Bylaws

CONSTITUTION

Founded in the early 1940's

Article I: Name


The name of the of the organization shall be the Central Carolina Human Resource Professionals Association. The Association will refer to itself as "CCHRPA".

Article II: Purpose

The purpose of the organization is to serve Human Resource Professionals at every level

  • to develop their abilities and become more effective in their responsibilities thereby fostering the objectives of their companies

  • to provide its members with the opportunity of meeting and exchanging constructive ideas and information among the members of the Association

Article III: Membership

Section 1:

Membership shall consist of area professionals, whose responsibility in their business or organization is human resources, business owners, and providers of services to the HR profession (consultants, attorneys, etc.).
Members shall not solicit business of other members. Members may reach out to members who are consultants.

Membership in the Association may be held in the individual's name or their company's name. If the membership is in the company name, the company may send alternates in the place of the current member if they are unavailable. Alternates will not hold the membership unless they have applied and it has been approved.

Section 2:

New members must apply for membership on the Association application form. New members may be recommended for membership by an existing member.
 
The membership committee will review all applications. If the potential member meets the criteria for membership, the membership committee will approve them. Any potential member not meeting the criteria will be advised as to the reason for ineligibility.

Current members who are no longer eligible for membership may continue membership upon paying dues.

Membership in the Association is neither transferrable nor assignable unless the membership process has been completed and approved under the existing company's name.

Article IV: Dues

Dues shall be determined annually by the membership in October and shall be paid in full by January 31 of the membership year.

  • Dues fee schedule will be as follows for members:

  • January to June - $250

  • July to September - $150 (eligible to attend beach trip in Oct.)

  • October to December - $75 OR 4th quarter plus new year renewal option of $300

    • 4th quarter plus new year option explanation:

      • Pay current year (remaining 3 months, no beach trip option) Plus the next year renewal at a $300 (a discount of $25 for the 4th quarter).

Failure to pay by March 31 will result in termination of membership.

Article V: Meetings

Section 1:

Regular meetings of the Association shall be held at 11: 30am for networking. The business portion of the meeting will begin at 12:00 pm on the second Thursday of each month. No regular meetings will be held in July and August.

Section 2:

Special meetings may be called by the president or 12 members with five (5) days' notice in writing or via electronic communication.

Article VI: Voting

Section 1:

Voting to change the Constitution requires a quorum of 50% + 1 of all members of the Association.
 
For all other business transactions and voting, a quorum shall be defined as 50% + 1 of the members in attendance at the meeting, unless the attendance is less than 1/3 of membership. (i.e. 44 total members, quorum = 14.66% rounded to 15).

If voting is conducted via email, members must be given at least five (5) calendar days to cast their vote.

Article VII: Officers

Section 1:

The officers of the Association shall consist of a president, vice-president, secretary, and treasurer.

Section 2:

The term of the office shall be one calendar year, January through December, unless nominated or officer wishes to serve a second term. No more than two (2) consecutive terms may be served by any position.

Section 3:

Elections of the officers shall be held in October.

Section 4:

Elections shall be held by ballot apart from having only one nominee for the office in question. In which case that nominee will hold the position by default. Nominations from the floor are acceptable.

Section 5:

An officer may be elected to serve an unexpired term when the office is vacated due to resignation or removal by the membership.

Section 6:

In the event an officer is unable to perform the duties prescribed, vote may remove the officer.

Article VIII: Duties of Officers

Section 1:

The president shall preside at all meetings of the Association, carry out all policies of the Association, appoint chairmen and committees, serve as an ex-officio member of all committees and perform other such duties as prescribed by the Association.

  1. Conduct the business of the Association in accordance with the bylaws and serve as chairperson of the Association executive committee.

  2. Update and sign a new W-9 for the Association each year.

  3. Appoint committee chairs each year.

  4. Preside over the activities of all committees to ensure the accomplishment of goals and objectives are on target.

  5. Determine the membership dues for the following year, and present to the membership for a vote in October.

Section 2:

The vice president is responsible for finding and scheduling the guest speakers for the regular monthly meetings. The vice president shall serve in the absence of the president, assume the duties of the president in the case of resignation or removal from office, and perform other such duties as prescribed by the Association.

