Chapter By-laws

The NCMA HQ Governance Committee and NCMA Huntsville Chapter approved the latest Revised By-Laws dated December 16, 2014. NCMA Huntsville submitted updated by-laws to NCMA HQ September 2020. 

A letter from the NCMA HQ Governance Committee and NCMA Huntsville Chapter

letter


 

NATIONAL CONTRACT MANAGEMENT ASSOCIATION CHAPTER BYLAWS

Chapter Name: Huntsville Chapter

Draft Date: 1  September 2020

Approval Date: 22 September 2020

Next revision date: (within five years of last approval)

 

ARTICLE I:  NAME, ORIGIN AND PLACE OF BUSINESS

  1. A. The name of this chapter is the Huntsville Chapter. The address of the Huntsville Chapter is O. Box 22206 Huntsville, AL 35814.  The chapter number is 017 and the date of the chapter charter is June 1,1964.
  2. These chapter bylaws are consistent with the national association bylaws and national association policies (and all revisions there-to), which are incorporated into this document by reference. In the case of any inconsistency between the NCMA bylaws and the chapter bylaws, the NCMA bylaws shall govern.
  3. The fiscal year of the chapter shall be the same as the national association, which is from July 1 through June 30. The fiscal year and program year shall be the same dates.

ARTICLE II:  CHAPTER OFFICERS

  1. A. The elected officers of the Huntsville Chapter shall be: President, President-Elect, Executive Vice-President, Vice-President of Education, Vice-President of Membership, Secretary, Treasurer and two Assistant Treasurer This listing shall constitute the order of succession from President down to Treasurer. The elected Chapter officers shall constitute the Chapter Board of Directors.

 

  1. Additionally, the President shall appoint the following committee chairs as he/she deems necessary to carry out the affairs of the Chapter:

 

  1. Awards
  2. Contract Administrator Round Table (C.A.R.T.)
  3. Certification
  4. Chaplain
  5. Education
  6. Elections
  7. Employment

 

  1. Fellows
  2. Historian
  3. Hospitality
  4. Membership
  5. Photographer
  6. Programs
  7. Publicity
  8. Scholarship
  9. Sponsorship
  10. Small Business and,
  11. Workforce Development & Universities

 

  1. Elected officers and committee chairs must be current members of NCMA.

The duties of the Chapter officers and committee chairs are as stated in national policy and chapter procedure documents. If there is no description in the national policy, the instructions of the national policy on “Other/Special Committees” shall apply.

 

  1. D. In the event that any elected officer is temporarily unable to perform the duties of their position the person next in line shall assume the responsibilities of that position, in addition to their elected duties, until the elected officer is able to reassume their responsibilities. In the event the Treasurer is unable to fill the duties of their position, the President shall appoint an Assistant Treasurer or other Member until the elected officer is able to reassume their responsibilities.

 

  1. E. The President may establish special project committees to serve for a temporary period without amending these by-laws.

ARTICLE III:  ELECTION OF CHAPTER OFFICERS

  1. A. The chair and members of the Nominations and Elections Committee shall be responsible for filling the slate of officer The committee shall operate within the guidelines of the NCMA policy on “Nominations and Elections Committee” and ensure that chapter elections are completed by May 1 of each program year.
  2. Officer candidates shall be nominated from the general chapter membership, they must be a member in good-standing with the Huntsville Chapter, the Huntsville Chapter must be the closest chapter to their permanent duty-station location, and they must be elected by an affirmative vote of the majority of chapter members casting ballots.
  3. Chapter elections may be held at a chapter meeting or may be conducted by mail or electronic ballot. Association members in good standing, whose dues are paid in full and assigned to the Huntsville Chapter, as of the date of the chapter election are entitled to cast a ballot in chapter elections.
  4. D. If possible, newly elected chapter officers should be installed at the last meeting of the program year, but not later than the first meeting of the next program year, to ensure proper authority to act on behalf of the chapter and in planning actions for the next program
  5. Chapter officers may be removed from office for cause by an affirmative vote of two-thirds of the current chapter board members cast by written ballot opened by the Secretary (or, if the office involves the Secretary, by the Chapter Treasurer). 
  6. Vacancies in any elected Chapter officer position caused during the program year by resignation, death, permanent incapacity or disability, removal or other reason, shall be filled by nomination of the Elections Committee and a vote of the members of the Chapter Board of Directors, except that the President-Elect shall become the President automatically upon a vacancy in the position of President. The Chapter member elected to fill such vacancy shall serve until the completion of the term of the vacated office.

 

ARTICLE IV:  TERM OF OFFICE/EXECUTIVE MEETINGS

  1. A. The Chapter  Board  of  Directors  shall  meet  as  often  and  at  such  places  as  deemed necessary by the President to conduct the business of the Chapter.
  2. The term of office for Chapter officers shall be one (1) year.
  3. The Chapter President shall conduct the Board of Directors meetings and will provide each board member with an agenda for the meeting.
  4. D. Each member of the Chapter board is responsible for reporting on the activities in their area of resp
  5. The Chapter President-Elect shall succeed the Chapter President following completion of the Chapter President’s term of office.

 

ARTICLE V:  CHAPTER MEETINGS

  1. A. The Chapter shall have regularly scheduled membership meetings, generally bi-monthly or more frequently as determined by the Chapter Presiden
  2. The time, day and place of Chapter meetings shall be established by the Chapter Board of Directors and will be provided to the membership via the Chapter website and other regular methods of Chapter communication.

