Chapter Structure
Chapter Leadership
The leadership of the Chapter is provided through the chapter’s elected officers (President-Elect, Secretary and Treasurer) and the Board of Directors. Once elected to the position of President-Elect, this is a three-year commitment advancing to President in the 2nd year and Past President in the 3rd. It is highly desirable for the President-Elect to advance “through the ranks” to this office, and once completing the 3-year term, should not succeed themselves in office. The Secretary, Treasurer and Board Members may be re-elected to their offices.
President
The President of the Chapter serves a one-year term as the chapter’s Chief Executive Officer. The President:
- Conducts the business of the Chapter in accordance with the Chapter by-laws and serves as chairperson of the Board of Directors;
- Presides at all business meetings;
- Appoints all committee chairpersons, taking into consideration the recommendations of the Board of Directors;
- Serves as the Chief Spokesperson for the Chapter on all issues pertinent to the profession of public personnel administration and keeps the Board of Directors advised of statements relating to matters for their information;
- Represents the Chapter and profession among the Chapter’s members, the general public, and other professional organizations;
- At the President’s discretion, may correspond directly with the national office of IPMA-HR.
- Maintains contact with the general membership of the Chapter.
- Is an individual or agency member of the international association, IPMA-HR.
President-Elect
The President-Elect of the Chapter is an elected officer who serves a one-year term as the officer first in rank to the Chapter’s President. The President-Elect:
- Serves as Vice President of the Chapter for corporate and legal purposes;
- Serves as the acting President of the Chapter for the remaining portion of the President’s term in the event of a vacancy in the Presidency;
- Performs specific assignments delegated by the President;
- Familiarizes himself/herself with the Chapter’s committee structure and begins to develop the composition of the following year’s committees which will ensure that appointments are made at an early date in order that the various changes to the committees can be accomplished in a timely and effective manner.
- Is an individual or agency member of the international association, IPMA-HR.
Past President
The Past President of the Chapter serves a one-year term as the officer second in rank to the Chapter’s President. The Past President:
- Serves as a Vice President of the Chapter for corporate and legal purposes;
- Performs specific assignments delegated by the President.
Secretary
The Secretary of the Chapter is an elected officer who serves a one-year term as the Chapter’s official recording officer. The Secretary:
- Keeps all Chapter records, reports, membership lists and minutes of all meetings as the Chapter’s official recording officer;
- Maintains close contact with Association headquarters and supplies whatever reports and records may be required;
- Assists the President of the Chapter in developing meeting agenda;
- Notifies each Chapter member of meetings at least two weeks in advance of the meeting. The meeting notice should include the time, place and purpose of the meeting;
- Maintains an official book of all chapter meetings which can be passed along to future secretaries;
- Serves as the Chapter’s official correspondent and in this capacity handles all written communications as determined by the President with the members of the national office;
- Maintains accurate and up-to-date membership records, changes of which should be periodically reported to the national office to aid in the development of a membership directory.
Treasurer
The Treasurer of the Chapter is an elected officer who serves a two-year term as the Chapter’s financial officer. The Treasurer:
- Executes the financial transactions of the Chapter;
- Collects and deposits membership dues and other income in a commercial bank account at a local bank;
- Maintains accurate records of such deposits in order to be ready at any time to present a report of the Chapter’s financial status;
- Prepares financial reports and provides copies for auditing purposes;
- Prepares a year-end financial statement and sends this statement to Association headquarters;
- Develops a projected budget for the upcoming year for the chapter in conjunction with the President and the other members of the Board of Directors and provides periodic updates throughout the year regarding how the chapter is doing relative to the budget;
- Pays all bills approved by the Board of Directors or appropriate committee chairs and keeps accurate records for these disbursements;
- Coordinates the arrangements for the annual audit of the financial operations of the Chapter.
