BY-LAWS
of the
SOUTHEAST PAVEMENT PRESERVATION PARTNERSHIP
April 8, 2026
ARTICLE I: Name and Location
SECTION 1. Name.
The name of this organization shall be the Southeast Pavement Preservation Partnership (SEPPP).
SECTION 2. Location.
The offices and the principal place of business for the SEPPP shall be the National Center for Pavement Preservation, 2857 Jolly Road, Okemos, Michigan 48864.
SECTION 3. Southeast Region.
For the purpose of these by-laws, the Southeast refers to a geographic region, which may include the states of Virginia, North Carolina, South Carolina, Georgia, Florida, West Virginia, Tennessee, Arkansas, Kentucky, Louisiana, Mississippi, Alabama, Texas Oklahoma and the commonwealth of Puerto Rico.
ARTICLE II: Vision, Mission and Objectives
SECTION 1. Vision Statement.
A collaborative effort comprised of pavement preservation professionals including state, provincial and local public agencies, local and federal government, contractors, suppliers, academia and other stakeholders with a common purpose to improve and promote the benefits of pavement preservation.
SECTION 2. Mission Statement.
Provide an ongoing regional forum for pavement preservation practitioners to share and exchange information on related research, design, specifications, materials, and construction practices as well as to promote the benefits of pavement preservation through education and application.
SECTION 3. Objectives:
- Promote and implement the benefits of Pavement Preservation.
- Promote uniformity of regional specifications and guidelines for pavement preservation treatments.
- Promote the use of improved materials, equipment, and processes among the member agencies.
- Promote the sharing of innovative contracting practices.
- Establish a coordinated regional research effort.
- Advocate the advancement of Pavement Preservation training.
ARTICLE III. Membership
SECTION 1. Membership Eligibility.
Membership is open to Public Agencies or any Organization, Public or Private, active or interested in the preservation of the highway pavement
infrastructure. Membership, excluding state agencies, may be subject to steering committee approval per the guidelines in Article IV Section 3.
SECTION 2. Voting Rights.
Each member state shall have two votes and all other member public agencies and organizations shall have one vote.
ARTICLE IV: Steering Committee
SECTION 1. Committee Structure.
The Steering Committee of the Partnership shall consist of sixteen members of whom four shall consist of a Chair, a Vice-Chair, Industry Vice-Chair (selected from industry members),a Secretary/Treasurer and the Immediate Past-Chair. The Chair shall be selected from a state member agency.
SECTION 2. Authority of Steering Committee.
The governing body of this organization shall be the Steering Committee. This Committee shall act on selected issues and requests brought by the general membership. The Steering committee can appoint working groups for the development of programs, tasks, and activities, or take action on items of common interest to the membership. The Steering Committee shall also actively pursue the objectives of this organization.
SECTION 3. Selection of Officers for the Steering Committee and members of the Steering Committee.
The general membership of the SEPPP shall select four officersto preside over the business meetings. The officers are a Chair, Vice-Chair, Industry Vice-Chair (selected from industry members) and Secretary/Treasurer. All members of the Steering Committee shall be members of organizations that are in good financial standing in the SEPPP.
The Steering Committee members shall be sixteen members from the following categories:
State or Provincial Agency Directors – Seven Steering Committee directors will be selected at the business meeting by the general membership. State or Provincial Director’s agencies must be contributing members to the program and willing and able to participate in partnership meetings and activities.
Local Agency Directors – one Director will be selected at the business meeting by the general membership. Local Agency Directors must be willing and able to participate in partnership meetings and activities.
Industry Organization Directors – two Directors will be selected at the business meeting by the general membership. Industry Directors must be either Regional or National members in good standing and be willing and able to participate in partnership meetings and activities.
At-Large with preference for Academic Directors – one Director will be selected at the business meeting by the general membership.
At-Large Director – three Steering Committee Directors to be selected by the general membership representing one of the State, Local, Industry, or Academic members.
At-Large Directors are subject to the same requirements as shown above, per their respective organization.
The immediate past chair will be a director level position but is not elected.
Federal Highway Administration- One Director will be selected by the FHWA to serve in an ex-officio, advisory capacity to the Steering Committee but without voting rights.
