Updated: 11/2/11
Maine Chapter Bylaws
Approved: November 1, 2011
ARTICLE I - NAME
The name of this organization is the Maine Chapter of the
Construction Specifications Institute, Inc., hereinafter referred to
as the "Chapter"; said Chapter being an affiliate chapter of the
Construction Specifications Institute, Inc., hereinafter referred to
as the "Institute". The Chapter shall be affiliated with
the Northeast Region of the Construction Specifications Institute in
accord with the Instittue Bylaws and hereinafter referred to as the
"Region".
ARTICLE II - GOVERNING AUTHORITY
The Chapter is
governed and operated in accordance with the laws of the State of
Maine, provisions of the Institute Bylaws, these bylaws, the
regulations and requirements for the conduct of chapters of the
Institute as adopted from time to time by the Institute Board,
Region Board and
the rules and instructions of the Chapter's board issued through its
officers.
ARTICLE III - PURPOSE AND POLICY
Section 1.
The purpose of
the Chapter is to provide a medium at the local level for
advancement of the objectives of the Institute.
Section 2.
The name,
funds, or influence of the Chapter may be used only in support of
this purpose.
ARTICLE IV - BOARD
Section 1.
The management and
direction of the Chapter shall be delegated exclusively to its
board.
Section 2.
The board shall consist of the following members: president, 1st
vice president, 2nd vice president, secretary, treasurer, immediate
past president who shall serve as advisor to the board, and six
directors. The president of the student affiliate or the president's
designee shall be a non-voting member of the board.
Section 3.
All
members of the board except the representative of the student
affiliate are eligible to vote on chapter business.
Section 4.
The
board through the action of authority delegated to the Chapter
secretary, shall receive and promptly consider applications for
membership in the Chapter received from prospective members meeting
the qualifications for Institute membership; may accept resignations
from the Chapter; and shall promptly report its actions on
membership to the Institute. Authority is also delegated to the
membership chairman to receive and consider applications for
membership in the Chapter and to process said applications on behalf
of the Chapter. The board waives all Chapter action on membership
applications submitted directly to the Institute in either paper or
electronic form.
Section 5.
The board shall select all standing and
special committees, designate duties, and may authorize compensation
for justifiable expenses.
Section 6.
The board shall schedule
monthly business meetings each month from August through June.
Special meetings shall be held only upon the call of the president
or a majority of the board upon seven days notice in either written
or electronic form.
Section
7.
A majority of the board shall constitute a quorum.
Section 8.
Should a vacancy occur in any office of the Chapter, the board shall
by two-thirds affirmative votes of its total membership fill such
vacancy by appointment of a member eligible by all other criteria
for the duration of the unexpired term.
Section 9.
The Chapter board
shall appoint a student affiliate committee of three or more
members. This committee shall be responsible for conducting liaison
in the name of the Chapter with the student affiliate by providing
an advisor, support, guidance, program speakers, etc.
ARTICLE V -
OFFICERS
Section 1.
The president shall serve as chair of the
board; preside at all meetings; select the chairs of temporary
committees; be an ex-officio member of all committees except the
Nominating Committee; and sign all
agreements and formal instruments.
Section 2.
The 1st vice president
shall serve in the absence of the president and perform other duties
as assigned by the board. If the chapter president serves a second
one-year term, during the second year the 1st vice president shall
serve as the president-elect.
Section 3.
The 2nd vice president
shall perform such duties as assigned by president or board and
shall serve in the absence of both the president and 1st vice
president.
Section 4.
The secretary shall see that notices are sent
at least seven days in advance of all meetings of the board and of
the Chapter and keep accurate minutes thereof. The secretary shall
maintain a file of all correspondence; keep a roster of members and
committees; co-sign all agreements and formal instruments, except
those pertaining to the office of treasurer; and submit a report of
office at the annual meeting. The secretary shall perform other
duties as assigned by the president or board.
Section 5.
The
treasurer shall collect and receipt for monies and securities;
deposit funds and disburse and dispose of the same subject to the
direction of the board; keep accurate books of account; submit a
report at board meetings; and submit a report of office at the
annual meeting. The treasurer shall perform other duties as assigned
by the president or board.
Section 6.
The Chapter director on the
board of the Northeast Region shall be appointed by the Chapter
board of directors from among the past Chapter presidents.
ARTICLE
VI - NOMINATION AND ELECTION OF OFFICERS AND DIRECTORS
Section 1.
The immediate past president shall become the advisor to the board
without election.
Section 2.
Following the term as president-elect,
the president-elect shall become the president without election.
Section 3.
Each elected board member shall take office on July 1./>
Section 4.
The president shall not hold office for more than two
consecutive terms.
Section 5.
The secretary, treasurer and the
directors shall be elected for two-year terms. The secretary shall
be elected in even-numbered years and the treasurer elected in
odd-numbered years. The term of three directors shall end each year.
Section 6.
