"History never looks like history when you are
living through it." –John W. Gardner

POLICIES & PROCEDURES
Ad 2 Division/AAF | June 10, 2001

ARTICLE I: NAME

ARTICLE II: PURPOSE

ARTICLE IIIA: MEMBERSHIP

ARTICLE IIIB: AFFILATED CLUB MEMBERSHIP

ARTICLE IIIC: INDEPENDENCE CLAUSE

ARTICLE IV: DUES

ARTICLE V: FINANCE

ARTICLE VI: OFFICERS

ARTICLE VII: BOARD OF ADVISORS

ARTICLE VIII: RECALL AND DISMISSAL PROCEEDINGS

ARTICLE IX: REGIONAL AND DISTRICT AFFILIATIONS

ARTICLE X: ELECTIONS

ARTICLE XI: MEETINGS

ARTICLE XII: QUORUM

ARTICLE XIII: CONDUCT OF MEETINGS

ARTICLE XIV: AMENDMENTS

ARTICLE I: NAME
1. The name of the organization is The Ad 2 Division/AAF, hereinafter referred to as Ad 2.

2. Individual clubs shall be named "Adspace(insert city/region name)" at the time of chartering.

ARTICLE II: PURPOSE
1. The purpose of Ad 2 is to provide a special opportunity for those members of the Ad 2 Division/AAF to gain more leadership and professional experience while supporting the goals of the AAF.

2. Through individual Ad 2 Club activities and national projects, Ad 2 will further the goals of the AAF:

• To strive for the betterment of advertising and its service to the public by encouraging, recognizing and rewarding excellence in all fields of advertising, including public service advertising.

• To cooperate with government officials at the federal, state and local levels, and to represent the industry’s positions before legislative and administrative bodies.

• To enhance the knowledge and skills of advertising practitioners, support and promote advertising education and encourage talented young people to enter the advertising profession.

• To promote and encourage the maintenance of high ethical industry standards, including support and expansion of self-regulatory programs designed to ensure that advertising is truthful and accurate.

• To promote a better understanding of the functions and value of advertising among the public, in academia and in the halls of government.

• To promote and encourage fellowship, understanding and cooperation among the various disciplines of the advertising profession.
  

ARTICLE IIIA: MEMBERSHIP
1. The following shall be eligible for membership in the Ad 2 Division:
A. Duly organized Ad 2 clubs, chartered in accordance with AAF by-laws.

B. All members in good standing of such clubs. See definition of "in good standing" in ARTICLE IV-Dues.

C. All duly elected National honorary Lifetime Members.

2. All Ad 2 Clubs shall be chartered upon by affirmative action by the AAF Board of Directors. Standards for qualification for a charter include:
A. An Ad 2 Club must limit its membership to persons (32) years of age or under who are engaged in the buying, selling, creating or producing of advertising or public relations or closely related to the communications field.

B. Ad 2 Clubs may also make provisions for Associate membership as dictated by the needs of the local market. If a local board sees fit to establish an Associate membership, it must be approved by the National Ad 2 Board and AAF.

1. A club must submit each of the following for AAF and Ad 2 approval:

• Proposal for Associate Membership outlining reasons for proposed membership, dues structure and candidates eligible.
• Revisions to club’s by-laws demonstrating operational changes affected by proposed membership.

2. Ad 2 Board and AAF have the right to approve the proposal in its submitted state or with revisions. The local club must follow the mandates set by each group or re-submit another proposal.

• Participate in the Annual Ad 2 Pubic Service competition provided that the campaign was fully produced, executed and financed only by members 32 years of age or younger.

• Have access to all National Ad 2 literature.

• Serve on the Board in an elected or Advisor position.

2. Ad 2 affiliates must:
A. Abide by National Ad 2’s by-laws.

B. Pay national Ad 2 dues as per the guidelines of fully chartered Ad 2 chapters/clubs.

ARTICLE IIIC: INDEPENDENT CLAUSE
Purpose: To encourage all Ad 2 clubs to remain independent and self-sufficient. To fulfill the larger purpose of Ad 2 serving as a vehicle for gaining leadership experience and to maintain Ad 2’s stated role as a bridge between college and an established career in advertising.

