BYLAWS

 

INTERNATIONAL PUBLIC MANAGEMENT ASSOCIATION FOR HUMAN RESOURCES

KENTUCKY CHAPTER

Amended August, 2015

Article 1. Name and Geographical Area

Section 1: This Chapter shall be known as the Kentucky Chapter of the International Public Management Association for Human Resources KYIPMA-HR).

Section 2: The geographical area covered by KYIPMA-HR shall be the Commonwealth of Kentucky.

Article 2. Purposes

KYIPMA-HR is organized for the following purposes.

Section 1. To foster and promote within the Commonwealth of Kentucky all the aims and purposes of the International Public Management Association for Human Resources (IPMA-HR).

Section 2. To provide a source of contact and communication for KYIPMA-HR members at levels of government (municipal, county, state, and federal), colleges and universities, and other public employers regarding significant trends and developments in human resources administration.

Section 3. To provide a forum for KYIPMA-HR members to share resources and experiences for overcoming human resource administration challenges.

Section 4. To enable KYIPMA-HR members to increase their professional growth and development by participating in activities such as meetings, conferences, seminars, and workshops.

Section 5. To receive and administer funds exclusively for educational and charitable purposes, as defined in Section 501 (c)(3) of the Internal Revenue Code of 1954, as amended; and to that end to take and hold by bequest, devise, gift, grant, purchase, lease, or otherwise, either absolutely or jointly with any other person, persons, or corporation, any property, real, personal, tangible, or intangible, or any undivided interest therein without limitation as to amount of value; to sell, convey, or otherwise dispose of any such property and to invest, reinvest, or deal with the principal or the income thereof in such a manner as the judgment of the Board of Directors will best promote the educational and charitable purposes of KYIPMA-HR without limitation, except such limitations, if any, as may be contained in the instrument under which such property is received, the Articles of Incorporation, these bylaws, or any laws applicable thereto.

ARTICLE 3. Conflicts of Interest

Section 1. No activities of KYIPMA-HR shall be used for the carrying on of propaganda, and the Chapter shall not participate or intervene in (including the publication or distribution of statements) any political campaign on behalf of any candidate for public office.

Section 2. No part of the net earning of KYIPMA-HR shall benefit any Board of Directors member, Chapter member, or private individual (except that reasonable compensation may be paid for services rendered to or for the Chapter affecting one or more of its educational or charitable purposes). Each member of the Board shall read, sign and agree to comply with a "Kentucky Chapter IPMA-HR Conflict of Interest Policy", incorporated herein. Signed policies shall be maintained by the Chapter Secretary.

Section 3. In the event of the dissolution or liquidation of KYIPMA-HR, any funds in excess of outstanding liabilities shall be transferred and delivered to the IPMA-HR, providing that the Association has active status under existing United States Internal Revenue Codes and Regulations, or, in the event that it cannot or will not accept the same, to any religious, charitable, scientific, or educational institution having tax exempt status, as may be designated by the Board of Directors.  In no event shall any of the funds be disbursed to the members of the Chapter or Association on final liquidation.

ARTICLE 4. Chapter Membership

Section 1. Membership in KYIPMA-HR shall be open to any person interested in improved human resources administration in public employment, and who is in sympathy with the purposes and programs of this Chapter and of the IPMA-HR.

Section 2. Any person within the KYIPMA-HR area who is an individual or affiliate member of the IPMA-HR in good standing is eligible for membership in this Chapter.

Section 3. Any person wishing to become a member of KYIPMA-HR shall submit an application and payment for dues to the Chapter Membership Coordinator, Secretary or Treasurer.  Membership shall become effective upon acceptance of the application and dues.

Section 4. Recipients of the Walter Gattis Award shall be awarded complimentary lifetime KYIPMA-HR membership.

Section 5. Upon written nomination to the KYIPMA-HR President and with the approval of the Board of Directors and a majority vote of members voting, persons of acknowledged eminence for their contribution to public human resources may be elected to honorary membership in this Chapter.  No more than one honorary membership shall be awarded in any one calendar year.

Section 6. The KYIPMA-HR Board of Directors shall set the annual dues for Chapter membership.  

Section 7. The KYIPMA-HR membership year shall begin September 1 and conclude the following August 31.  Dues for persons joining the Chapter during the year may be prorated at the discretion of the Board of Directors.

