NATIONAL CONTRACT MANAGEMENT ASSOCIATION
Date: December 20, 2013
Next revision date: December 20, 2018
NCMA Governance Committee approved: January 9, 2014
ARTICLE I - NAME, ORIGIN, PLACE OF BUSINESS, and PURPOSE
A. The name of this chapter is the Bluegrass Chapter. The chapter’s motto is, “The Little Chapter That Can!” The address of the Bluegrass Chapter is 6004 Alanadale Dr., Louisville, KY 40272. The chapter number is 152 and the date of the chapter charter is June 30, 1992.
B. These chapter by-laws are consistent with the national association by-laws 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 by-laws and the chapter by-laws, the NCMA by-laws shall govern.
C. The fiscal year of the chapter shall be the same as the national association, which is from July 1 through June
D. The basic purpose of the Chapter is to foster professional growth and the educational advancement of members primarily, and of other individuals in the private sector (including industry and professional firms), the public sector (including federal, state and local government) and education, in and around the areas of Louisville, Kentucky, to include the adjacent areas of Southern Indiana, Lexington, Kentucky, and Northern Kentucky, who are engaged in or associated with any aspect of the field of management of contracts, which, for the purposes of the Chapter, shall include all types of instruments involving expenditure of public or private funds, whether by contract, subcontract, grant, assistance agreement, lease, or other form. Additional purposes of the Chapter are to provide for interchange of information among its members, to conduct research in the field of management of contracts, to provide and maintain standards of proficiency and ethics, to encourage an increasing professional attitude toward contract management and procurement, and to unite all persons interested in the profession toward the fulfillment of these purposes.
ARTICLE II: CHAPTER OFFICERS
A. The elected officers of the Bluegrass Chapter shall be: Chapter President, Chapter Vice-President (President Elect), Chapter Secretary and Chapter Treasurer. The elected chapter officers shall be called the “Chapter Executive Council”.
B. Chapter Committee Chairs consist of the following positions: Awards, By-Laws Update, Education/Certification/Scholarship, Membership, National Education Seminar, Newsletter, Nominations and Elections, Photography, Programs, and Website. The election of co-chairs for the above committees will be determined each program year.
C. Elected officers and committee chairs must be current members of NCMA. The duties of the chapter officers and committee chairs are as stated in NCMA’s policy and procedure documents
ARTICLE III: ELECTION OF CHAPTER OFFICERS
A. The chair and members of the Nominations and Elections Committee shall be responsible for filling the slate of officer candidates. 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.
B. Officer candidates shall be nominated from the general chapter membership and elected by an affirmative vote of the majority of chapter members casting ballots.
C. 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 Bluegrass Chapter, as of the date of the chapter election are entitled to cast a ballot in chapter elections.
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 year.
E. Chapter officers may be removed from office for cause in accordance with the NCMA by-laws.
F. Vacancies in any elected chapter officer position caused during the program year by resignation, succession or other reasons, shall be filled by a vote of the members of the Chapter Executive Council, and not the membership as described above. 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
A. The Chapter Executive Council. The Chapter Executive Council shall convene on a regularly scheduled basis at least quarterly, preferably approximately two weeks before each scheduled Membership Meeting, and conduct the business of the chapter.
B. The term of office for chapter officers shall be one year.
C. The chapter president shall conduct the executive council meetings and will provide each council member with an agenda for the meeting.
D. In the absence of the chapter president, the executive council meetings will be conducted by another chapter officer in the following order of precedence: vice-president, secretary, treasurer.
E. Each member of the executive council and the committee chairs are responsible for reporting on the activities in their area of responsibility.
ARTICLE V: CHAPTER MEETINGS
A. The chapter shall have regularly scheduled membership meetings. The chapter shall meet on a quarterly basis and generally during the months of October, December, March and June of each program year.
B. There will be a business meeting with every National Education Seminar, generally scheduled in March. A Chapter team-building meeting, plus workshops and study groups will meet as needed, and in addition to the scheduled membership meetings.
C. The time, day and place of chapter meetings shall be established by the Chapter Executive Council and will be provided to the membership via the chapter newsletter, chapter website and email.
ARTICLE VI - PARLIAMENTARY AUTHORITY AND INTERPRETATION
The rules of order for all meetings of the Chapter shall be Robert's Rules of Order. The rules may be temporarily suspended by a 75 percent majority vote of those present at such meeting. All questions of By-Laws interpretation shall be decided by the Chapter Executive Council.
ARTICLE VII: CHAPTER ASSETS
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 Bluegrass Chapter, and all of the Bluegrass Chapter officers adhere to the fiduciary responsibility conferred on them in the operation of the chapter. They shall ensure that the chapter assets are utilized in accordance with the NCMA Chapter Guidelines and Article II of the NCMA By-laws.
B. Each chapter officer shall submit a budget 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.
C. The chapter treasurer shall prepare an overall chapter budget from the officer inputs and shall submit the program year budget to the Chapter Executive Council. The Chapter Executive Council shall approve the chapter budget at the beginning of the chapter program year. This approval will take place during the Chapter Executive Council meeting occurring in August of the program year.
D. The chapter treasurer shall prepare a report of the financial balance sheet and income/expense sheet when requested by the Chapter Executive Council. The financial report shall include the event attendance report from the Chapter Secretary, and any other sources of income.
E. 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.
F. 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.
G. 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 VIII: BY-LAWS AND AMENDMENTS
A. The chapter by-laws shall be revised when there are major changes to the NCMA by-laws or other sections of the NCMA policy that create an inconsistency between that document and these by-laws, or every five years. Failure to revise the chapter by-laws shall not, however, render these by-laws invalid.
B. Amendments to the chapter by-laws shall be proposed in writing to the chapter president.
C. The chapter secretary shall be instructed to either mail a ballot of the proposed by-laws or mail the proposed revisions to the by-laws to the chapter membership advising them of the vote on the by-laws at a scheduled chapter meeting. Approval of chapter by-laws and revisions to chapter by-laws shall be determined by either an affirmative vote of a majority of those members present at a scheduled chapter meeting, or by an affirmative vote of three-fourths (3/4) of the chapter member ballots received during the specified voting period.
D. Upon resolution adopted by the chapter voting members, the NCMA Governance Committee, or the individual/body granted the authority, shall be requested to approve the by-laws or the by-laws as amended, as specified in NCMA’s policy.
E. A copy of the Bluegrass Chapter by-laws and amendments shall be kept in a book of record with the chapter secretary.
ARTICLE IX: CONTRACT MANAGEMENT CODE OF ETHICS ANNUAL OBLIGATION
A. 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 by either pointing members to where it can be found on the NCMA website, handing out copies at the beginning of the program year or reading the Code of Ethics aloud at the first scheduled chapter meeting. The Code of Ethics may be referenced in descriptive publications of the Chapter and printed at least once each year in the Bluegrass Chapter newsletter.
B. At the beginning of the program year all chapter officers and committee chairs shall be provided a written copy of the Code of Ethics with a signature block at the bottom of the page which they are required to sign and date. These signed copies will be retained by the chapter secretary along with the chapter by-laws in accordance with NCMA’s records retention policy
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