Members of the Board of Directors
The Board of Directors, which includes the officers of the Chapter, consists of members elected by the membership for the purposes of performing those functions and responsibilities, which are prescribed in the by-laws of the Chapter. The terms of office for the members of the Board of Directors shall be prescribed in the Chapter by-laws. The Board of Directors establishes broad objectives and goals for the Chapter, including programs, projects and budgets and sees that the affairs of the Chapter are conducted in a fashion which achieves these goals and objectives. The Board of Directors shall:
- Strive to attend every meeting of the Board of Directors so to offer considered judgment on matters presented and to recommend actions considered to be in the best interest of the Chapter (if a Board member is unable to attend a meeting of the Board of Directors, his or her views on pertinent subjects to be covered at the meeting should be provided to the President in advance of the meeting);
- Familiarize themselves with the by-laws of the Chapter, recent Board of Directors meetings’ minutes and other reports and materials as received;
- Conduct the business of the Chapter during the interim between business meetings of the Chapter;
- Ensure that funds are available to carry out the objectives and purposes of the Chapter;
- Ensure for the proper custody and disbursement of available funds of the Chapter. Among the options that should be considered are:
- a) Require that the Treasurer of the Chapter be bonded;
- b) Secure adequate and sufficient bonds for the protection of the Chapter funds;
- c) Require that all checks issued by the Treasurer be co-signed by a designated member of the Board;
- Annually appoint a committee that will be responsible for all matters related to the Chapter’s tax exempt status under Section 501(c)(3) of the Internal Revenue Code;
- Annually appoint a committee (consisting of at least three Chapter members, one of which must be a member of the Board of Directors) that will be the “webmasters” for the Chapter’s website;
- Consider appointing one of the three at large Board members as Chapter Historian to coordinate record keeping activities for the Chapter;
- Recognize that there is a personal and legal responsibility for each Board member for all acts and omissions of the Board of Directors in the discharge of its responsibilities in accordance with the by-laws of the Chapter.
Meetings of the Board of Directors
The Board of Directors shall meet at such times and at such places that it may elect to conduct the necessary business of the Chapter.
Chapter By-Laws
Article I: Name and Geographical Area
Section 1. This Chapter shall be known as the “Connecticut Chapter of the International Public Management Association for Human Resources (IPMA-HR).”
Section 2. The geographical area covered by this Chapter shall be the territory encompassing the State of Connecticut and the southern part of the State of Massachusetts.
Article II: Objectives
- To provide a forum for persons engaged in public human resources administration to discuss their current problems and to provide a medium for their mutual self-improvement.
- To implement the objectives and programs of the International Public Management Association for Human Resources (IPMA-HR) within the Chapter area through continuity of approach and assistance with program planning.
- To explain and interpret the objectives and methods of public human resources administration to the general public, civic groups, public officials and public employees.
- To encourage and facilitate cooperative action among public jurisdictions and private employers within the chapter area on human resources problems of mutual concern.
Article III: Chapter Membership
Section 1. Membership in this Chapter shall be open to any person interested in improved human resources administration in public employment and who is in sympathy with the objectives and programs of this Chapter and of the IPMA-HR.
Section 2. Any person within the Chapter area who is an individual or affiliate member of the International IPMA-HR in good standing is automatically eligible for membership in this chapter. Automatic eligibility for Chapter membership shall also include commissioners and executive officers of public human resources agencies within the Chapter area, which are agency members of the International IPMA-HR.
Section 3. Membership in the Chapter shall also be open to persons who are not members of the International IPMA- HR but who are interested in improved human resources administration.
Section 4. Any person wishing to become a member of this Chapter shall submit an application to the Secretary of the Chapter. Membership shall become effective upon receipt of the application by the Board of Directors of the Chapter.
Section 5. The Board of Directors shall determine the annual dues for the Chapter membership. Chapter members who become more than three months in arrears in their Chapter dues may, at the discretion of the Board of Directors, be suspended from Chapter membership.
Article IV: Chapter Officers and Board of Directors
Section 1. The officers of this Chapter shall consist of a President, President-Elect, Secretary and Treasurer. Eligibility for nomination, election and continuation of office shall be limited to persons who are members of the Chapter.
Section 2. The management of the Chapter’s affairs and the development and guidance of its programs and activities shall be the responsibility of the Board of Directors of the Chapter. The Board shall have eight members consisting of the four Chapter officers, ex officio, together with three additional Board members elected from the Chapter membership at large. The term of office of the President, President-Elect, Secretary and members of the board shall be for one year beginning July 1 or until their successors have been elected and installed. The term of office of the Treasurer shall be for two years beginning July 1 or until a successor has been elected and installed.
Section 3. At least 30 days prior to the expiration of the terms of the officers and other members of the Board, the President shall notify the Chapter membership of the means by which names of prospective nominees may be submitted for consideration. Nominees must be current Chapter members. The Board of Directors shall present to the membership its nominations for Chapter officers and for Board members and shall instruct the membership in the voting procedure which means may include mail, e-mail and/or submission of paper ballots at an annual election meeting.