Article 5. Board of Directors

Section 1. A Board of Directors shall be responsible for the management of KYIPMA-HR's affairs and the development and guidance of its programs and activities. 

Section 2. The KYIPMA-HR Board of Directors shall consist of a President, a President-Elect, a Secretary, a Treasurer, the Membership Coordinator, the Immediate Past President and one at-large member.  The Chapter President may appoint up to two additional Member's-at-Large but they will not have voting rights during Board meetings.

Section 3. Eligibility for nomination for and election to the KYIPMA-HR Board of Director's shall be limited to members who are active in KYIPMA-HR and IPMA-HR and who remain active members of both associations for the duration of their term. 

Section 4.    The term of office of members of the KYIPMA-HR Board of Directors shall begin July 1 and conclude the following June 30. The President-Elect shall succeed to the office of President, and the President to Immediate Past President.

Section 5. At least thirty days prior to expiration of the terms of the members of the KYIPMA-HR Board of Directors, the President shall appoint a nominating committee with a minimum of three members.  This committee shall present to the membership a minimum of one nomination for each Board office.  The report of the nominating committee shall be voted on by the Chapter membership at the annual election.  At that time additional nominations may be submitted from the floor.

Section 6.    No more than two of the elected members of the KYIPMA-HR Board of Directors shall be employees of the same agency at the time of election. The order of the elections shall be as follow; President Elect, Treasurer, Secretary, Membership Coordinator and Member-At-Large.

Section 7.    The President may appoint up to two additional Member’s-At-Large who will work with the Board of Directors but will not have voting rights during Board meetings.

Section 8.    If any member of the KYIPMA-HR Board of Directors resigns or becomes unable to discharge the duties of the office, and if the unexpired term is 90 days or more, the Board shall call a special election. If the unexpired term is less than 90 days, the Board shall designate one of the Board members to discharge the duties of the office until the next regular election is held. In the event of a vacancy in the Presidency, the President-Elect shall serve as Acting President.

Article 6.   Duties of the Board of Directors

Section 1.    The President shall preside at all meetings of the Chapter and the Board of Directors.

The President shall appoint the nominating committee.

The President shall appoint an auditing committee and shall require the committee to conduct an audit of the Treasurer’s accounts on an annual basis. The report of this committee shall accompany the Treasurer’s annual financial report. In the event the Treasurer leaves office prior to the normal expiration of term, the President shall require the audit committee to conduct a year-to-date audit of the Treasurer’s accounts and file a report to the Board of Directors.

The President shall appoint other such committees as the Board of Directors deems necessary or appropriate for carrying out the activities of the Chapter.

Section 2.    The President-Elect shall exercise the duties of the President in the absence of the President, for the unexpired portion of the President’s term in the event of a vacancy, or in the event of the President’s temporary incapacity to serve.

The President-Elect shall also develop and coordinate the program for the next Chapter year’s annual conference.

Section 3.    The Membership Coordinator shall serve as the membership chairperson for KYIPMA-HR and has the responsibility for liaison with colleges and universities to encourage staff, student, and faculty involvement and participation in Chapter activities. The Membership Coordinator may be assigned additional duties by the President.

Section 4.    The Secretary shall be responsible for the records of KYIPMA-HR, including membership records and minutes of business meetings; for notifying members of Chapter activities; and for submitting an annual report of the Chapter’s activities to the IPMA-HR containing a summary of Chapter activities, new officers, and a financial report.

Section 5.    The Treasurer shall be responsible for the receipt, custody, and disbursement of KYIPMA-HR funds, subject to the provisions of Article VII of these bylaws and the review of the Board of Directors. The Treasurer shall prepare and submit to the members an annual financial report and shall submit such other reports to the Board of Directors as the Board may require. The Treasurer will be responsible for filing our annual reports and forms to the IRS, Kentucky Revenue agency and the Kentucky Secretary of State.

Section 6.    The elected Member-at-Large shall serve as chairperson of the site selection committee.

Section 7.    The Immediate Past President shall work with the KYIPMA-HR Membership Coordinator on matters relating to membership. At a minimum, the Immediate Past President shall, within 30 days of the new membership year, contact all members who have not renewed their membership to encourage continued participation and solicit feedback from members who do not wish to continue participation.

