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About Us - NCMS BYLAWS
ARTICLE I - NAME ARTICLE II - PURPOSE (1) to provide a means for enabling Chapter members to assemble for training in, and discussion of, classification management/information security matters, and to promote professionalism and professional competence among the members. (2) to advance the professional knowledge of its members in all matters relating to classification management and information security. (3) to observe and promote the objectives and tenets and to participate in the affairs of NCMS. Section 2. Members of NCMS who neither work nor reside in the geographical area of the Chapter may become Chapter members with one-time approval of the Chapter Executive Board. Section 3. Only those members in good standing shall be entitled to vote. Section 4. The Chapter Executive Board shall be empowered to resolve all questions relating to Chapter membership. In the event that the Chapter Executive Board determines that denial, suspension, or revocation of Chapter membership is indicated for a member of NCMS who is in good standing, they shall formally petition the NCMS Board of Directors for permission to initiate such action. Section 2. Funds to sustain Chapter operations may be raised in manners approved by a two-thirds vote of the members at a meeting where a quorum is present, or by a two-thirds vote of the membership if canvassed by a written ballot. All fund raising endeavors will be approved by the Chapter Executive Board prior to presentation for Chapter membership consideration. Section 2. Chapter officers shall be elected by ballot, prior to the end of the calendar year, to serve from January 1 to December 31 of the following year. If there is only one nominee for an office, election may be viva voce. A majority vote shall elect, be it a majority of the members or a majority of the members at a meeting at which there is a quorum. Section 3. No member shall hold more than one elective office at any one time, and no elected officer shall be eligible to hold more than two consecutive terms in the same office. Any part of a term in excess of six months shall be considered a full term. Section 4. Chapter members who are Officers of NCMS shall not be eligible to hold Chapter office unless they are nominated and elected prior to being nominated and elected for a National Office. Section 5. Vacancies in office may be filled at any meeting of the Chapter by a majority vote of the members present, providing prior notification of this information and impending election has been given to the Chapter membership. Section 6. The elected officers and the immediate past chairman of the Chapter shall compose the Executive Board of the Chapter. The Chapter Chairman shall be Chairman of the Executive Board. Chapter members who are National Directors will be ex officio members of the Executive Board. Section 7. The duties of the Officers shall be as follows: a. The Chairman shall: (1) preside at all meetings of the Chapter; (2) appoint a chairman for each standing committee; (3) appoint special committees; (4) be empowered to sign and endorse checks by and for the Chapter; (5) approve all notices to members; (6) be an ex officio member of all committees except the nominating committee; (7) provide an annual written report of chapter activities to the NCMS President at the Annual meeting of NCMS or as requested by the NCMS President, and will provide a written financial status report for the Chapter to the NCMS Treasurer no later than 31 January each year covering the prior calendar year. This report will also be included in the annual report of the Chapter. (8) provide report of election results to the NCMS President and Executive Secretary within five (5) days after election. b. The Vice Chairman shall: (1) preside at all meetings of the Chapter in the absence of the Chairman; (2) assume the office of Chairman should that office become vacant for any reason; (3) perform such duties as may be requested by the Chairman. c. The Secretary shall: (1) keep an accurate record of all meetings of the Chapter; (2) keep an accurate record of the Executive Board meetings; (3) keep records of such other activities as the Chairman may direct; (4) conduct correspondence for the Chapter as directed; (5) maintain the Chapter Charter and file all documents and correspondence belonging to the Chapter; (6) maintain the Chapter Bylaws and have them available at all meetings of the Chapter; (7) make arrangements for meeting places, and notify members of the meetings. This function may be delegated to a Program Committee if appointed by the Chairman; d. The Treasurer shall: (1) receive and deposit funds associated with Chapter related business in a bank checking account as approved and maintained for Chapter funds; (2) be empowered to sign and endorse checks by and for the Chapter; (3) issue receipts and disbursements; (4) keep an accurate record of all receipts and disbursements and make a report at each Chapter meeting; (5) submit books for audit at the close of term, or at the request of the Executive Board or a duly appointed Finance/Audit Committee; (6) prepare, under the direction of the Chairman, the annual Chapter financial report, not later than 31 January each year, for submission to the National Treasurer. In addition: a. The Chairman of the Chapter shall be a member ex officio of all committees, except the nominating committee. b. Standing committees, except the nominating committee, shall notify the Chapter Chairman of all meetings and shall send copies of all official correspondence to him. c. Committees may transact business by mail if necessary. Section 2. The duties of standing committees shall be as follows; a. Education and Training (1) determine the education and training needs of the members; (2) in coordination with program organizer, plan and/or present educational programs at Chapter meetings, seminars and other Chapter functions; (3) operate as a central point for the collection, development, and exchange of educational and training materials; (4) take such action as may be indicated by the members or the Chapter Executive Board which will enhance the professional knowledge of the members. b. Membership (1) insure that all eligible persons in the Chapter area are aware of the Chapter, and encourage them to join and participate in Chapter activities. (2) take necessary steps to gain renewals of existing memberships and to retrieve delinquent members; (3) insure that membership applications, NCMS brochures, publications and other publicity items are available at all Chapter meetings and functions and at such other functions as may be deemed advisable with the permission of the sponsoring agency; (4) these duties are supplemental to and shall not conflict with the membership activities of NCMS. c. Nominating The Chairman of the Nominating Committee shall select at least two Chapter members to serve with him on the Nominating Committee. Chapter Officers and members of the Executive Board are not eligible to serve on the Nominating Committee in any capacity unless, under the conditions of these Bylaws, they are ineligible to run for any office. The Nominating Committee shall: (1) select a slate of candidates with two nominees for each position, whenever possible. Ensure at the time that the nominee is willing to serve and that the nominees have the support of their organizations. (2) establish an election time which will provide for the election of officers prescribed in Article V, Section 2. The election may be held at a regularly scheduled meeting of the Chapter, or by mail. When the election is held by mail, the voting period shall be at least 30 but less than 40 days in duration. (3) accept nominations from the floor provided the nominee is present or has given consent. d. Program Committee The Program Committee shall consist of three committee members designated as follows: Committee Chairperson - Current Chapter Vice Chairperson ARTICLE VII - MEETINGS
AND QUORUMS Section 2. Special meetings may be called by the Chairman, by a majority of the officers, or by a majority of the members. Section 3. The annual Chapter meeting shall be the regular meeting held immediately prior to the NCMS Annual meeting at which time reports shall be given by all officers and chairman, and the election/installation of officers shall take place if not previously accomplished. Section 4. A quorum shall exist when 5 or more Chapter members in good standing are present, unless otherwise directed within these Bylaws. Any actions requiring approval, of the members will be determined by a majority of the members present when a quorum is present. Section 2. The Bylaws may be amended at any meeting of the Chapter by a majority vote, provided the amendment has been submitted in writing to the members prior to the meeting. A quorum must be present. Section 3. All questions of interpretation or construction of these Bylaws shall be decided by the Chapter Executive Board. Chapter of Excellence: CY 2002 |
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