IPMA-HR Southern Region Bylaws

Bylaws for the INTERNATIONAL PUBLIC MANAGEMENT ASSOCIATION FOR HUMAN RESOURCES - SOUTHERN REGION

ARTICLE 1. Name

International Public Management Association for Human Resources—Southern Region (IPMAHR-SR).


ARTICLE 2. Purposes

The purposes for which the Region is organized are:

Section 1. To foster and promote within the territorial limits of the Region all the aims and purposes of the International Public Management Association for Human Re-sources (IPMA-HR).

Section 2. To receive and administer funds exclusively for educational and charitable purposes, as defined in Section 501(c)(6) of the Internal Revenue Code of 1954, as amended, and to that end to take and hold by bequest, devise, gift, grant, purchase, lease, or otherwise, either absolutely or jointly with any other person, persons, or corporation, any property, real, personal, tangible, or intangible, or any undivided interest therein without limitation as to amount or value; to sell, convey, or otherwise dispose of any such property and to invest, reinvest, or deal with the principal or the income thereof in such manner as in the judgment of the Governing Board, will best promote the educational and charitable purposes of the Region without limitation, except such limitations, if any, as may be contained in the instrument under which such property is received, the Articles of Incorporation, these bylaws, or any laws applicable thereto.

Section 3. To assist in keeping human resources professionals informed about significant trends and developments in human resources by providing current information on the latest human resources procedures and techniques.

Section 4. To enable members to increase their professional growth and development by participating in Region programs such as meetings, conferences, seminars, and workshops.

Section 5. To provide a source of contact and communication within the region for human resource professionals at all levels of government (municipal, county, state, and federal) as well as, colleges and universities.

Section 6. To facilitate the sharing of resources and experiences to overcome challenges shared by Region members.

Section 7. To bring the purposes and objectives of IPMA-HR closer to the individual and provide a means for a continuous program of activity in each locality.

Section 8. To provide an identifiable link with IPMA-HR and local Chapters through which they can develop a stronger professional human resources association.

Section 9. Not-withstanding any of the foregoing:

(a) The purposes for which the Region is organized and operated shall be confined to those, which are exclusively educational, scientific, and charitable, as defined in Section 501(c)(6) of the Internal Revenue code of 1954, as amended.

(b) No part of the net earnings of the Region shall inure to the benefit of any member, officer, employee, or member of the Governing Board of the Region, or any private individual (except that reasonable compensation may be paid for services rendered to or for the Region affecting one or more of its educational or charitable purposes); no substantial part of the activities of the Region shall be used for the carrying on of propaganda, or otherwise attempting to influence legislation; and the Region shall not participate in or intervene in (including the publication or distribution of statements) any political campaign on behalf of any candidate for public office.

(c) Notwithstanding anything herein above contained, in the event of the dissolution or liquidation of this organization, any surplus funds, in excess of the then current outstanding liabilities, shall be transferred and delivered to the International Public Management Association for Human Resources, providing that it then has tax exempt status under existing United States Internal Revenue Codes and Regulations, and, in the event that it cannot or will not accept the same, then to any religious, charitable, scientific, or educational institution having tax exempt status, as may be designated by the Governing Board. In no event shall any of the funds be disbursed to the members of the association on final liquidation.


ARTICLE 3. Organization

The International Public Management Association for Human Resources—Southern Region (IPMAHR-SR) shall consist of one general organization representing all chapters and conference attendees within the regional boundaries of Alabama, Arkansas, Florida, Georgia, Kentucky, Louisiana, Mississippi, North Carolina, Oklahoma, South Carolina, Tennessee, Texas, and Virginia.


ARTICLE 4. Governing Board

Section 1. The Governing Board has the responsibility of conducting the business of the Region. The Board shall consist of a President, a President-Elect, the Immediate Past-President, the Regional Member of the IPMA-HR Executive Council, and individuals appointed pursuant to Section 2 of this Article to At-Large Governing Board positions. IPMA

Section 2. The President may appoint, with the approval of the Governing Board, no more than three (3) individuals to serve as At-Large members of the Governing Board. Such individuals shall be:

(a) voting members of the Governing Board,

(b) appointed for a one (1) year term,

(c) active members of a state Chapter, if one exists, and

(d) active members of the International Public Management Association for Human Resources.