ARTICLE 7.   Treasurer’s Office Guidelines and Policies

The following policies and procedures shall be implemented and followed by the KYIPMA-HR Treasurer. All records shall be readily available and subject to audits as directed by the Chapter President.

Section 1.    The KYIPMA-HR officers possessing signature authority for Chapter accounts shall be the Chapter President, President-Elect, and Treasurer.

Section 2.    Supporting documentation shall be in the possession of the Treasurer before disbursement is made, i.e., invoice, billing, receipt, cash register receipt, or a signed written explanation if other documentation is not available.

Section 3.    Paid information shall be noted on the disbursement documentation. This information shall include check numbers, date of payment, amount paid, and any other pertinent references.

Section 4.    Check stubs shall contain sufficient information to properly explain each disbursement with reference to other documentation and/or file.

Section 5.    If cash is needed for the purpose of making change at an upcoming KYIPMA-HR event, a check may be written to the Treasurer. The Treasurer may then cash the check after following procedures in Sections 2 through 4 of this article. The check should be cashed on the last working day preceding the event when at all possible.

Section 6.    Deposit of collected fees shall be made within five working days of receipt. Deposit slips shall include from whom and for what purpose the fees were received. Each deposit shall be sufficiently referenced in the checkbook.

Section 7.    If transmittal information is not included or complete when fees are collected, a copy of the check, membership application, etc., shall be made for reference. Date of actual receipt of fees, deposit date, and total deposit amount shall be noted on the transmittal copies.

Section 8.    Updated KYIPMA-HR membership listings shall be used in recording the receipt of fees at any Chapter event where money is collected. The Treasurer shall reconcile the listing with the fees collected within one week after each event.

Section 9.    Documentation for each deposit and disbursement shall be maintained in appropriate files for bank statement/checkbook reconciliation and audit purposes. Documentation shall include disbursement documentation as stated in Section 2, membership listings as stated in Section 8, and any other relevant information.

Section 10.  Bank statements shall be received and reviewed by the President and Treasurer.

Section 11.  The Treasurer shall reconcile the checkbook with the bank statement on a monthly basis.

ARTICLE 8.   Meetings

Section 1.    KYIPMA-HR shall hold Chapter meetings at least once each quarter. The President shall set the date and time for such meetings, and the Secretary shall notify the members of the meetings at least two weeks in advance.

Section 2.    Special meetings of the Chapter may be called by the President or upon written request of at least thirty members directed to the President. The President shall thereupon issue the call for such a meeting.

Section 3.    The President shall hold regular meetings (interactive communications) of the Board of Directors, at a minimum every two months. Board meetings shall be for the purpose of reviewing the activities of the Chapter, developing plans for future activities, and considering other matters brought to the Board by a Board member or Chapter membership.

Section 4.    Only active members shall have a voice and a vote in the affairs of the Chapter. On matters calling for a decision by the Chapter membership, voting shall be by voice or by written ballot as the members may determine. A quorum shall consist of at least thirty active KYIPMA-HR members.

Section 5.    Except as herein provided, “Robert’s Rules of Order” (US revision) shall govern the proceedings of KYIPMA-HR meetings.

Article 9.      Awards

Section 1.    Gattis Award Criteria

The Walter R. Gattis, Jr. Award is presented annually to recognize a Chapter member who has made significant contributions in the field of personnel management and in the promotion of the Chapter. The award is given in honor and in memory of Walter R. Gattis, Jr. who was instrumental in the establishment and development of Kentucky’s merit system. He served as Commissioner of the Department of Personnel from 1961 to 1967; Personnel Director at the University of Kentucky Chandler Medical Center from 1974 to 1976; Personnel Officer for the newly revised State Court System from 1976 to 1980; and held a number of other positions in state and federal government. Mr. Gattis passed away on January 25, 1989, at the age of 70.

Any active Chapter member may nominate candidates for the award based on the following criteria:

1.    Membership with the Kentucky Chapter for five (5) years.

2.    Demonstration of initiative, dependability and trustworthiness on behalf of the Chapter.

3.    Has rendered services in upholding and promoting the purposes of the organization.

4.    Has shown outstanding leadership and involvement in activities for the betterment of the Chapter’s objectives.

5.    Has demonstrated outstanding performance in the field of public sector personnel management.

6.    Current officers are ineligible for nomination.

Submittal of Nominations

Nominations must be sent to the Awards Committee Chairperson by the designated deadline. Each nomination must include a statement of accomplishment, dates performed, how accomplished and results.

