MACS/Member Info

Benefits for members include the following:

Buying Shows A buying show is held at the Annual Fall meeting.
Educational Programs MACS offers general education and break-out sessions on a variety of timely subjects at both the Fall and Spring meetings.
Newsletter A newsletter will be posted to the website a minimum of 3 times per year. This notifies members of upcoming events and industry trends.
Networking MACS features unique opportunities to share ideas and experiences with our peers. Directory An annual membership directory of bookstore and vendor members is available to all dues-paying members.

Additional incentives for joining MACS include:

Financial Aid Funds are available to help send members to meetings and educational sessions sponsored by MACS or NACS. Contact the MACS Secretary for details.
Professional Development Opportunities for enhancing one's professional development through contacts with members, meetings, use of directory are available through active participation in MACS.

Becoming a Member

Membership is open to, (1) all college stores within Michigan which engage in retail sales of books, supplies, and/or other merchandise necessary to students and faculties of educational institutions. (This includes institutional, independent or lease operators) and (2) those individuals and/or firms who sell merchandise to those stores defined above.
Annual dues are $75.00 with a one-time start-up fee of $25.00. MACS dues period is April 1st to March 31st. Dues are not pro-rated but Members joining after January 1st, will not be billed until the next calendar year.
As an ever-growing and diversifying association, MACS encourages every college and university bookstore in Michigan and the vendors who serve them to take the initiative and become an active member. By combining our ideas and experience, a cooperative effort results and we all benefit. Together we can develop the ever-increasing potential of MACS membership.

For more information about joining MACS, please contact:
Barry Waters at 989-774-7493 or water1b@cmich.edu

MACS Financial Assistance Program

Procedure:

1. The Board shall review the funds available and decide whether any awards can be made.
2. When funds are available, the Board shall actively solicit applicants at the MACS meetings and through other MACS correspondence.
3. The Board shall investigate funding sources for the financial assistance fund.

Guidelines for Application:

1. Applicants must be members in good standing of MACS.
2. The completed application must be reviewed by the Board a minimum of 60 days prior to the event to allow for Board discussion and approval or denial.
3. A maximum of four (4) $150.00 awards for attendance to MACS meetings will be granted for registration costs, lodging and meals. The applicant will pay travel costs. Two awards will be granted for the spring meeting and two for the fall meeting. If, however, one or no awards are granted for the spring meeting, then the unused award(s) will be available for the fall meeting.
4. If less than four awards are made in a fiscal year (November 1 – October 30), the unused awards do not roll over to the next year. The application must document registration costs, as well as lodging and meals.
5. The awards for NACS events are on a challenge basis with MACS matching all money provided by the institution or firm up to a maximum of $300.00, or one half the cost of the event, whichever is less.
6. A maximum of three (3) $300.00 awards for attendance at NACS events will be granted for registration costs, lodging and meals.
7. The Secretary of the Association will process applications for these awards. The application must document registration costs, as well as lodging and meal costs.
8. An individual store or vendor cannot receive more than one financial assistance award within two consecutive fiscal years.
9. In the event that the number of qualified applicants exceeds the funds available, as determined by the Board, preference will be given to those individuals with the greatest need.
10. Applications for Financial Assistance are available from the Secretary of the Association. Completed applications should be sent to the Secretary of the Association.

Financial Assistance Form

ARTICLE 1 Name

Section 1.1 The name of this voluntary trade association shall be the Michigan Association of College Stores. Section 1.2 The principal office of the Association shall be located at the CMU Bookstore, 202 Bovee University Center, Central Michigan University, Mount Pleasant, MI 48859. This office can be changed by majority vote of the Board of Trustees.

ARTICLE 2 Objectives

Section 2.1 The objectives of this Association are reflected in the Association's Mission Statement... "To promote the professional development of its members through Support, Networking, and Educational Opportunities." Section 2.1.1 Bring people together who are working to provide students and faculty with textbooks, supplies, and other items needed in the college community. Section 2.1.2 Develop communication and a cooperative spirit within the Association. Section 2.1.3 Strive to develop an educational environment to assist members of the Association in attaining the best ways to serve their communities. Section 2.1.4 Promote the highest standards of professionalism and ethics among the membership. Section 2.2 The Association shall be established as a non-profit organization. Two thirds of the Membership must be present to vote on the disposition of any assets the Association may come to own.

