BY-LAWS OF
FEDERAL MANAGERS ASSOCIATION CHAPTER 19
PEARL HARBOR AREA
Effective: January 22, 2008
PREAMBLE
1. The purpose of the Association shall be to advocate excellence in public service.
2. The objectives of this Association shall be to increase the efficiency of the managerial force; provide continuous professional development for our membership; establish mutual understanding, respect, and working relationships with responsible representatives of community, City, County, State, and Federal governments; promote, support, and defend legislation clearly beneficial to the membership and to the nation; oppose vigorously legislation clearly detrimental to the welfare of the membership and the nation’s security; and, in every endeavor, promote justice, maintain integrity, and advocacy for all.
ARTICLE I
NAME
This organization shall be known as the FEDERAL MANAGERS ASSOCIATION, CHAPTER 19, OF THE PEARL HARBOR AREA.
ARTICLE II
MEMBERSHIP
Section 1. Membership is open to Federal employees and shall be comprised of regular members, retired members, associate members, honorary and corporate members. This Association shall be free of restrictions or practices denying membership because of race, sex, color, age, religion, the handicapped, or national origin.
Section 2. Regular Member. Individuals who are Federal supervisory or managerial personnel. Regular members may hold any elected or appointed office in the Chapter.
Section 3. Retired Member. Any retired or retiring member may apply to retain their chapter membership and be entitled to all rights, benefits and privileges of FMA, Chapter 19 as allowed by these by-laws. Retired members may be elected or appointed to office as noted
in Article III, Section 1.
Section 4. Associate Member. This category includes individuals not qualifying for regular membership, but who possess a direct interest in the purpose and goals of the Association. Associate members shall be entitled to all rights, benefits and privileges of FMA, Chapter 19 as allowed by these by-laws. Associate members may be elected or appointed to office as noted in Article III, Section 1.
Section 5. Honorary and Corporate Members. Honorary and corporate membership require due diligence by the Adhoc Committee to identify any potential conflicts of interest, poor judgement or compromising behavior may be perceived as unfavorable by the membership. Honorary and corporate members may be conferred by majority vote of the members present at any regularly scheduled meeting or special meeting called by the President with membership renewal considered every two years. Honorary and corporate members shall have no right to vote or hold office in this Association and are tracked by the Membership Committee.
Section 6. An applicant for membership must be recommended by one (1) member who provides a completed application.
Section 7. Obligation. I, _____________, do voluntarily become a member of this Association and pledge myself, upon my sacred honor before the members here present, to abide by the Constitution, By-Laws, and regulations of this Association. I further pledge myself that I will
do all in my power to advance the interest of these United States and the Federal Managers Association.
Section 8. A good standing member is current with any and all dues. Any member shall stand suspended when dues are in arrears if notice has been issued concerning his/her delinquency.
Section 9. Voting privileges shall be exercised by members in good standing who have affirmed their obligation to the Chapter with the exception of honorary and corporate members who do not have voting rights.
Section 10. A member may be expelled for conduct unbecoming of a member by a majority vote of the members present at any regular meeting. Such expulsion may be announced at one meeting and voted at the next regular meeting.
ARTICLE III
OFFICERS
Section 1. The officers of this Association shall be: President, First Vice President, Second Vice President, and Third Vice President, who shall be regular members in good standing. The Treasurer, Recording Secretary, Corresponding Secretary, Sergeant-at-Arms and six Directors
may be Regular, Associate, or Retired members in good standing.
Section 2. The Officers shall be elected in December and shall take office 1 January following.
Section 3. All officers shall serve for two years. The outgoing President shall automatically become a Director unless the person is re-elected as President or to any other office or is no longer a member of the Chapter, or has submitted a written declination.
Section 4. The elective officers shall constitute an Executive Board to take care of shaping the policy of the Association as directed by the members at the meetings, and all emergency matters between meetings.
