ASSOCIATION OF RECORDS MANAGERS AND
ADMINISTRATORS, INC.
ARTICLE I - NAME
This not-for-profit organization shall be known as
the Central New York Chapter, Association of Records Managers and
Administrators, Inc. The CNY Chapter is chartered number 024 of the
Association of Records Managers and Administrators (ARMA International).
ARTICLE II - OBJECTIVES
The mission of ARMA International is to provide education,
research and networking opportunities to information professionals,
to enable them to use their skills and experience to leverage the
value of records, information and knowledge as corporate assets and
as contributors to organizational success.
ARTICLE III - MEMBERS
Qualifications:
In order to be a regular member of CNY ARMA, an individual
must be a valid ARMA International member;
All valid ARMA International members are welcome to join the CNY ARMA
Chapter;
Membership Classes:
ARMA International shall have four classes of members:
Regular. A duly qualified individual in good standing
with the Association entitled to full rights and benefits of ARMA
International.
Honorary. An individual who has been granted life
membership by ARMA International’s Board of Directors.
Student. Any enrolled full time post-secondary student.
Student membership does not convey the privileges of voting in ARMA
International elections or holding office.
Retired. A current or former member in good standing
with the Association who has retired from the profession of records
management. Retired membership does not include the privilege of voting
in ARMA International elections, holding office or receiving The Information
Management Journal.
Suspension:
Any member demonstrating conduct that could be considered
detrimental to or exploitative of the best interests of the Chapter
membership may be suspended by a majority vote of the Board of Directors.
When such action is contemplated in the case of any member, the member
shall be entitled to receive specific charges in writing from the
Board of Directors and shall, if he or she so desires, be afforded
an opportunity for a hearing before the Board of Directors or a special
opportunity for a hearing before the Board of Directors or special
committee appointed by the President for this purpose. If a member
so suspended is not restored to active status within 90 days from
date of suspension, membership shall be terminated immediately.
Officer and Board Member Resignations:
Any Officer or Director may resign due to extenuating
circumstances such as job loss by submitting written notification
to the Board of Directors.
Delinquency:
Regular Chapter members who have a lapse in membership
as a result of non-renewal are given a 12-month grace period before
removal from the Chapter LISTSERV and membership mailing list. After
the 12-month grace period, if the individual has still not renewed
they will be removed from the LISTSERV and mailing list and will have
to pay non-member rates to attend meetings.
Reinstatement – Restoration of Membership:
Any member suspended shall be eligible to apply to
have his membership restored to active status by submitting a written
request to the Board of Directors for review and approval.
Any Officer or Director who terminated office due to extenuating circumstances
is eligible to run for office in the next election if they are paid
members at the time of the election.
Dues:
Annual Chapter dues are determined by the Board
of Directors. The membership dues are voted on annually and are due
at time of renewal.
Dues Refunds:
Any member who resigns or is terminated for any reason
shall not be entitled to a refund of dues paid.
ARTICLE IV - ORGANIZATION
Section 1. Governing Body
The Governing Body of the CNY Chapter shall be known and referred
to as the Board of Directors. It shall consist of the elected officers,
a minimum of five (5) elected directors and the immediate past president.
The management of the CNY Chapter, its affairs, meetings and property
shall be vested in said Board of Directors and, upon majority vote
of all present directors and officers, said Board of Directors shall
have power to:
Appoint a replacement in the case of an officer resignation;
Suspend any member for cause after said member has been duly notified
of the reasons for such action and has had an opportunity to appear
before the Board of Directors;
Remove any Committee Chairperson with cause;
Reinstate any suspended members;
Approve all cash disbursements;
Perform such other duties as properly devolve upon a Board of Directors
of an unincorporated association; and
Perform other such duties as may be requested by the President.
Section 2. Elections
Officers and/or Directors
Officers will be: President, Vice President, Secretary, Treasurer;
plus a minimum of five (5) Directors
Terms and Qualifications
Members in good standing;
Nominated in open nominations at the next-to-last meeting of the season
or through self-nomination;
Term to run July 1st through June 30th;
Installation to take place at last meeting of the season (May or June);
No elected officer shall be eligible to serve for more than two (2)
consecutive terms in the same office unless extenuating circumstances
require it;
Directors may run for re-election for as many times as they continue
to have an interest.
Section 3. Officers/Duties
President
The President shall be the chief executive officer
of the Chapter and shall: exercise general supervision over the affairs
of the Chapter; be responsible for the enforcement of the Bylaws and
all directives of the Board of Directors (BoD); appoint, with the
approval of a majority vote of the BoD, all standing Committee Chairs,
unless provided otherwise, and, if necessary, appoint members of all
Committees or at his/her discretion authorize the BoD to make such
appointments; serve as ex-officio member of all standing committees
except nominating; keep the BoD fully informed of the activities of
the Chapter; deliver to his/her successor in office all books, papers,
records and property of the Chapter for which s/he is or may become
responsible; notify the Chapter Treasurer
in writing of members terminating, furnishing dates and cause of termination;
and perform all other duties normally incident to this office.
Vice President
The Vice President shall: assume all duties of the
President during his/her absence or disability; assist the President
with her/his duties; serve as an ex-officio member and be responsible
for coordinating the activities of all special committees; and perform
such other duties as may be assigned by the President and/or the BoD.