Each nomination will be reviewed and voted upon by the Awards Committee and the Executive Board. The recipient will be chosen after thorough review and discussion of all nominees.

Award Presentation

The Walter R. Gattis, Jr. Award will be presented at the Kentucky Chapter IPMA-HR Annual Conference.

Section 2.    The Kentucky Chapter Distinguished Service Award. The Board of Directors may present this Award annually at the Spring Meeting. The Award criteria shall be for a person who has made outstanding contributions to the KYIPMA-HR Chapter. Possible reasons for nominations include the following: promotes and supports Association functions, exhibits exceptional level of service to the Chapter, excels beyond expectations of an Association member, and outstanding IPMA-HR role model. Recipient does not have to be a current member but, they must have made a positive impact that directly or indirectly improves the wellbeing of our membership.

ARTICLE 10. Amendments

Section 1.    Proposed amendments to these bylaws may be initiated by action of the Board of Directors or upon written petition signed by at least ten active KYIPMA-HR members.

Section 2.    The Secretary shall transmit proposed amendments to the members in writing at least thirty days in advance of the date on which they are to be voted on by the members. In the case of proposed amendments initiated by petition, the text of the amendment may be accompanied by the recommendation of the Board of Directors.

Section 3.    The affirmative vote of at least two-thirds of the active members present and voting at a meeting shall be necessary for the adoption of any amendment to these bylaws. Amendments shall become effective immediately upon adoption, unless otherwise specified in the amendments.

Section 4.    Before any amendments to these bylaws are formally presented to KYIPMA-HR membership for consideration, the Chapter shall submit the proposed amendment(s) to the Secretary of IPMA-HR, together with a request that the proposed bylaw changes be reviewed for conformity with policies of the IPMA-HR as established by the Executive Council. No action on these proposed amendments will be taken until a response to a request for review has been received by the Chapter.

Section 5.    Within two weeks of KYIPMA-HR approval of amendments to these bylaws, the Chapter shall provide the Secretary of the IPMA-HR with copies of the amended bylaws. Any amendments to these bylaws deemed by the Executive Council to be in conflict with the objectives or policies of the IPMA-HR shall be referred back to KYIPMA-HR membership for consideration.

ARTICLE 11. Chapter Support of the Board Members

Section 1.    KYIPMA-HR shall provide financial support to the Board of Directors for the purposes of traveling to IPMA-HR related meetings, conferences and symposia, contingent upon availability of Chapter funds. Travel expenses shall include, but are not limited to, conference fees, lodging, airfare, or other means of transportation. The Board shall determine the amount of such support.

Section 2.    To conform to the requirements of IPMA-HR, KYIPMA-HR shall remit payment for the President and President-Elect membership fees to the IPMA-HR. In the event the officers’ employers will cover membership dues, the Board of Directors may elect to utilize those monies for funding expenses identified in Section 1 of this article.

ARTICLE 12. Effective Date

These bylaws shall become effective upon approval by the Executive Council.

ARTICLE I. NAME AND GEOGRAPHICAL AREA

Section 1. This Chapter shall be known as the Kentucky Chapter of the International Public Management Association for Human Resources (KYIPMA-HR).

Section 2. The geographical area covered by KYIPMA-HR shall be the Commonwealth of Kentucky.

ARTICLE II. PURPOSES

The KYIPMA-HR is organized for the following purposes.

Section 1. To foster and promote within the Commonwealth of Kentucky all the aims and purposes of the International Public Management Association for Human Resources (IPMA-HR).

Section 2. To provide a source of contact and communication for KYIPMA-HR members at all levels of government (municipal, county, state, and federal), colleges and universities, and other public employers regarding significant trends and developments in human resource administration.

Section 3. To provide a forum for KYIPMA-HR members to share resources and experiences for overcoming human resource administration challenges.

Section 4. To enable KYIPMA-HR members to increase their professional growth and development by participating in activities such as meetings, conferences, seminars, and workshops.