It is therefore encouraged that all clubs adopt the following amendment to their by-laws:
"Should it be determined that the leadership of Ad 2 (CITY) deems it necessary to enter into an interdependent relationship with any other club organization, whether it is financial, managerial, or otherwise, or should the club leadership wish to modify the club by-laws to facilitate such an arrangement, the following steps for approval must be taken:

1. A majority of the club’s board of directors must approve of the new relationship.

2. National Ad 2 must be notified of proposed merger in the following manner:

• Written proposal of merger, signed by both the Ad 2 club president and the Ad Fed club President
• Revised Ad Fed by-laws reflecting the proposed relationship

3. A majority of the officers of National Ad 2 must approve of the relationship and provide their consent in writing, and

4. The Vice President of Club Service for the American Advertising Federation must also provide written consent.

5. Any and all delinquent dues to AAF or Ad 2 are to be paid within 30 days of Ad 2/AAF approval, whichever approval occurs last.

ARTICLE IV: DUES
1. The annual dues for all Ad 2 Clubs shall be at the rate set by the Finance Committee and approved by the AAF Board of Directors.

2. All Ad 2 Clubs holding charters form the AAF shall pay dues on an annual or semi-annual basis and said payments will be based on National AAF’s fiscal year.

3. The AAF Board of Directors may revoke any charter of any Ad 2 Club which fails to remit dues in accordance with the rates established.

4. Any suspended club may be reinstated by a majority vote of the AAF Board of Directors after delinquent dues have been paid.

5. Each club shall also pay $3.00 per member in National Ad 2 dues to fund projects of the Ad 2 Division. These dues are payable based on the number of members in the club as of June 1st prior to the beginning of National AAF’s fiscal year. Each club present at the national Ad 2 Business Meeting shall report its current membership number to be used for billing. Dues must be paid within 45 days of the invoice. A surcharge of $5.00 per 30 days delinquency shall be added for any past due balances.
A. Any club that fails to pay its dues to AAF or Ad 2 is considered "not in good standing" and is ineligible to vote or compete in any Ad 2/AAF competitions until all outstanding dues are paid. If an affiliated club’s senior Ad Fed is delinquent in paying its dues, so too is the Ad 2 division.

B. Those Ad 2 Clubs which have not paid Ad 2 Division dues by the time of the role call at the annual business meeting shall be restricted from voting at the business meeting.

C. A delinquent club may not participate in any National Ad 2 competition (i.e., Public Service, Membership), unless provisions have otherwise been made by the National Ad 2 Board.

D. Any candidate that is running for an elected office of the Ad 2 organization must be in good standing with his/her Ad 2 club at the time of election and during the year in which he/she was elected to serve.

E. If a delinquent club can show just cause, through a financial report, said club will not be restricted from any privileges for a probationary period of one year only; as approved by a vote of the National Ad 2 Board of Advisors. At the end of the probationary period all dues in arrears must be paid as well as current dues.

ARTICLE V: FINANCE
1. The annual fiscal budget for National Ad 2 will be based on dues revenues collected and any other revenue generated during the current fiscal year.

2. The Ad 2 Scholarship Fund will be maintained in a savings account/money market fund separate from operating capital.

3. National Ad 2 shall maintain security savings. It will consist of any moneys carried over from previous fiscal years. Ad 2 National should attempt to add to this fund every year, if possible.

4. When a scholarship is awarded to the winning recipient of the Scholarship Contest, National Ad 2 shall also pay for said winner’s membership dues in an Ad 2 or affiliate or chartered club. This will apply to only one (1) billing cycle located in the nearest proximity to where the winner resides.

ARTICLE VI: OFFICERS
1. Ad 2 National Officers shall be responsible for furthering the goals of the AAF and all policy decisions initiated by them shall be subject to approval by the AAF Board of Directors.

2. The Ad 2 Clubs shall, during the Ad 2 Annual Business meeting held at the National Conference, elect a national Chair who shall work in cooperation with the AAF President and Staff and Ad 2 Clubs. The National Chair shall also represent Ad 2 at all meeting s of the AAF Board of Directors and the Executive Committee.

3. The Ad 2 Clubs, shall during the Ad 2 Annual Business Meeting held at the national Conference, elect a Vice Chair, who shall work in cooperation with the National Chair and have such duties and responsibilities as designated for the position.

4. The Ad 2 Clubs, shall during the Ad 2 Annual Business Meeting held at the national Conference, elect a Secretary who shall work in cooperation with the National Chair and Vice Chair and have such duties and responsibilities as designated for the position.

5. The Ad 2 Clubs, shall during the Ad 2 Annual Business Meeting held at the national Conference, elect a Treasurer who shall work in cooperation with the National Chair and Vice Chair and have such duties and responsibilities as designated for the position.

6. Any active Ad 2 member in good standing who will not hold a local club presidency in the incoming year at the time of election may be a candidate for any national office. An active member shall be defined as: any member residing in an area which has a chartered Ad 2 club, and who is currently a member in good standing according to qualifications of his/her local Ad 2 Club.

