BYLAWS

INTERNATIONAL PUBLIC MANAGEMENT ASSOCIATION

FOR HUMAN RESOURCES

KENTUCKY CHAPTER

(amended November 2005)

ARTICLE I ~ Name and Geographical Area

            Section 1.       This chapter shall be known as the Kentucky Chapter of the International Public Management Association for Human Resources.

            Section 2.       The geographical area covered by this chapter shall be the Commonwealth of Kentucky.

ARTICLE II ~ Objectives

The objectives of this chapter shall be as follows:

1. To provide a forum for persons engaged in public human resources to discuss their current problems and to provide a medium for their mutual self-improvement.
2. To implement the objectives and programs of the International Public Management Association for Human Resources within the chapter area through providing continuity of attack on problems, and by assisting in planning the Association’s program.
3. To explain and interpret the objectives and methods of human resources to the general public, civic groups, public officials, and public employees.
4. To encourage and facilitate cooperative action among public jurisdictions and private employers within the chapter area on human resources issues of mutual concern.

ARTICLE III ~ Chapter Membership

Section 1.       Membership in this chapter shall be open to any person interested in improved human resources in accordance with the principals of the merit system in public employment, and who is in sympathy with the objectives and program of this chapter and of the International Public Management Association for Human Resources.

Section 2.       Any person within this chapter area who is an individual or affiliate member of the International Public Management Association for Human Resources in good standing is automatically eligible for membership in this chapter.  Automatic eligibility for chapter membership shall also include commissioners and executive officers in public human resources agencies within the chapter area which are agency members of the International Public Management Association for Human Resources.

Section 3.       Any person wishing to become a member of this chapter shall submit an application to the Vice-President of the chapter.  Membership shall become effective upon acceptance of the application.  In the case of persons covered by Section 2 of this article, membership in the chapter shall be automatic upon receipt of their application.

Section 4.       Upon written nomination to the President and with the approval of the Board of Directors of the chapter and a majority vote of members voting, persons of acknowledged eminence for their contribution to public human resources may be elected to honorary membership in this chapter.  No more than one (1) honorary membership shall be awarded in any one calendar year.

Section 5.       The Board of Directors of the chapter shall set the annual dues for 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.

Section 6.       The chapter membership year shall run from September 1 to the following August 31.  Dues for person joining the chapter during the year may be prorated at the discretion of the Board of Directors.

ARTICLE IV ~ Board of Directors

Section 1.       The Board of Directors of this chapter shall consist of a President, a President-Elect, a Vice-President, a Secretary, a Treasurer, the immediate past president of the chapter, one at-large member of the chapter, any chapter member who is an officer of the Southern Region and any chapter member who is an at-large member of the Executive Council.  Eligibility for nomination, election, and continuation in office as a member of the Board of Director of the chapter shall be limited to persons covered by Section 2 of Article III of these bylaws.

Section 2.       No more than two (2) of the elected members of the board of Director shall be employees of the same agency at the time of election.  “Agency”, for the purposes of this bylaw, means “Department” or “Office” within one or more program Cabinets.  Therefore if 3 people worked in the same Cabinet, but different Departments within that Cabinet then they would be considered in different agencies.

Section 3.       The management of the chapter’s affairs and the development and guidance of its program of activities shall be the responsibility of the Board of Directors of the chapter.  The term of office of members of the Board shall begin on July 1 and conclude on June 30 of each year beginning July 2, 2000.

Section 4.       At least thirty days prior to expiration of the terms of the members of the Board, the President shall appoint a nominating committee with a minimum of three members.  This committee shall present to the membership a minimum of one nomination for each Board office.  The report of the nominating committee shall be voted on by the chapter membership at the annual election and at that time additional nominations may be submitted from the floor.

Section 5.       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 or by written ballot as the members may determine.

Section 6.       If any of the Board members should resign or be unable to discharge the duties of their offices, and if the unexpired term is 90 days or more, the Board of Directors shall call a special election.  If the unexpired term is less than 90 days, the Board of Directors shall designate one of the Board members to discharge the duties of the office until the next regular election is held.  In the event of a vacancy in the Presidency, the President-elect shall serve as Acting President.

ARTICLE V ~ Duties of the Board of Directors

Section 1.       The President shall preside at all meetings of the chapter and the Board of Directors.  The President shall appoint the nominating committee and other such committees as the Board may deem necessary or appropriate for carrying on the activities of the chapter.

In addition, the President shall appoint an auditing committee and shall require the committee to conduct an audit of the Treasurer’s accounts on an annual basis.  The report of this committee shall accompany the Treasurer’s annual financial report.  In the event that the Treasurer should leave office prior to the normal expiration of term, the President shall require the audit committee to conduct a year-to-date audit of the Treasurer accounts and file a report to the Board of Directors.

Section 2.       In the absence of the President, or in the event of his temporary incapacity to serve, the President-elect shall exercise the functions covered in Section 1 of this article.  The President-Elect shall also develop and coordinate the program for the annual chapter conference.

Section 3.       The Vice-President shall serve as the membership chairperson for the chapter and have the responsibility for liaison with colleges and universities to encourage staff, student, and facility involvement and participation in chapter activities.

Section 4.       The Secretary shall be responsible for the records of the chapter including membership records, minutes of business meetings, for notifying members of chapter meetings, and for submitting an annual report of the chapter’s activities to the International Public Management Association for Human Resources containing a summary of chapter activities, new officers, and a financial report.