ARTICLE 3 Membership

Section 3.1 The Association will have two kinds of members, bookstore and vendor. Section 3.1.1 Member stores are those engaged in providing textbooks, supplies and other items to students and faculty of their college communities within the state of Michigan. Section 3.1.2 Vendor members are those representatives of firms that provide textbooks, supplies and other items to members of the Association. Section 3.2 Admission Section 3.2.1 Any store or person described in Section 3.1 may apply for membership in the Association. Applications may be submitted to any member of the Board of Trustees. The Board will review and process all applications at the next scheduled meeting. Applicants will be notified by mail of the Board's action. Section 3.2.2 Annual membership dues are payable on the 1st of April of the calendar year. Section 3.3 Dismissal Section 3.3.1 Members will be dismissed from the Association for non-payment of dues. Section 3.3.2 Any member of the Association is subject to dismissal for violation of the professional and ethical standards of this Association. Section 3.3.3 Members are obligated to report any violation of the objectives of the Association to the Board of Trustees. Section 3.3.4 Violations of Section 3.3.2 will be voted on by the full membership.

ARTICLE 4 Board of Trustees

Section 4.1 The Board Of Trustees of the Association shall consist of: President President-elect Secretary Treasurer Immediate Past President Store Representatives (2) Vendor Representatives (2) Section 4.2 Only Association members in good standing may be on the Board of Trustees. Section 4.3 No more than four members of the Board of Trustees may be Vendor Members. Section 4.4 All of the Board of Trustees shall have voting rights. Five members constitute a quorum. Section 4.5 Terms and Eligibility Section 4.5.1 The term of President-elect shall be for a one-year duration with successive one-year terms as President and Immediate Past-President. Terms of Secretary, Treasurer and Representatives shall be for two years. Section 4.5.2 The President-elect shall be elected at the Fall meeting. The Secretary and Treasurer shall be elected at the Fall meeting on alternate years: the Secretary on the odd number years and the Treasurer on even years. Two Representatives (one Store and one Vendor Representative) shall be elected at the Fall meeting each year. Section 4.5.3 Board members may be re-elected to the same office in successive terms. Store or Vendor Representatives are eligible to run for another office before his/her term expires. Section 4.6 Nominations The Immediate Past President will assemble a slate of candidates. Nominations are always accepted from the floor. Section 4.7 Elections Elections for offices shall begin with the President-elect followed by the Secretary, Treasurer, Store Representative and Vendor Representative. Elections shall be made by secret ballot. A simple majority of the membership registered for the general meeting must be present to hold an election. All ballots shall be retained for thirty (30) days by the newly elected Secretary and shall be open for inspection by any member in good standing. Section 4.8 Vacancies Section 4.8.1 The office of any Board Member shall be declared vacant immediately when the Board Member ceases to meet the requirements for membership as stated in Section 3.3, or voluntary resigns their position Section 4.8.2 If a vacancy occurs in the office of the President, the President-elect shall assume the office of President immediately and serve until the next elected President-elect is eligible to assume this office at the regularly scheduled fall meeting. Section 4.8.2.1 If a vacancy occurs in the office of the President-elect, the President and Immediate Past President will remain in their respective offices until a New President-elect is elected and has served their regular one year term. (Because of the enormous Pressures and responsibilities of the President, it is important that each successive President should have at least one year of active involvement on the board as President-elect before assuming the duties of President.) This requirement (the delay in the President, Past President rotation and one year experience as President-elect) may be waved by a 2/3 vote of the board any time before the election of officers at the next regular fall meeting. (Reasons why the board may choose to waive this requirement include, but are not limited to: a candidate's previous tenure as President, or other board position; or some other qualification that would lead the board to believe that the candidate is prepared to take charge immediately.) If this occurs, an election for both the offices of President and President-elect will be held at the next regular fall meeting. Section 4.8.3 If a vacancy occurs in any office excluding the President and the President-elect, the President shall assign the duties of any vacant position until the next semi-annual meeting, when an election will then be held.