When a selected Director of the Steering Committee is not present, a designated alternate for each absent Director may serve on the Steering Committee as a voting member by proxy.
If any group is not represented in the SEPPP, their membership on the Steering Committee shall remain vacant until such time as the group is represented.
Directors shall be members of organizations that are in good standing in the Partnership. Member state agencies must be participant in the AASHTO Preservation Management Technical Service Program. Local Agency and Academia are considered in good standing by the Steering Committee when actively participating in the partnership. Industry directors must be a regional or national member each year they serve to be considered in good standing.
SECTION 4. Terms of Service for Officers and Members.
Members of the Steering Committee shall serve three-year terms with one-third rotating off each year. Officers will serve an approximate one-year term with the Vice-Chair becoming the Chair and the Secretary/Treasurer becoming the Vice-Chair. Officer rotations will occur at the annual regional partnership meeting.
SECTION 5. Duties of Officers.
The Chair of the Steering Committee will preside over the annual meeting and shall have active control of the membership business meeting.
The Vice-Chair of the Steering Committee will preside over the annual meeting and the membership business meeting in the absence of the Chair.
The Secretary/Treasurer of the Steering Committee will review financial reports for SEPPP maintained by the National Center for Pavement Preservation. The Secretary/Treasurer will review minutes produced by the appointed meeting recording secretary.
SECTION 6. Vacancies and Removal of Officers.
The general membership shall be filled by a special election and the vacancies of any officers for the balance of their terms of office. The Steering Committee may, at its discretion, by a two-thirds vote, remove any officer from their office with cause.
Any member of the steering committee who is absent from the annual meeting for two consecutive years will be considered to have voluntarily resigned from the steering committee and the position will be filled at the business meeting.
ARTICLE V: Meetings
SECTION 1. Annual Business Meeting.
The date of the annual business meeting shall be set by the Steering Committee. The purpose of the meeting shall include the presentation of formal reports of task forces, election of officers, filling of vacancies for the Steering Committee, and acting on all business brought before the meeting.
The Officers of the Steering Committee will be responsible for developing the annual business meeting agenda.
SECTION 2. Other Meetings.
Other meetings of the organization, including, but not limited to, Task Forces and Working Teams, shall be at the discretion of the Steering Committee. The purpose of these meetings shall include acting on business items brought forth at the annual meeting.
SECTION 3. Notice of Meetings.
At the direction of the Steering Committee, written notice of any meeting of the organization shall be transmitted by mail or electronically to the last known address of each member organization at least 5 calendar days before the date of the meeting.
SECTION 4. Quorum.
A majority of Officers and Steering Committee Members present in person or via conference call shall constitute a quorum at any meeting of the Steering Committee.
ARTICLE VI: Amendment to By-laws
SECTION 1. Amendment Process.
These By-laws may be amended or repealed by a simple majority vote of the members present at an annual business meeting. Amendments may be proposed by the Steering Committee on their own initiative, or by general membership. The Steering Committee will not present proposed amendments for consideration, which create personal liability for the members of SEPPP.
ARTICLE VII: Assessments
Section Deleted 2026
ARTICLE VIII: Fiscal Matters
SECTION 1. Fiscal Year.
The fiscal year of the Partnership shall begin on October 1 and run through September 30 of the following year.
SECTION 2. Revenues.
State Agency Membership revenues will be through the AASHTO Preservation Management Technical Services Program open to any state government agency. Other memberships, registration fees, exhibitor fees, or funds received for purposes consistent with Partnership programs, operations, and functions will be managed by the National Center for Pavement Preservation and dispersed for the operation and programs of the Partnership.
The fees charged for participation in the SEPPP will be subject to the fee schedule shown in each yearly meeting registration brochure.
SECTION 3. Expenditures.
Funds will be managed and administered by the National Center for Pavement Preservation and expenditures shall only be for the purposes related to the Partnership goals. The National Center for Pavement Preservation shall be accountable to the Steering Committee in these matters.
SECTION 4. Financial Report.
The Partnership financial report shall be submitted by the National Center for Pavement Preservation to the Secretary/Treasurer for approval at the annual business meeting.
SECTION 5. Audit.
The Partnership account managed by the National Center for Pavement Preservation shall be subject to audit under the procedures of Michigan State University.