NCMA CAPE CANAVERAL CHAPTER – CHAPTER BY LAWS
Cape Canaveral Chapter
Document Date: September 1997 – Amended November 2013
Next Revision Date: November 2018 (5 years)
ARTICLE I: NAME, ORIGIN AND PLACE OF BUSINESS
A. The name of this chapter is the Cape Canaveral Chapter.
B. The address of the Cape Canaveral Chapter is PO Box 1152, Melbourne, FL 32902.
C. The chapter number is 11 and the date of the chapter charter is October 1, 1963.
D. The fiscal year of the chapter shall be the same as the national association, which is from July 1 through June 30. The fiscal year and program year shall be the same dates.
ARTICLE II: CHAPTER OFFICERS AND COMMITTEE CHAIRS
A. The elected officers of the Cape Canaveral Chapter shall be:
B. Chapter Chairs are selected by the Vice Presidents to which they will report, and are subject to approval by the President. The Chapter Chairs consist of the following positions:
Nominations & Elections
Publicity &Public Relation
At the discretion of the Chapter President, Chapter Chairs may be added, combined, reassigned, or eliminated if not required for the current year operating plan.
C. Elected officers and committee chairs must be current members of NCMA. The duties of the chapter officers and committee chairs are as stated in NCMA’s policy and procedure documents.
ARTICLE III: ELECTION OF CHAPTER OFFICERS
Α. The chair and members of the Nominations and Elections Committee shall be responsible for filling the slate of officer candidates. The committee shall operate within the guidelines of the NCMA policy on “Nominations and Elections Committee” and ensure that chapter elections are completed by May 1 of each program year. The Senior Vice-President shall be a member of this committee.
B. The Nominations & Election Committee will assure that at least one candidate is nominated for each office.
C. Officer candidates shall be nominated from the general chapter membership and elected by an affirmative vote of the majority of chapter members casting ballots.
D. Nominations shall be announced as open by no later than the March membership meeting. The announcement shall be made at a membership meeting and in the Chapter newsletter.
E. Nominated candidates shall be announced at the membership meeting held in April. Further nominations shall be requested from the floor at the same meeting. Nominations are considered closed after this meeting.
F. Notwithstanding the above election procedures, if, after the close of nominations, there are unopposed candidates for specific offices, the unopposed candidates shall be declared elected to their respective offices; and, the names of the unopposed candidates will not appear on the ballot for election of officers.
G. Election of Officers, who are not unopposed, shall be held in the month of May each year. Printed ballots shall be provided to the members with the names of all candidates, except unopposed candidates, duly nominated at the April meeting of the Chapter. There shall be no provision for write-in Candidates. Votes shall be counted by the Chair of the Nominations & Elections Committee and at least one other member of the Committee. Upon completion of the count, the Chair of the Nominations & Elections Committee will introduce the elected Officers, including those officers declared elected previously by virtue of being unopposed. a. There is no election for the office of the President. b. The Senior Vice President and President Elect is elected and serves a oneyear term as Senior Vice President and President Elect. c. The President vacates the office of the President and the Senior Vice President and President Elect assumes the office of the President at the installation of new officers.
H. Elected officers shall be installed at the last meeting of the program year.
I. Chapter officers may be removed from office for cause in accordance with the NCMA Bylaws. 3
ARTICLE IV: TERM OF OFFICE/EXECUTIVE COUNCIL AND MEETINGS
A. The term of office for chapter officers shall be one program year.
B. Officers shall not hold the same position for more than 2 program years
C. The elected Chapter Officers and the appointed Committee Chairs shall be called the Chapter Executive Council.
E. The chapter president shall conduct the executive council meetings and will provide each council member with an agenda for the meeting.
G. Each member of the executive council is responsible for reporting on the activities in their area of responsibility.
ARTICLE V: CHAPTER MEETINGS
A. The chapter shall have regularly scheduled membership meetings.
ARTICLE VI: CHAPTER ASSETS
A. The National Contract Management Association is a 501(c) (6) nonprofit association chartered in accordance with the Internal Revenue Service Code of 1954 and the Articles of Incorporation filed under the Virginia Non-Stock Corporation Act. Therefore, it is imperative that the Cape Canaveral Chapter and all of the Cape Canaveral Chapter officers adhere to the fiduciary responsibility conferred on them in the operation of the chapter. They shall ensure that the chapter assets are utilized in accordance with the NCMA Chapter Guidelines and Article II of the NCMA By-laws.