Section 5.       The Treasurer shall be responsible for the receipt, custody, and disbursement of chapter funds, subject to the provisions of Article VI of these bylaws and the 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.

Section 6.       The member-at-large shall serve as chairperson of the site selection committee.

Section 7.       The immediate past president shall work with the chapter Vice President on matters relating to membership. At minimum, the past president shall, within 30 days of the new membership year, contact all members who have not renewed their membership to encourage continued participation and solicit feedback from members who do not wish to continue participation.

ARTICLE VI ~ Treasurers Office Guidelines and Policies

The following policies and procedures will be implemented and followed by the Treasure of the Kentucky Chapter IPMA-HR.  All records will be readily available and subject to audits as directed by the Chapter President.

1. Each check drawn on the Chapter account will require two signatures.  The officers possessing signature authority (unless otherwise designated) will be the Chapter President, President-Elect, and Treasurer.
2. Supporting documentation must be in the possession of the Treasurer before disbursement is made, i.e., invoice, billing, receipt, cash register receipt, or a signed written explanation if other documentation is not available.
3. Paid information must be noted on the disbursement documentation.  This information must include check numbers, date of payment, amount paid, and any other pertinent references.
4. Check stubs will contain sufficient information to properly explain each disbursement with reference to other documentation and/or file.
5. Cash withdrawals are not authorized.  If cash is needed for upcoming events for the purpose of making change, a check may be written to the Treasurer.  The Treasurer may then cash the check after following procedures 2 through 4.  Check should be cashed on the last working day preceding Chapter events when at all possible.
6. Deposit of collected fees should be made within five working days of receipt.  Deposit slips will include from whom and for what purpose the fees were received.  Each deposit will be sufficiently referenced in the checkbook.
7. If transmittal information is not included or complete when fees are collected, then a copy of the check, membership application, etc., must be made for reference.  Date of actual receipt of fees, deposit date, and total deposit amount will be noted on the transmittal copies.
8. Updated membership listing will be used in recording the receipt of fees at any Chapter event where money is collected.  The Treasurer will reconcile the listing with the fees collected after each event.
9. Documentation for each deposit and disbursement will be maintained in appropriate files for bank statement/checkbook reconciliation and audit purposes.  Documentation will include membership listings as stated in item 8, disbursement documentation as stated in item 2, and any other relevant information.
10. Bank statements are received and reviewed by the President.  The President will forward each statement to the Treasurer immediately after reviewing.
11. The Treasurer will reconcile the checkbook with the bank statement on a monthly basis.

Following the recommendation of the 1992 Audit Committee, these guidelines and policies were written, approved, and adopted by the 1992 Chapter IPMA.

ARTICLE VII ~ Meetings

Section 1.       Regular meetings of the chapter shall be held at least once each quarter.  The President shall set the time and place for chapter meetings, and the Secretary shall notify the members at least two (2) weeks in advance of such meetings.

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 and Order” (US Revision) shall govern the proceedings of the chapter.

Section 4.       Special meetings of the chapter may be called by the President or upon written request of at least ten members directed to the President.  The President shall thereupon issue the call for such a meeting.

Section 5.       The Board of Directors shall meet at the call of the President, such meetings to be held at least every six months.  Board meetings shall be for the purpose of reviewing the activities of the chapter, developing plans for future activities and for considering other matters brought to the Board by a Board member or by the chapter membership.

ARTICLE VIII ~ Amendments

Section 1.       Proposed amendments to these bylaws may be initiated by action of the Board of Directors, or upon written petition signed by at least ten members of the submission to the chapter membership.

Section 2.       Proposed amendments shall be transmitted by the Secretary to the members in writing at least thirty days in advance of the date on 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.       The affirmative vote of at least two-thirds of the members present and voting at a meeting shall be necessary for the adoption of any amendment to these bylaws.  Amendments shall become effective immediately upon adoption, unless otherwise specified in the amendments.

Section 4.       Before any amendments to these bylaws are formally presented to the chapter membership for consideration, the Secretary shall submit the proposed amendment or amendments to the Secretary of the International Public Management Association for Human Resources, together with a request that the proposed bylaw changes be reviewed for conformity with policies of the International Public Management Association for Human Resources as established by the Executive Council.  No action on these proposed amendments will be taken until a response to a request for review has been received by the chapter.

Section 5.       Whenever the bylaws are amended, the Secretary shall, as soon as possible, provide the Secretariat of the International Public Management Association for Human Resources with six copies of the bylaws as amended.  Any amendments to these bylaws deemed by the Executive Council to be in conflict with the objectives or policies of the International Public Management Association for Human resources shall be referred back to the chapter membership for consideration.

ARTICLE IX ~ Chapter Support of the Board Members

Section 1.       The Chapter shall provide financial support to the Board of Directors for the purposes of traveling to IPMA-HR related meetings, conferences and symposia.  Travel expenses shall include, but are not limited to: conference fees, lodging, airfare, or other means of transportation.

Section 2.       The Board of Directors shall determine the amount of such support and approval shall be contingent upon availability of chapter funds.

Section 3.       To conform to the requirements of IPMA-HR, the Chapter shall remit payment for the President and President-Elect membership fees to the International organization.   In the event the officers’ employer will cover membership dues, the Board of Directors may elect to utilize those funds for covering said expenses in Section 1 of this article.

Article X~ Effective Date

These bylaws shall become effective upon approval by the Executive Council.

*Article V, Section 1 and Section 5, and Article VI were amended, approved and adopted by 1997 Kentucky Chapter IPMA.