NCMA Fort Worth By-Laws

CHAPTER BY-LAWS

Fort Worth Chapter

Date:  2 July 2015

Next revision date:  01 July 2020

ARTICLE I:  NAME, ORIGIN AND PLACEOF BUSINESS

A.  The name of this chapteris the Fort Worth Chapter. The address of the Fort Worth ChapterChapter is. P.O. Box 77907, Fort Worth, TX 76177. The chapter number is 107 and the date of the chapter charter is October 17, 1984.

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 fromJuly 1 through June 30.  The fiscal year and programyear shall be the same dates.

ARTICLE II:  CHAPTER OFFICERS

A.  The elected officers of the Fort Worth Chapter shall be:  Chapter President, Chapter President-elect (or Chapter Vice President), Chapter Secretary and Chapter Treasurer.The elected chapter officers shall be called the “Chapter Executive Council”.

B.  Membership Chair

C.  Elected officers and committee chairs must be current members of NCMA.  The duties ofthe chapter officers andcommittee chairs are asstated 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 officercandidates.  The committee shall operate within the guidelines ofthe NCMApolicy on “Nominations and Elections Committee” and ensure that chapter elections are completed by May 1 of each programyear.

B.  Officer candidates shall be nominated fromthe general chapter membership and elected by an affirmative vote ofthemajority ofchapter 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 Fort Worth Chapter, as of the date of the chapter election are entitled tocast a ballot in chapter elections.

D.  If possible, newly elected chapter officers should beinstalled at the last meeting of the programyear, 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 programyear.

E.  Chapter officers may be removed from office for cause in accordance with the NCMA by-laws.

F.  Vacancies in any elected chapter officer positioncaused during the programyear 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 tofill suchvacancy shall serve until the completion of the termof the vacated office.

ARTICLE IV:  TERMOF OFFICE/EXECUTIVE MEETINGS

A.  The Chapter Executive Council.The Chapter Executive Council shall convene on a regularly scheduled basisonce a month and conduct the business of the chapter.

B.  The termof office for chapter officers shall be 1 July 2015 to 30 June 2016,

C.  The chapter president shall conduct the executive council meetings and will provide each council member with an agenda for the meeting.

D.  Each member of the executive council isresponsible for reporting on the activities in their area of responsibility.

E. Each member of the executive council is responsible for assisting with the Annual Report for their term of office

ARTICLE V:  CHAPTER MEETINGS

A.  The chapter shall have regularly scheduled membership meetings.  The chapter shall meet during the months of September through June of each programyear

B.  The time, day and place of chapter meetings shall be established by the Chapter Executive Council and will be providedto the membership via the chapter newsletter and other regular methods of chapter communication.

ARTICLE VI:  CHAPTER ASSETS

A.  The National Contract Management Association is a 501(c) (6) nonprofit associationcharteredinaccordancewith the Internal Revenue Service Code of

1954 and the Articles ofIncorporationfiled under the Virginia Non-Stock Corporation Act.Therefore, it is imperative that the Fort Worth Chapter, andall ofthe Fort WorthChapter officers adhere to the fiduciaryresponsibilityconferredonthem in the operation of the chapter.  They shall ensure that the chapter assets areutilized in accordance with the NCMA Chapter Guidelines and Article II of the NCMA By-laws.

B.  Each chapter officer shall submit a budgettothechapter treasurer at the beginning ofthe program year in accordance with guidelines provided by the treasurer.  The budget shall consist ofintended programyear expenditures and estimated income fromplanned chapter activities for their area of responsibility.

C.  The chapter treasurer shall prepare an overall chapter budget fromthe officer inputs and shall submit the programyearbudget to the ChapterExecutive Council. The Chapter Executive Councilshall approve the chapter budgetat the beginning of the chapter programyear.

  1.     The chapter treasurer shall prepare a monthly report of the financial balance sheet and income/expense sheet for review by the Chapter Executive Council.  The financial report shall include the event attendance report from the Chapter Secretary, and any other sources of income.
  2.      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.
  3.       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.
  4.     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 VII:  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 NCMApolicy 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 shallbe proposed in writing to the chapter president.

C. The chapter secretary shallbe instructed to either mail a ballot of the proposed by-laws or mail the proposed revisions to theby-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 revisionsto chapter by-lawsshall 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 specifiedinNCMA’spolicy.

E.  A copy of the Fort WorthChapter by-laws and amendments shall be kept in a book of recordwith the chapter secretary.

ARTICLE VIII:  CONTRACT MANAGEMENT CODE OF ETHICS 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 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.
  2.      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 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.