The American Advertising Federation of Montgomery

Bylaws

The American Advertising Federation protects and promotes the well-being of advertising. We accomplish this through a unique, nationally coordinated grassroots network.

Article I: Name

This organization shall be known as AAF Montgomery as of 2008 (formerly known as Montgomery Advertising Federation) and shall be affiliated with the American Advertising Federation and AAF District 7 (formally known as the Seventh “Deep South” District).

Article II: Purposes

The purposes of AAF Montgomery are to:

  • Bring members together to yield creative business solutions.
  • Protect and promote advertising at all levels of government through grassroots activities.
  • Educate members on the latest trends in technology, creativity and marketing.
  • Provide programs to assist local association volunteer leadership
  • Present the industry with its future leaders.
  • Honor advertising excellence.
  • Promote diversity in advertising by encouraging the recruitment of people of diverse cultures.
  • Apply the communication skills of its members to help solve community concerns.

Article III: Membership

There shall be three classes of membership: Active, Honorary/Lifetime and Past-President.

Section 1: ACTIVE Persons of good standing in the community who are engaged in buying, selling or creating advertising, publicity; or public relations; or who are connected with a business closely related to advertising. Each application for membership must be endorsed by one or more members of AAF Montgomery in good standing and elected by the board of directors.

Section 2: HONORARY/LIFETIME Persons who, in the opinion of AAF Montgomery, have given distinguished service in or on behalf of the field of advertising. Honorary members shall not be eligible to hold office or to vote. Honorary members may be elected upon recommendation of the board of directors by a two-thirds vote of the members at any regular meeting of AAF Montgomery.

Section 3: PAST PRESIDENT Persons who have served as president of AAF Montgomery.

Article IV: Fees and Dues

Section 1:
Dues for active members shall be as follows. (See policies)

These dues are to be paid annually in July, which includes the affiliation fee per year in the AAF and AAF District 7.

Section 2: Honorary/Lifetime members shall not be required to pay dues to AAF Montgomery, but may pay district and national dues on their own to join those organizations.

Section 3: New member dues received after the annual billing date shall pay a prorated rate of the membership fee, and are required to pay full membership dues at the annual billing date.

Section 4: Any member of AAF Montgomery whose dues have been in arrears for thirty days shall be so notified by the membership chair, citing the provisions of this section. If such arrears are not paid within thirty days after such notification, the delinquent member shall be notified again that their membership will be forfeited (with board approval). Only members whose dues are paid shall be entitled to vote in AAF Montgomery elections.

Section 5: If a corporate member leaves the company holding that corporate membership, that place can be filled by a new individual from that company. The individual that once held that membership is no longer considered a member under the corporate membership.

Article V: Officers and Board of Directors

Section 1: The management of the affairs of AAF Montgomery shall be vested in the board of directors.

Section 2: The board of directors shall consist of 12 to 15 members nominated by the active members, which include such officers as are elected under provisions of Section 3 of this article. Any active member in good standing shall be eligible for election as a board director. These directors shall be elected for a term of one year and serve until their successors are elected or appointed. If more than one person is nominated for a position, an election may be held to decide the elected member.

Section 3: The elected officers shall consist of a president, vice president, secretary, treasurer, American Advertising Awards chair, membership chair, education chair, programs chair, communications chair, club diversity chair, governmental relations chair and public service chair. Any active member, in good standing, shall be eligible for election as an officer. These officers shall be elected for a term of one year and shall serve until their successors are elected or appointed.

Section 4: In the event of the death or resignation of any officer or director, the board of directors shall elect a successor who shall take office immediately and serve until the next annual election.

Section 5: The immediate past-president shall be a member of the board of directors.

Section 6: A schedule of regular meetings of the board of directors shall be set up by the board at the annual board retreat (first meeting held for board of directors). Special meetings may be called by the president by notice in writing, emailed to each of the members of the board at least five days before the called meeting. The requirement of a five day notice may be waived upon consent of a majority of the board members, expressed in writing, or by attendance at the called meeting.

Section 7: Three consecutive absences without sufficient reason by an individual member from the regularly scheduled meetings of the board of directors shall be cause for dismissal by board action. Also, three consecutive absences from scheduled chapter meetings without sufficient reason by an individual member of the board of directors shall be cause for dismissal by board action.

Article VI: Duties of Officers

Section 1:
PRESIDENT: Shall be the chief executive officer of AAF Montgomery and as such provide active leadership for AAF Montgomery. The president shall preside over all meetings and represent AAF Montgomery in all necessary capacities not delegated to the other officers. The president shall be an ex-officio member of all committees except the nominating committee (if applicable), and shall assist in appointing all committee chairs. Such appointments will be subject to the approval of the board of directors. The president will also act as the Federation’s primary liaison with the AAF. The president and the treasurer shall sign all written contracts and obligations of the club, which must have prior approval of the board of directors to be legal and binding. The president and treasurer shall work together to create an annual operating budget.The president shall represent AAF Montgomery at national, district and state conventions of AAF and AAF District 7. Expenses of registration fees and hotels shall be paid by AAF Montgomery to the president, or his/her proxy for these events. Must attend the board meetings and chapter meetings.