7. Nominations for election to a national office shall be as follows:
A. Interested candidates should inform the current National Ad 2 Chair a minimum of sixty (60) days before, and submit a biography no less than forty-five days prior to the Annual Business Meeting to have his/her name included on the voting ballot.

B. Candidates may be submitted by any Ad 2 member, provided the candidate has indicated his/her willingness to serve if elected.

C. The National Chair will open the elections to nominations from the floor at the Ad 2 annual Business Meeting.

D. The Secretary will mail a voting ballot along with candidates’ biographies no less than forty-five (45) days prior to the Ad 2 annual Business Meeting.

8. Vacancies in any elected national office resulting from resignation, incapacity or for any other reason shall be filled by a majority vote of the Ad 2 Board of Advisors.

9. Any elected officer who leaves an Ad 2 market during his/her elected time period may continue to serve his/her office only if he/she becomes a member of a local AAF club in his/her new location. If there is not an AAF club in the new location, the Ad 2 Board of Directors and Advisors must decide via majority vote whether that person can continue to serve his/her post for the remainder of the year.

10. The national Chair shall have the following duties and responsibilities:
A. Act as the Chief Officer of the Ad 2 Division, and lead the organization in carrying out the aims and purposes of the AAF and Ad 2 Division.

B. He/she shall preside at the Ad 2 Annual Business Meeting, the Ad 2 Division Public Service Competition, and meetings of the Ad 2 Division Board of Advisors.

C. He/she shall appoint all committees and non-elected members of the Ad 2 Board of Advisors.

D. He/she shall attend and present written and oral reports at each AAF Board of Directors meeting.

E. He/she will maintain written and verbal contact with all Ad 2 Club presidents and the Ad 2 Division Board of Advisors.

F. If funds permit, he/she shall visit as many cities as possible to assist currently chartered clubs and to encourage formation of new clubs.

G. The National Chair shall send written notice to all Ad 2 Club Presidents of qualifications required of Ad 2 Division elected officers at least 90 days before the Ad 2 annual Business meeting.

11. The National Vice Chair shall have the following responsibilities"
A. He/she shall preside at any official Ad 2 meeting and attend any AAF meeting in the absence of the National Chair. When acting in the stead of the national Chair at any AAF National Board of Directors meeting, the Vice Chair shall not have the right to vote.

B. He/she will assume the office of National Chair if that office is vacated during the Vice Chair’s term.

C. He/she shall assist the Chair in carrying out the aims and purposes of AAF and Ad 2, and shall assume other duties as outlined by the National Chair.

D. He/she will be responsible for development of new Ad 2 Clubs, by maintaining written and verbal contact with all prospective Ad 2 Club organizers.

E. He/she will be required to attend the Ad 2 Annual Business meeting, all meeting s of the Ad 2 Board of Advisors, the Ad 2 Division Public Service Competition and all regional conferences if financially feasible.

F. He/she will maintain contact with the Ad 2 Division Board of Advisors and coordinate the activities of the Education, Public Service, programs and Fund Raining Committees.

G. He/she will be a non-voting member of the National AAF academic Committee and attend its annual summer business meeting, if financially feasible.

12. The National Secretary shall have the following duties and responsibilities:
A. Take minutes at Ad 2 Annual Business meeting and distribute to all Club presidents, national officers and other advisors.

B. Develop and update the national roster of presidents on a quarterly basis.

C. Update by-laws based on changes voted only delegates at the Ad 2 Annual Business meeting and distribute by January 1st of the year following the meeting.

D. Send written notice to all Ad 2 Club Presidents if qualifications required of Ad 2 Division elected officers at least 90 days before the Ad 2 Annual Business Meeting.

E. Oversee and coordinate the activities of the public relations committee.

F. Attend the Ad 2 Annual Business meeting and all meeting of the Ad 2 Board of Advisors when financially feasible.

13. The national Treasurer shall have the following duties and responsibilities:
A. Send out dues invoices to local clubs by September 1st of every year and keep an accurate record of receipt of dues from each member.

B. Manage the financial affairs of the Division

C. Work with the National Chair to develop an annual budget.

D. The Treasurer shall make a monthly written report (an itemized) statement to the National Chair regarding the Division’s financial status. The statement shall record current receipts and expenditures as well as receipts to be collected and expenditures to be made.

E. Oversee and coordinate the activities of the membership Committee

F. Attend the Ad 2 Annual Business Meeting and all meeting of the Ad 2 Board of Advisors when financially feasible.

14. The National Chair and Vice Chair will receive funding from the AAF in a yearly amount to be set by the AAF Finance Committee and approved by the AAF Board of Directors. The National Chair shall present an accounting of the funds spent during his/her term of the Ad 2 Club presidents at the Annual Business Meeting. Additional funding, if available, will be used to fund the Secretary and treasurer to the Annual National Convention.