  1. Arrange and schedule guest speakers for the regular monthly meetings and send the information to the secretary.

  2. Distribute HRCI certifications to members, when applicable.

  3. Assist other officers in performing their responsibilities.

  4. Preside over the meetings in the absence of the president, or other officers.

  5. Make reservations for meeting dates and locations for coming year in October.

Section 3:

The secretary shall keep a record of all proceedings and correspondence of the Association, maintain the membership roster, and send notices of regular and special meetings. The meeting notices must be sent one (1) week prior to the regularly scheduled meeting. The secretary presides at meetings in the absence of the president and vice president and performs other such duties as prescribed by the Association.

  1. Send meeting reminder notice approximately ten (10) business days prior to each meeting requesting RSVP. Attach minutes for review and edits.

  2. Send reminder to those who have not responded on the Friday prior to the scheduled meeting.

  3. Notify the meeting facility of the head count by 12:00pm noon on Tuesday prior to scheduled meeting.

  4. Track monthly attendance by member (the nominating committee will use this information to ensure nominees are in regular attendance).

  5. Take minutes and send draft to executive committee for review prior to general distribution.

  6. Print and distribute sign-in sheets at meetings to record attendance.

  7. Notify treasurer of any member(s) who made reservations, did not cancel within the required time frame, and failed to attend themeeting, as well as those that attended and did not make reservations.

  8. Make reservations for meeting dates and locations for coming year in October.

  9. Update and distribute membership roster when new members are added and/or changes are needed.

Section 4:

The treasurer shall keep an accurate record of all funds received and disbursed, prepare an annual budget, send notices of dues in November, preside at meetings in the absence of the president, vice president and secretary, and perform other such duties as prescribed by the Association.

  1. Receive and deposit money into the Association bank account.

  2. Balance the financials to the monthly bank statement.

  3. Prepare and submit the financials. Send draft to executive committee for review prior to general distribution.

  4. Send dues notices to members in November.

  5. Maintain the Association mailbox, and distribute mail to the appropriate officer.

  6. Reimburse members for all board approved expenses.

  7. Purchase retirement gift (rocking chair, not to exceed two hundred and fifty dollars ($250.00) for retiring members.

  8. Pay Association expenses (venues, scholarship, etc.).

  9. File Tax returns, if required. (2019 criteria is $SOK in the bank account).

Section 5:

A vacancy created by the resignation, or removal of the vice president, secretary, or treasurer shall be filled by special election which will be held at the next regularly scheduled meeting.

Article IX: Committees

Committee Chairs serve an important role in planning and coordinating the committees' work for the betterment of the Association and its members.
Regular committee meetings will be called by Committee Chair as needed, outside of the monthly member meetings. Committee Chairs will provide updates in the executive committee meetings.

Section 1:

A nominating committee of at least three (3) members shall present a slate of officers to the Association for vote at the November meeting.

Selecting the Slate of Candidates

  • The Nominating Committee is responsible assembling a list of candidates, and presenting to the membership in October.

    • Consideration will be given to the nominees who attend at least 7 (seven) of the 10 (ten) monthly meetings of the previous year.

  • The committee should review the membership list and select people who they think will do their best to serve the purpose of the Association.

  • The committee should choose 2 (two) nominees per office at minimum naming a first and second choice if the first choice is not willing to hold the office.

  • Persons serving on the committee can be nominated for office.

  • The committee will be responsible for contacting the candidates once they have been decided to determine if they are willing and agree to serve.

  • If ballot nominations, the ballots will be tallied and the committee will verify that the nominee is willing to serve.

Elections

Elections shall be held by ballot to allow the free expression of the membership.

Timeline

September

  1. Schedule a meeting with nominating committee to begin looking at replacements for the following year's officers.

  2. Select, and contact nominees.

October

  1. Present nominees to the membership.

  2. Call for nominations from the floor.

    1. Can be by voice nominations, or

    2. By ballot, or

    3. Email to the committee chair

      1. Allow 1 week for response

  3. Send Survey Monkey to membership for vote and election of Officers

November

  1. Announce elected Officers to the membership.

December

  1. Current Officers will hand off to incoming officers during the 4th quarter Executive Board meeting.

Section 2:

An audit committee of at least three (3) members shall review the financial records of the Association, and present a report of its findings no later than the February meeting.

January

  1. Audit the prior year's finances.

    • Complete the financial audit checklist.

    • Prepare and complete the Annual Audit Report Form.

February

  1. Present the Annual Audit Report Form to the members.

Section 3:

A scholarship committee of at least three (3) members shall solicit applications, and determine the recipient(s) of the Association scholarship by March 31st.

The Association will award a minimum of one $500.00 scholarship annually to a graduating senior who is the child of an employee or a current employee of a member's company, business or organization.

