BY-LAWS OF THE ASSOCIATION OF FOOD TECHNOLOGISTS UNIVERSITY OF ILLINOIS AT URBANA-CHAMPAIGN Article I - NAME The name of this organization shall be the Association of Food Technologists, located at Urbana, Illinois 61801. The [club] Association shall be a Student Chapter of the Institute of Food Technologists. Hereinafter, these are referred to as the "Club" and the "Institute" respectively. Article II - OBJECTIVES Section 1 The objectives of the Club shall be to foster a close relationship among the Department of Food Science students and faculty at the University of Illinois at Urbana-Champaign, to encourage leadership, and to acquaint students with the scope of Food Science and Technology and Human Nutrition. Section 2 To implement these objectives, the Executive Committee of the Club shall: a. Conduct programs that contribute to the knowledge and stimulate the thought and vision of members. Programs may include speakers, demonstrations, field trips, visual aids, and opportunities to meet with leaders in the profession. b. Conduct activities that encourage development of civic and social responsibility among members. c. Develop Club activities that challenge the potential talents of members. Individual initiative and management responsibility shall be encouraged in planning and executing Club functions. Members shall be given the opportunity to develop skills in the organization and presentation of ideas and in the practice of parliamentary procedure. Article III- MEMBERSHIP Section 1. Classes of Members The classes of members in the Club shall be Active and Honorary. Section 2. Eligibility a. Active Membership shall be open to all students regardless of major. b. Honorary Members shall be persons who have made significant contributions to the food industry or club activities. c. No person who meets the membership requirements of this Section may be denied such membership on the basis of race, color, religion, gender, sexual orientation, national origin, age, handicap, marital status, or military status. Section 3. Duties It shall be the duty of each member to support the Club's objectives and activities.
Article IV - GOVERNMENT Section 1. Officers The elected officers of the Club shall be: President, Vice-President, Secretary, Treasurer, Committee Chairperson(s), 2 ACES Council Representatives, 2 Historians, Graduate Representative, Newsletter, 2 Activities Chairs and Club Advisors. Section 2. Executive Committee a. The Executive Committee shall be comprised of the President, Vice-President, Secretary, Treasurer, Committee Chairperson(s), ACES Council Representatives, and Club Advisors. b. The Executive Committee shall conduct all business of the Club not requiring action by the members. c. The President shall schedule Executive Committee meetings as necessary to conduct Club business. d. The Executive Committee meetings will be open to any members who wish to attend. Article V - DUTIES OF OFFICERS AND ADVISORS Section 1. President The President shall preside at all Club and Executive Committee meetings and shall appoint all positions and committees for which provision has not otherwise been made in these by-laws. The President shall perform all other duties prescribed for this office by parliamentary practice. The President's office may only be held for one year. Section 2. Vice-President The Vice-President shall carry out all duties assigned by the President. In the event of a vacancy in the office of President, the Vice-President shall succeed to that office for the balance of the term. In the absence of the President, the Vice-President shall preside at meetings. The VicePresident shall serve as program chairman of the Club. The Vice-President is responsible for planning of the Alumni Homecoming Luncheon. The Vice-President's office may only be held for one year. Section 3. Secretary The Secretary shall keep records of attendance and minutes of meetings, handle all correspondences, and be the custodian of all official records of the Club. The Secretary is responsible for posting and distributing notices/fliers regarding Club meetings and activities. The Secretary is the administrative contact with the Institute and is responsible for reports required in Article XIII of these by-laws. Section 4. Treasurer The Treasurer shall handle all receipts and, with the approval of the Senior Club Advisor, shall make all disbursements for the Club. The Treasurer shall keep accurate records of all financial transactions of the Club. At the end of the term of office, the Treasurer shall present the books to the Senior Club Advisor for audit. Any unusual financial activity will be reported to the membership at the next meeting.