ARTICLE VII: BOARD OF ADVISORS
1. The Ad 2 board of Advisors shall consist of the National Chair, Vice Chair, Secretary, Treasurer and Immediate Past Chair, and seven other members appointed by the National Chair: Education Advisor, Fund Raising Advisor, Government Relations Advisor, Public Relations/Communications Advisor, Membership/Programs Advisor, Public Service Advisor and Diversity Advisor.

2. The Ad 2 Board of Advisors shall meet during the national Conference. Notice of the meeting will be given by the National Chair.

3. The Ad 2 Board of Advisors shall meet at other time s when possible.

4. The Ad 2 Board of Advisors shall also have the authority to conduct business for the Division via telephone poll by the National Chair.

5. Duties of the National Chair, Vice- Chair, Secretary and Treasurer are described in Article VI. Duties of the other Board of Advisors positions are as follows:
A. Education Advisor: Develop program ideas for Ad 2 educational projects, both for the public and for the profession; work with local clubs to support and assist in the formation of AAF college chapters. Work with the AAF staff to submit articles for all editions of the AdVisor and the Communicator.

B. FundRaising Advisor: Develop and communicate fund raising ideas for Ad 2 Clubs to all Ad 2 Presidents. Work with National Chair to determine need for, and development of, Ad 2 Division fund raising. Implement such fund raising efforts.

C. Government Relations Advisor: Organize and motivate all local Ad 2 clubs to secure a government relations chairperson. Serve as a support and guidance for local government relations’ chairpersons and encourage them to monitor their state legislative activities and take action when necessary. Remain in constant contact with National AAF and send out Legislative Alerts/newsletters to National Board of Advisors to keep them informed of important activities.

D. Membership/Programs Advisor: Develop, communicate and administrate all local and national membership initiatives. Communicate ideas/programs on membership development and retention to Ad 2 Presidents and local committee chair counterparts. Develop and communicate programming ideas for Ad 2 Clubs to all Ad 2 Presidents and local committee chair counterparts. Be an active member of the National Affiliate Committee, working with the Treasurer and Vice Chair in the expansion of the Ad 2 clubs via affiliation.

E. Public Relations Communications Advisor: Work in conjunction with the National Chair to obtain national exposure of Ad 2 in the trade press; work with local clubs to increase visibility in local communities. Maintain regular communication with the editor of American Advertising to publicize the Ad 2 Division and its member clubs to the AAF audience. Coordinate various Ad 2 clubs and the National Advisors to provide news articles for Ad 2’s official publication, Whispers. Work with Secretary to maintain accurate information.

F. Web Master Communications Advisor: Work in conjunction with the National Chair to obtain national exposure of Ad 2 through the National Ad 2 web site. Maintain said web site. Work with local clubs to increase visibility in local communities through interaction with their web sites. Maintain regular communication with the AAF web master to ensure cross promotion whenever possible. Coordinate the local Ad 2 clubs and the National Advisors to provide news articles for the National Ad 2 web site. Work with Secretary to maintain accurate information.

G. Public Service Advisor: maintain a standard set of rules for the Ad 2 Public Service Competition at the AAF National Conference; distribute these rules no later than ninety (90) days prior to the date of competition; coordinate the competition, including arrangements for equipment, scheduling presentations, selecting judges and supervision the actual competition. Also responsible for making the presentation of winners to the AAF membership during the Conference.

H. Diversity Advisor: Work with the AAF’s Diversity in Advertising Committee to help clubs promote diversity in their communities. Serve as a support to local clubs by providing current tactics to promote diversity in advertising.

I. Immediate Past Chair: Act as consultant to National Chair and National Board of Advisors.

6. All National officers and Advisors shall begin a one-year term on July 1st following the National Conference

7. Any active member in good standing may be appointed to any advisor position. An active member shall be defined as: Any member residing in an area which has a chartered Ad 2 Club who is currently a member in good standing according to the qualifications of his/her club; and who is currently not a local president

8. Assistants may be appointed for any advisor position as deemed necessary by the National Ad 2 officers. These individuals will be held accountable under the guidelines established for the advisor

9. Vacancies in an Advisor position resulting from resignation, incapacity or for any other reason shall be filled by appointment of the national Chair.

