HUMAN RESOURCE ASSOCIATION OF CENTRAL UTAH
Constitution, By Laws and Duties of Board of Directors
Section 1 – Name. The name of the organization is the Human Resource Association of Central Utah (HRACU), a chapter of the Society for Human Resource Management (SHRM).
Section 2 – Fiscal Year. The fiscal year of the Chapter is from January 1 to December 31 of each year.
ARTICLE II – Purposes
The purpose of the Chapter is (1) to improve the professionalism of local Human Resource administrators; (2) to raise the standards of performance in all phases of Human Resources administration; (3) to provide networking; (4) to provide expertise, ability and knowledge particularly in the legal area; (5) to raise the level of credibility, capability and expertise to include certification; and (6) to encourage adherence to the National Society’s Code of Ethics (copy attached).
ARTICLE III – Membership
To insure equal opportunity for membership, there will be no discrimination to locally interested persons through membership or chapter affiliations because of race, religion, sex, age, national origin or disability.
Section 1 – Chapter Membership. Locally interested persons who are involved in Human Resources and industrial relations work, and desire professional association with local members of SHRM may apply for Chapter Associate Membership. Applications for memberships must be approved by a majority vote of the Board of Directors (hereto referred to in this document as the Board), at which a quorum (six or more) is present. Such members may vote and hold a position on the Board except the position of President, President-Elect, Treasurer, and Treasurer-Elect. They may also serve on committees established by the Board.
Section 2 – National Membership. Eligibility standards for membership in the Human Resource Association of Central Utah are the same as the requirements for membership in the Society for Human Resource Management without restriction. SHRM membership guidelines in effect at the time will be used. Such members may vote and hold any position on the Board and serve on committees.
Section 3 – Payment of Membership Fees and Dues.
(A) Chapter Members. Dues are set by the Board with the approval of a majority of Chapter members on a calendar year basis. New members joining the chapter will pay the annual rate or the prorated rate for the quarter they join. Existing members renewing their membership will pay the annual rate. If renewal dues are not paid by the first quarter, membership will be dropped.
(B) National Members. Annual dues shall be payable in advance by January 1 of each year. Annual dues not paid within thirty days after due date shall be declared delinquent except in cases where the Board, at its discretion, extends the period of grace for an additional thirty days. Individuals becoming members anytime within the first nine month of the calendar year will pay a full year’s dues, whether January 1 or September 30, and their dues will be recorded as paid through December 31 of the calendar year. Memberships received in the last 3 months of the calendar year will be recorded as paid through December 31 of the next calendar year.
ARTICLE IV – Meetings of Members
Section 1 – Annual Meeting. An annual installation meeting of the Chapter will be held at a time and lace to be designated by the Board. Notice of this meeting must be mailed no less than ten days in advance to the membership.
Section 2 – Monthly Meetings. Monthly chapter meetings will be held at a time and place designated by the Board and will maintain the purpose of the organization, subject to approval by a majority of the membership.
Section 3 – Transaction of Business. Transaction of official business may take place at any meeting of the Chapter, and a majority vote of those present.
Section 4 – Presiding Officer. The President presides at all meetings of the members. In the absence of the President, the President-Elect presides. In the absence of the said officers, the Past President presides. In the event that all of the above are not present, a designated Board member will preside.
Section 5 – Membership Mailing Lists. The membership list of the Human Resource Association of Central Utah shall remain the confidential property of said Chapter. Any outside organization seeking access to this list must present a request to the Board of Directors stating for what purpose the list is needed. The Board of Directors can approve such request with a majority vote and shall also be empowered to seek remuneration from the requesting organization with Board approval.
