Evergreen Chapter, AITP Bylaws
Standing Rules, and Standing Committees:

Note: These Bylaws and Standing Rules were revised by the Evergreen Chapter, Association for INFORMATION TECHNOLOGY PROFESSIONALS in 1999. These Bylaws were last ammended in 2004 and approved by the membership.

- The Bylaws Committee

These are the Bylaws and Rules which govern our chapter

Bylaws Articles

Name of Chapter

Purposes and Limitation

Organization

Membership

Meetings

Governing Body

Region Director

Officers

Acquisition and Management of Property and Funds

Committees

Standing Rules

Restrictions

Official Publication

Records

Quorum

Rules of Order

Bylaw Amendments

Standing Rules

Standing Committees

Article I - Name of Chapter

The official name of the Chapter shall be: Association of INFORMATION TECHNOLOGY PROFESSIONALS - EVERGREEN CHAPTER

Article II - Purposes and Limitation

Section 1.
Purposes

The purpose of this Chapter shall be set forth in the Articles of Incorporation and Association Bylaws of the Association of INFORMATION TECHNOLOGY PROFESSIONALS ("AITP") and to:

• 1.01 Provide cooperation in achieving the objectives of the Association of INFORMATION TECHNOLOGY PROFESSIONALS.



• 1.02 Assist the Association of INFORMATION TECHNOLOGY PROFESSIONALS in the implementation and carrying out of its various programs and activities.



• 1.03 Provide cooperation with the Association of INFORMATION TECHNOLOGY PROFESSIONALS in the development of technical and educational material for the field of data processing management, including the encouragement of sound, proper and ethical business practices.



• 1.04 Provide the necessary organization and leadership to facilitate the exchange of information and experience among members so as to advance and benefit the field of data processing management.



• 1.05 Encourage advancement of the data processing profession.



• 1.06 Organize and conduct courses of study for the profession and the general public under the direction and supervision of Association of INFORMATION TECHNOLOGY PROFESSIONALS.

Section 2.
Limitations

• 2.01 All Chapter actions shall be in accordance with the Association Bylaws and regulations of the Association of INFORMATION TECHNOLOGY PROFESSIONALS and shall be consistent with all policies adopted by the Association of INFORMATION TECHNOLOGY PROFESSIONALS.



• 2.02 The Chapter shall not obligate or otherwise make the Association of INFORMATION TECHNOLOGY PROFESSIONALS liable for any expenditures or financial commitments, unless the Association of INFORMATION TECHNOLOGY PROFESSIONALS has first approved the expenditure or commitment.



• 2.03 The Chapter shall not undertake any action or practices which would cause it to lose eligibility for exemption from the payment of federal income taxes as a tax exempt organization within the meaning of section 501(c)(6) of The Internal Revenue Code of 1954 as amended, or the corresponding provisions of any future United States revenue law.

Article III -- Organization

Section 1.
Chapter Organization

1.01 This Chapter is chartered by approval of the Region President in which Region the chapter will be located and the AITP Executive Director, who issues the charter, of the Association of INFORMATION TECHNOLOGY PROFESSIONALS for the jurisdiction of the State of Washington, with such jurisdiction not exclusive to this Chapter.

Section 2.
Chapter Requirements

• 2.01 The Chapter accepts and subscribes to the Association Bylaws of the Association of INFORMATION TECHNOLOGY PROFESSIONALS.



• 2.02 The Constitution, Bylaws, and rules of this chapter shall not conflict with any Association Bylaws.



• 2.03 The charter of this Chapter may be revoked by the Executive Council of Association of INFORMATION TECHNOLOGY PROFESSIONALS, if, in its judgment, this Chapter has been guilty of conduct contrary to the best interests Association of INFORMATION TECHNOLOGY PROFESSIONALS, or in conflict with the Association Bylaws or its rules and regulations, or these Chapter Bylaws.

Article IV -- Membership

Section 1.
Membership Classes

• 1.01 There shall be two classes of membership: Regular and Honorary.

Section 2.
Regular Members

• 2.01 The Chapter Board of Directors shall grant regular membership in this Chapter to persons of good character who qualify for Regular membership pursuant to the Association Bylaws.
   