VICE PRESIDENT: Assist the president in all his/her duties and shall be vested with all the powers and shall perform all the duties of the president in the absence or disability of the latter. Must attend the board meetings and chapter meetings.

PAST-PRESIDENT: Help maintain the well-being of the club. Assist president with any questions during this term. Assists in proof-reading all materials sent out, including Club Achievement books. Shall oversee Club Achievement committee if no chair is appointed. Must attend the board meetings.

SECRETARY: Responsible for taking minutes during board meetings and sending minutes for approval. Responsible for ensuring all chairs send thank you notes. Must attend the board meetings and chapter meetings.

TREASURER: Supervise, under the control of the board of directors, the finances of AAF Montgomery. He/she shall work with the president to create an annual operating budget. He/she shall assist the American Advertising Awards chair in his/her financial duties pertaining to the American Advertising Awards competition. All cash and checks from membership dues, chapter meetings, American Advertising Awards and the like, must be deposited within one week of receipt of those monies. shall work together to create an annual operating budget. Must attend the board meetings and chapter meetings.

AMERICAN ADVERTISING AWARDS: Responsible for all functions pertaining of and to the American Advertising Awards competition and gala. Shall appoint all American Advertising Awards committee chairs. Must attend the board meetings and chapter meetings.

MEMBERSHIP: Solicits and retains members. Keeps accurate membership records and reports membership changes to AAF. Sends out dues. Develops and executes programs to increase member participation in club committees. Participates in community events. Responsible for event and program RSVPs and producing name tags for chapter meetings. Must attend the board meeting and chapter meetings.

PROGRAMS: Arranges speakers and activities for the club’s monthly meetings. Coordinates all programming details including meeting notices, speaker bios, topic summary, location, reservations, etc. This person has to make sure all of the speaker’s needs are met (AV needs, hotel, transportation, directions, etc). If the speaker has to come the night before, the chair and president will take them to dinner. Need to be at the venue early to make sure speaker ihas arrived and is set up. The speaker is top priority and must be contacted, totally taken care of and receive a thank you note. Must attend the board meetings and chapter meetings.

EDUCATION: Coordinates Student Portfolio Day. Helps to promote the Student American Advertising Awards. Works with programs to provide continuing education for professionals. Coordinates activities with students at local colleges and universities. Must attend the board meetings and chapter meetings.

CLUB ACHIEVEMENT: Coordinates and prepares the material of other committee chairs needed for entering the AAF Club Achievement competition. This competition allows local clubs to gain national recognition for club accomplishments in such areas as membership, communications, club management, public service, diversity and multicultural relations, programs, education and government relations. Must attend the board meetings and chapter meetings.

COMMUNICATIONS: Designs, creates and publishes the AAF Montgomery newsletter, InkDrop. Designs and send the monthly email meeting invitations. Updates the AAF Montgomery website and social media accounts. Must attend the board meetings and chapter meetings.

PUBLIC SERVICE: Plans and executes yearly public service projects for the club. Must plan and follow through with several projects throughout the year. Must attend the board meetings and chapter meetings.

FUNDRAISING: Plans and executes yearly fundraising and special events programs. Develops new opportunities to raise funds for the club. Work with the board members to have at least two fundraisers throughout the year, not including the American Advertising Awards. Must attend the board meetings and chapter meetings.

DIVERSITY: Keeps diversity in the forefront of the club and incorporates it into various aspects of the club and club activities. Assists in planning and executing yearly diversity-related programs and public service projects.

GOVERNMENT RELATIONS: Keeps government relations in the forefront of the club and incorporates it into various aspects of the club and club activities. Assists in planning and executing yearly government-related programs and public service projects.

Section 2: The board of directors shall have charge of the general management of AAF Montgomery, pass on the eligibility of applicants for membership, hear all grievances, and authorize and audit all expenditures.

Section 3: AAF Montgomery will pay for up to four officers to attend conferences (when budget allows). Only president, American Advertising Awards chair shall attend Fall Board, as this conference does not pertain to any other positions on the board. If more than four officers want to attend, reasons for wanting to attend must be submitted and voted on by the board, or attendees must agree to pay half of their expenses. AAF Montgomery members who serve as district or national officers may request assistance with expenses to attend district or national conferences (when applicable and budget allowing). This will be subject to AAF Montgomery board approval.

Article VII: Possible Committees

Section 1: Each board member shall be responsible for the committee for which they were elected. He/she has the authority to select a chairperson for that committee. All committee chairmen shall serve for one year or until their successors are appointed.