Section 5. To receive and administer funds exclusively for educational and charitable purposes, as defined in Section 501(c)(3) of the Internal Revenue Code of 1954, as amended; and to that end to take and hold by bequest, devise, gift, grant, purchase, lease, or otherwise, either absolutely or jointly with any other person, persons, or corporation, any property, real, personal, tangible, or intangible, or any undivided interest therein without limitation as to amount of value; to sell, convey, or otherwise dispose of any such property and to invest, reinvest, or deal with the principal or the income thereof in such manner as in the judgment of the Board of Directors will best promote the educational and charitable purposes of the KYIPMA-HR without limitation, except such limitations, if any, as may be contained in the instrument under which such property is received, the Articles of Incorporation, these bylaws, or any laws applicable thereto.

ARTICLE III. CONFLICTS OF INTEREST

Section 1. No activities of the KYIPMA-HR shall be used for the carrying on of propaganda, and the Chapter shall not participate or intervene in (including the publication or distribution of statements) any political campaign on behalf of any candidate for public office.

Section 2. No part of the net earnings of the KYIPMA-HR shall benefit any Board of Directors member, Chapter member, or private individual (except that reasonable compensation may be paid for services rendered to or for the Chapter affecting one or more of its educational or charitable purposes). Each member of the Board shall read, sign, and agree to comply with a “Kentucky Chapter IPMA-HR Conflict of Interest Policy,” incorporated herein. Signed policies shall be maintained by the Chapter Secretary.

Section 3. In the event of the dissolution or liquidation of the KYIPMA-HR, any funds in excess of outstanding liabilities shall be transferred and delivered to the IPMA-HR, providing that the Association has active exempt status under existing United States Internal Revenue Codes and Regulations, or, in the event that it cannot or will not accept the same, to any religious, charitable, scientific, or educational institution having tax exempt status, as may be designated by the Board of Directors. In no event shall any of the funds be disbursed to the members of the Chapter or Association on final liquidation.

ARTICLE IV. CHAPTER MEMBERSHIP

Section 1. Membership in the KYIPMA-HR shall be open to any person interested in improved human resources administration in public employment, and who is in sympathy with the purposes and programs of this Chapter and of the IPMA-HR.

Section 2. Any person within the KYIPMA-HR area who is an individual or affiliate member of the IPMA-HR in good standing is automatically eligible for membership in this Chapter.

Section 3. Any person wishing to become a member of the KYIPMA-HR shall submit an application and payment for dues to the Chapter Vice-President. Membership shall become effective upon acceptance of the application and dues.

Section 4. Recipients of the Walter Gattis Award shall be awarded complimentary lifetime KYIPMA-HR membership.

Section 5. Upon written nomination to the KYIPMA-HR President and with the approval of the Board of Directors and a majority vote of members voting, persons of acknowledged eminence for their contribution to public human resources may be elected to honorary membership in this Chapter.  No more than one honorary membership shall be awarded in any one calendar year.

Section 6. The KYIPMA-HR Board of Directors shall set the annual dues for Chapter membership. Members who become more than three months in arrears in their dues may, at the discretion of the Board, be suspended from Chapter membership.

Section 7. The KYIPMA-HR membership year shall begin September 1 and conclude the following August 31.  Dues for persons joining the Chapter during the year may be prorated at the discretion of the Board of Directors.

ARTICLE V. BOARD OF DIRECTORS

Section 1. A Board of Directors shall be responsible for the management of the KYIPMA-HR’s affairs and the development and guidance of its programs and activities. 

Section 2. The KYIPMA-HR Board of Directors shall consist of a President, a President-Elect, a Vice-President, a Secretary, a Treasurer, the Immediate Past President, one at-large member, any Chapter member who is an officer of the Southern Region IPMA-HR, and any Chapter member who is an at-large member of the IPMA-HR Executive Council.

Section 3. Eligibility for nomination for and election to the KYIPMA-HR Board of Directors shall be limited to members who are active in the KYIPMA-HR and IPMA-HR and who remain active members of both associations for the duration of their term.

Section 4. The term of office of members of the KYIPMA-HR Board of Directors shall begin July 1 and conclude the following June 30. The President-Elect shall succeed to the office of President, and the President to Immediate Past President.