• 2.02 Persons designated as "fellow members" on or before June 30, 1975 shall continue to be so identified until such time as their membership may terminate provided they continue to qualify for Regular membership as defined in these bylaws. Fellow members shall have all rights and privileges that accrue to Regular members as specified within these bylaws.
   
• 2.03 Interim Membership: Student Chapter members, and others qualifying for Interim Association membership may extend their Association membership to include full (Regular)Evergreen Chapter membership privileges by submitting a request for chapter membership to a chapter Board Member and including the current annual local chapter membership fee.

Section 3.
Honorary Membership

3.01 Honorary membership in this Chapter shall be granted at the discretion of the Chapter Board of Directors, and only to those persons of good character who qualify for Honorary membership pursuant to the Association Bylaws.

Section 4.
Application for Membership

• 4.01 A chapter member in good standing must sponsor all applicants for membership.



• 4.02 All applications for membership must be in writing and presented by the sponsor on the Association's currently approved "Application for Membership" form. The application form shall be accompanied by payment of Association and Chapter dues and shall be addressed to the Chairperson of the Chapter Membership Committee.



• 4.03 The Chapter Membership Committee shall, after proper investigation, recommend acceptance or rejection of the applicant to the Chapter Board of Directors.



• 4.04 By submitting a completed and signed application for membership in the Association, each applicant releases and holds harmless the Association, its Chapters, and their respective officers, directors, employees, and agents from and against any claims, demands, or liability whatsoever related to the application, its interpretation, or enforcement of the application denial procedure by the Association.



• 4.05 Membership denials shall be subject to the denial procedure as currently adopted by the Association Board of Directors. Membership denials shall be in writing and will include a return of previously submitted application fees.



• 4.06 A completed direct membership application sent from Headquarters to two members of a Chapter Board of Directors will be considered to be automatically approved if the chapter does not notify Headquarters of approval or denial within 60-days from the Headquarters mailing date as identified by postmark.



• 4.07 The Chapter may request an additional 30-day extension for the sole purpose of verifying the credentials of an applicant. This request must be submitted in writing and submitted prior to the initial 60-day evaluation period.

Section 5.
Continuing Membership

• 5.01 A chapter member, upon transfer, promotion, or retirement from active data processing activities, may elect to continue as a member in good standing of the chapter except as otherwise provided in the bylaws and standing rules.

Section 6.
Suspension or Termination of Membership

• 6.01 The Chapter Board of Directors shall have the power to suspend or expel from the Chapter any member for conduct considered contrary to the best interests of the Chapter and the Association.



• 6.02 Suspension or termination action shall be taken only after written notice has been delivered to the member in question, and further, that this action is only taken in accordance with current Association of INFORMATION TECHNOLOGY PROFESSIONALS procedures. All action taken under this section shall be reported immediately to the AITP Executive Director for action.

Article V - Meetings

Section 1.
Business

• 1.01 Chapter business may be conducted at regular membership meetings if a quorum is present. Matters of routine business should appear on the meeting agenda submitted to chapter members at least 5 days prior to the scheduled day of the meeting.

Section 2.
Board of Directors

• 2.01 The Board of Directors shall meet a minimum of six times each year. The Chapter President shall determine the time, date, and location of each meeting. The Chapter President shall notify each director at least five days prior to each meeting.

Section 3.
Regular Meetings

• 3.01 There shall be at least nine regularly scheduled monthly Chapter membership meetings. Eight of these meetings shall be instructive or promotional with respect to the purposes of the Chapter. The Board of Directors shall determine the time and place of meetings. All members shall be notified at least five days in advance to the meeting time, place and scheduled program.

Section 4.
Special Meetings

• 4.01 Special meetings may be held at any time upon the authorization of the Board of Directors, or by written request of 25 percent of the Chapter membership. The Secretary shall notify all Chapter members of special meetings at least ten days in advance to the meeting time, place, and scheduled agenda.

Article VI - Governing Body

The government of the Chapter shall be vested in its Board of Directors.

Section 1.
Board of Directors

• 1.01 The Board of Directors shall consist of a minimum of six Regular members to represent a chapter membership totaling of twenty-five or less. One additional director shall be added for each additional 10 members, or portion thereof. Chapter officers, by virtue of their office, shall also be members of the Board of Directors, as will be the Immediate Past President, and their number shall be included to determine the allowable maximum number of directors. Honorary members are not eligible for Board membership.