American Advertising Awards: This committee assists with the competition, promotion, judging, sponsorship, website, publishing the winners book, short video, organizing the awards gala, all write-ups in the newspaper and thank you notes.

Membership: To promote the club and recruit members. To promote attendance at AAF Montgomery meetings, serve as a greeting committee for all meetings, assist in the collection of tickets, and to serve as a calling committee for members’ reservations. Supervises and promotes social activities of AAF Montgomery.

Club Diversity: To increase participation in all areas of AAF Montgomery in all segments of the advertising community.

Finance: Overseen by both Treasurer and Fundraising chair. Reviews financial accounts and books each quarter. Assists in the creation and maintaining of a yearly budget. Develops new opportunities to raise funds for the club, including yearly fundraising and special events programs.

Public Service: Overseen by Public Service, Government Relations and Diversity chairs. To participate in public service projects for non-profits. To maintain a vigilance on legislative activity whereby the committee may study and report any pending or proposed city, state, or national legislation affecting advertising in any of its forms, and to recommend a line of action by AAF Montgomery, if deemed necessary. To plan and execute services in an advisory capacity and/or actively aid in the field of advertising and publicity of such civic, charitable, and public organizations as approved by the board of directors.

Communications: To assist in design on various communications, assist with social media promotions and write/proofread emails, press releases, newsletters, website and various other publications. To work toward higher standards of ethics and good taste in advertising and develop a close working relationship between AAF Montgomery and the local Better Business Bureau. Works to secure desirable publicity and otherwise to promote the prestige and standing of AAF Montgomery in the community.

Education: To assist in planning of Student Portfolio Day, which requires involving all colleges, getting professionals to participate, write-up in newspaper and thank you notes. Helps to promote the Student American Advertising Awards and assist in the collection and judging of the awards. Works to continue the professional’s education and coordinates activities with students at local colleges and universities. Also works to schedule members to speak at the student club once a month.

Silver Medal & Golden Service Award: Chaired by Awards Coordinator or appointed person and is a selection committee for recipients of each award.

Programs: Assists in finding speakers, program surveys, and planning workshops.

Section 2: The president, with the approval of the board of directors, shall also appoint such special committees as may be needed to carry on the work of AAF Montgomery and shall name the chairman of each.

Section 3: No committee shall have the authority to commit AAF Montgomery on matters of policy or to create financial obligations. All committee plans and actions shall be subject to the approval of the board of directors.

Article VIII: Meetings

Section 1: The Annual New Board Member Retreat of AAF Montgomery shall be held before the first chapter meeting in July. This meeting will typically take a couple of hours in order to go over goals, duties and plans of the new president.

Section 2: The regular board meetings of AAF Montgomery shall be held at such times and places as the board of directors determine.

Section 3: Special meetings may be called by the president, by the board of directors or by written request from ten percent (10%) of members in good standing, provided all members are notified in writing of time, place and purpose of meeting.

Article IX: Quorum

Section 1: Twenty-five percent (25%) of the active members shall constitute a quorum for the transaction of business at any meeting of AAF Montgomery.

Section 2: One-third of the board of directors shall constitute its quorum.

Section 3: A majority of any committee shall constitute its quorum.

Article X: Elections

Section 1: Elections shall be held at a chapter meeting and shall be by secret ballot. Only active members in good standing may be nominated for office or be allowed to vote.

Section 2: The board of directors shall appoint, at least forty-five days before the annual meeting, a nominating committee consisting of the president-elect who shall chair, two board members and two members at large.

Section 3: The nominating committee shall prepare a slate of nominees. No candidate shall be proposed for office unless his/her consent to serve has been secured. The committee shall report these nominations to all members twenty days prior to the elections.

Section 4: Additional nominations may be made by written petition signed by at least ten percent of the membership, provided all such additions shall be in the hands of the nominating committee at least fifteen days prior to the chapter meeting.

Section 5: No later than ten days before the elections, the nominating committee shall issue the final slate in writing to all voting members, incorporating any additional candidates who have been properly endorsed. The membership chair shall mail the final ballot, together with a blind envelope marked “BALLOT” to only those members in good standing. Each member shall mark his/ her ballot, enclose in the BALLOT envelope, insert the BALLOT envelope in an envelope bearing his/her name and return address, and mail it to the chairman of the nominating committee or personally deliver it to him/her at the chapter meeting.

Section 6: On the date set for the elections, the chairman of the nominating committee shall preside at the elections. The BALLOT envelopes shall be counted by two people that are not candidates. A written report shall be given immediately to the president, who shall announce the results of the election and declare the officers and directors elected.

Section 7: A majority vote is required to elect officers.

Section 8: Since AAF Montgomery does not currently have enough volunteers to want to be on the board, there is no such need for nominations and voting by all members. Until such time when multiple members request to hold same positions, the current president and board of directors will nominate and vote on new the board of directors.

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