Secretary
The Secretary, the official custodian of all current
records of the Chapter, shall: keep a record of all meetings of the
BoD and meetings of the Chapter membership; distribute to the BoD
copies of the record of proceedings of all meetings; handle correspondence
as directed by the President and/or the BoD; and perform such other
duties as provided by the Bylaws or assigned by the President or BoD.
Treasurer
The Treasurer shall: be the custodian of all funds
of the Chapter; receive all membership dues and other payments to
which the Chapter is entitled; disburse funds of the Chapter upon
BoD approval; deposit all funds in the name of the Chapter in depositories
approved by the BoD; provide statements of the financial condition
of the Chapter for each newsletter issue and the close of the fiscal
year; and perform such other duties as provided by the Bylaws or as
may be assigned by the President or the BoD.
Immediate Past President/Chairman of the Board
The Immediate Past President shall: serve as a non-elected
position on the board until superceded by a new immediate past president;
provide support to the President; chair nominations committee
Section 4. Vacancy in Elected Office
In the case of an officer resignation, the Board
will appoint a replacement to serve until the next election.
Section 5. Committees/Appointed Chairs
Membership Chair
The BoD may appoint a Director to be in charge of
Chapter membership which includes: maintain the official list of members
and their addresses; notify ARMA International of any changes in membership
information; recruit new members and send out new member packet; distribute
applications as necessary.
Program Committee
Each program shall be managed by an ad hoc committee
identified at the summer planning meeting; the committee consists
of a chair, newsletter editor and organizer; every BoD and officer
must serve on at least one committee; the committee has authority
to change the program content or forum as required without BoD approval
with the exception of financial changes that exceed the original estimate
of meeting cost, under these circumstances, they must seek BoD approval;
if a committee member is forced to resign from their duties, assignment
of another BoD member will be determined based on need.
Web Master/LISTSERV Owner
This position is contingent on available resources
such as host server etc.; will maintain Chapter website to include
electronic newsletter, meeting announcements, breaking news, etc.;
the LISTSERV owner shall maintain the member LISTSERV and ensure only
members in good standing (allowing for the grace period) have access;
announce on the LISTSERV that newsletter and meeting flyer is posted
to the website; the LISTSERV owner shall maintain the Board LISTSERV
and ensure only active Board members have access.
Nomination/Awards Committee
The Nominations/Awards Committee shall consist of
the Immediate Past President and appointed members, not to exceed
three (3); create slate of officers and board through nominations
and recruitment; mail ballots and tally the results; announce Chapter
Member of the Year; present other awards as determined such as the
RIM Public Awareness Award.
Chapter Historian
The official repository of the CNY Chapter archives
is Syracuse University Archives; the appointed historian will ensure
required Chapter records are sent to the repository.
ARTICLE V - FINANCE
Section 1. The Fiscal year shall be July 1 to June
30.
Section 2. Financial Audit
If the total financial assets of the Chapter fall
below $1000, the Treasurer must notify the BoD, and a special meeting
will be called and the BoD will determine a course of action which
may or may not include the call for an audit.
Section 3. Disbursements
Four officers will have check signing authority:
Treasurer, President, Vice President and Secretary; all charges over
$100 not directly related to program meeting expenses must be pre-approved
by the BoD.
ARTICLE VI - PARLIAMENTARY AUTHORITY
Roberts Rules of Order Newly Revised shall govern
the proceedings of the Central New York Chapter of the Association
of Records Managers and Administrators, Inc. in all cases not provided
for in these Bylaws, Constitution (or Articles of Incorporation when
Chapter becomes incorporated) and ARMA International Administrative
Letters.
ARTICLE VII - MEETINGS
Section 1. Regular Meetings
The CNY Chapter will hold bi-monthly meetings from
September through June of each fiscal year for a total of five (5)
meetings; BoD meetings will be held in conjunction with each regular
meeting unless otherwise announced; regular meetings are conducted
around the lunch hour and conclude by 3:00; some meetings are required
to be held for a full day or at an earlier hour based on the specific
topic and meeting location; meetings are announced to the membership
through the meeting flyer, the website and the member LISTSERV.
Section 2. Summer Planning Meeting
The newly installed slate of officers and directors
shall meet one full day during the summer months to plan the year
and its meetings.
Section 3. Special Circumstances
If a Chapter member in good standing loses his/her
job, s/he may attend one lunchtime meeting of his/her choosing at
no charge;
A special or emergency board meeting may be called by the President
as determined by the President or at the urging of a Board member;
The Board LISTSERV will serve in the capacity as a virtual meeting
room where board decisions or discussions must take place in a timely
manner.
ARTICLE VIII - DISSOLUTION
Upon dissolution of the Corporation, all of its assets
shall be paid over or transferred to one or more exempt organizations
of the kind described in Section 170 (b)(1)(A) of the Internal Revenue
Code of 1954, as amended, and the regulations promulgated thereunder,
as both now exists or may hereafter be amended.
ARTICLE IX - AMENDMENTS
Section 1. Any revisions and/or amendments to Chapter
Bylaws shall be reviewed by the Region Manager and Director of Member
Services prior to adoption to insure that the proposed revisions do
not conflict with ARMA International policy.
Section 2. Changes and/or modifications to
the CNY Chapter By-Laws will be proposed at BoD meetings, shared with
the membership via regular meetings and the LISTSERV, left open to
the membership for discussion and additional modification, and voted
on by a majority of officers and directors present at the meeting.