Qualifications for the scholarship are:

A 3.0 grade point average in academic subjects.
Accepted for admission as a full-time student at a university or community college.
Participation in extracurricular activities during high school, including volunteering and out-of-school activities.
Financial need, if all other qualifications are equal.

Valid scholarship applications must include a letter of recommendation from a high school principal, teacher, or counselor, the student's high school transcript, and a letter of admission from a college or university.

Scholarship checks are mailed to the college the recipient will be attending.

January

  1. At the February meeting, inform the members about the requirements and deadlines for scholarship submissions.

  2. Email the notice and application to members.

February

  1.  Applications must be submitted to the committee by February 28th.

March

  1. The committee will decide the scholarship recipients by end of the 2nd week of March.

  2. By March 20, send the selected recipients a letter of congratulations and a personalized, hand-written invitation to the May meeting by USPS. Recipients can bring two (2) guests.

May

  1. Introduce the recipients at the May Association meeting, and present a certificate of congratulations.

  2. Give the Treasurer the recipients full name, address, contact number, and social security number or Student Id, to send the scholarship check to the college.

  3. Submit an article and photograph(s) to local media.

Section 4:

A membership committee of at least three (3) members shall review and recommend candidates for membership to the Association, and identify potential members for consideration.

  1. Membership shall consist of area human resource professionals, whose primary responsibility in their business or organization is human resources or workforce development. Staffing agency personnel will not be considered for membership under this amendment.

  2. New members may be recommended for membership by an existing member or may submit their application with a statement outlining their objectives for membership including the name and size of the prospective member's company or organization to the membership committee chair.

  3. After review by the membership committee, acceptance for membership may be granted if there is unanimous agreement by the three (3) members of the membership committee.

  4. Upon acceptance into membership, the committee chair will send a welcome email to the new member confirming the membership is approved and cc: the following CCHRPA board members: President, Secretary (to update membership directory and e-mail list), Treasurer (for billing purposes), the referring member (if applicable to confirm the membership decision) and the membership committee members. The purpose of the email is to close the loop on the process for the applicant and all members involved.

  5. Dues shall be determined annually by the membership in December and shall be paid in full by January 3ist. Failure to pay membership dues by March 31st will result in termination of membership. Any member joining the association in the last half of the year (after July 1st) will be subject to a reduced membership rate, currently 50%.

Section 5:

A charity committee of at least three (3) members shall review and recommend 501(c)(3) charities in need for the Association to make an annual donation.

October

  1. Meet, and compile a list of 501(c)(3) charities for the members to vote on at the November meeting.

November

  1. Present charities to the members for vote.

  2. Send invitation for December meeting to the charities selected.

December

  1. Introduce the guest(s), and present checks

  2. Submit an article and photograph(s) to local media.

Other committees, standing or special, shall be created as the Association deems necessary to carry out the work of the Association. The president shall appoint the chair, and members of such committees.

Section X: Dissolution

In the event of the dissolution of the Association, the assets shall be liquidated and funds distributed to a charitable organization as determined by a majority vote of the members. No individual member, or members, shall benefit from these funds.

Section XI: Amendments

The constitution may be amended at any meeting of this Association by vote, provided that the amendment has been submitted in writing at least thirty (30) days prior to the meeting and in the call to the meeting.

Amendments:

  • January 2020

  • December 2013

  • March 2010

Standing Rules

Member Retirements

Upon the retirement of any member with ten (10) years or more of continuous membership history, the Association will present a rocking chair from a local manufacturer, or a comparable gift, and a plaque at a cost not to exceed two hundred and fifty dollars ($250.00).

Guest

Members are permitted to bring potential members to the meetings at the expense of the association. Each guest is only permitted to attend two meetings per year, otherwise they should become a member of the association to attend additional meetings. Should a member inadvertently invite the same guest more than twice, the member will be billed for the cost of the meal. Other guests, such as a supervisor or manager, that may attend for the purpose of training but may not be eligible for membership would be paid for by the member.

Meeting Reservations

Reservations are required for luncheon meeting attendance. If a registered member is subsequently unable to attend, the reservation must be canceled at a minimum of 48 hours prior to the meeting. Members that reserve a seat but fail to attend will be billed for the cost of the meal. Members who do not reserve a seat, but attend the luncheon meeting will be charged the cost of the meal.

Amendments

These rules may be amended by vote of the members of the Association if notice has been given ten (10) days prior to the meeting.