegate Assembly.
Section G. Treasurer
a. Serve two (2) years. The term of office shall begin and end in odd numbered years.
b. Serve as a member of the Executive Board and Executive Committee.
c. Maintain documentation of all income and expenses of the Association.
d. Maintain accurate accounts of all receipts and disbursements in the official books of the Association.
e. Prepare and present financial statements for the Executive Board and Delegate Assembly meetings.
Section H. Immediate Past President
- The Immediate Past President shall:
a. Serve for one (1) year.
b. Serve as a non-voting member of the Executive Board and Executive Committee.
Section I. Elections
- Association officers shall be elected by the membership.
- In the event a tie occurs during an election a run-off election will be held between only those candidates who were tied for the open seat.
- In the event that a special election is needed, ballots shall be sent to all members in the most cost effective and timely manner.
- Voting may take place in person and/or electronically. Members may request an absentee ballot prior to the election.
Section J. Vacancies and Removals
- The following procedures shall take place in the event of resignation, removal or death of a member of the Executive Board or Delegate Assembly, the vacancy shall be filled as soon as possible.
a. Vacancies
i. Elected Officers:
1.1. President
A. The President-Elect shall succeed to the office of President for the remainder of the term, followed by the President-Elect’s original term had the vacancy not occurred.
2.1. President-Elect
A. The Vice President shall succeed to the office of President-Elect for the remainder of the term, followed by the Vice President’s original term had the vacancy not occurred.
3.1 Vice President
A. If a regular election has been held, the incoming Vice President will immediately assume the office of Vice President and serve through the remainder of the vacant term, at the end of which they will succeed to the position of President-Elect.
B. In addition, a special election will be held to elect a Vice President to assume office at the beginning of the next term.
C. If a regular election has not been held, then a special election will be held to elect an individual to fill the remainder of the vacant term, at the end of which they will succeed to the position of President-Elect.
D. The next Vice President will be elected at the next regular election. Until the election of the new Vice President, the President-Elect shall carry out the duties of both the President-Elect and the Vice President.
4.1 Treasurer
A. If a regular election has been held, the incoming Treasurer will immediately assume the office of Treasurer and serve through the remainder of the vacant term, followed by the Treasurer’s original term had the vacancy not occurred.
B. If a regular election has not been held, the Executive Committee may appoint an interim Treasurer until the outcome of a special election has taken place.
C. The Secretary will assume the roles and responsibilities of the Treasurer until an interim Treasurer has been appointed or elected.
5.1 Secretary
A. If a regular election has been held, the incoming Secretary will immediately assume the office of Secretary and serve through the remainder of the vacant term, followed by the Secretary’s original term had the vacancy not occurred.
B. If a regular election has not been held, the Executive Committee may appoint an interim Secretary until the outcome of a special election as take place.
C. The Treasurer will assume the roles and responsibilities of the Secretary until an interim Secretary has been appointed or elected.
ii. Appointed Standing Committee/Section Chairs:
The President shall identify and recruit eligible candidates for consideration and present their recommendations to the Executive Committee.
The Executive Committee shall approve the appointment of the vacant position.
The appointed Standing Committee Chair or a Section Chair shall fill the position until the end of the term.
iii. Affiliate Chapter Board Members:
Follow the procedures outlined in the Affiliate Chapter Bylaws.
Removals/Investigations
Any Association elected officer, appointed Standing Committee Chair, Section Chair or Affiliate Chapter elected officer who is found in violation of conditions required for election, a breach of fundamental principles or rules of Association, or failing to work under the framework of the Association may be removed from office.
Any elected or appointed member of the Delegate Assembly may be removed from the office for non-performance of duties in the office they were elected or appointed to.
The Executive Committee shall investigate, hold a hearing and render a decision upon receipt of charges or non-performance.
The Association shall follow the SNA’s Code of Ethics and Harassment Policy and proceed accordingly.
ARTICLE IX – AFFILIATE CHAPTERS
Section A. The purpose of the Affiliate Chapters is to provide professional development opportunities and to increase engagement between the Association and the local membership.
Section B. Established Affiliate Chapters
- Each established Affiliate Chapter shall:
a. Be known as the ____________ Chapter of the School Nutrition Association of Arizona.
b. Work to help the Association accomplish state and national goals.
c. Have approved Bylaws on file that align with those of the Association.
i. All Affiliate chapter Bylaw changes, prior to membership adoption, shall be submitted to the Bylaws Chair of the Association following the Delegate Assembly.
1.1 The Bylaws Chair shall review and approve the proposed changes if the changes align with the Association.
1.2 The Executive Board has the privilege of making recommendations regarding the proposed changes if they do not align with the Association. - Affiliate Chapter Presidents are members of the Association’s Executive Board. They shall attend all Association Executive Board Meetings.
a. A proxy shall be sent from their Affiliate Chapter in their absence who will then take all information back to the Affiliate Chapter.
Section C. New Affiliate Chapters
Any group of ten or more eligible members within a reasonable geographic location may petition the Executive Board to become an established Affiliate Chapter of the Association on the following basis:
a. Select an Affiliate Chapter name.
b. Submit Bylaws that align with the Association to the Bylaws Chair of the Association who will in turn make a recommendation to the Executive Board.
c. Submit the list of newly elected officers and approved Bylaws to the Executive Board for final approval of the newly established Affiliate Chapter.
d. Establish a bank account under the name of the Affiliate Chapter.
ARTICLE IX – AFFILIATE CHAPTERS
Section A.
The purpose of the appointed Section and Committee Chairs is to create professional development for the Association and act as a liaison for the different membership and committee groups.
Section B.
Bylaws Chair
- The Bylaws Chair shall:
a. Serve for two (2) years.
b. Be an active member in the Individual or SDM membership categories
Section C.
Directors and Supervisors Chair
- The Directors and Supervisors Chair shall:
a. Serve for two (2) years.
b. Be an active member in the Individual or SDM membership categories.
c. Be current school foodservice director or supervisor.
d. Be certified or SNS Credentialed member of the SNA.
e. Serve as the Director of Child Nutrition on the Arizona Association School Business Officials (AASBO) Board.
Section D.
Employees and Managers Chair
- The Employees and Managers Chair shall:
Serve for one (1) year.
Be an active member in the Individual or SDM membership categories.
Be a current school foodservice employee or manager
Section E.
Industry Chair
- The Industry Chair shall:
a. Serve for two (2) years.
b. Be current member of SNA in the Industry membership category.
Section F.
Professional Development and Certification Chair
- The Professional Development and Certification Chair shall:
a. Serve for one (1) year.
b. Be an active member in the Individual or SDM membership categories.
c. Be certified or SNS Credentialed member of the SNA.
Section G.
Public Policy and Legislation Chair
- The Public Policy and Legislation Chair shall:
a. Serve for two (2) years.
b. Be an active member in the Individual or SDM membership categories.
c. Must have attended the SNA Legislative Action Conference at least one time.
d. Must have served in the Public Policy and Legislation Co-Chair position.
Section H.
- State Agency Representative
The State Agency Representative shall:
Be current member of SNA in the State Agency Director and Staff membership category.
Be a State Director of Child Nutrition Programs from the Arizona Department of Education, Health and Nutrition Services, or designee.
Act in an advisory capacity to the Association to provide technical or any necessary support the Executive Committee deems necessary.