• 1.02 The Board of Directors shall be elected prior to the end of the Chapter fiscal year by the Chapter membership. A director shall serve for a term of 2 years and shall remain in office until his or her successor is elected. Newly elected directors shall take office on the first day of the new fiscal year. Ideally, one-half of the directors shall be elected each year.



• 1.03 The Board of Directors shall manage the affairs and assets of the Chapter. A majority of the Board members present at a duly called meeting with a quorum present shall approve all expenditures, but shall never exceed available funds.



• 1.04 In case of the dissolution of the Chapter, the Board shall distribute the assets of the Chapter to the Association of INFORMATION TECHNOLOGY PROFESSIONALS, or to another tax-exempt organization selected by the Chapter Board of Directors.



• 1.05 No more than two members from the same work organization shall serve on the Board of Directors at the same time.



• 1.06 Any member who, because of employment change, creates a conflict with the above section shall continue to serve until the next annual or special election.



• 1.07 Any Officer or Director missing two regularly called Board of Directors meetings without proper excuse must be personally contacted by the Chapter President to determine the intention of the Officer or Director as to the continuation in that role. Such an Officer or director may be removed from office upon the President's report to the Board of Directors and by a majority vote of the Board of Directors.



• 1.08 If an officer or Director ceases to qualify as a regular member, his or her office shall automatically become vacant. In order to maintain the integrity of the actions of the Chapter Board of Directors, all members serving in either a Director or Officer’s position must maintain dues-current membership in both the Association and the Chapter. Any member serving as a Director or Officer who becomes delinquent in their dues will automatically be placed on a leave of absence while the Chapter President (or succeeding officer in the event that the position in question is the Chapter President) confirms that the renewal payment is in process. Without payment, the position held will be declared by the Board of Directors to be vacant and the Board may then proceed to fill this position through appointment or election with a qualified chapter member.

Section 2.
Vacancies

• 2.01 In the event of a vacancy on the Board of Directors, the remaining members of the Board of Directors shall appoint a member to fill the vacancy.

Article VII - Region Director

Section 1.
Selection

• 1.01 The Region Director of the Chapter shall be a regular member and shall be appointed by the Board of Directors for an initial term of two years and may be appointed for additional terms of one year each. If the Association Director is elected to an Association office or to the office of Region President, a new Region Director will be appointed. No person holding regular membership in more than one Chapter may be elected or appointed as a Region Director by more than one of said chapters.



• 1.02 The Region Director is a voting member of the Chapter Board of Directors.

Section 2.
Duties

• 2.01 The Region Director shall represent the Chapter at all scheduled Region and Association Board of Directors meetings. The Region Director is responsible to provide a full report to the Chapter Board of Directors, concerning the actions and decisions of the Region and the Association Board of Directors.

Section 3.
Vacancy and Substitute

• 3.01 If a Region Director ceases to qualify as a regular member, his or her Region Directorship shall automatically be terminated. The credentials of an Region Director may be endorsed to another regular member of the Chapter who will substitute for any session of the Association Board and /or Region meeting by the joint signatures of the Region Director and the Chapter President or Secretary. In the absence of the Region Director, the joint signatures of any two officers of the Chapter will permit such endorsement.

Article VIII - Officers

Section 1.
Officer Elections

• 1.01 The elected officers of the Chapter shall be President, Executive Vice President, Vice Presidents (as required), Secretary and Treasurer.



• 1.02 The election of officers for the coming year will be conducted at the August Board of Directors meeting. All existing and incoming Board members are eligible to vote at this meeting.



• 1.03 Officers of the Chapter shall he elected for a one-year term only.

Section 2.
Duties of the President

• 2.01 The President shall be the chief executive officer of this Chapter. The President shall preside at all meetings of the Chapter and its Board of Directors, and shall call such meetings as deemed necessary.



• 2.02 It shall be the duty of the President to exercise general supervision over the activities and welfare of the Chapter, and will maintain a close communication with other Chapter officers and Board of Directors members.



• 2.03 The President shall be an ex-officio member of all Chapter Committees, with the exception of the Nominating Committee.
  
• 2.04 The President may be elected to successive terms.