Eligibility requirements to vote in Chapter election or
on other Chapter business shall be the same as the eligibility
requirements to vote in Institute elections and the person must be a
member of the Maine Chapter except that an Emerging Professional
Member shall be eligible to vote in Chapter elections or hold
Chapter Office after being a member of the Maine Chapter for two
years.
Section 7.
A nominating committee shall
be appointed by the board not later than December 20. The nominating
committee shall prepare a list of nominees, showing at least one
name for each elective position on the board due to become vacant,
and present the list to the Chapter not later than the regular
meeting in February. At this time, the members may present
nominations from the floor. Elections shall be by written or
electronic ballot.
The nominating committee shall prepare the ballot, which shall
include the original list of nominees and those nominated from the
floor. Each member of the chapter eligible to vote shall be provided with a
ballot at least two weeks prior to the ballot count.
Section 8.
The
ballots shall be counted and certified, by tellers appointed by the
president, and the results shall be reported to the members.
Section 9. Not later than April 30, the Chapter secretary shall
notify the Northeast Region Secretary and the Institute office of
the results of the election and shall submit to them a complete
listing of Chapter officers for the coming year, with their
addresses, telephone numbers and fax numbers.
ARTICLE VII - MEMBERSHIP
Section
1.
The qualifications for membership shall conform to the
requirements of the Institute Bylaws.
Section 2.
Membership in the Institute is a prerequisite to membership in the
Chapter.
Section 3.
Only those Chapter members so designated by the Institute may be
classified as Lifetime, Distinguished Member or Honorary Members. A
Chapter member designated a Distinguished Member, Honorary Member or
a Lifetime Member by the Institute shall automatically receive that
classification by the Chapter.
Section 4.
The provisions of the
Institute Bylaws for disqualification, suspension, expulsion, and
reinstatement of members shall govern.
ARTICLE VIII - MEETING OF
MEMBERS
Section 1.
The annual meeting of the Chapter shall be held
during the month of June at which time committee reports shall be
submitted. The secretary shall submit a report on the activities of
the Chapter since the last annual meeting. The treasurer shall
submit an annual report on the finances of the Chapter. A copy of
these reports shall be sent to the Northeast Region Secretary.
Section 2.
Regular meetings shall be held monthly from September
through June, except when otherwise decreed by the board. Not less
than nine regular meetings shall be held in the fiscal year.
Section
3.
Special meetings may be called whenever the majority of the board
deems it necessary, or upon written request by not less than 10
percent of the Chapter members. The business at special meetings
shall be limited to that which the meeting was called.
Section 4.
Minutes of regular and special meetings shall be distributed to the
members with a copy to the Northeast Region Secretary.
Section 5.
These bylaws, together with the applicable provisions of the
Institute Bylaws, Region Bylaws and Robert's Rules of Order Newly
Revised, shall govern the conduct of business of the chapter.
ARTICLE IX – COUNCIL OF FORMER PRESIDENTS
Section 1. The purpose of
the Council is to advise the Chapter and Chapter board on matters of
interest and to assist the Chapter board when requested.
Section 2.
All Chapter members who have served as Maine Chapter President shall
be members of the Council.
Section 3.
The former President serving as
the Chapter’s Region Director shall serve as Chair of the Council.
Section 4.
In the event of an absence from a Board Meeting by a
Director, the President (or presiding officer) may appoint a member
of the Council to serve as a replacement for the absent Director for
the duration of the Board Meeting with the replacement assuming the
authority as the absent Director. The Minutes of the Board Meeting
shall show both the name of the temporary replacement and the name
of the absent Director.
ARTICLE X - FISCAL ADMINISTRATION
Section 1.
The fiscal year shall be from July 1 to June 30.
Section 2.
The
annual dues shall be set by the board. Members Emeritus,
Distinguished Members, Honorary Members, and Lifetime Members shall
not be subject to dues.
Section 3.
Annual dues notices shall be mailed by the Institute at
least two months in advance of each member's anniversary date and
are payable when rendered. Initial dues shall accompany the
membership application.
Section 4.
Institute and Chapter dues shall be paid to
the Institute with the Chapter dues being returned to the Chapter by
the Institute.
ARTICLE XI - AUDIT
The board shall appoint a
committee to audit the books and transactions of the treasurer at
the close of the fiscal year. This report shall be read at the next
regular meeting of the members of the Chapter.
ARTICLE XII -
AMENDMENTS
Section 1.
Proposed amendments to these Chapter bylaws
shall first be submitted in the manner and form prescribed by the
Institute, to the Institute for approval. After
Institute approval, they shall then be publicized in the regular
chapter newsletter issued at least two weeks prior to a regular meeting
or special meeting.
Section 2.
These bylaws
may then be amended by a two-thirds vote of the members eligible to
vote, present at the regular meeting or
special meeting.
End of By-laws
Chapter Bylaws approved by Institute Secretary - October 10, 2011
Chapter By-laws Approved at
Membership Meeting - November 1, 2011