ARTICLE VIII: RECALL AND DISMISSAL PROCEEDINGS
1. Any elected officer is subject to recall proceedings. Grounds for recall consist of failure of an elected officer to carry out his/her duties as defined in ARTICLE VI of these Policies and Procedures.
A. Recall proceedings may be instigated by any member in good standing of the Ad 2 Division as previously defined. A petition for recall signed by one third of Ad 2 Club Presidents must be initiated and completed within a thirty (30) day period before actual recall proceedings can begin.

B. The individual undergoing recall petition proceedings must be notified of the grounds of the proceedings in writing concurrent with the circulation of the petition. The officer undergoing proceedings will continue to act as a voting member in every capacity, unless termination occurs.

C. If the recall petition is successfully completed, the Secretary must send a mailed ballot to all Ad 2 Club Presidents within two weeks of completion of the petition. If in the event the Secretary is the officer in question, the Treasurer will assume these responsibilities.

D. Immediate termination of office will occur with two-thirds vote of all Club Presidents for recall. All votes to be counted must be returned within two weeks of the date on the ballot. Those ballots not received by said date will be considered "YAY" votes.

E. The Secretary will count termination votes and notify the individual of the result. If, in the event the Secretary is the officer in question, the Treasurer will assume these responsibilities.

F. The terminated officer shall retain his/her status as a member of Ad 2.

2. Any appointed Advisor might be dismissed for non-performance of his/her duties as stated in ARTICLE VII of these Policies and Procedures.
A. The National Chair shall notify in writing the Advisor in question of his/her non-performance and allow a thirty (30) day probationary period in which said Advisor can rectify his/her non-performance, if desired.

B. If non-performance of duties continues after the probationary period, the National Chair shall dismiss the Advisor, in writing with notification to the Ad 2 board of Advisors and the Ad 2 Club presidents.

C. Any dismissed advisor shall retain member status in Ad 2.

ARTICLE IX: REGIONAL AND DISTRICT AFFILIATIONS
1. Ad 2 shall adhere to the AAF Region and District structural divisions. Each Ad 2 club is a member of the district and region in which its organization is geographically located.

ARTICLE X: ELECTIONS
1. Election of the National Chair, Vice- Chair, Secretary and Treasurer shall take place at an official meeting of the Ad 2 Division during the National AAF Conference

2. All Ad 2 Clubs in good standing shall be represented for voting purposes by duly appointed delegates of the Club at Ad 2 National and regional meetings. Each such club shall be entitled to one vote for every twenty-five (25) members (or fraction thereof) up to one hundred (100) members, and one vote for every additional fifty (50) members (or fraction thereof) within the club for a maximum of six (6) votes.

3. Every voting delegate must be an active member in good standing from an Ad 2 chartered club, an Ad 2 affiliated club or an elected officer as per the guidelines in ARTICLE VI.

4. Each Ad 2 Club shall file with the Treasurer at the beginning of the Ad 2 Annual Business Meeting the number of club members and the number of delegates present at the conference, and the names of those delegates. Only those so listed shall be entitled to vote. Those delegates shall cast all votes accorded to their club. There shall be no voting by proxy.

5. The Honorary Life Membership is the highest honor conferred by Ad 2. Honorary Life members shall be elected at the Ad 2 Annual Business Meeting by a majority vote of all Ad 2 members in good standing in attendance.
A. Honorary Life Membership may be conferred on any Ad 2 members meeting the following qualifications:

• Been active in the Ad 2 Division/ AAF for a minimum of three (3) years, while making continuous contribution s to the AAF, both on the local and national levels.

• Demonstrated high professional standards while working for the industry’s betterment.
  

ARTICLE XI: MEETINGS
1. The AAF National Conference shall be held annually at such place and time is determined by the AAF Board of Directors. At this conference shall be held the Ad 2 Annual Business Meeting for the conduct of the affairs of the Ad 2 Division/AAF.

2. Regional conferences may be held annually and Ad 2 clubs shall participate in such conferences whenever possible.

ARTICLE XII: QUORUM
1. At any national or regional meeting of Ad 2, forty percent (40%) of all Ad 2 clubs in good standing and represented in person by one (1) r more delegates at the meeting shall constitute a quorum.

2. All motions or resolutions to prevail at any national or regional meeting must receive a majority of the votes cast in person, unless otherwise provided herein.

ARTICLE XIII: CONDUCT OF MEETINGS
1. Robert’s Rules of Order, Revised shall govern all national or regional meetings of Ad 2 and its Board of Advisors, except where otherwise provided in these policies.

ARTICLE XIV: AMENDMENTS
1. Any proposed amendment to these policies must be approved by a majority of the votes cast in person by delegates of Ad 2 Clubs in good standing at the Ad 2 Annual Business Meeting.

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