The Board of Directors of the Chapter (referred to in this document as the Board) will consist of the following: (1) President, (2) President-Elect, (3) Immediate past President, (4) Treasurer, (5) Treasurer-Elect, (6) Legislative Director (2 years), (7) Communication Director (2 years), (8) Certification/Development Director (2 years), (9) Membership Director (1 year), (10) Social/Recognition Director (1 year), and (11) Secretary/Historian (1 year). The Directors and Secretary/Historian will be appointed by the incoming President and approved by a majority vote of the Board. Other officers may be added to the Board of Directors as the requirements of the Chapter dictate. Such positions will be appointed by the incoming President and approved by a majority vote of the Board. The Board must show a majority vote to add a new position to the Board of Directors.
ARTICLE VI – Duties of Officers (Sections 1-5) / Duties of Directors (Sections 6-11)
Section 1 – President. The President will be the Chief Executive Officer and will preside at all meetings of the members and the Board. The President will have general charge and supervision of the affairs and business of the organization, and will appoint special committees as the need arises. SHRM membership is required to hold this office.
Section 2 – President-Elect. The President-Elect will act for the President during absence or disability. The President-Elect will be responsible for the program for monthly meetings and will support the President in the affairs and business of the organization. SHRM membership is required to hold this office.
Section 3 – Immediate Past President. The Immediate Past President will chair the Conference Committee (see Article VIII, item f) and will also work with the President and President-Elect in maintaining the affairs and business of the organization. SHRM membership is required to hold this office.
Section 4 – Treasurer. The Treasurer will be responsible for all funds of the Chapter and deposit all such funds in the name of the Chapter in such bank(s) as may be selected by the Board. This officer will receive, give receipts for all monies payable to the Chapter and will handle payments of all accounts payable as approved by the Board. Such payments will be made on behalf of the Chapter by the Treasurer or Treasurer-Elect signing checks with a second signature required. The President’s or President-Elect’s signature will be required as the second signature. The Treasurer will keep full and accurate accounts of all transactions and shall render an accounting of transactions and of the financial conditions of the Chapter quarterly or as required by the President or a majority of the Board. SHRM membership is required to hold this position.
Section 5 – Treasurer-Elect. The Treasurer-Elect will learn the duties of Treasurer and assist the Treasurer in all assigned areas. The Treasurer-Elect will act for the Treasurer during absence or disability and be responsible for all duties of the Treasurer. The Treasurer-Elect will maintain an accurate membership roster for the Chapter. The Treasurer-Elect will also make reservations and handle all other arrangements for the monthly Chapter meetings. SHRM membership is required to hold this position.
Section 6 – Legislative Director. The Legislative Director will actively strive to keep the Board and the Chapter advised of Legislation both state and federal that affects the HR function. The Legislative Director will encourage chapter members to get involved in grassroots legislation by sending letters to Congress and SHRM lobby groups to represent their specific interests.
Section 7 – Communication Director. The Communication Director is responsible for public relations of the Chapter. He/She will publish the monthly newsletter to communicate to the members important events that are happening in the HR profession, to keep members informed of upcoming meetings and communicate to them information that was discussed in past meetings. The Communication Director will prepare news releases to the media on Chapter meetings and events as well as noteworthy items on Chapter members (see Article VIII, item d).
Section 8 – Certification/Development Director. The Certification/Development Direct should be a certified (PHR or SPHR) member of the Chapter. This position is responsible for planning and organizing various Chapter programs, workshops, and seminars consistent with the purposes of the Chapter (see Article II). The Certification/Development Director will promote certification to all non-certified Chapter members as well as assist certified members in maintaining their certification by overseeing Chapter certification study groups, keeping members apprised of developmental programs and the process for recertification. This position will assist in coordinating the student chapter(s) affiliation with SHRM and HRACU, and assist the student chapter(s) leadership in setting and accomplishing Chapter goals (see Article VIII, item g). This position will also work with SHRM’s Education Program.
Section 9 – Membership Director. The Membership Director will maintain current lists of Chapter and National members as well as potential members of HRACU/SHRM. The Membership Director will pursue obtaining new members and keeping current members actively involved in the Chapter (see Article VIII, item c).
