National Contract Management Association

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VP–Membership:  Cynthia Randall Sakyi

703-713-4715

National Director:  Kathleen Dougherty, CPCM

Document Date: July 26, 2001

Next Rev due:  July 25, 2006

ARTICLE I  - NAME, ORIGIN AND PLACE OF BUSINESS

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A.     These Chapter Bylaws are consistent with the Chapter Operating Guide (COG) including D-05, National Bylaws, which is incorporated into this document by this reference.  (In the case of any inconsistency between the National Bylaws and the Chapter Bylaws, the National Bylaws shall govern.)

B.    The name of this Chapter is: Battlefield Manassas-Dulles Chapter

                                                         P O Box 2677

                                                         Manassas, VA 20109-2677

The date of Chapter charter is: January 18, 2000

The Chapter number is: 173

C.    The fiscal year follows NCMA Headquarters fiscal year: currently January 1st through December 31st. The program year of the Association is July 1st through June 30th of the following year.

D.    Approval of Chapter Bylaws and revisions to Chapter Bylaws shall be subject to an affirmative vote of a majority of those members present at a regularly scheduled meeting (inclusive of planning meetings where the majority of the Chapter officers and a quorum of the membership is present), which vote shall be publicized in advance via the newsletter, e-mail and/or the website.

E.     Chapter Bylaws shall be revised when there are major changes to the COG that an inconsistency between that document and these Bylaws, or every 5 years.   Failure to revise the Chapter Bylaws shall not, however, render these Bylaws invalid. 

ARTICLE II - CHAPTER OFFICERS

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 A.    Chapter Officer's consist of the following positions -  (the Required Positions):

• President

• Vice President-Programs & Operations

• Vice President- Membership

• Vice President- Education and Professional Development

• Secretary

• Treasurer

• National Director

  B.       Chapter Chairs consist of the following positions: (Choose chairs, as necessary) 

• Awards                                               

• Newsletter & Co-chair           

• Education

• Nominations and Elections           

• Program

• Scholarship

• Certification

• Publicity/Promotions

• Graalman

• Fellows

• NES

• Social/Hospitality/Arrangements

C.     The duties of the Chapter officers and Chapter Chairs are as stated in the COG. 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.

D.     The Chapter shall have a Chapter Executive Advisors Council (“The Council”). The Council shall be nominated by the Chapter Board and members of the Executive Advisors Council.  The meetings shall be chaired by the Chapter President, The Chapter Executive Advisors Council shall have the same duties and responsibilities to the chapter as the National Executive Advisors have to the national organization. The term for each Advisor is three years after which time the Chapter Board/Executive Advisors Council must nominate and approve a subsequent three year term if desired. 

ARTICLE III  - ELECTION OF OFFICERS 

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A.     The Chairman and Committee, Nominations and Elections, shall be responsible for filling the slate of officers, and ensuring that elections are completed by the date established by the COG presently May 1st). The individuals serving on this Committee may not be incumbent chapter officers.

B.     Nominations of Chapter officers shall be in accordance with the COG. They shall be nominated from the general membership and elected with an affirmative vote of a majority of the current chapter members in attendance at the April General Membership meeting.

C.     Nominations shall be announced as open in the February/March membership meeting, and in the chapter newsletter.

D.     Nominated candidates shall be announced prior to 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.

 (All candidates shall submit an introductory resume/biography by the scheduled deadline for publishing in the subsequent chapter newsletter or by other means.)

E.     Chapter elections will take place at the April meeting.  The winner will be determined by a simple majority of votes by those members in attendance .    Voting shall be completed by the April membership meeting, and the elected officers introduced on or before the June meeting.  The ballot for the slate of proposed candidates for election will be provided to the membership prior to the April meeting.  Members may cast one ballot by attending the April meeting or for those members not able to attend, they may provide an absentee ballot by e-mail that must arrive by 1:00 p.m. on the day of the general membership vote at the April meeting, to the addressee designated election official.  All ballots dated after 1:00 p.m. will not be counted.

F.     Elected officers shall be installed at the last meeting of the current program year so as to begin planning for the next program year over the proceeding summer of their elected leadership service yea

G.    Chapter officers may be removed from office for cause in accordance with the National Bylaws.

ARTICLE IV - TERM OF OFFICE

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 A.   The Chapter officers shall be elected for one program year, or not more than two (2) consecutive program years based upon vote by the majority of the membership. The Chapter will establish a line of succession, using the following as a guide, but not as an all exclusive succession plan that can be used when a Chapter officer cannot complete their obligation of leadership in the program year.

 B.  Succession Plan:

ELECTED POSITION

POSITION FILLED BY… IF ELECTED OFFICER IS

 UNABLE TO SERVE

President

V.P. Program & Ops

Secretary

President

Treasurer

V.P. Membership

National Director

Chapter Rep selected by Vote

V.P. Program and Ops

V.P. Education and Prof. Development

V.P. Membership

Secretary

V.P. Education and Prof. Development

V.P. Membership

  ARTICLE V - CHAPTER - Board/Council/Executive Committee

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 A.    The elected Chapter officers shall be called the Chapter Board.   It shall convene on a regularly monthly meeting to conduct the business of the chapter program year.  The Chapter Board/Council shall meet at least seven times a year. 

  B.     The Chapter President shall call the Board/ Council/ Committee Meetings and provide each Board/Council member with an Agenda for the meeting.

  C.     Each Board member is responsible for reporting on the activities in their area of responsibility.

ARTICLE VI  - CHAPTER MEETINGS

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

 B.    The time, day, and Place of chapter meetings shall be determined each year by the Chapter Board/Executive Council and published in the September newsletter.

ARTICLE VII - CHAPTER ASSETS

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 A.     The Chapter Treasurer shall have the finances of the Chapter audited by an independent auditor at the end of each program year, in July, before delivering the documents to the successor treasurer.  All records and reports shall be turned over to the successor treasurer who will keep all previous historical records for the organization.

 B.      Chapters shall manage theft assets by formulating an estimate of program year expenditures and income.  The goal of managing the assets is to plan expenditures that do not exceed planned  income. If the planned expenditures do exceed the planned income the meeting minutes shall so reflect/the Chapter membership shall vote with a simple majority signifying approval].

 C.      The Chapter Officers shall submit a budget to the Chapter Treasurer at the beginning of the program year. 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 and General Membership at the beginning of the chapter program year