ARTICLE 5 Duties of Board Members

President Section 5.1 The duties of the President include but are not limited to: preside at all meetings and enforce all rules and regulations relating to the administration of the Association. Appoint all standing and special committees and chairpersons of all such committees. Conduct the annual elections at the Fall meeting. Sign all checks being one party of a two-party required signature on all checks. President-elect Section 5.2 The duties of the President-elect include but are not limited to: exercise all the duties and responsibilities of the President in the absence of the President. Chair the Membership Committee and notify applicants of the decision on their application immediately following Board action. Will assume other duties as the President may assign. Secretary Section 5.3 The duties of the Secretary include but are not limited to: keep a complete and accurate record of all general membership and Board of Trustee meetings and transmit such records of the proceedings of such meetings to the President of the Association within a reasonable time after meetings adjourn. Conduct all correspondence relating to the general office of the Association. Maintain a chronological history of the minutes of the Association and turn over all records to his/her successor. Assume other duties as may be assigned to this office by the President. Treasurer Section 5.4 The duties of the Treasurer include but are not limited to: the Treasurer shall have custody of all monies and keep regular books of account, and also a complete and accurate record of all funds received and expended. Deposit all such monies in the name of and to the credit of the Association in such depositories as may be designated by the Board of Trustees. Prepare annual financial statements as of October 31, for the previous fiscal year. Sign all checks being one party of a two-party required signature on all checks. Prepare a detailed financial report and submit it to the membership at the Spring and Fall meetings. File all local, state, and federal tax reports as required. Act as liaison with the Association's tax firm. Other duties as assigned by the President. Store Representative Section 5.5 In absence of a Meeting Coordinator, the duties of the Store Representative elected in an odd year include but are not limited to: consultation with the Board of Trustees to determine meeting dates, location and general program content for Association meetings ten (10) months in advance. Contact potential host schools to request assistance with arrangements for registration forms, and directional maps. Coordinate all facets of the Spring and Fall meetings. Develop meeting budget for Board of Trustee approval. Collect and record registrations for Association meetings. Work to involve both Bookstore and Vendor members in planning the meeting. Maintain MACS directory and publish by fall meeting. Other duties as assigned by the President. Section 5.5.1 The duties of the Store Representative elected in an even year include but are not limited to: prepare, edit, and mail a minimum of two (2) newsletters per year. Mailings should be planned to promote the Fall and Spring meetings. Work with Store Representative (Meetings) and President-elect to disseminate information of interest to the membership. Solicit news from members by telephone and other communications (fax and e-mail). Other duties as assigned by the President. Vendor Representative Section 5.6 The duties of the Vendor Representative include but are not limited to: act as liaison between the Board and vendors, coordinate tradeshow setup including: layout tradeshow for vendors tables based on requests (# of tables, electricity, internet access, location related to competing vendors, etc.), create vendor name plates for tables, coordinate setup with conference/hotel liaisons, assist vendors locate tables, and act as point of contact for vendor needs. In the field during travels it is the Vendor Representative’s duty to solicit member news for the newsletter, gather ideas for educational sessions, and invite non-members to join the association. Other duties as assigned by the President. Immediate Past-President Section 5.7 The duties of the Immediate Past-President shall include but are not limited to: attend all Board meetings. Solicit nominations and prepare a slate of candidates for elections. Other duties as assigned by the President. Board of Trustees Section 5.8 The Board of Trustees by a majority vote may authorize the President, President-elect, Secretary, or Treasurer of this Association to conduct necessary Business for the Association and sign contracts needed to conduct such business. ARTICLE 6 Meetings of the Association Section 6.1 Meetings of the Association shall be held semi-annually. Definite locations and programs for the meetings will be decided by the Board of Trustees. Section 6.2 The President may call a special meeting at any time to respond to any contingency that may arise. These meetings can be for the Board of Trustees or any standing committee. A report of all meetings will be reported to the President within 10 days. The President will present any and all reports to the Board of Trustees at the next available meeting. Section 6.3 A quorum consists of a majority of the members in good standing in attendance at the Fall meeting. (See Article 3 for the definition of a member.) The quorum present at meetings of this Association shall transact all business presented except as stated in Section 2.2.

ARTICLE 7 Dues

Section 7.1 The Annual Dues per member shall be established by the Board of Trustees and approved by the Association. Dues will be payable to the Association Treasurer by April 1 of each year.

ARTICLE 8 Voting

Section 8.1 Bookstore Members: Each member store in good standing shall be entitled one vote in all semi-annual meeting and special meetings. The voting member shall be the director or manager or a designate of the store. Section 8.2 Vendor Members: Each Vendor Member firm in good standing shall be entitled to one vote in all semi-annual and special meetings. The Vendor firm will designate the voting member.

ARTICLE 9 Rules of Order

Section 9.1 The rules of parliamentary procedure as laid down in Robert's Rules of Order, Revised, shall govern all meetings of this Association.

ARTICLE 10 Fiscal Year

Section 10.1 The fiscal year of the Association shall be from November 1 through October 31.

