Harrisonburg Chapter Bylaws & Standing Rules

ARTICLE I -- NAME AND LOCATION

Section 1. The name of this Chapter shall be the Harrisonburg Chapter of International Association of Administrative Professionals®.  The organization shall also be known and referred to by the letters IAAP® in capital letters.

Section 2.  It shall be located in Harrisonburg, Virginia.

Section 3. English shall be the official language of IAAP®

ARTICLE II -- DUES

Annual membership dues shall be:

Annual dues are billed by and paid to International headquarters. Members who join after August 1, 1987, will be billed on their anniversary date. Members who joined before August 1, 1987, will be billed on May 1.

ARTICLE III -- OFFICERS, QUALIFICATIONS, NOMINATION AND ELECTION, TERM                   AND DUTIES

Section 1. Officers. The Chapter officers shall be a President, a President-Elect, a Recording Secretary, a Corresponding Secretary, a Treasurer, and an Assistant Treasurer; however, a President, a Secretary and a Treasurer are needed to carry out the duties of the Chapter.

Section 2. Qualifications.

A.     A candidate for office shall have been an active member for at least six months prior to the time of nomination.

Section 3. Nominations and Election.

A.     At the April meeting, the Committee on Nominations shall submit to the members a slate of one or more candidates for each office. All candidates must have given their consent to the nomination prior to the slate being submitted to membership.

B.     Nominations may also be made from the floor prior to the election, and such candidates shall be entered on the slate, provided they have consented to the nominations.

C.     Officers shall be elected by ballot at the Annual Meeting except that if there is but one candidate for each office, the officers may be elected viva voce.

D.     In the event that no candidate receives a majority vote on the first ballot, all but the two highest for such office shall be eliminated and the balloting continued. If the vote remains a tie after the second ballot, the election is decided by lot.

Section 4. Term of Office.

A.     The term of office shall begin at the close of the Annual Meeting and shall be for one year or until successors are elected, except that the term of the Treasurer                 shall begin on July 1 and continue through June 30.

Section 5. Duties. Chapter officers shall be obligated to uphold and represent the interests of IAAP® and the Profession as a whole.

A. The President shall:

(1)      Perform the duties prescribed by the Bylaws and by the Parliamentary Authority adopted by IAAP®.

(2)      Subject to the approval of the Board of Directors, appoint all Standing and Special Committees, unless otherwise specified.

(3)      Be a member ex-officio of all committees except the Committee on Nominations.

(4)      Call meetings of the Board of Directors whenever such meetings are necessary.

(5)      Keep the Division President fully informed on all matters concerning the Chapter.

(6)      Preside at all Chapter and Board of Directors meetings.

(7)      In the event of the inability/absence of the Treasurer, be authorized to sign checks.

(8)      Appoint a Parliamentary Advisor.

B. The President-Elect shall:

(1)      In the absence of the President, serve as presiding officer of meetings of the Chapter and the Board of Directors.

(2)      In the event of a vacancy in the office of President, succeed to the office for the unexpired term.

(3)      Perform such other duties as may be assigned by the Board of Directors or Chapter.

(4)      Succeed to the Office of President.

C. The Recording Secretary shall:

(1)      Be responsible for the minutes of all Chapter and Board of Directors meetings.

(2)      Have custody of the Chapter Charter and other official documents.

(3)      Have available at all meetings copies of the International Bylaws, Standing Rules, & Procedures, Division Bylaws, Standing Rules, & Procedures, and Chapter Bylaws, Standing Rules & Procedures.

(4)      Perform such other duties as may be assigned by the Board of Directors or Chapter.

D. The Corresponding Secretary shall:

(1)      Keep an accurate roster of the Chapter membership.

(1)      Give written notice of all Chapter meetings as required in Article VI.

(2)      Conduct the correspondence of the Chapter in accordance with the direction of the President and/or Board of Directors.

(3)      Following installation of officers, file the names and addresses of all Chapter officers with the local Chamber of Commerce, Better Business Bureau, the Post Office, and the Public Library, and keep such information up to date throughout the year.

E. The Treasurer shall:

(1)      Be responsible for all funds of the Chapter and for the records of its financial affairs.

(2)      Keep a complete and accurate record of Chapter membership.

(3)      Keep the books on a current basis and make a monthly report to the Chapter.

(4)      Present a proposed budget at the June meeting for approval by membership.

(5)      In the event of resignation or death of a member, notify International and the Division Treasurer immediately.