Section 5. Historians a. The Historians shall be responsible for taking pictures at all club activities. b. The Historians shall also keep a permanent record of business and resource contacts for future reference. Section 6. Graduate Representative a. The representative is responsible for being the liaison between the undergraduates and graduates. The representative shall also bring any news from the graduate students as it relates to the clubs' activities. Section 7. Newsletter a. The Newsletter Chair is responsible for the FSHN newsletter and reporting all club activities. Section 8. Activities Chairs a. The Activities chairs are responsible for planning at least one (1) philanthropy, social event, and plant tour/trip each semester. The chair is also responsible for all food at each club meeting and anything else "activity" related. Section 9. Advisors c. There shall be an Advisor and an Alternate who shall be faculty or academic staff members of the Food Science and Human Nutrition Department. Club advisors shall serve as official liaisons between the Club and the Department. d. The Advisor shall oversee all disbursements made by the Treasurer, shall audit the Treasurer's books, and shall review the annual reports of the officers. e. The Alternate Advisor shall serve in the absence of the Advisor and shall assist the latter in performing the duties of the position. Section 6. Reports and Records All officers, at the end of their terms of office, shall submit to the Advisor a report outlining activities and accomplishments of that office for the year. Each report shall clearly state the procedures and methods used to carry out duties for the office. After reviewing the reports, the Advisor shall place them in the Club files for reference by future officers. Records of the offices of Secretary and Treasurer shall likewise be stored in the Club files over vacation periods. Section 7. Official Repository Club files shall consist of a file drawer, or portion thereof, in the Department of Food Science and Human Nutrition or the office of the Club Advisor. Article VI - OTHER POSITIONS AND COMMITTEES Section 1. Positions b. To conduct its activities, the Club shall have the following positions: b. Two (2) Activities Chairpersons (1 undergraduate and 1 graduate) c. Two (2) ACES Council Representatives d. Two (2) Historian/Photographer e. Graduate Representative
f. Newsletter g. Web Master c. These positions shall be filled by election at the same time as officers' elections. Other positions may be established as needed by the President. Section 2. Duties b. The Activities Chairpersons shall plan all activities of the Club not related to meeting programs. They are to provide food and refreshments at club meetings, plan other social events, professional activities, and philanthropic events. c. The ACES Council Representatives shall represent the Club at all ACES Council meetings and functions and shall report all pertinent information to the Club. d. The Historian/Photographer shall prepare a scrapbook of Club pictures and memorabilia from significant activities during the school year. They will also keep careful records of business and references. e. The Graduate Representative shall represent the graduate students and help with any activities handed down by the President. f. The Newsletter Chairman will prepare a newsletter and contribute articles to any newsletter that is worthy of Club activities. g. The Web Master shall maintain and update the Club web page. Section 3. Committees The President shall appoint such other committees as deemed necessary and shall be, ex officio, a member of each one appointed. Upon completion of their work, the chairperson of all such committees shall submit a written report to the Secretary for filing with the Club minutes.
Article VII - ELECTION OF OFFICERS Section 1. Eligibility a. Each candidate for office must be an Active Member of the Club who has attended at least one-half (1/2) of the regular Club meetings during the academic year immediately past and who has maintained a grade average of at least a "C". The Advisor shall be prepared to rule on the grade eligibility of all nominees for Club offices. b. The Executive Committee of the Club shall be Student Members of the Institute. Any newly elected officers of the Club who are not also Student Members of the Institute shall make immediate application for membership. Section 2. Method of Election a. The offices of President and Vice-President shall be limited to one (1) year unless there is no other candidate. b. The election shall be for one Advisor and one alternate and shall be held at the same time as the election of officers. c. Voting shall be by ballot of Members only. A majority of all votes cast shall be required for election. In the case of three or more candidates, the same procedures shall be followed as for the election of officers.