Section 10 – Social/Recognition Director. The Social/Recognition Director shall provide appropriate recognition of HRACU members and encourage social interaction and networking among HRACU members. This position will arrange a Chapter member spotlight for each Chapter meeting, handle arrangements for the Installation Banquet, provide a social for all Chapter members, and schedule and coordinate a social for Board members and their partners (see Article VIII, item e).
Section 11 – Secretary/Historian. The Secretary/Historian will be responsible for keeping a correct record of the proceedings of Chapter and Board meetings and will send these records to State and National organizations as well as the Board. The Secretary/Historian will be responsible for keeping an accurate historical record of all Chapter activities and significant events; to include: news releases, accomplishments of the Chapter and individual Chapter members, speakers, seminars, and other information concerning the Chapter.
ARTICLE VII – Election of Officers
Section 1 – Nature of Election. The Officers of the Chapter will be elected by secret ballot—said ballot to be prepared by the nominating committee and mailed to all chapter members no later than the third week in November.
Section 2 – Nominating Committee. A nominating committee consisting of the President serving as Chair, President-Elect and Immediate Past President shall present a slate of officers to appear on the ballot. The slate of officers must be approved by a majority of the Board.
Section 3 – Term of Office. Board members will be installed at an annual Chapter Installation meeting and shall serve for the period specified (see Article V).
Section 4 – Voting and Eligibility. Voting on matters of Chapter business and for Officers will be by ballot. Matters to be decided by general membership will be presented by the President and voted on at regular Chapter meetings. Matters to be decided by the Board shall be presented and voted on at regular Board meetings. Members of the Chapter in good standing will be entitled to vote. If it becomes necessary, a majority vote of the Board will decide the “good standing” of Chapter members.
Section 5 – Succession of Officers. At the beginning of each fiscal year, the President-Elect will succeed the President and Treasurer-Elect shall succeed the Treasurer. New officers to be elected will be: President-Elect and Treasurer-Elect. A vacancy in an office due to resignation of an officer or director will be filled by a Chapter member appointed by the President and unanimously approved by the Board.
ARTICLE VIII – Committees
There will be the following committees, each with duties as stated below:
(A) Auditing Committee. This committee is composed of three members selected by the President or a majority of the Board. It is empowered to investigate and review the financial condition of the Chapter at intervals as it may deem necessary. It examines and audits or causes to be audited all transactions of the Chapter, and makes a report of its findings at a regular meeting of the Chapter. An audit will be done at the end of every fiscal year prior to the installation of the Treasurer.
(B) Nominating Committee. See Article VII, Section A.
(C) Membership Committee. This committee is chaired by the Membership Director of the Board, with two or more Chapter members selected by that Board member with the approval of the majority of the Board. It is the responsibility of this committee to actively seek new members from among the community, coordinate the fellowshipping of less active members of the Chapter, and greet Chapter members at meetings.
(D) Communication Committee. This committee is chaired by the Communications Director of the Board, with one or two Chapter members selected by the Board member with the approval of the majority of the Board as the need arises. It is the responsibility of this Board member to prepare the monthly newsletter and news releases to the news media.
(E) Social/Recognition Committee. This committee is chaired by the Social Recognition Director, with one or two Chapter members selected by that Board member with the approval of the majority of the Board. It is the responsibility of this committee to: organize at least one social during the year, coordinate the Installation Banquet, and provide input to the Board for special individual Chapter member recognition.
(F) Conference Committee. This committee is chaired by the Immediate Past President, with other members as needed and approved by the Board. This committee will organize conferences in the following way:
(1) Half-day conferences to be conducted quarterly.
(G) Student Chapter Committee. This committee is chaired by the Certification/Development Director, with one or two Chapter members selected and approved by the Board.
ARTICLE IX – Amendments to By-Laws
The Constitution and By-Laws of the Chapter may be amended at any meeting of the members of the Chapter by a majority vote of the members voting at such meeting provided notice of the proposed amendments is included in the notice of such meeting. All rules of notice and calling of a meeting to amend the Constitution and By-Laws shall be the same as for monthly meetings.
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