Call for Nominations for AIA Florida and Florida/Caribbean Elections
AIA Florida and the Florida/Caribbean Region are seeking nominations for individuals to serve as officers of the Association and Region.Elections will be held in conjunction with the AIA Florida Annual Meeting on July 9, 2020 in Palm Beach, Florida at The Breakers.
Please note, with the exception of the Vice Presidents and Associate Director at Large, the officers must be architect members. Members of AIA Florida, AIA Puerto Rico and AIA Virgin Islands are eligible to run for the Florida/Caribbean Region office.
Nominations are being sought for the following offices:
First Vice President/President-elect (2022 president):
AIA Florida Bylaws, Article IV, Section 4:
a. The First Vice President/President-elect shall possess all the powers and perform all the duties of the President in the event of the absence of the President or of the President's disability, refusal, or failure to act.
b. The First Vice President/President-elect shall serve as Chairperson of the Finance Committee and shall perform other duties that are properly assigned by the Board.
c. The First Vice President/President-elect shall serve a term of one year, and then automatically succeed to President.
Note: Only such architect members who have been officers or who served on the Board for at least one year are eligible for nomination for First Vice President/President-elect.
Secretary/Treasurer (January 1, 2021 - December 31, 2022)
AIA Florida Bylaws, Article IV, Section 6:
a. General Duties of the Secretary/Treasurer: The Secretary/Treasurer shall be an administrative officer of the Association. The Secretary/Treasurer shall act as its recording Secretary and its Corresponding Secretary and as the Secretary of each meeting of the Association, the Board shall exercise general supervision of the Association’s financial affairs, shall have charge of the records and books of account thereof; shall assist the Finance Committee to prepare the budget, collect amounts due the Association and shall have custody of its securities, funds, and monies making the disbursements of the Association there from; shall have charge of all matters relating to insurance, taxes, bonds, instruments, and papers involving financial transactions; shall sign all instruments of the Association whereon signature is required; shall perform other duties usual and incidental to his/her office and the duties that are required to be performed by the law, the Charter, these Bylaws, and the duties properly assigned by the Board.
b. Specific Duties of the Secretary/Treasurer:
1) Custody of Property: The Secretary/Treasurer shall have custody of and shall safeguard and shall keep in order all property of the Association.
2) Issue Notices: Shall be responsible for the preparation and issuance of all notices and all calls and notices of all meetings of the Association and the Board.
3) Conduct Correspondence and Maintain Records: Shall conduct the correspondence, shall have charge of the membership records, minutes, and annual reports.
4) Affix Seal and Sign Papers: Shall keep the seal of the Association and affix it on such instruments that require it and sign all papers that require the attest or approval of the Association.
5) Reports of the Secretary/Treasurer: In collaboration with the Officers of the Association, prepare the annual report of the Board. Make a written report to the Board at its regular meetings and the delegates at each annual meeting and other meetings of the Association as required. Each report shall describe the financial condition of the Association, a comparison of the budget to appropriations as of the date of the report, the income and expenditures for the period of the report, and the Secretary/Treasurer’s recommendations on financial matters.
6) Meetings: Have charge of all matters pertaining to the arrangements for and recording of meetings.
c. Liability of the Secretary/Treasurer: The Secretary/Treasurer personally shall not be liable for any decrease of the capital, surplus, income, balance, or reserve of any fund or account resulting from any acts performed in good faith in conducting business of the office.
d. Delegation of Duties: The Secretary/Treasurer may delegate certain support functions of the office, so long as they are not in conflict with these Bylaws. Duties that may not be delegated: responsibility for the property of the Association, affixing the seal of Association as required, the making of any attestation or certification required to be given, the signing of any financial instrument, notice, or agreement of the Association that requires signature, unless specific authorization for delegation is granted by these Bylaws or the Board. The Secretary/Treasurer must sign all documents as required by these Bylaws, the Charter, or the law.
e. The Secretary/Treasurer shall serve a two-year term.
Vice President (January 1, 2021 - December 31, 2022): Two (2) positions open
AIA Florida Bylaws, Article IV, Section 5:
a. Duties of the Vice President: Each Vice President shall be a liaison to the Board for the committees/task forces assigned. Each shall serve as a voting ex officio member to each of these committees.
Each Vice President shall report on interim activities at each Board meeting and shall issue a written report to the Secretary/Treasurer for usage in the Annual Report of the Board. As requested, each Vice President shall make recommendations to the President and/or Vice President/President-elect on behalf of the committee chairman and task forces as assigned.
b. Scope of Vice Presidents: The actual committees assigned to each Vice President shall be determined by the President in conformity with the Rules of the Board.
c.Terms of the Office: Vice Presidents shall be elected to staggered two-year terms.
Note: Architect or Associate members are eligible to run for Vice President.
Associate Director at Large (January 1, 2021 - December 31, 2022):
AIA Florida Bylaws, Article IV, Section 2:
f. Two Associate Members of the Association who shall be elected for two-year staggered terms as voting Associate Directors-at-Large.
Note: One must be an associate member at the time of election.
According to the AIA Florida "Rules of the Board of Directors" candidates may be nominated in three ways:
3. Guidelines for Nominating Candidates for Office
3.1 Nominations for board vacancies of the Association may be submitted by any Component provided the nomination is signed by the Component President and attested by the Component Secretary and filed with the Nominating Committee no less than 100 days prior to the annual meeting of the Association, or;
3.2 By filing a petition for nomination signed by 10 members representing at least four geographical areas of the state and filed with the Nominating Committee no less than 100 days prior to the annual meeting of the Association, or;
3.3By recommendation of a member of the Nominating Committee subject to approval by a majority vote of the Nominating Committee.