Section 3. The President-Elect shall be elected every second annual meeting and shall serve from July 1 of the year in which elected through June 30 of the second year; or thereafter until their successors have been elected and have qualified. The President-Elect shall be accessioned to the office of President and the President to Immediate Past President upon the election of the President-Elect. The Regional member of the Executive Council of the International Public Management Association for Human Resources shall be elected at each third annual business meeting of the Region, dating from 1961.

Section 4. If the Regional member of the Executive Council moves from the Region, or otherwise vacates the position, the unexpired term shall be filled temporarily by action of the President of the Region with consent from a majority of the remaining members of the Governing Board until the next annual business meeting of the Region. In the event of a vacancy in the Presidency by reason of resignation or inability to serve, the President-Elect shall serve as President. Interim vacancies of other positions on the Governing Board by reason of resignation or inability to serve may be filled temporarily by action of the President with consent from a majority of the remaining members of the Governing Board.

Section 5. The President may appoint any individual to perform administrative duties as he/she shall delegate. Any such person(s) appointed shall attend the Governing Board meetings, shall have input into the discussions of the association and shall have the right to vote on matters brought before the Governing Board.

Section 6. All elected members of the Governing Board must be active members of the International Public Management Association for Human Resources at the time of their nomination and must remain active members of IPMA-HR for the duration of their term.

Section 7. President

(a) The President conducts the business of the Region in accordance with the by-laws and policies of the Region and shall act as Chairperson of the Governing Board.

(b) The President presides over the annual conference, the annual business meeting and all Governing Board meetings. The President in conjunction with the President-Elect shall have the responsibility for developing and coordinating the program for the annual conference of the Region and shall be in charge of promoting the Regional Conference.

(c) The President appoints any and all committees necessary to conduct the affairs of the Region. Standing Committees include, but are not limited to:

(1) Nominations

(2) Resolutions

(3) Site Selection

(4) Audit

(5) Awards

(6) Communications and Outreach

Section 8. President-Elect

(a) The President-Elect serves as the acting President of the Region in the absence of the President, or for the unexpired portion of the President’s term in the event of a vacancy in the Presidency.

(b) The President-Elect serves as Chairperson of the Site Selection and Bylaws Committees and is responsible for (1) nominating Site Selection Committee members, and (2) seeking bid proposals by contacting in writing each agency member and chapter president in the Region.

(c) The President-Elect, in conjunction with the President shall have the responsibility for developing and coordinating the program for the annual conference of the Region and shall be in charge of promoting the Regional Conference.

Section 9. Immediate Past President

(a) The immediate Past President assists the incoming President with finalizing business from the annual conference until the President-Elect officially takes office July 1.

(b) The immediate Past President serves as Chairperson of the Nominations, Audit and Awards Committees.

(c) The immediate Past President, in conjunction with the Host Chapter representative are responsible for all hotel accommodations for the next 2 annual conferences while in the position. All logistics and contractual agreements will be finalized through the office of immediate Past President.

Section 10. Regional Executive Council Representative

(a) The Regional Executive Council Representative shall be elected for a three (3) year term that runs from January through December.

(b) The Executive Council Representative provides a direct line of communication from the Region to the Executive Council in an effort to keep the Region’s leadership informed of the overall activities of the Association.

(c) The Executive Council Representative shall be responsible for assisting in the development and chartering of chapters in the Region.


ARTICLE 5. Meetings

Section 1. The Region will hold an annual conference neither earlier than January 1 nor later than July 1 of each year. The annual conference will be held in a place to be determined by the Governing Board upon the advice and recommendation of a Site Selection Committee.

Section 2. The Governing Board may postpone, suspend, or relocate any meeting of the Region due to any real emergency, but shall notify the Chapters of the Region of the reasons for such a postponement, suspension, or relocation.

Section 3. Special meetings of the Region may be called upon the written request of at least three-quarters (3/4) of the Chapter Presidents within the Region or twenty-five (25 %) of the persons who attended the last regional conference and who represent a majority of the states in the Region and paid the full conference registration. Such a request shall be directed in writing to the President. The President shall thereupon issue the call for such a meeting.

Section 4. A simple majority of the attendees voting shall constitute a quorum at any annual or special meeting.

Section 5. The meetings and proceedings of the Association shall be regular and controlled according to Robert’s Rules of Order (Revised) for parliamentary procedure, except as may be otherwise provided by these by-laws.


ARTICLE 6. Nominations and Voting

Section 1. Any individual who has paid his or her full conference registration shall be entitled to participate in the affairs of the Region.

Section 2. In order to vote on any issue affecting the International Public Management Association for Human Resources, the voter must be a current member of IPMA-HR.