• 2.05 The President is a voting member of the Board of Directors.

Section 3.
Duties of the Executive Vice President

• 3.01 The Executive Vice President shall, in the absence of or during the incapacity of the President, as determined by the Board of Directors, perform all the duties and assume all the responsibilities of the President.



• 3.02 The Board of Directors may revoke or amend this authority.



• 3.03 The Executive Vice President will coordinate the activities of all Chapter committees.



• 3.04 The Executive Vice President is a voting member of the Board of Directors.

Section 4.
Duties of Vice Presidents

• 4.01 The Vice President or Vice Presidents, if any, shall perform responsibilities as may be designated by the Board of Directors.



• 4.02 Vice Presidents, if present, are voting member(s) of the Board of Directors.

Section 5.
Duties of the Treasurer

• 5.01 The Treasurer shall receive and disburse the funds of the Chapter.



• 5.02 The Treasurer shall keep and preserve proper vouchers and books of accounts. Chapter financial records shall be open to inspection by the Board of Directors, and available for audit at any time by the Auditing Committee.



• 5.03 The Treasurer shall deposit Chapter funds in banks approved by the Board of Directors and shall disburse money only for approved investments or upon approved vouchers and in accordance with procedures approved by the Board of Directors.



• 5.04 The Treasurer shall submit a monthly report to the Board of Directors, an annual report to the Chapter membership and additional reports as may be requested by Association of INFORMATION TECHNOLOGY PROFESSIONALS.



• 5.05 The Treasurer is a voting member of the Board of Directors.

Section 6.
Duties of the Secretary

• 6.01 The Secretary shall take the minutes and record attendance of all monthly Board of Directors meetings.



• 6.02 All Chapter records except financial and committee records shall be under the control of the Secretary.



• 6.03 The Secretary shall forward all membership records to AITP Headquarters promptly and maintain a listing of correct names and addresses for all Chapter members. The Secretary shall be required to keep records and prepare reports as may be requested by the Chapter or by AITP Headquarters.



• 6.04 The Secretary shall forward all Chapter records to the History Committee for archival.



• 6.05 The Secretary is a voting member of the Board of Directors.

Section 7.
Duties of the Immediate Past President

• 7.01 The Immediate Past President shall meet with the Board of Directors, and shall function as counsel and serve in an advisory capacity to the President. This advisory capacity should include any recommendation(s) deemed prudent, desirable, and/or leading to a more efficient chapter operation.



• 7.02 The Immediate Past President shall meet regularly with the Board of Directors to review Chapter operations and procedures.



• 7.03 The immediate Past President with approval of the Board, may be a voting member of the Board of Directors.

Article IX - Acquisition and Management of Property and Funds

Section 1.
Management of Assets

• 1.01 The Chapter Board of Directors shall manage and control all Chapter assets and property.

Section 2.
Funds

• 2.01 Funds may be raised by annual dues or in any other manner approved by the Board of Directors. Funds deemed necessary to defray the expenses of the operation of the activities of the Chapter shall be approved and transferred by the proper officers to an operating account, or to other fund accounts as the Board of Directors shall establish.

Section 3.
Association Dues

• 3.01 The assessed Association dues for each member shall be forwarded to the Association of INFORMATION TECHNOLOGY PROFESSIONALS Headquarters.

Section 4.
Chapter Dues

• 4.01 Addition to the Association dues, the Chapter Board of Directors may levy additional dues upon Chapter members for the sole benefit of the Chapter. These provided benefit(s) must be used for purpose consistent with the general aims and direction of the Chapter.

Section 5.
Payment of Annual Dues

• 5.01 The amount of annual Association and Chapter dues shall be payable on the indicated due date and is determined by the Association Board of Directors for Association dues, and by the Chapter Board of Directors for Chapter dues.



• 5.02 Dues, when paid by someone other than the member, may be credited from one member to another when requested by the payer.

Section 6.
Delinquency

• 6.01 Members who have not paid their dues within ninety days of the billing date will automatically be dropped, shall cease to be members, and will no longer be eligible for any membership benefits.



• 6.02 The Chapter and Association shall cooperate in encouraging prompt payment of dues.

Section 7.
Resignation

• 7.01 Any member may submit for resignation at any time. Resignation shall not become effective until accepted by the Chapter Board of Directors, all dues and other obligations are met, and any Association debt has been paid in full.



