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ARMA International
CONNECTICUT CHAPTER INC.
CONSTITUTION AND BY- LAWS
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Section 1. Classes of Membership
There shall be four classes of membership at the Chapter level: Regular, Student, Honorary, and Retired.
A. Regular Members
Any duly qualified individual in good standing with ARMA International is entitled to full rights and benefits of the Chapter. Regular members shall be privileged to vote, hold office and participate in the activities of the Corporation. Applications for Regular Membership shall be submitted to ARMA International for processing. Regular members will pay dues to ARMA International and to the Chapter (through ARMA International).
B. Student Members
Any enrolled, full-time post-secondary student in the field of records and information management or administration or in any allied profession shall be eligible for student membership. Student members shall enjoy the privilege of participating in all local chapter activities except they shall not have the right to hold office or vote. Student membership does not convey the privileges of voting in ARMA International elections, holding elective office, or chairing committees. Applications for Student Membership shall be submitted to ARMA International for processing. Student members will pay dues to ARMA International and to the Chapter (through ARMA International).
C. Honorary members
An individual who has been granted life membership by ARMA International’s Board of Directors and has been a member of the Chapter will be granted Honorary Member status at the Chapter level.
D. Retired
A retired member shall be a current or former member in good standing with the Association, who has retired from the profession of records management. Retired membership does not include the privilege of voting in an ARMA International election, Connecticut Chapter elections, holding office or receiving The Information Management Journal.
Section 2. Requirements
The requirements for each of the various classes of membership, and the processes for application, in addition to those contained in these By-Laws and the By-Laws of ARMA International, shall be established and published by the ARMA International Board of Directors. Membership in the Association or in this 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.
Section 3. Qualifications
Any person holding a position as an owner, manager, supervisor, employee, consultant, 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, subject to the provision of Section 6 of this article.
Section 4. Termination
The resignation of any member in good standing shall be forwarded to the Director-Membership and upon submission to the Board of Directors will become effective. Any member severing connection with the Chapter by resignation, for nonpayment of dues, or who is deemed ineligible, shall thereby forfeit all interest in any of the properties or monies belonging to or paid into the Chapter.
Section 5. Good Standing
A member in good standing is one whose current dues are paid to ARMA International, the Connecticut Chapter, and who complies with the provisions of the Articles of Incorporation and the By-Laws.
Section 6. Applications
Applications for membership (regular or student) shall be made in writing on forms furnished by ARMA International for this purpose. Applications are to be sent directly to ARMA International.
Section 7. Non-Renewal and Reinstatement
A. 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.
B. A non-renewed member or a former member may apply for membership upon full payment of annual Association and Chapter dues.
Section 8. Censure, Suspension or Expulsion
Any member may be censured or suspended by a majority vote of the Board of Directors for good cause if, according to its findings, a violation of any provision or obligation of the Articles of Incorporation, By-Laws, 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 shall provide written notification to the party concerned, and afford an opportunity for a hearing before the Board or a special committee appointed for this purpose. Should revocation result, any dues paid to a date beyond such revocation will not be refundable. Membership may be terminated by the Board of Directors when a member becomes delinquent in financial obligation or is otherwise ineligible.
Section 9. Assignment
Memberships are generally not transferable within the same company. However, a transfer is allowed when a member leaves a company and a replacement comes from outside the company. In this case, ARMA International will honor the membership until the expiration date.
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Section 1. Elected Officers
- President
- Executive Vice President
- Vice President-Secretary
- Vice President-Treasurer
Section 2. Appointed Officers
- Director - Membership
- Director-Programs, Professional Development and Interdisciplinary Relations
- Director-Awards and Special Events
- Director-Publications, Advertising and Promotions
- Immediate Past President
Qualifications
All officers, elected and appointed, shall be members in good standing of ARMA International and the Chapter.
Section 3. Election Procedures
A. Nominations
The Nominating Committee (see Article VIII) is responsible for providing a slate of one or more nominees for each of the elective offices for the coming two year term. Each nominee must certify that his or her company shall endorse his or her time to work on the Board of Directors. No member of the Nominating Committee shall be a candidate for elective office. In the April newsletter of each year, the Nominating Committee shall (1) provide a preliminary slate of nominees and call for additional nominees, if any, to be presented to the Nominating Committee no later than April 30th and, (2) announce the date, time and place of the annual election of officers which shall be during the Annual Membership Business Meeting. By May 5th, the Nominating Committee shall submit a final slate of nominees to the Teller of the Elections Committee.
B. Elections
Prior to the Annual Membership Business Meeting (held in May), the President shall appoint a Teller of the Elections Committee who shall not be an elected officer or nominee. The Teller of the Elections Committee shall prepare secret ballots of the slate of nominees for elective office, including spaces for write-in votes. All ballots shall be distributed to active members eligible to vote and present at the May Annual Membership Business meeting or alternatively made available electronically to all active members by May 5th. A majority of votes cast shall constitute election of an office. In the case of ties, additional ballots shall be taken until a majority is achieved. Vacancies during a term of office shall be filled by a person recommended by the President and ratified by the Board of Directors, except as provided in Article IV, Section 6.