 

ARTICLE VI: CHAPTER BOARD OF DIRECTORS

 

  1. A. The elected Chapter Officers shall be called the Chapter Board of Directors and the wider committee chairs,  committee  members  and  Board  of  Advisors  shall  be  called  “the Board”. It shall convene at least ten months of the year at the call of the President to conduct the business of the Chapter program
  2. The Chapter President shall call the Board of Directors Meetings and provide each Board member with an Agenda for the meeting.
  3. Each Board member is responsible for reporting on the activities in their area of responsibility.

ARTICLE VII: BOARD OF ADVISORS

 

  1. A. The Chapter shall have a Board of Advisors (BOA), which shall be of no fixed number of me The BOA shall be composed of the current BOA members on June 30, 2011, and those past chapter presidents and other senior chapter officers, other senior procurement officials and industry representatives selected by the Chapter’s Board of Directors on nomination of the Elections Committee annually with membership on the BOA continuing until the member resigns or is removed for cause by the Chapter’s Board of Directors. Additionally, one representative for each Platinum Sponsor shall be a member of the BOA until expiration of Sponsorship, unless otherwise voted by the BOA to remain, per the recommendation of the Chapter President.
  2. The BOA shall be a consultative body, which shall be convened for meeting at least annually and at the request of the Chapter President. Meetings of the BOA shall be attended by its members, the Chapter President and such other chapter officers and committee chairpersons as necessary. The BOA shall provide counsel to the Chapter President and Board on those issues / votes presented to it by the Chapter President, and may make such other recommendations to the Chapter President and Board as it deems appropriate from time to time.

 

 

ARTICLE VIII:  CHAPTER ASSETS

  1. A. The National Contract Management Association is a 501(c)(6) nonprofit association chartered in accordance with the Internal Revenue Service Code of 1954 and the Articles of Incorporation filed under the Virginia Non-Stock Corporation Act. Therefore, it is imperative that the Huntsville Chapter and all of the Huntsville Chapter officers adhere to the fiduciary responsibility conferred on them in the operation of the They shall ensure that the Chapter assets are utilized in accordance with those guidelines.
  2. Each Chapter officer (in consultation with Committee Chairs) shall ensure a budget is submitted to the Chapter Treasurer at the beginning of the program year in accordance with guidelines provided by the Treasurer. The budget shall consist of intended program year expenditures and estimated income from planned Chapter activities for their area of responsibility.
  3. The Chapter Treasurer shall prepare a monthly report of the financial balance sheet and income/expense sheet for review by the Board. The financial report shall include the event attendance report from the Chapter Secretary, and any other sources of income.
  4. D. Specific guidance on disbursement of chapter funds will be developed and reviewed at the beginning of each chapter year and address at a minimum the use of checks and debit cards by chapter officers.
  5. An independent audit shall be initiated by the Chapter Treasurer and approved by the Chapter President at the end of each program year. The independent audit shall be performed by an individual outside of chapter leadership; that is, the individual cannot be an officer, committee chair or serve in any other official volunteer capacity. A formal audit report shall be submitted to the NCMA Headquarters within 90 days of the end of the program year.
  6. In the event of charter revocation or chapter dissolution in accordance with NCMA Policy 5-7, all residual chapter funds and tangible property acquired by the chapter shall be forwarded to the principal office of NCMA and the chapter shall cease the use and display of the NCMA/chapter logo immediately following revocation.

 

ARTICLE IX:  BYLAWS AND AMENDMENTS

  1. . Amendments  to  the  Chapter  by-laws  shall  be  proposed  in  writing  to  the  Chapter Presiden

 

  1. Approval of Chapter by-laws amendments and revisions to Chapter by-laws shall be subject to an affirmative vote of at least three fourths of those members present at a scheduled Chapter meeting. If the Chapter is not able to have a Chapter meeting, the Board shall vote to send the by-laws out electronically to the Chapter for vote. If sent out electronically, the Chapter shall have ten (10) business days to vote, and shall be subject to an affirmative vote of at least three fourths of the ballots cast. A draft of the proposed by-laws or revisions to the by-laws shall be provided to the Chapter members by mail or electronically and via the Chapter website. A notice of the meeting at which the vote on the by-laws will be taken shall be sent out to the Chapter membership ten (10) business days in advance of the meeting.
  2. Upon an  affirmative  vote  by  at  least  three-fourths  of  those  members  present  at  a scheduled chapter meeting, or by electronic voting, the National Vice President/Secretary shall be requested to approve the by-laws or the by-laws as amended, as specified in national policy.
  3. D. An official copy of the Huntsville Chapter by-laws and amendments will be maintained by the Chapter.

 

ARTICLE X:  CONTRACT MANAGEMENT CODE OF ETHICS & CONFLICT OF INTEREST ANNUAL OBLIGATION

  1. The chapter strongly supports integrity and ethics in the government contracting profession. Therefore, the chapter will start each program year off with a reminder to its members of the importance of complying with the Contract Management Code of Ethics, and NCMAPolicy 5-11 Conflict of Interest (COI), by either identifying to members to where they can be found on the NCMA website, or providing copies at the beginning of the program year.

 

  1. At the beginning of the program year all chapter officers, directors, and committee chairs shall be provided a written copy of the Code of Ethics and Conflict of Interest policy. In accordance with the COI policy, Chapter officers, directors and committee chairs are required to sign and date the COI policy indicating they have read and understand the policy and agree to comply with it.  These signed copies will be retained by the chapter secretary along with the chapter bylaws in accordance with NCMA’s records retention policy.