Bylaws of the ARMA-NCR (Ottawa) Chapter of ARMA International
ARTICLE I - NAME
ARMA National Capital Region (NCR) Chapter (Ottawa)
ARTICLE II - OBJECTIVES
A. Advance the practice of Records and Information Management as a discipline and a profession;
B. Organize and promote programs of research, education, training and networking within the profession;
C. Support the enhancement of professionalism among the membership; and
D. Promote co-operative endeavours with related professional groups.
ARTICLE III - Members
Section 1. Classes of members.
A. Regular Chapter Member
A duly qualified individual in good standing with the Association entitled to full rights and benefits of ARMA International.
An individual who has been granted life membership by ARMA International’s Board of Directors.
Any enrolled full time post-secondary student. Student membership does not convey the privileges of voting in ARMA International elections, ARMA NCR Chapter elections, or holding Chapter office.
A current or former member in good standing with the Association, who has retired from the profession of records management. Retired membership does not include the privilege of voting in an ARMA International elections, ARMA-NCR Chapter elections, holding Chapter office, or receiving The Information Management Journal.
Section 2. Requirements
The requirements of each of the various classes of membership and the processes for application, in addition to those contained within these bylaws and the bylaws of ARMA International, shall be established and published by the ARMA International Board of Directors. Membership in ARMA or the ARMA NCR Chapter shall not be denied nor abridged on account of race, color, religion, sex, age, national origin, disability, sexual orientation or choice of life style.
Section 3. Qualifications
Any individual holding or occupying a position as manager, supervisor, educator, student or who is generally interested in the field of Records and Information Management, shall be eligible for
membership. Any individual so qualified may not be excluded from nor denied membership in ARMA International or a Chapter thereof, subject to the provisions of Section 7 of this Article.
Section 4. Good Standing
A member in good standing is one whose current dues are paid to ARMA International, the ARMA NCR Chapter, and complies with the provisions and obligations of the Articles of Incorporation and the Bylaws.
Section 5 Applications
Applications for membership (regular or student) shall be made in writing on forms furnished by ARMA International for this purpose or online at the ARMA International web site. Applications are to be sent directly to ARMA International.
Section 6 Non-Renewal and Reinstatement
A. Members whose dues have not reached ARMA International or the Chapter within one calendar month following the expiration date of membership shall be considered non-renewed.
B. A non-renewed member or a former member may apply for membership upon full payment of annual Association and Chapter dues.
Section. 7 Censure, Suspension or Expulsion
Any member may be censured or suspended by a majority vote of the Board of Directors of the Chapter for good cause if according to its findings, a violation of any provision or obligation of the Articles of Incorporation, Bylaws, or rules and regulations, has occurred. Any member may be expelled by a two-thirds vote of the Board of Directors of the Chapter for good cause if according to its finding, a violation of any provision or obligation of the Articles of Incorporation, Bylaws, or rules and regulations have occurred. Conduct unbecoming a member, conduct inimical to the welfare of ARMA International or the Chapter, and indebtedness to ARMA International or the Chapter shall also be causes for such disciplinary action. When such action is contemplated, the Board of Directors of the Chapter shall provide written notification to the party concerned, and afford an opportunity for a hearing before the Board or a special committee appointed by the Board for this purpose. Should revocation result, any dues paid to a date beyond such revocation will not be refundable.
Article IV – Officers, Directors and Their Duties
Section 1. Officers and Directors.
The Officers of the Chapter shall be a President, President-Elect, Immediate Past President, Secretary, and Treasurer. Directors, up to a maximum of seven (7), shall be appointed by the Board as required, and confirmed by the membership at the AGM.
Section 2. Qualifications.
All officers shall be members in good standing of ARMA International and the Chapter.
Section 3. Nomination and Election.
The President-Elect shall gather nominations for the roles of each Officer and Director of the Chapter each year. The President-Elect will then present the candidates to the Secretary, at the Annual General Meeting. The Secretary will then conduct the election of Officers in accordance with procedures described in the Chapter Procedures Guide. Directors will then be appointed by the newly elected Board.
Section 4. Term of Office.
All Officers and Directors shall assume office July 1. They shall serve for a term of 1 year or until their successors are elected and have assumed duties. No officer or Director except the Secretary or Treasurer shall serve more than 2 consecutive terms in the same office. An Officer or Director who has served for more than half a term shall be considered to have served a full term.
Section 5. Vacancies.
A vacancy in any office except that of President shall be filled by election by the Board of Directors for the unexpired term.
Section 6. Duties and Responsibilities.
The Officers and Directors shall perform the duties provided in this section and such other duties as are prescribed in these bylaws, by the board of directors, in the adopted parliamentary authority, or by ARMA International.