Section 5. At least thirty days prior to expiration of the terms of the members of the KYIPMA-HR Board of Directors, the President shall appoint a nominating committee with a minimum of three members.  This committee shall present to the membership a minimum of one nomination for each Board office.  The report of the nominating committee shall be voted on by the Chapter membership at the annual election. At that time additional nominations may be submitted from the floor.

Section 6. No more than two of the elected members of the KYIPMA-HR Board of Directors shall be employees of the same agency at the time of election.

Section 7.  If any member of the KYIPMA-HR Board of Directors resigns or becomes unable to discharge the duties of the office, and if the unexpired term is 90 days or more, the Board shall call a special election.  If the unexpired term is less than 90 days, the Board shall designate one of the Board members to discharge the duties of the office until the next regular election is held.  In the event of a vacancy in the Presidency, the President-Elect shall serve as Acting President.

ARTICLE VI. DUTIES OF THE BOARD OF DIRECTORS

Section 1. The President shall preside at all meetings of the Chapter and the Board of Directors.

The President shall appoint the nominating committee.

The President shall appoint an auditing committee and shall require the committee to conduct an audit of the Treasurer’s accounts on an annual basis.  The report of this committee shall accompany the Treasurer’s annual financial report.  In the event the Treasurer leaves office prior to the normal expiration of term, the President shall require the audit committee to conduct a year-to-date audit of the Treasurer’s accounts and file a report to the Board of Directors.

The President shall appoint other such committees as the Board of Directors deems necessary or appropriate for carrying out the activities of the Chapter.

Section 2. The President-Elect shall exercise the duties of the President in the absence of the President, for the unexpired portion of the President’s term in the event of a vacancy, or in the event of the President’s temporary incapacity to serve.

The President-Elect shall also develop and coordinate the program for the next Chapter year’s annual conference.

Section 3. The Vice-President shall serve as the membership chairperson for the KYIPMA-HR and has the responsibility for liaison with colleges and universities to encourage staff, student, and faculty involvement and participation in Chapter activities.

Section 4. The Secretary shall be responsible for the records of the KYIPMA-HR, including membership records and minutes of business meetings; for notifying members of Chapter activities; and for submitting an annual report of the Chapter’s activities to the IPMA-HR containing a summary of Chapter activities, new officers, and a financial report.

Section 5. The Treasurer shall be responsible for the receipt, custody, and disbursement of KYIPMA-HR funds, subject to the provisions of Article VII of these bylaws and the review of the Board of Directors.  The Treasurer shall prepare and submit to the members an annual financial report and shall submit such other reports to the Board of Directors as the Board may require.

Section 6. The Member-at-Large shall serve as chairperson of the site selection committee.

Section 7. The Immediate Past President shall work with the KYIPMA-HR Vice-President on matters relating to membership. At a minimum, the Immediate Past President shall, within 30 days of the new membership year, contact all members who have not renewed their membership to encourage continued participation and solicit feedback from members who do not wish to continue participation.

Article VII. Treasurer's Office Guidelines and Policies

The following policies and procedures shall be implemented and followed by the KYIPMA-HR Treasurer. All records shall be readily available and subject to audits as directed by the Chapter President.

Section 1. The KYIPMA-HR officers possessing signature authority for Chapter accounts shall be the Chapter President, President-Elect, and Treasurer.

Section 2. Supporting documentation shall be in the possession of the Treasurer before disbursement is made, i.e., invoice, billing, receipt, cash register receipt, or a signed written explanation if other documentation is not available.

Section 3. Paid information shall be noted on the disbursement documentation.  This information shall include check numbers, date of payment, amount paid, and any other pertinent references.

Section 4. Check stubs shall contain sufficient information to properly explain each disbursement with reference to other documentation and/or file.

Section 5. If cash is needed for the purpose of making change at an upcoming KYIPMA-HR event, a check may be written to the Treasurer.  The Treasurer may then cash the check after following procedures in Sections 2 through 4 of this article.  The check should be cashed on the last working day preceding the event when at all possible.

Section 6.  Deposit of collected fees shall be made within five working days of receipt.  Deposit slips shall include from whom and for what purpose the fees were received.  Each deposit shall be sufficiently referenced in the checkbook.

Section 7. If transmittal information is not included or complete when fees are collected, a copy of the check, membership application, etc., shall be made for reference.  Date of actual receipt of fees, deposit date, and total deposit amount shall be noted on the transmittal copies.