Section 4. All members of the Chapter shall have a voice and a vote in the affairs of the Chapter. On matters calling for a decision by the Chapter membership, voting shall be by voice, e-mail and/or ballot as determined by the Board of Directors.
Article V: Duties of Officers and Board of Directors
Section 1. The President shall preside at all meetings of the Chapter and of the Board of Directors. The President shall appoint committees, as the Board may deem necessary or appropriate for carrying on the activities of the Chapter.
Section 2. In the absence of the President or the President’s temporary incapacity to serve, the President-Elect shall exercise the functions covered in Section 1 of this Article.
Section 3. The Secretary shall be responsible for keeping the membership records and other records of the Chapter, for notifying members of the Chapter meetings and for submitting an annual report of the Chapter’s activities to the IPMA-HR containing summary of Chapter Activities, new officers and a financial report.
Section 4. The Treasurer shall be responsible for the receipt, custody and disbursement of the Chapter funds, subject to the control and review of the Board. The Treasurer shall prepare and submit to the members an annual financial report and shall submit such other reports to the Board as the Board may require. The President shall annually appoint an auditing committee of three members to audit the Treasurer’s accounts, and the report of the committee shall accompany the Treasurer’s annual financial report.
Section 5. The Board of Directors shall meet at the call of the President. Such meetings are to be held at least quarterly. Board meetings shall be for the purpose of reviewing the activities and for considering other matters brought to the attention of the Board by the Chapter officers or by the Chapter membership.
Section 6. For all matters requiring a vote by the Board of Directors, a majority of board members shall constitute a quorum.
Section 7. Except for the office of President, President-Elect and Past President if any of the Chapter Board of Directors should resign or be unable to discharge the duties of their office, and if the remaining portion of the term is 90 days or more, the President may appoint an individual to serve the remainder of the unexpired term subject to the confirmation by the majority of the remainder of the Board of Directors. If the unexpired portion of the term is less than 90 days, the President shall designate one of the Board members to discharge the duties of the office until the next regular election is held.
Section 8. In the event of a vacancy in the Office of the President, the President-Elect shall serve as Acting President for the unexpired portion of the President’s term and shall continue in office as President for the elected term of office.
Section 9. In the event of a vacancy in the office of the President-Elect, if the remaining portion of the term is less than 90 days, the office shall remain vacant until the next general election of officers. If the remaining portion is more than 90 days, then a special election will be held in order to find a replacement.
Section 10. In the event of a vacancy in the office of the Past President, the office shall remain vacant.
Article VI: Chapter Meetings
Section 1. In addition to scheduled events and programs, an annual Chapter meeting will be held, more if otherwise deemed necessary. The President shall set the time and place of Chapter meetings with the concurrence of the Board of Directors and the Secretary shall notify the members.
Section 2. At any meeting held for the purpose of transacting Chapter business, a quorum shall consist of at least ten members of the Chapter.
Section 3. Except as herein provided, Robert’s Rules of Order shall govern the proceedings of the Chapter.
Article VII: Amendments
Section 1. Proposed amendments to these by-laws may be initiated by action of the Board of Directors or upon written petition signed by at least ten members of the Chapter. Amendments initiated by petition shall be addressed to the President for submission to the Chapter membership.
Section 2. Proposed amendments shall be transmitted by the President and/or
Secretary to the members in writing at least fourteen days in advance of the date of which they are to be voted on by the members. In the case of proposed amendments initiated by petition, the text of the amendment may be accompanied by the recommendation of the Board of Directors.
Section 3. Before any amendment to these by-laws is formally presented to the Chapter membership for consideration, the President and/or Secretary shall submit the proposed amendment or amendments to the Corporate Secretary of the International IPMA-HR, together with a request that the proposed by-law changes be reviewed for conformity with the policies of the International IPMA-HR as established by the Executive Council. No action on these proposed amendments will be taken until the Chapter has received a response to a request for review.
Section 4. Whenever the by-laws are amended, the President and/or Secretary shall, as soon as possible, provide the Corporate Secretary of the IPMA-HR with an electronic copy of the by-laws as amended. Any amendment to these by-laws deemed by the Executive Council to be in conflict with the objectives or policies of the IPMA-HR shall be referred back to the Chapter membership for reconsideration.
Article VIII: Effective Date
These by-laws shall be effective upon approval by the Executive Council.