NATIONAL CONTRACT MANAGEMENT ASSOCIATION
ORANGE COUNTY CHAPTER
Approved Date: 6-19-2013
Next Revision Date: 6-19-2018
ARTICLE I: NAME, ORIGIN AND PLACE OF BUSINESS
- The name of this Chapter is the Orange County Chapter. The address of the Orange County Chapter is c/oMoog Inc. Aircraft Group, Attention: M. Schmaltz-Poulin, 20263 Western Avenue, Torrance CA 90501. The Chapter number is 003 and the date of the Chapter charter is March 29, 1961.
- These Chapter By-Laws are consistent with the National Association By-Laws and National Association policies (and all revisions there-to), which are incorporated into this document by reference. In the case of any inconsistency between the NCMA By-Laws and the Chapter By-Laws, the NCMA By-Laws shall govern.
- The fiscal year of the Chapter shall be the same as the National Association, which is from July 1 through June 30. The fiscal year and program year shall be the same dates.
ARTICLE II: CHAPTER OFFICERS
- The elected officers of the Orange County Chapter shall be: Chapter President, Chapter Vice-President, Chapter Secretary, Chapter Treasurer and Chapter Member at Large. The elected Chapter officers shall be called the “Chapter Executive Council”.
- Committee Chairs as appointed by Executive Council. Committees, as needed can be established by the Executive Council.
- Elected Officers and Committee Chairs must be current members of NCMA. The duties of the Chapter Officers and Committee Chairs are as stated in NCMA’s policy and procedure documents.
- The Orange County Chapter shall have a Council of Advisors. The members of the Council of Advisors shall be nominated by the Chapter Executive Council and meetings shall be chaired by the Chapter President. The Chapter Council of Advisors shall have similar duties and responsibilities as listed in the NCMA policy on the “Executive Advisory Council.” There is no particular number of Advisors neither required nor dictated within any given year.
ARTICLE III: ELECTION OF CHAPTER OFFICERS
- The chair and members of the Nominations and Elections Committee shall be responsible for filling the slate of officer candidates. The committee shall operate within the guidelines of the NCMA policy on “Nominations and Elections Committee” and ensure that Chapter elections are completed as required by the end of each program year.
- Officer candidates shall be nominated from the general Chapter membership and elected by an affirmative vote of the majority of the Chapter members casting ballots.
- Chapter elections may be held at a Chapter meeting or may be conducted by mail or electronic ballots. Association members in good standing, whose dues are paid in full and assigned to the Orange County Chapter as of the date of the Chapter election are entitled to cast a ballot in Chapter elections.
- If possible, newly elected Chapter Officers should be installed at the last meeting of the program year, but not later than the first meeting of the next program year, to ensure proper authority to act on behalf of the Chapter and in planning actions for the next program year.
- Chapter Officers may be removed from office for cause in accordance with the NCMA By-Laws.
- Vacancies in any elected Chapter Officer position caused during the program year by resignation, succession or other reasons shall be filled by a vote of the members of the Chapter Executive Council, and not the membership as described above. The Chapter member elected to fill such vacancy shall serve until the completion of the term of the vacated office.
ARTICLE IV: TERM OF OFFICE/EXECUTIVE MEETINGS
- The Chapter Executive Council shall convene on a regularly scheduled basis at least once a month either via face-to-face or via telecom to conduct the business of the Chapter.
- The term of the office for the Chapter Officers shall be for one program year, unless changed by Membership vote and update of By-laws.
- The Chapter President shall conduct the Executive Council meetings unless assigned otherwise and will provide each council member with an agenda for the meeting.
- Each member of the Executive Council is responsible for reporting on the activities in their area of responsibility at each meeting. If unable to attend meeting, ensure report is provided to Chapter Secretary for report and minute taking purposes.
ARTICLE V: CHAPTER MEETINGS
- The Chapter shall have regularly scheduled membership meetings during the months of September through June of each program year.