Section 8. Updated KYIPMA-HR membership listings shall be used in recording the receipt of fees at any Chapter event where money is collected.  The Treasurer shall reconcile the listing with the fees collected within one week after each event.

Section 9. Documentation for each deposit and disbursement shall be maintained in appropriate files for bank statement/checkbook reconciliation and audit purposes.  Documentation shall include disbursement documentation as stated in Section 2, membership listings as stated in Section 8, and any other relevant information.

Section 10. Bank statements shall be received and reviewed by the President.  The President shall forward each statement to the Treasurer immediately after reviewing.

Section 11. The Treasurer shall reconcile the checkbook with the bank statement on a monthly basis. 

Article IIX. Meetings

Section 1. The KYIPMA-HR shall hold Chapter meetings at least once each quarter.  The President shall set the date and time for such meetings, and the Secretary shall notify the members of the meetings at least two weeks in advance.

Section 2. Special meetings of the Chapter may be called by the President or upon written request of at least ten members directed to the President.  The President shall thereupon issue the call for such a meeting.

Section 3. The President shall hold regular meetings of the Board of Directors, at a minimum every six months.  Board meetings shall be for the purpose of reviewing the activities of the Chapter, developing plans for future activities, and considering other matters brought to the Board by a Board member or Chapter membership.

Section 4.  All active KYIPMA-HR members, and only active members, shall have a voice and a vote in the affairs of the Chapter.  On matters calling for a decision by the Chapter membership, voting shall be by voice or by written ballot as the members may determine. A quorum shall consist of at least ten active KYIPMA-HR members.

Section 5. Except as herein provided, “Robert’s Rules of Order” (US revision) shall govern the proceedings of KYIPMA-HR meetings.

Article IX. Amendments

Section 1. Proposed amendments to these bylaws may be initiated by action of the Board of Directors or upon written petition signed by at least ten active KYIPMA-HR members.

Section 2. The Secretary shall transmit proposed amendments to the members in writing at least thirty days in advance of the date on which they are to be voted on by the members.  In the case of proposed amendments initiated by petition, the text of the amendment may be accompanied by the recommendation of the Board of Directors.

Section 3. The affirmative vote of at least two-thirds of the active members present and voting at a meeting shall be necessary for the adoption of any amendment to these bylaws.  Amendments shall become effective immediately upon adoption, unless otherwise specified in the amendments.

Section 4. Before any amendments to these bylaws are formally presented to KYIPMA-HR membership for consideration, the Secretary shall submit the proposed amendment(s) to the Secretary of IPMA-HR, together with a request that the proposed bylaw changes be reviewed for conformity with policies of the IPMA-HR as established by the Executive Council.  No action on these proposed amendments will be taken until a response to a request for review has been received by the Chapter.

Section 5. Within two weeks of KYIPMA-HR approval of amendments to these bylaws, the Chapter Secretary shall provide the Secretary of the IPMA-HR with six copies of the amended bylaws.  Any amendments to these bylaws deemed by the Executive Council to be in conflict with the objectives or policies of the IPMA-HR shall be referred back to KYIPMA-HR membership for consideration.

Article X. Chapter Support of the Board Members

Section 1. The KYIPMA-HR shall provide financial support to the Board of Directors for the purposes of traveling to IPMA-HR related meetings, conferences and symposia, contingent upon availability of Chapter funds.  Travel expenses shall include, but are not limited to, conference fees, lodging, airfare, or other means of transportation. The Board shall determine the amount of such support.

Section 2. To conform to the requirements of IPMA-HR, the KYIPMA-HR shall remit payment for the President and President-Elect membership fees to the IPMA-HR.   In the event the officers’ employers will cover membership dues, the Board of Directors may elect to utilize those monies for funding expenses identified in Section 1 of this article.

Article XI. Effective Date

These bylaws shall become effective upon approval by the Executive Council.

Kentucky Chapter

International Public Management Association for Human Resources (IPMA-HR)

Conflict of Interest Policy

Article I. Purpose

The purpose of this conflict of interest policy is to protect the Kentucky Chapter IPMA-HR’s interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of the KYIPMA-HR or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.