F. The Assistant Treasurer shall:

(1)         In the absence of the Treasurer, be responsible for collecting fees at monthly meetings.

(2)         Work closely with the Treasurer to learn the proper procedures for the monthly and yearly accounting of the financial affairs of the Chapter.

(3)         In the event of a vacancy in the office of the Treasurer, be prepared to succeed to that office for the unexpired term.

(4)         Automatically move in to the office of Treasurer at the end of the term of the present Treasurer which runs from July 1 through June 30, unless otherwise specified by the Board of Directors or the Chapter.

(5)         Perform such other duties as may be assigned by the Treasurer, the Board of Directors, or the Chapter.

Section 6. Vacancy.
In the event of a vacancy in the office of President, the President-Elect shall succeed to that office for the unexpired term. A vacancy in any other office shall be filled by the unexpired term by appointment from membership of the Chapter by the Chapter Board of Directors.

ARTICLE IV -- BOARD OF DIRECTORS

Section 1. Composition. The officers of this Chapter shall be the Board of Directors composed of the elected Directors, including the Immediate Past President and Parliamentary Advisor, who shall be appointed by the President, as ex-officio members.

Section 2. Meetings. The Board of Directors shall meet as required to adequately conduct the business of the Chapter.

Section 3. Quorum. The quorum for any meetings of the Board of Directors shall be a majority.

ARTICLE V – COMMITTEES

Section 1. Standing Committees. Standing Committees shall be composed of one or more members appointed by the Board of Directors, unless otherwise specified. Appointments shall become effective on July 1 for a term of one (1) year.

Section 2. Duties. Standing Committees and their duties are as follows:

A.  The Auditing Committee shall examine the financial records, as submitted by the Treasurer, and shall present their report to membership at the August or September meeting. The Chairman of the Auditing Committee shall preferably be a past Treasurer. The Auditing Committee is appointed by the President.

B.  The Bulletin Committee shall prepare and distribute the official publication of this Chapter.

C.  The Bylaws, Standing Rules, & Procedures Committee:

(1)     Shall maintain conformity in Chapter Bylaws, Standing Rules & Procedures with the International Bylaws, Standing Rules, & procedures and the Division Bylaws, Standing Rules, & Procedures.

(2)     May propose amendments and resolutions.

(3)     Shall edit/correlate all proposed amendments to the Bylaws, Standing Rules, & Procedures of this Chapter and submit them together with the committee's recommendations and the reason for the recommendations to the membership in accordance with these Bylaws.

(4)     May submit Chapter Bylaws, Standing Rules, & Procedures and/or amendments thereto the Division Bylaws, Standing Rules, & Procedures Committee for review.

(5)     Shall assist the Board of Directors in preparing and submitting amendments to the International and/or Division Bylaws, Standing Rules, & Procedures and resolutions to the International Bylaws, Standing Rules, & Procedures Committee on behalf of the Chapter.

D.  The CPS/CAP Committee shall stimulate and encourage interest in the CPS/CAP Program, and coordinate the awarding of the CPS/CAP Scholarship to an applicant wishing to sit for the CPS/CAP examination and shall direct all activities of the Chapter having to do with the promotion and maintenance of this program.

E.   The Executive Event Committee shall plan and direct all activities having to do with the selection of the Executive of the Year for the Chapter. They shall also be responsible for all plans with regards to location, prices, decorations and entertainment.

F.   The Membership Committee shall direct all activities of the Chapter having to do with the promotion and maintenance of membership. This committee shall receive and process all applications for membership, including reinstatements and transfers, and shall notify the membership of all such applications upon submission to Headquarters. They shall also tally the Chapter Participation Sheets to determine the winner of the Outstanding Chapter Member of the Year, that will be announced at the Executive Event each year.

G.  The Program and Education Committee:

(1)   Shall plan and implement the programs for all Chapter meetings for the year (with the exception of those monthly activities assigned to the Social Committee).

(2)   Shall plan educational study sessions and programs for the benefit of members.

(3)   Shall be responsible for selecting a recipient for the educational scholarship awarded to a local high school senior interested in pursuing a career in the business field. The amount of the scholarship shall be determined by membership.

H.     The Publicity Committee shall publicize all activities of the Chapter through releases to the press and other news media.

I.        The Reservations/Social Committee shall make all physical preparations for monthly meetings and coordinate all social activities of the Chapter, at the request of the Board of Directors and/or Chapter members.

J.       The Administrative Professionals Week Committee shall formulate a program to enable the Chapter to derive the greatest possible benefit from Professional Secretaries' Week.