- The time, day and place of Chapter meetings shall be established by the Chapter Executive Council and will be provided to the membership via the Chapter Newsletter, Website and other regular methods of Chapter communication.
ARTICLE VI: CHAPTER ASSETS
- The National Contract Management Association is a 501(c) (6) nonprofit association chartered in accordance with the Internal Revenue Service Code of 1954 and the Articles of Incorporation filed under the Virginia Non-Stock Corporation Act. Therefore, it is imperative that the Orange County Chapter and all of its officers adhere to the fiduciary responsibility conferred on them in the operation of the Chapter. They shall ensure that the Chapter assets are utilized in accordance the NCMA Chapter Guidelines and Article II of the NCMA By-Laws.
- As applicable, each Chapter Officer shall submit a budget to the Chapter Treasurer at the beginning of the program year in accordance with guidelines provided by the Treasurer. The budget shall consist of intended program year expenditures and estimated income from planned Chapter activities for their area of responsibility.
- The Chapter Treasurer shall prepare an overall Chapter budget from the Officers’ inputs and shall submit the program year budget to the Chapter Executive Council. The Chapter Executive Council shall approve the Chapter budget at the beginning of the Chapter program year.
- The Chapter Treasurer shall prepare a monthly report of the financial balance sheet and income/expense sheet for review by the Chapter Executive Council. The financial report shall include the event attendance report from the Chapter Secretary and any other sources of income.
- Specific guidance on disbursement of Chapter funds will be developed and reviewed at the beginning of each Chapter year and address at minimum the use of checks and debit cards by Chapter officers.
- An independent audit shall be initiated by the Chapter Treasurer and approved by the Chapter President at the end of the program year. The independent audit shall be performed by an individual outside the Chapter leadership; that is the individual cannot be an officer, committee chair or serve in any other official volunteer capacity. A formal audit report shall be submitted to the NCMA Headquarters within 90 days of the end of the program year.
ARTICLE VII: BY-LAWS AND AMENDMENTS
- The Chapter By-Laws shall be revised when there are major changes within the Chapter or where NCMA policy that creates an inconsistency between that document and these By-Laws, or every five years. Failure to revise the Chapter By-Laws shall not; however, render these By-Laws invalid.
- Amendments to the Chapter By-Laws shall be proposed in writing to the Chapter President.
- The Chapter Secretary shall be instructed to either mail a ballot of the proposed By-Laws or mail the proposed revisions to the By-Laws to the Chapter membership advising them of the vote on the By-Laws at a scheduled Chapter meeting. Approval of Chapter By-Laws and revisions to Chapter By-Laws shall be determined by either an affirmative vote of the majority of those members present at a scheduled Chapter meeting, or by an affirmative vote of three-fourths (3/4) of the Chapter member ballots received by the specified voting period
- Upon resolution adopted by the Chapter voting members, the NCMA Governance Committee, or the individual/body granted the authority, shall be requested to approve the By-Laws or the By-Laws as amended, as specified in NCMA’s policy.
- A copy of the Orange County Chapter By-Laws and amendments shall be kept in a book of record with the Chapter Secretary.
ARTICLE VIII: CONTRACT MANAGMENET CODE OF ETHICS ANNUAL OBLIGATION
- The Chapter strongly supports integrity and ethics in the government contracting profession. Therefore, the Chapter will start each program year off with a reminder to its members of the importance of complying with the Contract Management Code of Ethics by either pointing members to where it can be found on the NCMA website, handing out copies at the beginning of the program year or reading the Code of Ethics aloud at the first scheduled Chapter meeting.
- At the beginning of the program year all Chapter Officers, Advisors and committee chairs shall be provided a written copy of the Code of Ethics with a signature block at the bottom of the page which they are required to sign and date. These signed copies will be retained by the Chapter Secretary along with the Chapter By-Laws in accordance with NCMA’s records retention policy.