• 7.02 Those submitting resignations shall not be entitled to a rebate of paid dues.

Section 8.
Fiscal Year

• 8.01 The Chapter's fiscal year shall begin on January 1 and end on December 31.

Section 9.
Liabilities

• 9.01 The Board of Directors shall have no power to assume liabilities in behalf of the Chapter for any amount in excess of the current funds of the Chapter.



• 9.02 The Chapter shall never pay, assume, or become responsible for the personal or unapproved debts or liabilities of any individual member, officer or director of the Chapter.

Article X - Committees

Section 1.
Standing Committees

[The list of current Standing Committees]

• 1.01 The President, with the approval of the Board of Directors, shall appoint Standing Committee chairpersons from members of the Chapter.



• 1.02 Except as otherwise provided in these Bylaws, each committee chairperson shall select the necessary number of members to staff each committee.



• 1.03 Committees shall perform such responsibilities as may be assigned by the Chapter Board of Directors.



• 1.04 The Chapter Committee listing is contained within the Chapter Standing Rules.

Section 2.
Special Committees

• 2.01 The President, with the approval of the Board of Directors may appoint Ad-Hoc committees as deemed necessary.

Article XI - Standing Rules

Section 1.
Establishment of Rules

[The list of current Standing Rules]

• 1.01 The Board of Directors may formulate standing rules to supplement these Bylaws.



• 1.02 Standing Rules must remain consistent with these Bylaws.

Section 2.
Approval of Rules

• 2.01 Standing rules may be adopted by a two-thirds vote of the Board of Directors at any regular or special meeting of the Board.



• 2.02 Notice of a new standing rule proposal or a rule change shall be sent to each Board of Directors member at least ten days prior to a regular or special meeting scheduled to consider this Rule change.

Article XII - Restrictions

Restrictions

• 1.01 This Chapter shall be non-racial, non-partisan and non-sectarian and shall wholly abstain from any political or labor affiliation or endorsements for public office.

Article XIII - Official Publication

Publication

• 1.01 The Chapter newsletter, named quot;The Random Accessquot; shall be the official publication of the Chapter.

Article XIV - Records

Records

• 1.01 The Chapter shall keep correct and complete financial books and records of accounts and also keep minutes of the proceedings of its members, Board of Directors, and committees.



• 1.02 The Chapter shall keep at the registered or principal office a record giving the names and addresses of the members entitled to vote.



• 1.03 Any member, their agent, or attorney, may inspect all books and records of the Chapter. Access to Chapter books and records for any proper purpose may be obtained by requesting access in writing to the Chapter President.

Article XV - Quorum

Section 1.
Members

• 1.01 One third of the Chapter members at any meeting or special election constitute a quorum.

Section 2.
Board of Directors

• 2.01 A simple majority (greater or equal to 51%) of the Board of Directors, including properly registered proxies, shall constitute a quorum.

Article XVI - Rules of Order

Rules

• 1.01 Rules contained in "Robert's Rules of Order, Revised" most recent edition, shall govern this Chapter in all cases to which they are applicable, provided they are consistent with the Bylaws and standing rules of this Chapter.

Article XVII - Bylaw Amendments

Section 1.
Initial Submission

• 1.01 Proposed amendments to these Bylaws may be submitted in writing to the Secretary by any member of the Board of Directors, or by any member of the Chapter. The Secretary shall promptly notify all Directors of the proposed amendment and forward the proposed amendment to the Bylaws committee chairperson.

Section 2.
Procedure

• 2.01 The Bylaws Committee will review the amendment and report to the Board of Directors on the amendment concurrence with Chapter Rules.



• 2.02 Votes to amend these Bylaws shall be made at any business meeting or any special meeting of the Chapter by a two-thirds vote of the members present, providing a quorum is present.



• 2.03 Any proposed amendment must be submitted to and approved by the Chapter Board of Directors at least 30 days in advance of any annual or special meeting. A copy of the proposed amendment shall be sent to each Chapter member at least ten days in advance of the meeting at which the amendment is to be voted.



• 2.04 Before becoming effective, any such amendment must be submitted to and approved by the Region Vice President.

