Meeting of Members
Section 1 - Meetings
Regular meetings of the Chapter shall be called by the Secretary at least ten (10) days prior to a given time and place prescribed by the President or by a majority vote of the members present at a preceding meeting, or by three (3) Directors. At least three (3) Chapter meetings each year shall feature educational programs. Nine (9) active members shall constitute a quorum.
Section 2 - Special Meetings
Special meetings shall be held upon call of the President or upon written request of three (3) active members. The notice for this type of meeting shall also state the specific purpose of this meeting and such notice will be given to the membership ten (10) days prior to date of said special meeting.
Section 3 - Quorum
Fifteen (15) percent or more of the voting members shall constitute a quorum for the transaction of any business of any regular or special meeting.
Section 4 - Order of Business
A suggested order and potential topics of business for all meetings of the Chapter shall be as follows:
- Calling the Roll
- Reading the Minutes
- Reports of all Standing Committees
- Report of the Regional Rep
- Report of the National Director
- Report of the Treasurer
- Report of the Secretary
- Report of the Vice President
- Report of the President
- Reading of Communication
- Unfinished Business
- New Business
- Election of Officers & Directors
- Induction of Officers & Directors
Any questions on the priority of business shall be decided by the chair without debate.
Section 5 - Rules
The order of business may be altered or suspended at any meeting by a majority vote of the members present. The usual parliamentary rules as laid down in “Robert’s Rules of Order” shall govern all debates when not in conflict with these By-Laws.
Section 6 - Annual Meeting
The Annual Meeting and Election of Board Members shall be held on the third Monday of October. At the Annual Meeting there shall be chosen by ballot Directors to fill vacancies or unexpired terms on the Board. The election of Directors shall be by a simple majority vote of both properly filed absentee ballots and ballots cast in person by Active members.
Section 6.1 - Board of Directors Nominations
The immediate Past President will serve as the Chairman of the Nominating Committee. If that President is not available to chair the committee, the next immediate Past President in succession shall chair this committee. The Chairman of the Nominating Committee will present the Board, at its August Board Meeting, with three (3) Active members in good standing to serve on the Committee. The Committee shall prepare a ballot of Directors to be elected to serve during the ensuing year.
The members of the Committee shall present the nominees to the Board of Directors at the September Board Meeting. The Nominating Committee shall report their slate for Directors directly to the members of the Chapter at its September Chapter Education Meeting, at which time the President shall inform the membership of [A] their right to nominate in writing, signed by five (5) members, before the October Annual Meeting and [B] their right to nominate from the floor, endorsed by five (5) members, at the Annual Meeting. Nominees from the membership must be received by the Chairman of the Nominating Committee no later than September 30th, to be included on the ballot. The Chairman will then have mailed to each Active member an official ballot in the first week of October. The Chairman must receive all valid absentee ballots by the Friday prior to the Monday Annual Meeting. The ballots will remain sealed until the Annual Meeting when all ballots will be checked against a list of legitimate voters to ensure validity.
Section 6.2 - Independent Nomination
After the report of the Nominating Committee at the Annual Meeting, it shall be the privilege of any Active Member of the chapter, if endorsed by five (5) members, to place in nomination the name(s) of any active member(s) in good standing for any position on the Board of Directors, with the nominee(s) consent.
Section 6.3 - Judge and Tellers
The President shall appoint a Judge of the election and two (2) Tellers, all of whom shall be Active Members and none of whom shall be a candidate for election or a member of the Nominating Committee. They shall receive and count the votes, decide finally and without appeal the right of any person to vote, and as to the validity of ballots.
Section 6.4 - Election
The election of Directors shall be by majority vote of those ballots received by mail and by those cast in person provided all have been properly verified as voting members.
The election of Officers shall occur at the next regular Executive Committee meeting following the Annual Meeting from a slate of officials submitted by the Officers Nominating Committee. The election of Officers will be by a simple majority.
The Board and Officers will serve from December 1 of each year through November 30 of each following year.
Section 6.5 - Officers Nominating Committee
An Officers Nominating Committee shall be named and chaired annually by the President at the September Board Meeting. It shall consist of three members who will be the Immediate Past President, the current President, and an Active member-at-large from the association body.
The Officers of the association shall be a President, Vice President, Secretary, and Treasurer, all of whom shall be members of the Board. They shall be elected by the Board at its first regular meeting, after the Annual Meeting and election of Board Members in October, from a slate submitted by the Officers Nominating Committee. Notwithstanding the recommended slate, any Board member shall have the right to nominate additional candidates for any office at the Board Meeting at which the Officers are to be elected. A majority vote of Board Members present, provided there is a quorum, shall be required to elect an officer.
Section 6.6 - Interim Appointments to Board of Directors
In case of a vacancy on the Board owing to death, resignation, relocation, or removal, the President shall nominate and the Board will, by majority vote, elect a member to fill the vacancy until the next Annual Meeting, where the association members shall then elect a member for a full term. Interim appointments or an election for less than a full term because of death, resignation, relocation, or removal shall not be regarded as a full term of office.