Article VIII - ELECTION OF CLUB ADVISORS Section 1. Eligibility Nominees shall be faculty or academic staff members of the Food Science and Human Nutrition Department and shall be members of the Institute of Food Technologists. Section 2. Method of Election a. The election shall be for one Advisor and, if desired, an alternate, shall be held at the same time as the election of officers. b. In the case of the vacancy of the Advisor, the alternate Advisor has option to move to Advisor or remain as Alternate Advisor. c. Voting shall be by show of hands of Active Members only. A majority of all votes cast shall be required for election. In the case of three or more candidates, the same procedures shall be followed as for the election of officers. Article IX - ELECTION OF HONORARY MEMBERS Section 1. Eligibility a. The election may be held concurrently with those of officers and the Club Advisor or at such time as determined by the Executive Committee. b. The names of nominees and appropriate background information shall be submitted to the Executive Committee in writing for review. c. Nominees accepted by the Executive Committee shall be elected by at least two-thirds (2/3) of the Active Members of the Club. d. Honorary membership shall be recognized by an appropriate certificate or plaque bestowed at the Annual Banquet of the Club. Article X - MEETINGS AND ACTIVITIES Section 1. Regular Meeting a. There shall be no less than three (3) regular meetings each school year. The times and places of meetings shall be scheduled at the beginning of the Fall term and Spring term by the President with the approval of the Executive Committee. b. Scheduled meetings may be postponed or canceled, if necessary, by the Executive Committee. Members shall be notified of such changes prior to the originally scheduled meeting. c. Annual election of officers and the Club Advisor shall be scheduled for the next to last regular Club meetings of the Spring term. d. The last regular meeting should be scheduled as the Club Annual Meeting to conclude the year. Section 2. Conduct of Meetings Robert's Rules of Order shall be the official guide for the conduct of all regular and special meetings of the Club. The President shall set the agenda for each meeting in accordance with the order of business set forth in the Rules of Order. Section 3. Special Meetings
Special meetings may be called by the Executive Committee or by petition of at least five (5) Active Members. Section 4. Quorum Quorum for the conduct of business at either a regular or special meeting shall be at least onethird (1/3) of the Active Members. Article XI - FINANCIAL Section 1. Fiscal Year The Fiscal Year and terms for officers and Club Advisors of the Club shall coincide and shall be from July 1 of one calendar year to June 30 of the succeeding year. Section 2. Dues If necessary, dues will be collected to support the objectives of the Club, to be paid by Active Members of the Club. The amount to be collected as dues each year will be determined at the first Club meeting in the Fall. Section 3. Fund Raising Activities a. Additional funds may be raised through activities approved by the Executive Committee and the Administrative Office of the University of Illinois. b. Contributions from Associate members or others who wish to support the objectives of the Club may be accepted, but shall not be solicited. c. All funds raised or collected will be immediately recorded and reported by the treasurer. Section 4. Usage of Funds Club funds shall be used only for the purpose of furthering the objectives of the Club as stated in Article II. Article XII - AMENDMENTS TO THE BY-LAWS Section 1. Proposals An amendment(s) to these by-laws may be proposed by the Executive Committee or by petition of five (5) Active Members. Section 2. Approval a. The proposed amendment(s) shall be read at two (2) consecutive meetings of the Club. Following the second reading, a vote shall be taken. An affirmative vote of at least two-thirds (2/3) of the Active Members present and voting shall be necessary for adoption. b. An amendment(s), after being duly adopted by the Club, shall be submitted by the Secretary within thirty (30) days to the Executive Director of the Institute for referral to the committee on Constitution and by-laws. Such amendment(s) shall not become effective until the Club has been notified of their approval by that Committee. Article XIII - INSTITUTE AFFILIATION
Section 1. Student Chapter The Club shall operate as the University of Illinois Student Chapter of the Institute upon acceptance of the Club petition for a charter and issuance of the charter certificate. Section 2. Qualifications of Officers and Advisors The President, Vice-President, Secretary, and Treasurer of the Club shall be Student Members of the Institute. Club Advisors shall be Professional Members of the Institute. Section 3. Reports to the Institute a. An up-to-date copy of these by-laws shall be on file in the office of the Executive Director of the Institute. b. Within thirty (30) days after an annual election or no later than June 1, the Secretary shall submit a report to the Executive Director of the Institute which certifies the complete list of the new officers and Club Advisors for the upcoming year, and which lists briefly the Club activities of the year then ending, showing dates, types of meetings or events, and attendance at each meeting. c. Any changes in Club officers or Club advisors that occur during the year shall be reported by the Secretary to the Executive Director of the Institute. Section 4. Dissolution The Council of the Institute may revoke the certificate of the Club, if it becomes inactive with respect to the required number of meetings, fail to submit the required reports of the Institute or fails to fulfill its purpose. Such revocation of the certificate shall not affect the standing in the Institute of the student members of the Club. Written September 16, 1998 Updated: February 3, 1999