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:

President Senior
Vice President and President Elect
Vice President
Operations Vice
President Membership
Vice President
Education Vice
President Programs
Secretary Treasurer
The elected chapter officers shall be called the “Chapter Executive Council”.
An organizational chart is attached hereto and is hereby made a part of these Bylaws.

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:

Attendance
By-Laws
Fellows
Hospitality
Nominations & Elections
Programs
Scholarship
Workshops
Audit
Certification
Golf Outing
NES
Outreach
Property
Winter Educational
Website
Awards
Employment
Historian
Newsletter
Photographer
Publicity &Public Relation
Conference

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

J. Vacancies in any elected chapter officer position caused during the program year by resignation, succession or other reasons, shall be filled by a vote of the members of the Chapter Executive Council, and not the membership as described above.
a. The President, upon learning of the resignation of an elected Officer, shall immediately notify the Nominations Chairperson and direct that the Nominations Committee shall immediately start a search for one or more replacement candidates.
b. The next regularly published Chapter Newsletter will announce that an Officer vacancy has occurred, and that nominations will be made for a replacement at the next Chapter meeting.
c. If, after the close of nominations, a candidate for the vacant office is unopposed, the unopposed candidate shall be declared elected.
d. If there is more than one candidate nominated to fill the vacant office, an election per this provision shall be held in the month following the nominations. e. The chapter member elected to fill such vacancy shall serve until the completion of the term of the vacated office.

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.

D. The Chapter Executive Council shall normally convene one week prior to the regularly scheduled chapter meeting, except for the months of July and August, and conduct the business of the chapter.
a. The meetings in July and August shall be scheduled by the President, and shall be for the purpose of organizing and planning the new program year.
b. The President may unilaterally cancel or reschedule any Chapter Executive Council meeting by giving 7 days advance notice to all members of 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.

F. During temporary interruption of services by the President, or pending a special election for a replacement, the order of succession to perform the duties of the office of President shall be asfollows:
a. Senior Vice President and President Elect
b. Vice President Operations
c. Vice President Membership
d. Vice President Education 4
e. Vice President Programs
f. Secretary g. Treasurer

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.

B. The Chapter shall meet during the months of September through June of the program year, except that, at the discretion of the President, a meeting may not be held during the month that the Chapter sponsors a one day (or longer) Educational Seminar.
a. It has been the policy of the Cape Canaveral Chapter to meet on the 2nd Wednesday of each month.
b. The time, day and place of Chapter membership meetings shall be determined each year by the Chapter Executive Council and published in the September newsletter.

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.

B. Each chapter officer shall submit a budget to the chapter treasurer at the beginning of the program year in accordance with guidelines provided by the treasurer.
a. The budget shall consist of intended program year expenditures and estimated income from planned chapter activities for their area of responsibility.
b. Prior year income and expenditures may b e used as a guide in estimating income and expenditures for the current year.

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.

F. An independent audit shall be initiated by the chapter treasurer and approved by the chapter president at the end of each program year.
a. The independent audit shall be performed by an auditor appointed by the President, which individual is outside of chapter leadership; that is, the individual cannot be an officer, committee chair or serve in any other official volunteer capacity.
b. Within 30 days after receiving the last bank statement for the program year, the Treasurer shall provide to the Auditor all books and records including receipts, canceled checks, deposit slips, financial reports, bank statements, and tax returns for the program year to be audited.
c. The Auditor shall complete the audit and submit a report to the Chapter Executive Council at the first Chapter Executive Council meeting in September.
d. A formal audit report shall be submitted to the NCMA Headquarters in accordance with required due dates.

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

E: i. Article I – Paragraph B -Address of Chapter.
ii. Article IV-Paragraph B-The provision placing a 2-year limit on ChapterOfficers holding the same position.
iii. Article V-Paragraph B-The provision establishing the timesfor ChapterExecutiveCouncilMeetings.

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.