FLORIDA GULF COAST CHAPTER ASSOCIATION OF RECORDS MANAGERS AND ADMINISTRATORS BY-LAWS
ARTICLE l. Name
The name of this organization is Florida Gulf Coast Chapter of the Association of Records Managers and Administrators (ARMA) International.
ARTICLE ll. Objectives
The objectives of this not-for-profit educational organization are:
1. To advance records and information management as a discipline and a profession;
2. To organize and promote programs of research, education, training and networking in the profession of records and information management;
3. To support the enhancement of professionalism of the members of the Tampa Bay Area Chapter of ARMA, International.
4. To promote cooperative endeavors with related professional groups.
ARTICLE III. Membership
Section 1 – Classes of Membership
A. Professional: A duly qualified individual in good standing with the Association entitled to full voting and other rights and benefits of the Association.
B. Honorary: An individual who has been granted life membership by the Association’s Board of Directors and as defined by the Association’s policies and procedures. Honorary members are entitled to full voting and other rights and benefits of the Association.
C. Associate: A duly qualified individual in good standing with the Association is entitled to limited benefits of the Association. Associate membership does not include the privilege of voting in an ARMA International election, Florida Gulf Coast ARMA Chapter elections, holding Chapter office or receiving the printed version of the Association’s professional magazine.
Section 2 – Requirements The requirements of for each of the various classes of membership and the processes for application, in addition to those contained within these bylaws and the bylaws of ARMA International, shall be established and published by the ARMA International Board of Directors. Membership in ARMA or the Florida Gulf Coast ARMA Chapter shall not be denied nor abridged on account of race, color, religion, sex, age, national origin, disability, sexual orientation or choice of life style.
2 Section 3 – Qualifications Any individual holding or occupying a position as manager, supervisor, educator, student or who is generally interested in the field of Records and Information Management, shall be eligible for membership. Any individual so qualified may not be excluded from nor denied membership in ARMA International or a Chapter thereof, subject to the provisions of Section 7 of this Article.
Section 4 – Good Standing A member in good standing is one whose current dues are paid to ARMA International, the Florida Gulf Coast ARMA Chapter, and complies with the provisions and obligations of the Articles of Incorporation and the Bylaws.
Section 5 – Applications Applications for membership (Professional or Associate) shall be made in writing on forms furnished by ARMA International for this purpose. Applications are to be sent directly to ARMA International.
Section 6 – Non-Renewal and Reinstatement D. Members whose dues have not reached ARMA International or the Chapter within one calendar month following the expiration date of membership shall be considered non-renewed. E. A non-renewed member or a former member may apply for membership upon full payment of annual Association and Chapter dues.
Section 7 – Censure, Suspension or Expulsion Any member may be censured or suspended by a majority vote of the Board of Directors of the Chapter for good cause if according to its findings, a violation of any provision or obligation of the Articles of Incorporation, Bylaws, or rules and regulations, has occurred. Any member may be expelled by a two-thirds vote of the Board of Directors of the Chapter for good cause if according to its finding, a violation of any provision or obligation of the Articles of Incorporation, Bylaws, or rules and regulations have occurred. Conduct unbecoming a member, conduct inimical to the welfare of ARMA International or the Chapter, and indebtedness to ARMA International or the Chapter shall also be causes for such disciplinary action. When such action is contemplated, the Board of Directors of the Chapter shall provide written notification to the party concerned, and afford an opportunity for a hearing before the Board or a special committee appointed by the Board for this purpose. Should revocation result, any dues paid to a date beyond such revocation will not be refundable.
ARTICLE IV. Finances Section
1. Fiscal Year The fiscal year shall begin July 1 and end June 30 of the following year.
2. Annual Dues Annual Chapter dues shall be set from time to time by the Board of Directors; Association dues are set by ARMA International. Regular Chapter members must pay Chapter and Association dues.
3. Association Dues Non-renewal and Reinstatement Members shall be considered non-renewed in accordance with Article III, Sections 3 of ARMA International By-Laws and may be reinstated upon full payment of Chapter and Association dues.
