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Chapter Documents
NATIONAL CONTRACT MANAGEMENT ASSOCIATION
Denver Chapter
CHAPTER BY-LAWS
Date: July 1, 2009
Next revision due: 5 years
ARTICLE I: NAME, ORIGIN AND PLACE OF BUSINESS
A. These Chapter By-Laws are consistent with the current version of the Chapter Operating Guide ("COG") including D-05, National By-Laws, which is incorporated into this document by this reference. In the case of any inconsistency between the National By-Laws and the Chapter By-Laws, the National By-Laws shall govern.
B. The name of this Chapter is: The Denver Chapter
The date of the Chapter charter is: February 6, 1962
The Chapter number is: 009
C. The fiscal year of the Chapter shall be from January 1 through December 31. The program year shall be July 1 through June 30.
D. In accordance with the COG, Chapter By-Laws and revisions to Chapter By-Laws shall be approved by a two thirds vote of the general membership of the Chapter who are present at a regularly-scheduled meeting, and sent to the National office for approval by the National Secretary, or the Executive Vice President as the designated representative.
E. Chapter By-Laws shall be revised when there are major changes to the COG, major changes to The Denver Chapter Long Range Plans or to the Chapter's desired methods of operation that create inconsistency between those documents and these By-Laws, or every five years, whichever is earlier. Failure to revise the Chapter By-Laws shall not, however, render these By-Laws invalid.
ARTICLE II: CHAPTER OFFICERS AND DUTIES
A. The elected Officer;s of the Denver Chapter shall be the President, the President-Elect, Secretary andTreasurer,.
B. The Elected Officers shall appoint the following Chairs, to include but not be limited to: Membership Chair; Programs Coordinator; Education Chair; Newsletter Chair;; Facilities Chair; Publicity Chair; Nominations Chair, and such other Chair positions as are deemed necessary by the Officers for the efficient operation of the Chapter.
C. The Chapter Officers and the Chapter Chairs shall function as stated in the Chapter Operating Guide. If there is no description in Section B of the COG for the Chapter Committee Chair, the instructions for "Other/Special Committees" shall be followed. Their individual duties and responsibilities shall be as defined in the Chapter's Annual Operating Plan.
D. The Chapter shall have a Chapter Board of Advisors. The Board of Advisors shall be appointed by the Chapter President or President-Elect and approved by the Chapter Board and the Board of Advisor meetings shall be chaired by the President-Emeritus, Chapter President or Chapter President=Elect. The Chapter Board of Advisors shall have the duties and responsibilities as they are defined in the Denver Chapter Board of Advisors' By-Laws.
ARTICLE III: ELECTION OF OFFICERS
A. The Board of Directors in concert with the Nominations Chair, shall be responsible for filling the available slate of elected Officer positions, and ensuring that elections are completed by the May meeting.
B. Nominations of elected Chapter Officers shall be in accordance with the COG and these By-Laws. They shall be nominated from the general membership, subject to the prerequisites listed below, and elected either by an affirmative written ballot of a majority of the Chapter members returning their ballots no later than the May membership meeting or by a verbal majority (show of hands or a yah/nah) of those members attending the May membership meeting.
C. Nominations shall be announced as open during March membership meeting, and posted on the Chapter Webpage. The prerequisite for being nominated for Chapter president is: Shall have served the preceding term as Denver Chapter President-Elect. The prerequisite for being nominated for Chapter President-Elect is: Shall have recently served (current or withing the past three (3) years) as an Officer or Chair for the Denver Chapter.
D. Nominated candidates shall be announced at the membership meeting held in April. Further nominations shall be requested from the floor at the same meeting. Nominations are considered closed after this meeting. If possible, candidates should submit a brief resume/biography to be published in the Chapter Webpage.
F. Chapter Officers shall be installed at the last Chapter meeting of the program year.
G. Chapter Officers may be removed from office for cause in accordance with the National By-Laws.
H. In the event of a resignation of an elected officer during their term of office, the Board of Directors shall, as appropriate call for a special election, or appoint a replacement, or leave the position vacant.
ARTICLE IV: TERM OF OFFICE
A. The Chapter Officers and Appointed Chairs shall be called the Chapter Board of Directors. The Chapter Board of Directors shall convene once a month to conduct the business of the Chapter program year (Meetings during the months of July and August are at the discretion of the then current Chapter President). The term of office shall be a one program year period for Chair Positions and Officee of Secretary. The Officer of Tresurery is a two year position. The President-Elect is by definition a three year commitment to the Denver Chapter – as the President-Elect is the incoming President and then automatically serves as the President Emeritus, prior to completing their volunteer commitment to the Chapter.
B. The Chapter President shall call the Board meetings and in conjunction with the President-Elect provide each member with an agenda for the meeting.
C. Each Board member shall be responsible for reporting on the activities in their area of responsibility at each Board meeting. If a Board member can not attend the meeting, then it is their responsibility to send a summary of activity to the President and President-Elect prior to the Board meeting.
ARTICLE V: CHAPTER MEMBERSHIP MEETINGS
A. The Chapter shall, to the extent practicable, have regularly-scheduled membership meetings. Such membership meetings may occur during the September - June months of each program year. In special cases, July and August membership meetings may also be authorized by the Board of Directors.
B. The time, day and place of Chapter membership meetings shall be established by the Officers each program year, and notice provided to the general membership via the Chapter webpage and any subsequent electronic correspondence.
ARTICLE VII: CHAPTER ASSETS
A. The Chapter Treasurer shall have the finances of the Chapter reviewed by the Chapter Officers prior to delivering to the successor all records and reports.
B. The Chapter shall manage its assets by formulating an estimate of program year expenditures and income. The budget for the upcoming Chapter year will be presented prior to the start of the Chapter year by the Treasurer for the review of the Chapter Officers.
C. Each Chapter officer and Chair shall submit its proposed budget to the Chapter Treasurer prior to August 1, as needed. The budget shall consist of intended program year expenditures and estimated income from planned Chapter activities for their area of responsibility.
D. The Chapter Treasurer shall collate the various budgets and submit the program year chapter budget to be voted on and approved by the Chapter Board of Directors prior to October 1.