3.4Nominations submitted in accordance with Sections 3.1 and 3.2 of these rules must include a capsule biography (not to exceed 200 words), and a statement of philosophy (not to exceed 200 words). In the event that the nomination is accepted, these submittals will be distributed to the membership through a special mailing of the Association. Statements and biographies that exceed these limitations will be edited by the Nominating Committee in order to meet space requirements.
3.5Not less than 90 days prior to the annual meeting, the Nominating Committee shall review the qualifications of each member nominated, prepare a slate of candidates, and file these names with the Secretary/Treasurer of the Association.
3.6Upon receipt of the slate of candidates, the Secretary/Treasurer shall send notice of certification to each candidate.
3.7An individual may accept a nomination for one office only.
Florida/Caribbean Region Positions (open to AIA Florida, AIA Puerto Rico and AIA Virgin Islands members)
Florida/Caribbean Regional Councilor to the AIA Strategic Council (January 1, 2021 - December 31, 2023)
6.1.1 Duties: The Senior Regional Representative shall preside at the meetings of the Region and shall perform such other duties as may be necessary to direct the affairs of the Region.
6.1.2 Spokesperson: The Senior Regional Representative shall be the spokesperson for the Region in all matters of public importance.
6.1.3 Authority: The Senior Regional Representative shall be responsible for the financial work pertaining to the business of the Region as Treasurer of the Region. As Treasurer, the Senior Reprsentative shall be responsible for the Region’s finances and shall have a financial statement summary submitted as a notice annually to the Components of the Region at least thirty (30) days prior to the Annual Meeting of the Region. The notice may be sent via electronic format (e-mail) and/or inprinted format via mail and will be posted on the AIA Florida/Caribbean Region webpage at www.aiafla.org. The Components of the Region will be responsible to deliver the notice to the individual members of the Region. As Treasurer, the Senior Representative shall have a draft of the fiscal year annual budget prepared for review at the Annual Meeting of the Region. The budget report showing the expenditures to date and any variance from the budget, shall be distributed with the documents to be distributed as a notice to the members and delegates of the Components of the Region at least thirty (30) days prior to the Annual Meeting of the Region. The notice may be sent via electronic format (e-mail) and/or inprinted format via mail and will be posted on the AIA Florida/Caribbean Region webpage at www.aiafla.org. The Components of the Region will be responsible to deliver the notice to the individual members of the Region.
6.2 JUNIOR REGIONAL Representative
The term “Junior Regional Representative” shall mean the Regional Representative with the greatest remaining term of office.
6.2.1 Duties: The Junior Regional Representative shall, in the absence of the Senior Regional Representative, preside at meetings and perform such other duties as are properly assigned to the Senior Regional Representative. The Junior Regional Representative shall also take charge of and be responsible for the clerical work pertaining to the business of the Region as Secretary of the Region.
6.2.2 Succession: The Junior Regional Representative with the least remaining term of office shall succeed to the office of Senior Regional Representative upon expiration of the term of office of the Senior Regional Representative.
6.2.3 Records: The Junior Representative, acting as Secretary, shall have a prepared record (minutes) of all meetings of the Region and shall have the minutes posted on the AIA Florida/Caribbean Region webpage at www.aiafla.org no later than thirty (30) days after the meeting. Additionally, the Junior Regional Representative shall be responsible to provide a written report to be included in the Board Packet of all meetings of the AIA Florida Board of Directors as well as a written Annual Report of the Region to be distributed to the members and delegates of the Region at the Annual Meeting of the Region. The Annual Report of the Region will be posted on the AIA Florida/Caribbean Region webpage on www.aiafla.org no later than thirty (30) days after the Annual Meeting of the Region.
6.2.4 Notices: As Secretary, the Junior Regional Representative shall have notices issued of all authorized meetings of the Region to each Component of the Region.
According to the Florida/Caribbean Bylaws, a candidate may be nominated by:
6.4.2 Nomination Procedure: A candidate for an open position of Regional Representative may be nominated by a Component of the Region, a Local Component the Region, a petition from 5 members of any State or Local Component within the Region, or a former Regional Representative. A candidate for an open position of Regional Associate Director may be nominated by a Component of the Region, a Local Component the Region, a petition from 5 members/associate members (in any combination) of any State or Local Component within the Region, a former Regional Representative or a former Regional Associate Director. The nomination must be submitted by letter appropriately signed by the nominator(s) in either a printed format via mail, or by electronic file attached to an e-mail to the Regional Nominating Committee. The nomination may be submitted to the AIA Florida office or a current Regional Representative to be forwarded to the Regional Nominating Committee. The Regional Nominating Committee shall validate the eligibility of all nominees and present to the Region the name(s) of the Nominee(s) for Regional Representative(s) and/or Regional Associate Director. Every effort shall be made to identify a candidate from the Virgin Islands or Puerto Rico at least every six years. The Regional Nominating Committee shall provide the nominations for a slate of candidates to the Regional Representatives no less than sixty (60) days prior to the date of the Annual Meeting of the Region. This slate of candidates shall be presented to the Regional membership as outlined in 6.4.3.
6.4.3 Candidate Information: A candidate information brochure of the Nominee(s) for Regional Representative(s) and/or Regional Associate Director, shall be circulated to all members and delegates of Components of the Region at least thirty (30) days prior to the Annual Meeting of the Region. This publication shall include the nominee’s bio with candidate’s statement (limited to 200 words) and a photograph of the nominee(s). The publication may be sent via electronic format (e-mail) and/or in printed format via mail and will be posted on the AIA Florida/Caribbean Region webpage at www.aiafla.org. The Components of the Region will be responsible to deliver the publication to the individual members of the Region.
Please forward all nominations to AIA Florida, c/o Nominations Committee, via email to email@example.com. Nominations must be received no later than Tuesday, March 31, 2020.