C. The chapter treasurer shall prepare an overall chapter budget from the officer inputs and shall submit the program year budget to the Chapter Executive Council. The Chapter Executive Council shall approve the chapter budget at the beginning of the chapter program year.
D. The chapter treasurer shall prepare a monthly report of the financial balance sheet and income/expense sheet for review by the Chapter Executive Council. The financial report shall include the event attendance report from the Chapter Secretary, and any other sources of income.
E. Specific guidance on disbursement of chapter funds will be developed and reviewed at the beginning of each chapter year and address at a minimum the use 5 of checks and debit cards by chapter officers.
G. In the event of charter revocation or chapter dissolution in accordance with NCMA Policy 5-7, all residual chapter funds and tangible property acquired by the chapter shall be forwarded to the principal office of NCMA and the chapter shall cease the use and display of the NCMA/chapter logo immediately following revocation.
ARTICLE VII: BY-LAWS AND AMENDMENTS
A. Approval of chapter bylaws and revisions to chapter bylaws shall be determined by either an affirmative vote of a majority of those members present at a scheduled chapter meeting, or by an affirmative vote of two-thirds (2/3) of the chapter member ballots received during the specified voting period.
B. These chapter bylaws are consistent with the national association bylaws and national association policies (and all revisions there-to), which are incorporated into this document by reference. In the case of any inconsistency between the NCMA by-laws and the chapter by-laws, the NCMA by-laws shall govern.
C. Chapter b y-laws shall be revised when there are major changes to national association by-laws and/or policies (and all revisions there-to) that create an inconsistency between such document and these Bylaws, or no longer than every 5 years. Failure to revise the chapter by-laws shall not make the chapter bylaws invalid. If at the 5th year, the chapter bylaws are still a valid rendition of chapter operations, they shall be resubmitted for approval in accordance with association policy without revision.
D. Amendments to the chapter by-laws shall be proposed in writing to the chapter president. E. The chapter secretary shall mail the proposed revisions to the by-laws to the chapter membership advising them of the vote on the by-laws at a scheduled chapter meeting. Chapter b y-laws and revisions to chapter bylaws shall be accepted by two-thirds vote of the general membership of the chapter who are present at a regularly scheduled meeting, but are not effective until approved in accordance with association policy.
F. Upon resolution adopted by the chapter voting members, the NCMA Governance Committee, or the individual/body granted the authority, shall be requested to 6 approve the bylaws or the by-laws as amended, as specified in NCMA’s policy.
G. If it is determined to be in the best interest of the chapter membership, the chapter president may waive upon a two-thirds affirmative vote of the total Chapter Executive Council any provision in the following paragraphs of the bylaws. Executive Council members entitled to vote are the Elected Officers and the Committee Chairpersons.
a. Waivers may be made effective only during the Program Year that the President holds office.
b. Any provision of the following Articles may be waived pursuant to this paragraph
H. A copy of the Cape Canaveral Chapter bylaws and amendments shall be kept in a book of record with the chapter secretary.
ARTICLE VIII: CONTRACT MANAGEMENT CODE OF ETHICS ANNUAL OBLIGATION
A. The chapter strongly supports integrity and ethics in the government contracting profession. Therefore, the chapter will start each program year off with a reminder to its members of the importance of complying with the Contract Management Code of Ethics by either pointing members to where it can be found on the NCMA website, handing out copies at the beginning of the program year or reading the Code of Ethics aloud at the first scheduled chapter meeting.
B. At the beginning of the program year all chapter officers, directors, and committee chairs shall be provided a written copy of the Code of Ethics with a signature block at the bottom of the page which they are required to sign and date. These signed copies will be retained by the chapter secretary along with the chapter by-laws in accordance with NCMA’s records retention policy.