Section 5. Any officer may be removed only for cause at any time by the vote of a majority of all the Executive Board. An officer may resign at any time by delivering notice to the President. A resignation is effective when notice is delivered unless the notice specifies a later effective date.
ARTICLE IV
DUTIES OF OFFICERS
Section 1. The President shall preside over all regular meetings and meetings of the Executive Board, call meetings as provided in Article VIII, Section 2, and sign all official documents; he/she shall appoint all committees; he/she shall appoint officers to fill unexpired terms of office, except the Presidency, which office will be filled by the First Vice President, and the First Vice President which will be filled by the Second Vice President.
Section 2. It shall be the duty of the First Vice President to preside in the absence of the President and to perform such duties as may be required. In the event of a vacancy occurring in the office of President for any reason, the First Vice President will advance to President and
serve out the unexpired portion of the term.
Section 3. It shall be the duty of the Second Vice President to preside in the absence of both the President and First Vice President and to perform such duties as may be required. In the event of a vacancy occurring in the office of First Vice President for any reason, the Second Vice President will advance to First Vice President and serve out the unexpired portion of the term.
Section 4. It shall be the duty of the Third Vice President to preside in the absence of the President, First, and Second Vice Presidents and to perform such duties as may be required. In the event of a vacancy occurring in the office of Second Vice President for any reason, the
Third Vice President will advance to Second Vice President and serve out the unexpired portion of the term.
Section 5. The Recording Secretary shall retain and keep accurate minutes of meetings, take charge of the records of the Association, and maintain an online repository for all approved minutes.
Section 6. The Corresponding Secretary shall receive all Chapter correspondence, answer all correspondence as ordered by the President or by motion of the membership, create an electronic record of all correspondence received and answered, and maintain an online repository for all Chapter correspondence.
Section 7. The Sergeant-at-Arms shall have charge of the door and shall allow no one to enter but members or honorary or life members, unless otherwise instructed by the presiding officer, shall conduct the meeting invocation, and shall take custody of the properties of the Chapter not normally in use by other officers.
Section 8. The Treasurer shall chair the Financial Committee, receive all funds of the Chapter, giving proper receipt for the same. He/she shall pay all bills. He/she shall deposit Chapter money in any federally insured institution, insured up to the limit, in the official capacity of Treasurer of this Chapter. He/she shall pay out all moneys on invoices with verbal or written concurrence from the President. He/she shall produce a financial statement of Income and Expenditures and Account Balances posted as of the close of each month to be presented at Executive Board meetings. He/she shall also in collaboration with the Financial Committee produce an Annual Projected Budget distributed to the Executive Board Meeting prior to the new calendar year for review and approval. The budget shall include the recommended amount of funds for the assistance program reserves. He/she shall coordinate with the Certified Public Account to file the income tax return for the Chapter at the closing of books at the end of the year. The Chapter’s fiscal year ends on December 31. He/she shall maintain an online repository for all bank statements, financial statements, invoices, budgets and tax filings.
Section 9. The Board of Directors shall have general supervision of all Chapter property. They shall examine all books of the Secretaries and/or the Treasurer whenever necessary, or when ordered by the Chapter.
Section 10. A turnover of responsibilities of all current elected officers shall be provided to oncoming elected board members, including electronic and written records, current position status, and pending events relevant to the oncoming elected board member. If the elected officer is no longer available for turnover the President or assigned board member shall assist in the turnover. Necessary training beneficial for board positions shall be considered for all oncoming elected board members responsibilities.
ARTICLE V
COMMITTEES
Section 1. The following Committees may be established: Membership, Legislative, Area Coordinator, Financial, Communications, Outreach, and others as deemed necessary by the President. With the exception of the Financial Committee, Committee chairpersons shall be appointed by the President.
Section 2. Adhoc Committees, such as Resolution, By-Laws, Nominating, Death Benefit Assistance Program, or any other committee of a special nature, may be appointed by the President as needed and serve until discharged.