K.    The Ways and Means Committee shall devise and promote projects to raise funds to further the objectives of the Chapter.

Section 3. Special Committees. Special committees may be appointed when deemed necessary by the President or Board of Directors.

Section 4. Duties. Special committees and their duties are as follows:

A.     The Committee on Nominations, shall be appointed by the President or Board of Directors prior to or no later than the March meeting. The first person who is appointed shall be the Chairman. The committee shall submit to the members a slate of one or more candidates for each office at least thirty (30) days before the Annual Meeting.

B.     The Tellers Committee shall be appointed by the President.

Section 5. Responsibility. All committees, with the exception of the Committee on Nominations and the Tellers Committee, shall be directly responsible to the President or Board of Directors and shall submit all plans, prior to execution, to the President or Board of Directors for approval.

Section 6. Files. All committee chairmen shall transfer their files to their successors or to the President at the July meeting.

ARTICLE VI MEETINGS

Section 1. Regular and Annual Meetings.

A.     Regular meetings of this Chapter shall be held each month, unless otherwise ordered by majority vote of the membership or the Board of Directors.

B.     The June meeting of each year shall be the Annual Meeting of this Chapter and shall be a closed meeting.

Section 2. Special Meetings. Special meetings may be called by the President, by a majority of the Board of Directors, or by one-third of the membership, provided notice specifying the principal business of the meeting is given to all members at least fifteen (15) days prior to the date of the special meeting.

Section 3. Quorum. A quorum for any meeting shall be the majority of those present to count as the vote

ARTICLE VII – REPRESENTATION

The President and President-Elect shall be designated as delegate and alternate of the Chapter to the International Convention, Southeast District Conference, and the Division Annual Meeting.  The delegate shall be fully authorized to cast the vote of the Chapter on all matters submitted for vote. If the President cannot attend, the President-Elect shall be designated as delegate. If the President-Elect cannot attend, the Board, in the order as Recording Secretary, Corresponding Secretary, Treasurer, Assistant Treasurer shall be designated as delegate, if one of the Board cannot attend, membership shall elect a delegate and/or an alternate.

ARTICLE VIII -- AUDIT

Section 1. An audit of the Chapter financial records shall be completed by the Auditing Committee within sixty (60) days of the close of the fiscal year. a written report covering the audit submitted to the Board of Directors and the records transferred to the incumbent Treasurer.

Section 2. In the event of a vacancy in the office of Treasurer, an audit shall be made of the Chapter financial records. Such audit shall be completed within fifteen (15) days after receipt of the records, a written report covering the audit submitted to the Board of Directors, and the records transferred as directed by the Board of Directors.

ARTICLE IX -- DISSOLUTION

In the event of dissolution, abandonment or termination of this Chapter, no income, contribution, or other revenue or funds shall inure to the benefit of any individual or of any group not affiliated with IAAP®, and any and all assets then possessed by the Chapter, after current indebtedness has been paid, shall go and be delivered forthwith to the Virginia Division Treasury.

ARTICLE X -- AMENDMENTS

Section 1. Bylaws. These Bylaws may be amended by any of the following methods

A.     At any meeting of the Chapter by a two-thirds vote, provided the proposed amendments shall have been mailed to the members at least ten (10) days prior to the meeting date and/or have been read at the previous regular meeting.

B.     By unanimous vote, if not distributed previously as required in A of this section.

Section 2. Standing Rules.

A.     Standing Rules may be adopted without previous notice by a majority vote at any meeting of the      Chapter.

B.     Standing Rules may be amended or rescinded:

(1)   By a majority vote, provided the proposed amendments shall have been mailed to the members at least ten (10) days prior to the meeting date or have been read at the previous regular meeting.

(2)   By a two-thirds vote without previous notice.

Section 3. Corrections. Automatic grammatical, punctuation, and correlation corrections in these Bylaws, Standing Rules & Procedures which in no way alter the intent of the respective Bylaw, Standing Rule or Procedure shall be effected by the Bylaws, Standing Rules & Procedures Committee subject to the approval of the Board of Directors.

Section 4. Enactment. These Bylaws, Standing Rules. & Procedures and/or amendments thereto shall become effective upon adjournment of the meeting at which adopted, unless otherwise specified.

Bylaws Adopted: December 13, 1966

Revised: April 11, 1988

Revised: March 10, 1995

Revised June 9, 1997

Revised November 9, 1998

Revised February 19, 2001

Revised July 18, 2005