ARTICLE 11 Amendments

Section 11.1 Amendments to the Constitution and Bylaws shall only be made at general membership meetings. Section 11.2 Written notice of proposed changes to the Constitution and Bylaws will be made available to the membership at least three (3) weeks prior to the general meeting. Section 11.3 The general membership must vote to approve any changes to the Constitution and Bylaws.

Occasionally policy decisions made by the Board of Trustees or the general membership of MACS are established as protocols for the Association but are not embodied in the Constitution. These policies, however, are binding until they are changed or repealed by Board of Trustees or general membership. The Board of Trustees has provided a record of these policies.
This Policy Document will be an addendum to the Constitution. New policies and revisions to existing policies will be updated occasionally and promulgated in the Association newsletter. Each policy will be numbered and titled with an effective date. Each policy can direct individual members to implement or take responsibility for seeing that a policy is carried out. Each policy will have a brief rationale for a better understanding why a policy has been established.
Each new Board member should review this Policy Document as well as the Constitution.

POLICY 1 Selling of MACS Directory

The directory is available for sale to vendors who do not wish to become regular members of the Association. The price is two times the current membership fee (eff. 2-4-87) Rationale: The Association is often contacted with an outside request (normally from vendors) to purchase our membership list. In the past it has commonly been suggested that the company requesting this list join the Association by paying the dues and thereby receiving a directory. The problem this creates is that having obtained the directory they have no further interest in MACS, but we incur the expense of mailings, billings, etc., for two years before their membership expires.

POLICY 2 Expenses for Board and Committee Members

MACS will reimburse Board and committee members for certain expenses necessary to fulfill MACS responsibilities. This includes costs for copies, labels, postage, etc. It also includes expenses incurred for board and committee meetings, such as meeting room costs and refreshments/lunch as may be necessary. It will not include any travel expenses to or from general meetings, board and committee meetings. (Eff 2/4/87 rvsd 7/18/03)

POLICY 3 Non-member attendance at the Trade Show

Non-member vendors (guests) may apply to display at the annual trade show only if there is adequate table space after the registration period for members (in good standing) has expired. Non-member vendors will be expected to pay twice the amount of the table-top fee at the time of application.
Non-member stores (guests) may attend the annual trade show free of charge. A partial registration fee covering the cost of the lunch prior to the trade show will be available for these guests, but they will not be granted admission to other meeting events until association membership dues have been paid in full and membership has been approved by the board.
It is expected that vendor members will purchase one full meeting registration when displaying at the trade show. Vendor members who wish to have several associates at the trade show but who do not wish to purchase full meeting registrations for each associate may purchase partial registrations covering the cost of lunch prior to the trade show. These associates will not be allowed admission to other meeting events.
Meeting registration status as guest (non-member), partial registration or full registration will be indicated on nametags.
Rationale: To allow maximum opportunity for buyers to view all available products. To allow vendors interested in MACS the opportunity to view the association in action, and fill slots at the trade show. To avoid the wasted effort and expense of mailing newsletters, phone lists and invoices for dues to vendors who join MACS to show at a trade show with no intention of being an active MACS member and participating in association activities.

POLICY 4 Dues Procedures

Association dues are due on the first day of April. Members are invoiced twice, if necessary. The first time is prior to April 1, and once after, if their dues have not been paid by April 1. If unpaid by August 30, these members gain an inactive member status in MACS. If these inactive members do not pay their dues by August 30 of the following year, they are dropped from the directory and mailing list and are no longer members of MACS. If an inactive member wishes to reinstate their active member status in the Association after one year of absence, they will be responsible for paying two years of dues. Any member who has been absent from the Association for two years or longer, upon rejoining the Association, will be considered a new member.
Rationale: If a member (store or vendor) rejoins the Association after an absence of more than two years, the Association does not want to penalize them with excessive back dues. The store or vender may have changed personnel, which caused them to become non-members for a period of time.

POLICY 5 MACS Financial Assistance Program

Consistent with its objectives as stated in the Constitution, the Michigan Association of College Stores has set up a financial assistance fund to assist its members in attending meetings sponsored by MACS or NACS. Awards will be made on the basis of applications received and monies available. All awards will be approved by the Board of Trustees, or an authorized committee, (eff. 11-6- 89)

Procedure:
The Board shall review the funds available and decide whether any awards can be made.
When funds are available, the Board shall actively solicit applicants at the MACS meetings and through other MACS correspondence.
The Board shall investigate funding sources for the financial assistance fund.