Section 3. Nominations will be held during each odd year. At the July Executive Board Meeting meeting of the odd year, the President shall appoint a Nominating Committee consisting of at least three members whose duties shall be to present a slate of officers for election for the next two years at the November General Membership Meeting. Nominations may also be made from the floor. Election of officers, if needed, shall be done at the November General Membership Meeting.
Section 4. At the odd year November General Membership Meeting, the President shall appoint an Election Committee Chairman.
a. The Election Committee shall consist of a Chairman and at least three members.
b. The Chairman may be a member of the Executive Board.
c. The members are to be selected by the Chairman.
d. The duties of the Election Committee shall be:
(1) Prepare ballots.
(2) Monitor the voting (check-off membership list including members in good standing.
(3) Tabulate the votes.
(4) Prepare and present all the election results of the appropriate November general membership meeting.
ARTICLE VI
VOTING
Section 1. The election for members of the Executive Board shall be held at the odd year December General Membership Meeting. Candidates will be elected by plurality vote of those votes cast.
Section 2. In the event that the President is re-elected, the vacancy of a Director shall be filled by nominations from the floor and a plurality of ballots cast at that December general membership meeting.
Section 3. An Executive Board Officer or Director shall be permitted to complete that term of office unless it is the decision of the Executive Board that the individual is incapable of performing the duties of that office.
Section 4. As a minimum, the President or designated representative will attend the National Conventions/Conferences that are scheduled. The President or designated representative will be the voting delegate. The Executive Board will determine the number of delegates to be sent to each Convention/Conference.
ARTICLE VII
NATIONAL CONVENTION AND CONFERENCES
Section 1. Chapter 19 shall advance a reasonable amount of money to cover the cost of airfare and hotel. The airfare allowed will be determined by a review of current airline prices.
Section 2. It shall be the duties and responsibilities of the delegate to: (1) carry out the mandates for Chapter 19, (2) through resolution and/or spoken word advance the interests of Chapter 19 and the parent body, (3) submit a written report of the proceedings of the convention or conference to the body of Chapter 19 within a sixty (60) calendar day period after the close of the convention or conference.
ARTICLE VIII
MEETINGS
Section 1. General Membership Meetings shall be held quarterly unless otherwise directed. The Executive Board shall meet monthly or as agreed upon by the Executive Board.
Section 2. Special meetings may be called by the President or upon written request of three (3) members. Each member shall be notified in writing two (2) days prior to the date of the meeting and shall be informed of the date, hour, and purpose of the meeting; no other business shall be considered.
Section 3. A quorum of any General Membership Meeting will be three percent (3%) of the total membership.
Section 4. A quorum of any Executive Board Meeting shall be fifty percent (50%) of the total Executive Board to include either the President or a Vice President.
Section 5. All meetings are to be governed by Robert’s Rules of Order insofar as they do not conflict with these By-Laws or the National Constitution and By-Laws.
Section 6 Members of the Executive Board are expected to attend all meetings officially called, including the Executive Board Meetings and General Membership Meetings. Members who have three unexcused absences during their yearly term of office will be considered for removal from the Executive Board by a majority vote. If the board member in question is removed a replacement will be appointed by the President.
ARTICLE IX
DUES AND ASSESSMENTS
Section 1. Dues shall be assessed as directed by the Executive Board and approved by the General Membership at any general or special meeting. Chapter dues for a life-time member of the National Association shall be less the annual dues payable to the National Association.
ARTICLE X
PROXIES
Section 1. No proxies will be recognized or voted at any meeting, special or regular.
ARTICLE XI
AMENDMENTS
Section 1. Any amendments or alterations to these By-Laws must be read and submitted in writing at the meeting previous to the meeting it is read and voted upon. All amendments require two-third (2/3) majority vote of the members present.