A. President. The President shall:
1. Represent the Chapter at the Region and International Association levels;
2. Enforce the Constitution and By-laws and all directives of the Board of Directors;
3. Keep the Board of Directors fully informed of the activities of the Chapter, Region and International Association;
4. Develop a strong team of informed and motivated Board members;
5. Delegate authority to Board members as appropriate;
6. Distribute resources to Board members as appropriate;
7. Recommend long and short-term goals for all programs to meet member needs, in accordance with the Chapter's Long Range Plan;
8. Maintain comprehensive and relevant records;
9. Draft a budget for submission to the Board of Directors;
10. Prepare the Annual Report for presentation at the AGM and for circulation to the members;
11. Appoint the Chapter Auditor and/or any other special appointees as required, with the approval of the Board;
12. Chair meetings of the Chapter and at Board of Directors Meetings;
13. Maintain good relations with the Board, with volunteers, with members, with vendors and sponsors, and with the Community at large;
14. Maintain the values of the Chapter and of ARMA International; and
15. Other assigned duties
B. President-Elect. The President-Elect shall:
1. Be an aide to the President;
2. Perform the duties of President in the absence of that officer and in the case of permanent disability or resignation of that officer, shall succeed to that office for the unexpired portion of
3. Perform the duties described in the Chapter Procedures Guide; and
4. Other assigned duties
C. Secretary. The Secretary shall:
1. Record the minutes of all meetings of the Board of Directors and the membership and send a copy of the minutes to the President within 10 days following the meeting;
2. Preserve all books and papers belonging to the chapter;
3. Conduct the official correspondence of the chapter;
4. Perform the duties described in the Chapter Procedures Guide; and
5. Other assigned duties.
D. Treasurer. The Treasurer shall:
1. Have custody of all of the funds of the chapter, which shall be deposited in a federally insured institution;
2. Keep a full and accurate account of receipts and expenditures;
3. In accordance with the budget adopted by the chapter, make disbursements as authorized;
4. Present a report at all meetings of the Board of Directors and Membership;
5. Prepare an annual report, which shall be submitted along with the financial records to the Auditing Committee. The Committee when satisfied that the treasurer’s annual report is
correct shall sign a statement of that fact at the end of the report;
6. Submit reports as required by ARMA International; and
7. Perform the duties described in the Chapter Procedures Guide.
E. Past President. The Past President shall:
1. Chair the Nominating Committee;
2. Chair the Awards Committee;
3. Produce and distribute the Chapter’s Annual Report;
4. Provide guidance and support to the new President; and
5. Perform the duties described in the Chapter Procedures Guide.
F. Directors. Directors shall perform the duties described in detail in the Chapter Procedures Guide.
Section 7. Removal.
A. Any Chapter officer whose conduct shall be considered detrimental to the best interest of the ARMA International or the Chapter or who shall willfully exploit the organization for personal gain or otherwise violate the Bylaws as they are written or other rules or regulations may be removed from his/her office by a majority vote of the Board of Directors.
B. When such action is contemplated in the case of an officer, he/she shall be entitled to receive specific charges in writing from the Board of Directors and shall, if he/she expresses a desire in
writing, be afforded an opportunity for a hearing before the Board of Directors or a special committee appointed by the Board of Directors for this purpose.
C. Any Officer removed from office under this section shall be ineligible for election to any office for at least one term.
Article V - Meetings
Section 1. Regular Meetings.
Regular meetings of the members shall be held each month, in conjunction with program events. The dates and arrangements for these meetings shall be determined annually by the Board of Directors at their first meeting held following July 1. In the case of an emergency or extremely bad weather, a meeting may be cancelled by the President.
Section 2. Special Meetings.
Special meetings may be called by the president or by a majority of the Board of Directors. A minimum of two (2) days notice, and preferably ten (10) days notice, of the meeting shall be given.
Section 3. Annual Meeting.
The meeting of the membership held in June shall be the Annual General Meeting at which annual reports shall be presented.
Section 4. Quorum.
Five (5) members shall constitute a quorum for the transaction of business in any meeting of the chapter.
Article VI - Board of Directors
Section 1. Composition.
The Board of Directors, which is the governing body of the chapter, shall consist of the elected Officers and those Directors appointed.
Section 2. Duties.
The Board of Directors shall perform all duties assigned to them individually in the Chapter Procedures Guide.
Section 3. Meetings.
A. The Board of Directors shall meet at least 8 times annually, the dates and time to be decided at its first meeting.
B. A majority of the Board of Directors shall constitute a quorum.
C. Special meetings of the Board of Directors may be called by the President or by a majority of its members. 48 hours notice shall be given.
D. In the case of an emergency or extremely bad weather, a meeting may be cancelled by the President.
Article VII - Finances
Section 1. Fiscal Year.
The fiscal year of the Chapter shall begin on July 1st and end June 30th of the following year.
Section 2. Membership Dues.
Membership dues for the Chapter shall be set by the Board of Directors in advance of the new fiscal year. The amount will be in addition to the amount designated by the Association. The Chapter shall
notify the Association of any changes in local dues no later than May 1st.
Article VIII – Committees
Section 1. Committees.
The Board of Directors may create such standing committees, as it may deem necessary, to promote the purposes and carry on the work of the chapter. The term of each chairman shall be for one year or
until a successor has been selected.
Section 2. Duties of Committees.
Committees shall perform duties as specified by the Board of Directors.
Section 3. Plan of Work.
The chairman of each standing committee shall present a plan of work to the Board of Directors for approval. No committee work shall be undertaken without the consent of the Board of Directors.
Section 4. Ex officio Member.
The president shall be a member ex officio of all committees except the Nominating Committee.
Article IX – Dissolution
In the event of dissolution of the Chapter, all of its assets shall be paid over or transferred to ARMA International as prescribed in its Policies.
Article X - Parliamentary Authority
The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the proceedings of the chapter in all cases not provided for in these Bylaws or Articles of Incorporation and
ARMA International Policies and Procedures.
Article XI - Amendment
These bylaws may be amended by a simple majority vote of the Board of Directors. Proposed amendments shall be reviewed by ARMA International’s Director of Member Services and the Region Manager prior to notice being sent to the members to ensure that the proposed amendment does not conflict with ARMA International Policy. Amendments to the Bylaws shall be effective on the date adopted by the Board of Directors.