Guidelines for Application:
Applicants must be members in good standing of MACS.

The completed application must be submitted to the Board a minimum of 60 days prior to the event to allow for Board discussion and approval or denial.

Awards of up to $150 each (or up to $600 annually) for attendance to MACS meeting will be granted for registration costs, lodging and meals. Awards will not exceed reasonable, estimated expenses. The applicant will pay travel costs. $300 will be reserved for the spring meeting and another $300 will be reserved for the fall meeting. If, however, unused money is leftover from the spring meeting, then the unused funds will be available for the fall meeting. Any monies left at the end of a fiscal year (November 1-October 30) do not roll over to the next year.

The awards for NACS events are on a challenge basis with MACS matching all money provided by the institution or firm up To a maximum of $300, or on half the cost of the event, whichever is less. A maximum of three (3) $300 awards for attendance at NACS events will be granted for registration costs, lodging and meals.

An individual store or vendor cannot receive more than one financial assistance award within two consecutive fiscal years. In the event that the number of qualified applicants exceeds the funds available, as determined by the Board, preference will be given to those individuals with the greatest need.

Applications for Financial Assistance are available from the Secretary of the Association.

Completed applications are to be sent to the Secretary of the Association.

Awards will be issued to the sponsoring store or company, not to any individual, unless the individual and the sponsoring store or company is one and the same. (rev. 1-01)

POLICY 6 Michigan Memorial Scholarship Fund

Established in 1995 in memory of Ward Aurich. MACS will present two $500 awards in a fiscal year (November 1-October 30) for a span of five years at the fall meeting. After the five year period the Board will assess the financial position of the Association to determine the continuation of this scholarship fund.
At the Fall meeting of 2001, the Board voted to extend the Ward Aurich Scholarship Fund for the next five years (through fall of 2004). (rev. 10-01, name chgd 10/17/05, name chgd 6/07 to Michael C. Norton Scholarship for 2008)
Guidelines: Any active member (individual stores and vendor companies) of MACS attending the fall meeting will become eligible in a drawing for these awards. The awards will be presented at the business meeting. Award checks will be mailed within 30 days of the fall meeting. These funds are to be donated on behalf of the Michigan Association in Ward Aurich's name to a scholarship fund of a Michigan college or university, selected by the winner(s) of the drawing.

POLICY 7

Attendance is restricted to adults and spouses only at all meeting functions including meals.

POLICY 8 Recognition Gifts

Active members of MACS are important as individuals of our Association. As such the Secretary of the Association in recognition of the event or occurrence will send when a birth or illness occurs an appropriate card to the MACS member.If a death occurs, be it member or an immediate family member (spouse or dependent child) in the Michigan Association, the President will notify the Treasurer to donate money to the charity of the family's choice, or send flowers on behalf of the Association, dependent upon the family's decision. The cap on this cost will not exceed $100.
The Board of Trustees will decide upon retirement and other recognition gifts. Appropriate gifts will not exceed $100 per individual.

POLICY 9 MACS Officer Development

It is the strong recommendation of the board that all newly elected board members attend the annual NACS Leadership Conference, which is typically held in June of each year. All direct expenses not covered by NACS will be reimbursed to the board member, including transportation, lodging and food. Registration expense, if any, will be paid directly by MACS.
Rationale: Many members are discouraged from running for office because they feel they lack the training necessary. By providing this service to our new officers, the Association will benefit from the posses. (Eff. 7-18-03)

POLICY 10 NACS Foundation Contribution

Effective 10-18-98: MACS will contribute $1000 per year for five years to the NACS Foundation (formerly CSREF). The Foundation provides scholarships to NACS Members for attending NACS meetings and to State and Regional Associations to provide NACS Education programs. (Renewed for another 5 years 02/16/09.)

POLICY 11 Repealed 11/15/04

POLICY 12 MACS Registration Exemptions

The officers of the Michigan Association of College Stores will be exempt from paying registration fees for regular Spring and Fall MACS meetings. In addition, a total of 2 free registrations will be provided to the host store or school. Rationale: Due to the increasing budget constraints experienced by member schools, it is decided that officers be made exempt from registration fees. This will encourage more participation in elections, and help compensate officers for their hard work on behalf of the association - especially meeting planning and execution, which occasionally prevents officers from partaking in all aspects of the meetings. In addition, 2 free registrations are provided to the Host store or school in appreciation of their hard work helping to plan the meeting.(Eff. 6-29-04)