ARTICLE XII
ORDER OF BUSINESS
1. Call to order
2. Invocation
3. Quorum check
4. Reading of the minutes
5. Reading of correspondence
6. Treasurer’s report
7. Obligation of new members
8. Reports of committees
9. Unfinished business
10. New business
11. Nominations and election of officers
12. Adjournment
INVOCATION
Almighty God, creator of all that has been, that is, and is still to come, be with us as we pray, as we meet as members and friends of the Federal Managers Association Chapter 19. Be with us as we meet our commitments as members of this great association.
Other appropriate invocations may be used.
POLICIES
Section 1. Death Benefit Assistance Program
Chapter 19 will provide a Death Benefit Assistance Program to regular, retired and associate members. Only members who are in good standing will be entitled to this benefit. Honorary members are excluded from this benefit. The Executive Board will at least annually establish benefit amount that can be paid out.
If there is a major death occurrence involving Chapter 19’s members in excess of the benefits funds in reserve, the assistance program reserves will be prorated to all claimants to a balance of “0” dollars for that occurrence. The benefit fund will start accumulating again at the first deposit after the fund was depleted.
Section 2. Expenses
1. Outreach. Outreach is visiting a member with a physical or mental illness that results the member becoming hospitalized or in therapy for greater than 15 days. Outreach can also include any member life changing moment such as the death of an immediate family member such as a spouse or children residing in the same household. A budget item for outreach is proposed by the Financial Committee and is managed by the Outreach Committee using the following guideline to determine the amount to be expended for each occasion.
a. Member or Spouse hospitalized……………………..$50.00
b. Death of Family Members……….………………….…$50.00
2. Entertaining Visiting Guests. Members from other chapters, National staff or National officers who are visiting in Hawaii may be entertained by a host/hostess appointed by the President. Expenses for this entertaining may be reimbursed up to $40 for the host/hostess and $40 for each visiting guest from the President’s contingency budget.
3. Membership. The purpose of the membership committee is to ensure that the Chapter’s membership program is efficient, effective, and beneficial to both members and the organization as a whole. The committee develops strategies to recruit new members and retain existing ones such as marketing materials and organizing events and activities for members. The committee ensures that members receive the benefits such as death benefits and access to the scholarship program. The committee oversees the budget line items associated with adopt-a-highway activities, apprentice graduation, executive board and general member meetings, fundraising activities, sponsoring tournaments, and Supervisor of the Quarter.
4. Legislative. The committee works to build relationships with legislators and policymakers who are allies or have an interest in the Chapter’s purpose and objective. The committee advocates for policy change through issue papers and by presenting briefs to legislators and policymakers. The committee oversees the budget line items associated with the Legislative Action Teams, Chamber of Commerce, Political Action Committee, and the Military-Hawaii Partner Conference.
5. Area Coordinator. Area coordinators to ensure that the Chapter’s activities are effectively implemented and supported in specific geographic areas such as within the shipyard shops. The coordinators build relationships, provide local support, recruit and raise funds. A budget line item is designated to provide area coordinators funds to assist with the execution of their activities.
6. Communications. The committee develops content and manages the Chapter’s social media channels to engage with constituents, stakeholders, and the broader community. This may involve creating and scheduling posts, responding to comments and messages, and tracking engagement metrics to raise awareness, build support and advance the Chapter. The committee oversees the budget line items associated with newsletters, website, social media subscriptions, and print media.
Section 4 Statement of Dissolution
1. In the event of the dissolution of the FMA, Chapter 19, the Executive Board shall, after paying and making provisions for the payment of all liabilities, determine the distribution of all remaining assets of the association. In no case shall these assets benefit a private entity, but instead will be distributed to other non-profits recognized as a 501(c)(3) organization by the Internal Revenue Service.
2. Members shall be advised of other FMA Chapters in the area that they may join; including the availability of Member at Large status.
3. Notification of the closure effective date shall be sent to the National FMA office and to the Region Director.
4. The chapter’s FMA charter shall be returned to the National FMA office.