Article II. Definitions

1.     Interested Person

Any director, principal officer, or member of the Board of Directors, or of a committee with Board of Directors-delegated powers, who has a direct or indirect financial interest as defined below, is an interested person.

2.    Financial Interest

A person has a financial interest if the person has, directly or indirectly, through business, investment, or family:

a.    An ownership or investment interest in any entity with which the KYIPMA-HR has a transaction or arrangement,

b.    A compensation arrangement with the KYIPMA-HR or with any entity or individual with which the Chapter has a transaction or arrangement, or

c.    A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which the KYIPMA-HR is negotiating a transaction or arrangement.

Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial.

A financial interest is not necessarily a conflict of interest. Under Article III, Section 2, a person who has a financial interest may have a conflict of interest only if the Board of Directors decides that a conflict of interest exists.

Article III. Procedures

1.      Duty to Disclose

In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the Board of Directors considering the proposed transaction or arrangement.

2.      Determining Whether a Conflict of Interest Exists

After disclosure of the financial interest and all material facts, and after any discussion with the interested person, s/he shall leave the Board of Directors meeting while the determination of a conflict of interest is discussed and voted upon. The Board members shall decide if a conflict of interest exists.

3.      Procedures for Addressing the Conflict of Interest

a.    An interested person may make a presentation at the Board of Directors meeting, but after the presentation, s/he shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest.

b.    The chairperson of the Board of Directors shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.

c.    After exercising due diligence, the Board of Directors shall determine whether the KYIPMA-HR can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest.

d.    If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the Board of Directors shall determine by a majority vote whether the transaction or arrangement is in the KYIPMA-HR’s best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination it shall make its decision as to whether to enter into the transaction or arrangement.

4.      Violations of the Conflict of Interest Policy

a.    If the Board of Directors has reasonable cause to believe a member has failed to disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose.

b.    If, after hearing the member’s response and after making further investigation as warranted by the circumstances, the Board of Directors determines the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate corrective action.

Article IV. Records of Proceedings

The minutes of the Board of Directors meeting shall contain:

1.    The names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest, the nature of the financial interest, any action taken to determine whether a conflict of interest was present, and the Board of Directors’ decision as to whether a conflict of interest in fact existed.

2.    The names of the persons who were present for discussions and votes relating to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection with the proceedings.

Article V. Compensation

1.    A voting member of the Board of Directors who receives compensation, directly or indirectly, from the KYIPMA-HR for services is precluded from voting on matters pertaining to that member’s compensation.

2.    A voting member of any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the KYIPMA-HR for services is precluded from voting on matters pertaining to that member’s compensation.

3.    No voting member of the Board of Directors whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the KYIPMA-HR, either individually or collectively, is prohibited from providing information to any committee regarding compensation.

Article VI. Annual Statements

Each director, principal officer, and member of the Board of Directors or of a committee with Board of Directors-delegated powers shall annually sign a statement which affirms such person:

1.    Has received a copy of the conflict of interest policy,

2.    Has read and understands the policy,

3.    Has agreed to comply with the policy, and

4.    Understands the KYIPMA-HR is charitable and that in order to maintain its federal tax exemption it must engage primarily in activities which accomplish one or more of its tax-exempt purposes.

Article VII. Periodic Reviews

To ensure the KYIPMA-HR operates in a manner consistent with charitable purposes and does not engage in activities that could jeopardize its tax-exempt status, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include whether partnerships, joint ventures, and arrangements with management organizations conform to the KYIPMA-HR’s written policies, are properly recorded, reflect reasonable investment or payments for goods and services, further charitable purposes, and do not result in inurement, impermissible private benefit, or in an excess benefit transaction.

Article VIII. Use of Outside Experts

When conducting the periodic reviews as provided for in Article VII, the KYIPMA-HR may, but need not, use outside advisors. If outside experts are used, their use shall not relieve the Board of Directors of its responsibility for ensuring periodic reviews are concluded.

CERTIFICATION

My signature below certifies that I have received a copy of the Kentucky Chapter International Public Management Association for Human Resources Conflict of Interest Policy; have read, understand, and agree to comply with the policy; and understand the KYIPMA-HR is charitable and that in order to maintain its federal tax exemption it must engage primarily in activities which accomplish one or more of its tax-exempt purposes.

                                                                                                                                 

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