Section 3.
Notice to the Association

• 3.01 The Secretary shall immediately forward to Association's Executive Director, two attested copies, of any approved change in the Chapter Bylaws.

Standing Rules - Evergreen Chapter, AITP

1. The Bylaws chairperson will insure that these "Standing Rules" shall be reviewed by the Board of Directors and published annually.



2. The Chapter will buy and provide lapel pins to all new Chapter members of AITP.



3. The "The Random Access" is the official name of the Chapter newsletter publication.



4. A "Roster" containing an updated Chapter membership listing including full address and professional information will be published and distributed annually to members. Any member wishing to opt out specific personal information may do so.



5. The Board of Directors shall annually establish advertising rates for chapter publications.



6. Each chairperson or director requiring funds for Chapter business shall submit their annual budget request in December for Board approval at the January meeting. All expenditures of Chapter funds will be reconciled by submission of a detailed and itemized invoice to the Board of Directors.



7. Movement of Chapter moneys from checking to any interest bearing account and/or vice versa shall be at the discretion of the Treasurer.



8. An annual planning meeting consisting of current and newly elected board members will be held for the upcoming year. The purpose of the meeting is to outline goals and formulate plans for achieving COPA and other awards. The Board at this meeting must set annual membership goals for COPA. The incoming President shall make committee assignments at that time.



9. The Nominating Committee shall annually present to the membership a slate of qualified candidates for upcoming open Board of Directors positions.



10. The Board of Directors will appoint a Region Director. The Board shall announce this appointment to the General Membership at a time coincident with the announcement of the results of the election of other chapter officers.



11. All non-program presentations to be made at membership meetings must be pre-approved by a vote of the Board of Directors.



12. In the Evergreen Chapter of AITP, AITP Clubs and AITP Student Chapters have equal status and their members are equally eligible for awards and scholarships offered by this Chapter (1/26/89)



13. All mailing lists of this Chapter are considered proprietary information and all use other than routine Chapter business requires approval by the Chapter Board of Directors. The lists of Chapter members may, upon approval of the Board, be provided to other AITP Chapters for single-use mailings announcing Chapter sponsored Educational Events. For all other users, upon approval of the Board, the organization (individual) will provide the materials to be distributed and the Chapter will provide the mailing services at a charge to be set during the approval process by the Board. (June 1990).

Evergreen Chapter, AITP Standing Committees

• Advertising - This committee is responsible for all advertising that appears in "The Random Access". This committee also is responsible for vendor contacts and invoices for all advertisements.



• Auditing This committee is responsible for the annual fiscal year check of the Chapter financial records.



• Awards - This committee covers two areas: Chapter Outstanding Performance Award (COPA), and Individual Performance Award (IPA). It is the responsibility of this committee to monitor the activities of the chapter and report the chapters' accomplishments.



• Bylaws - This committee monitors the Standing Rules and the Bylaws, reports all changes to the Region Bylaws Chairman, and also informs the chapter via "The Random Access".



• Community Service - This committee runs the annual charitable drive(s), and coordinates other Chapter community activities.



• Education - This committee provides seminars and special events for the further education of the data processing community. This committee also oversees the publication "Tech Notes".



• History - This committee collects all data regarding chapter activity and safely archives this information.



• House - This committee selects the dinner meeting site, the menu, and establishes the dinner prices.



• Membership - This committee coordinates with the Association new member status and member address changes. Actively promotes new memberships and retention of existing members.



• Nominating - This committee assesses members available for Chapter leadership positions, and make recommendations to the Board.



• Program - This committee selects the speakers for the dinner meetings, and plans the program for the coming year.



• Publication - This committee is responsible for the monthly publishing of "The Random Access".



• Roster - This committee is responsible for assembling and publishing the annual Roster.



• Student Activities - This committee coordinates the activities between the parent and student chapters.



• Technical - This committee presents to the chapter via "The Random Access" items of professional interest.



• Telephone - This committee contact the members each month concerning program dinner reservations.



• Web Site - This committee maintains and controls the contents on the Chapter Web site.

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Evergreen Chapter, AITP
P.O. Box 55935
Seattle, Washington 98155-0935

© 1997, 1998, 1999, 2000, 2001, 2002, 2003, 2004, 2005 Evergreen Chapter, AITP