Section 3. Nominations shall be carried out and meet the requirements as prescribed by the Regions’ Standing Rules.


ARTICLE 7. Committees

The President may appoint any and all committees necessary to conduct the affairs of the Southern Region and shall appoint the chair of each committee. However, there shall be:

Section 1. An Audit Committee to audit the financial records of the Region. This annual audit is to be conducted during the Southern Region Conference and a report made to the membership during the Region’s business meeting.

Section 2. A Site Selection Committee which, shall and whenever possible, shall have one (1) voting member from each state within the Region. The Committee shall review bids from each group wishing to make a presentation and recommend to the Governing Board a conference site two years in advance, if possible.

Section 3. A Nomination Committee charged with certifying that candidates for the position of President-Elect meet the criteria established within these bylaws. The Nominations Committee shall also be responsible for voter certification and conducting all elections.

Section 4. A Resolutions Committee which shall be responsible for preparing all resolutions to be voted on during the annual meeting.

Section 5. An Awards Committee charged with soliciting nominations and selection for the annual Edwin L. Swain Award and the Dayna Petete Outstanding Chapter Award. The work of the Committee shall be completed prior to the annual Region Conference.

Section 6. A Communications and Outreach Committee charged with promoting and marketing the activities and events of the Southern Region. This Committee will communicate HR best practices and trends via technology, social media, and other mass communications forums.


ARTICLE 8. Use of Funds; Site Selection Financial Policy

Section 1. The primary funding for the Region is from revenue received from the annual Regional Conference and IPMA-HR rebates. Profits or losses from the annual Regional Conference will be split between the Southern Region and the Host Chapter by 50%, or in the case of a combined Regional Conference, the formula for distribution of funds will be determined in advance of the Conference.

Section 2. All funds received into this organization will be used to further the development of sound human resources administration by providing workshops, conferences, and special programs in the various fields related to public human resources activities. In addition, the funds will provide travel expenses for the President, Executive Council Member and/or Governing Board designee to attend State Chapter Meetings and the International Conferences as a representative of the Southern Region. Additionally, funds are available each year for the President, President-Elect, and Regional Executive Council Representative to attend the IPMA-HR Leadership Conference.

Section 3. A formal unified detailed written budget for all incoming revenues and expenditures shall be developed and delivered each fiscal year (July – June) by the President and Treasurer to the Governing Board for both Southern Region and the Host Chapter. The Governing Board shall review the budget, make adjustments as necessary, and approve the budget at its meeting held during the Annual Southern Region Conference. The Budget shall set limits on allowable expenditures for each Committee established by the Governing Board. The President shall be permitted a maximum discretion of ten (10%) percent for each of those limits. Any expenses beyond limits must be approved by the full Governing Board.

Section 4.. At the discretion of the Executive Council of the Southern Region, the Southern Region may contribute an amount not to exceed 25% of their available budget to assist a host Chapter with administrative expenses related to the Southern Region Conference or a Joint Conference between the Southern Region and another Region of IPMA-HR.


ARTICLE 9. Records

Section 1. Annually the President shall be responsible for assuring that the essential records of the Region are maintained, collected and passed on to IPMA-HR headquarters where they are permanently and safely stored in accordance with the Standing Rules.

Section 2. Essential records to be maintained include: (a) minutes of all meetings of the Governing Board with attached reports; (b) programs of meetings; (c) bylaws, including notices of amendments; (d) policy decisions; (e) bank books and financial records; (f) other pertinent reports.


ARTICLE 10. Amendments

Any provision of these bylaws may be suspended or amended by a two-thirds (2/3) vote of the eligible attendees present and voting at any session of any meeting of the Region, due notice in writing of the proposed suspension or amendment, having been given, at least one (1) day prior thereto.


ARTICLE 11. Savings Clause.

All provisions of the bylaws of the International Public Management Association for Human Resources—Southern Region (IPMAHR-SR), codified or un-codified, in conflict with the provisions of these bylaws hereby repealed. All other provisions of the bylaws of the International Public Management Association for Human Resources—Southern Region (IPMAHR-SR), codified or un-codified, not in conflict with the provisions of these bylaws, shall remain in full force and effect.

Adopted April, 1979

Revised May, 1990

Revised May, 1993

Revised April 24, 2001

Revised April 28, 2004

Revised April 25, 2005

Revised April 20, 2008

Revised May 19, 2015

Revised May 22, 2018