Section 4. Terms of Office
All elected and appointed offices shall be elected/appointed to a two-year term and shall serve no more than two consecutive terms. An officer who has served for more than half a term shall be considered to have served a full term.
Section 5. Vacancy in Office:
A. President: In case of a vacancy in the office of the President, the Executive Vice President shall assume the office for the remainder of the term.
B. Executive Vice President: In case of a vacancy in the office of the Executive Vice President, nominees shall be solicited from the membership by the Nominating Committee Chair and the current Board of Directors. The Executive Vice President shall be elected through the standard ballot procedure at a special election.
C. Other Offices: A vacancy in any other office shall be filled by appointment by the President, and ratified by the Board of Directors, for the balance of the respective unexpired term.
Section 6. Duties of the Officers
A. President: Shall be the Chief Executive Officer of the Chapter and shall preside at all meetings of the members and of the Board; shall have general supervision, direction and direct control of the business of the officers of the chapter; shall appoint all non- Board Committee heads as deemed necessary to carry on the activities of the Chapter; shall be ex-officio a member, with the right to vote, of all committees (except the Nominating/Elections Committee); shall sign all contracts and other formal instruments for the Chapter with approval of the Board; shall render an annual report at the Annual Business Meeting; and shall perform such other duties as are required by the Presidency.
B. Executive Vice President: Shall perform the duties of the President in the absence or disability of the President; shall assist the President as required; shall monitor Committee Managers; shall implement board directives relating to chapter administration and development; shall serve as a "sounding board" for the chapter members, seeking out ideas, hearing complaints, and handling recommendations. The Executive Vice President shall perform such other duties as shall be delegated by the President, and in the event of resignation or death of the President, shall immediately succeed to the office of President.
C. Vice President-Secretary Shall maintain the minutes of the Board meetings and of the annual business meeting and submit them in time for approval at the next month’s Board of Directors meeting; shall be prepared at each Board of Director’s meeting to summarize recent past actions of the Board in order to provide a historical reference for current deliberations and decisions of the Board; shall maintain an index, manage and direct the Chapter's Archives, including all materials related to the history and administration of the Chapter. The Vice President-Secretary shall set up a method/procedure for maintaining the business records and other Chapter memorabilia in an archive according to approved records management principles.
By June 30th of each year, the Secretary shall cause retiring Officers and Committee Chairs to convey to the newly elected Officers all minutes, books, reports, newsletters, correspondence and other records (except monies), belonging to the Chapter. All records shall be maintained in accordance with Chapter and ARMA International records retention policies. The Board of Directors shall provide a suitable storage place for permanent records.
D. Vice President-Treasurer: Shall maintain the Chapter's financial affairs according to approved accounting procedures; shall submit a monthly report at the monthly Board meetings itemizing all Chapter revenues and expenditures; shall submit all expenditures to the Board for its approval, if an immediate approval is required between the monthly Board meetings then the President (and the Executive Vice President in the President's absence) may approve; shall collect and timely deposit all revenues from membership dues, meeting attendance fees, sale of advertising, or fees from special events; shall work with the Board to create and maintain a budget for the fiscal year. Submit reports as required by ARMA International.
E. Director-Membership Shall promote membership in the local Chapter as well as on the International level; shall monitor the renewal of existing memberships; shall promote attendance at Chapter meetings; shall officially greet new members into the Chapter and at meetings; shall maintain an accurate list of Chapter members and coordinate accuracy of the list with the ARMA International list; shall maintain mailing lists and an accurate database of other Chapter membership information relevant to the administration of the Chapter.
F. Director-Programs, Professional Development and Interdisciplinary Relations Shall promote the professional development and education of the Chapter's membership through programs; shall coordinate acquisition of speakers and content of monthly educational meetings, seminars and workshops; shall maintain the relationship with the Chapter’s meeting place, ensuring all provisions are arranged for each meeting including food, beverage and audio-visual equipment; shall interface with ARMA International's Association Director of Professional Development; shall serve as Chapter representative to the Regional Conference Program Committee; shall promote interdisciplinary relations with related Records and Information Management organizations with a focus on the educational advancement of the Chapter’s membership; shall serve as a resource for Chapter members seeking technical publications or information relating to recognized and approved records management policies and procedures.
G. Director-Awards and Special Events Shall be responsible for organizing and overseeing chapter special events, including the annual Holiday Party (December), the Annual Membership Business Meeting (May) and provide assistance to the President for the President’s June Social Event. The Director- Awards and Special Events shall chair the Chapter Member of the Year Award (CMOTY) Committee which is comprised of recent Chapter Members of the Year and other members as appointed, receiving input from all board and committee members. Other awards will be determined through collaboration with the President and other board members.