ARTICLE V. Organization
Section 1. Governing Body The governing body of the Chapter shall be the Board of Directors. It shall consist of the elected officers, four (4) Directors, and the immediate Past President, plus any Chapter member who is an ARMA International elected officer or who is Chairman of an active chapter lever ISG (Industry Specific Group).
Section 2. Officers and Term of Office A. Officers of the Chapter are: President, First Vice President, Second Vice President, Secretary, and Treasurer. Each of the officers shall be elected for a term of one year beginning July 1 of each year. B. Directors shall be elected for a two year term beginning July 1 of each year. Elections will alternate with two Directors being elected in even numbered years and two elected in odd numbered years. C. Restrictions: All Board members must be members in good standing. No elected officer, except for the Treasurer, shall be eligible to serve for more than two (2) consecutive terms in the same office. The President and First Vice President shall not be employed by the same division of a common employer. At no time shall the Board of Directors be composed of more than fifty percent (50%) vendor members.
Section 3. Duties of Officers
A. President The President shall be the chief executive officer of the Chapter and shall exercise general supervision over the affairs of the Chapter; be responsible 4 for the enforcement of the By-Laws and all directives of the Board of Directors; preside at all meetings of the Chapter and of the Board of Directors; appoint, with approval of a majority vote of the Board of Directors, all Committee Chairmen, unless provided otherwise in these By-Laws; serve as ex-officio member of all committees except the Nominating Committee and the Awards Committee; keep the Board of Directors fully informed of the activities of the Chapter; deliver to his/her successor all books, papers, records and other property of the Chapter for which he/she is or may become responsible; render an annual report at the Chapter’s Annual Meeting; and perform such other duties normally incident to this office.
B. First Vice President The first Vice President shall assume all of the duties of the President during his/her absence or disability; assist the President with his duties; coordinate activities of all special committees; serve as Chairman of the Program Committee; and perform such other duties as may be assigned by the President and/or the Board of Directors.
C. Second Vice President The Second Vice President shall assume all of the duties of the President during the absence or disability of the President and Fist Vice President; serve as Chairman of the Membership Committee; and perform such other duties as may be assigned by the President and/or the Board of Directors.
D. Treasurer The Treasurer shall be the custodian of all funds of the Chapter; receive all membership dues and other payments to which the Chapter is entitled; disburse funds of the Chapter on approval by the Board of Directors; deposit all funds in the name of the Chapter in depositories approved by the Board of Directors; provide budgets and statements of the financial condition of the Chapter at the close of each fiscal year and at such other reasonable times as the Board of Directors may require; monthly, submit to the Association Executive Secretary approved applications of new Chapter members together with annual dues payments.
E. Secretary The Secretary, the official custodian of all records of the Chapter including the Chapter charter, shall keep a record of all meetings of the Board of Directors and meetings of the Chapter membership; distribute to 5 the Board of Directors copies of the record of proceedings of all meetings; handle correspondence as directed by the President and/or the Board of Directors.
F. Immediate Past President The Immediate Past President shall act as counsel to the President; serve as Chairman of the Awards Committee and the Nominating Committee; and perform such other duties as may be assigned by the President and/or Board of Directors.
G. Directors Each Director is responsible to the members of the Chapter to participate in the conduct of the Chapter’s business; attend all meetings of the Board of Directors; and chair or serve on committees as appointed by the President and approved by the Board of Directors.
Section 4. Appointed Chairmen Appointed Chairmen are responsible to the Board of Directors and perform such duties as the President and/or Board of Directors may direct.
Section 5. Vacancies A vacancy in the office of President shall be filled by the First Vice President. Vacancies occurring in all other elective offices shall be filled by appointment of the President with the approval of a majority vote of the Board of Directors. All appointed officers and directors shall hold office until the next regular election is held. If any officer or director is absent from two (2) consecutive Board of Directors meetings for causes unacceptable to the Board of Directors, a vacancy shall be considered to exist and a successor appointed.
ARTICLE VI. Election Procedures
At the General Meeting in May each year, the Chapter members in good standing shall elect successors to the offices of President, First Vice President, Second Vice President, Treasurer, and Secretary each for a one year term, and two (2) Directors each for two year terms as provided by these By-Laws.
Section 1. Nominating Procedures A. The Nominating Committee shall prepare a slate of at least one nominee for each elective office to be filled, and shall present such slate to the Board of Directors at the Board of Directors meeting prior to the My General Meeting each year. 6 B. At the General Meeting in May, the presiding officer shall call for nominations from the floor prior to the election of each officer and Director.
Section 2. Election Procedures
A. Voting shall be by Chapter members in good standing.
B. Voting may be by acclamation when there is only one candidate for a particular office.
C. Voting shall be by secret ballot prepared by the Secretary when there is more than one candidate for a particular office or if nominations are made from the floor. Such ballots shall contain only necessary instructions for proper completion, the names of the nominees and spaces for write-in candidates for each office. There will be no individual voter identification on any ballot.
(1) All ballots to be valid will be handed to the Chapter Teller or his designees at the conclusion of balloting for each office to be filled.
(2) Any candidate who receives a majority of votes on the first ballot shall be declared elected.
(3) If no candidate receives a majority of votes on the first ballot, a second ballot shall be taken on the two candidates who received the highest number of votes.
(4) The Chapter Teller shall certify and report the results to the presiding officer who immediately shall announce the results to the membership. Section 3. Installation Installation of officers will be held at the June Annual Meeting.
ARTICLE VII. Meetings
Section 1. Chapter Membership Meetings (General Meetings) Monthly meetings will be held as determined by the Board of Directors.
Section 2. Annual Meeting. The Annual Meeting for the installation of officers and directors shall be held at the Chapter Membership Meeting in June each year.
Section 3. Board of Directors Meetings. Board of Directors Meetings shall be held at a time and place to be determined by the Board.
Section 4. Special Meetings.
A. Special Meetings of the Board of Directors may be called by the President or any four (4) members of the Board of Directors.
B. A Special Meeting of the Chapter Membership may be called by the Board of Directors or by Petition to the Board of Directors of ten (10) members in good standing. Notice of such Special Meeting shall be sent to all Chapter members in good standing at least five (5) days prior to the date fixed for such Special Meeting, and such notice shall be accompanied by an Agenda of the Special Meeting.
Section 5. Quorum A majority of the Board of Directors constitutes a quorum. Twenty percent (20%) of the members in good standing constitutes a quorum for the conduct of elections or other business by the Chapter.
ARTICLE VIII. Committees
Section 1. Standing and Special Committees Standing Committees shall be: Advertising, Archives, Audit, Awards, Budget, By-Laws, CRM Liaison, Education, Historian, Hospitality, Legislative, Library, Membership, Newsletter, Programs, Publicity, Seminar, and Website. There shall be Special Committees as deemed necessary by the Board of Directors. Unless otherwise provided in these By-Laws, Chairmen shall be appointed by the President with the approval of the Board of Directors. Committee members shall be appointed by the Committee Chairman of each committee.
Section 2. Nominating Committee The Nominating Committee shall consist of the Immediate Past President, who shall be Chairman, and two (2) Regular Chapter Members in good standing. ARTICLE IX. Parliamentary Authority The rules contained in Robert’s Rules of Order, Revised, shall govern in all cases to which they are applicable and where they do no conflict with the By-Laws of the Chapter or the Association of Records Managers and Administrators, International.
ARTICLE X. Amendments 8
These By-Laws can be amended by a majority vote of the members in good standing providing a quorum is present at any General or called Special meeting of the Chapter provided that notice was given at the previous General meeting.
ARTICLE XI. Dissolution
Upon dissolution of the Chapter, all of its assets shall be paid over or transferred to the Association of Records Managers and Administrators, International. Revised June 2005