The Director- Awards and Special Events shall chair the Chapter Member of the Year Award (CMOTY) Committee which is comprised of recent Chapter Members of the Year and other members as appointed, receiving input from all board and committee members. Other awards will be determined through collaboration with the President and other board members.
H. Director-Publications, Advertising and Promotions: Shall be the Editor and Production Manager of the Chapter newsletter, website, and other official publications and communications outlets; shall work with other records and information management related disciplines to solicit articles and other content to be published in the Chapter’s newsletter, website and other publications; shall solicit advertising and sponsorships for the Chapter and work with the Treasurer to collect related fees.
I. Immediate Past President: Shall serve as general counsel to the President and to the rest of the Board; shall be a special envoy to the Chapter as required; and shall oversee the Nominating/Elections Committee.
Section 7. Removal
A. Any Chapter officer whose conduct shall be considered detrimental to the best interest of the ARMA International or the Chapter or who shall willfully exploit the organization for personal gain or otherwise violate the Bylaws as they are written or other rules or regulations may be removed from his/her office by a majority vote of the Board of Directors.
B. When such action is contemplated in the case of an officer, he/she shall be entitled to receive specific charges in writing from the Board of Directors and shall, if he/she expresses a desire in writing, be afforded an opportunity for a hearing before the Board of Directors or a special committee appointed by the Board of Directors for this purpose.
C. Any Officer removed from office under this section shall be ineligible for election to any office for at least one term.
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Section 1. Professional Development and Social Meetings
Professional development and social meetings of the members shall be held each month from September to June to provide educational and networking opportunities. The dates and arrangements for such meetings will be determined annually by each new Board of Directors. The February meeting is optional and is subject to Board approval.
Section 2. Special Meetings
Special meetings shall be called by the President when deemed necessary. Participants will be notified by telephone or e-mail at least 24 hours in advance of the meeting.
Section 3. Annual Membership Business Meeting
The Annual Membership Business Meeting shall be held in May, at which time (1) the President shall provide an annual report to the Membership and (2), an election of officers shall be held for elective office terms expiring on June 30th of the current fiscal year.
Section 4. Quorum
A. A quorum must be present to conduct business coming before the Board of Directors at any of its meetings. A quorum shall consist of a majority of the members of the Board.
B. At the membership meetings, ten (10) active members of the Chapter shall constitute a quorum.
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Section 1. Board of Directors
The governing body of the Chapter shall be known as the Board of Directors, and shall consist of the Immediate Past President, four (4) elected offices and five (5) appointed offices.
Section 2. Duties
The Board of Directors shall assume the entire management and control of the activities of the Chapter. It shall be empowered to remove any Board member who is derelict in performance of his or her duties or is absent from three (3) consecutive meetings within a fiscal year (July 1 - June 30).
Section 3. Board of Directors Meetings
A regular meeting of the Board of Directors shall be held each month from September to June. At the June meeting of the Board, the President shall appoint, and the Board shall ratify, any appointed offices of the Chapter that expire on June 30th of the current month. In July or August, an annual planning meeting for the upcoming fiscal year will be held. The planning meeting shall be a joint meeting of the outgoing and incoming Boards. The meeting schedule for subsequent meetings shall be determined at the annual planning meeting.
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Section 1. Fiscal Year
The fiscal year of the Chapter shall begin July 1 and end June 30th of the following year.
Section 2. Dues
Annual membership dues shall be payable on or before the date of expiration.
The Local Chapter portion of the annual dues is determined by the Chapter Board. Changes to the Chapter dues portion must be approved by the Chapter Board and any decrease or increase communicated to ARMA International by no later than May 1.
Invoices for Renewal or Reinstatement dues will be sent to each member by ARMA International prior to the member’s expiration date.
(i) Members, whose dues have not reached ARMA International and the Chapter within one calendar month following the member’s membership expiration date, shall be considered not renewed.
(ii) A non-renewed member or former member may resume full membership benefits by reapplying for membership and making full payment of the annual ARMA International and Local Chapter dues.
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Section 1
A. Nominating/Elections Committee- This Committee shall consist of not less than three members who are not elected officers. The Chair shall be Immediate Past President. The Committee shall prepare a slate of nominees for each elective office in accordance with procedures shown in Article IV of these By-Laws.
B. Chapter Member of the Year Award (CMOTY) Committee –Consisting of active chapter members where at least one member is a past CMOTY recipient. This Committee shall be chaired by the Director – Awards and Special Events. The committee shall vote and select the CMOTY from all valid written nominations received in accordance with established procedures.
Section 2. Special committees
Ad hoc special committees shall be created by the President as deemed necessary.
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