Bylaws of the Montreal Chapter of ARMA International
ARTICLE I – NAME
The name of the Association is “Association of Records Managers and Administrators, inc. – Montreal Chapter” and, in French, Association des professionnels de la gestion de l’information – Section Montréal”.
ARTICLE II – OBJECTIVES
The Chapter is a non-profit association and the nature and purpose of its business and its powers are:
ARTICLE III – Members
Section 1. Classes of members.
A. Regular Member
A duly qualified individual in good standing with the Association entitled to full rights and benefits of ARMA International. Regular membership does convey privileges of voting and hold office at the International level but does not convey the privileges of voting in the Chapter election or holding office.
B. Regular Chapter Member
A duly qualified individual in good standing with the Association and the Chapter entitled to full rights and benefits of ARMA International and is conveyed the privilege of voting in the Chapter election and hold office.
An individual who has been granted life membership by ARMA International’s Board of Directors.
Any enrolled full time post-secondary student. Student membership does not convey the privileges of voting in ARMA International elections, Montreal Chapter elections, or holding Chapter office.
A current or former member in good standing with the Association, who has retired from the profession of records management. Retired membership does not include the privilege of voting in an ARMA International elections, Montreal Chapter elections, holding Chapter office, or receiving The Information Management Journal.
Section 2. Requirements
The requirements of for each of the various classes of membership and the processes for application, in addition to those contained within these bylaws and the bylaws of ARMA International, shall be established and published by the ARMA International Board of Directors. Membership in ARMA or the Montreal Chapter shall not be denied nor abridged on account of race, color, religion, sex, age, national origin, disability, sexual orientation or choice of life style.
Section 3. Qualifications
Any individual holding or occupying a position as manager, supervisor, educator, student or who is generally interested in the field of Records and Information Management, shall be eligible for membership. Any individual so qualified may not be excluded from nor denied membership in ARMA International or a Chapter thereof, subject to the provisions of Section 7 of this Article.
Section 4. Good Standing
A member in good standing is one whose current dues are paid to ARMA International, the Montreal Chapter, and complies with the provisions and obligations of the Articles of Incorporation and the Bylaws.
Section 5 Applications
Applications for membership (regular or student) shall be made in writing on forms furnished by ARMA International for this purpose. Applications are to be sent directly to ARMA International.
Section 6 Non-Renewal and Reinstatement
Members whose dues have not reached ARMA International or the Chapter within one calendar month following the expiration date of membership shall be considered non-renewed.
A non-renewed member or a former member may apply for membership upon full payment of annual Association and Chapter dues.
Section. 7 Censure, Suspension or Expulsion
Any member may be censured or suspended by a majority vote of the Board of Directors of the Chapter for good cause if according to its findings, a violation of any provision or obligation of the Articles of Incorporation, Bylaws, or rules and regulations, has occurred. Any member may be expelled by a two-thirds vote of the Board of Directors of the Chapter for good cause if according to its finding, a violation of any provision or obligation of the Articles of Incorporation, Bylaws, or rules and regulations have occurred. Conduct unbecoming a member, conduct inimical to the welfare of ARMA International or the Chapter, and indebtedness to ARMA International or the Chapter shall also be causes for such disciplinary action. When such action is contemplated, the Board of Directors of the Chapter shall provide written notification to the party concerned, and afford an opportunity for a hearing before the Board or a special committee appointed by the Board for this purpose. Should revocation result, any dues paid to a date beyond such revocation will not be refundable.
Article IV – Officers and Their Duties
Section 1. Officers.
The officers of the chapter shall be a President, Vice President, Secretary, and Treasurer.
Section 2. Qualifications.
All officers shall be members in good standing of ARMA International and the Chapter.
Section 3. Nomination and Election.
Election will be held in June at the General Business Meeting. Officers and Directors shall be elected by ballot, either electronic or paper. If there is only one qualified candidate for any officer or Director position, no ballot will be prepared. The candidate will be considered elected by acclamation and the Chapter membership will be advised. Each member shall be entitled of one vote. Any candidate my protest election results by petitioning the Immediate Past President in writing with verifiable for said protest. The Immediate Past President shall investigate the claims and make a determination as to any action required. The elected candidate shall serve in office until disaffirmed.
Section 4. Term of office.
All Officers shall assume office July 1. They shall serve for a term of two (2) year(s) or until their successors are elected and have assumed duties. No officer except the Secretary or Treasurer shall serve more than two (2) consecutive terms in the same office
Section 5. Vacancies
A vacancy in any office except that of President shall be filled by election by the Board of Directors for the unexpired term.
Section 6. Duties and Responsibilities.
The officers shall perform the duties provided in this section and such other duties as are prescribed in these bylaws, by the board of directors, in the adopted parliamentary authority, or by ARMA International.
President. The President shall:
Preside at all meetings of the Board of Directors and of the members.
Appoint the chairmen of all standing committees with the approval of the Board of Directors.
Appoint all special committees.
See that all orders and resolutions of the Board of Directors are carried into effect.
Be an ex-officio member of all committees except the nominating committee.
Conduct the official correspondence of the chapter.
Other assigned duties
B) Vice-President. The Vice-President shall:
Be an aide to the President
Perform the duties of President in the absence of that officer and in the case of permanent disability or resignation of that officer, shall succeed to that office for the unexpired portion of the term.
Perform the duties relating to promotion and marketing of the Chapter.
Other assigned duties
C) Secretary. The Secretary shall:
Record the minutes of all meetings of the Board of Directors and the membership and send a copy of the minutes to the President within 10 days following the meeting.
Preserve all books and papers belonging to the chapter.
Other assigned duties.
D) Treasurer. The Treasurer shall:
Have custody of all of the funds of the chapter, which shall be deposited in a federally insured institution.
Keep a full and accurate account of receipts and expenditures.
In accordance with the Board of Directors, make disbursements as authorized.
Present a report at all meetings of the Board of Directors and Membership.
Prepare an annual report, which shall be submitted along with the financial records to the Auditing Committee. The Committee when satisfied that the treasurer’s annual report is correct shall sign a statement of that fact at the end of the report.
Submit reports as required by ARMA International.
Section 7. Removal
Any Chapter officer whose conduct shall be considered detrimental to the best interest of the ARMA International or the Chapter or who shall willfully exploit the organization for personal gain or otherwise violate the Bylaws as they are written or other rules or regulations may be removed from his/her office by a majority vote of the Board of Directors.
When such action is contemplated in the case of an officer, he/she shall be entitled to receivespecific charges in writing from the Board of Directors and shall, if he/she expresses a desire in writing, be afforded an opportunity for a hearing before the Board of Directors or a special committee appointed by the Board of Directors for this purpose.
Any Officer removed from office under this section shall be ineligible for election to any office for at least one term.
Article V – Meetings
Section 1. Regular Meetings.
Regular meetings of the members shall be held in the month of September. The dates and arrangements for these meetings shall be determined annually by the Board of Directors at their first meeting held following July 1. In the case of an emergency or extremely bad weather, a meeting may be canceled by the President.
Section 2. Special Meetings.
Special meetings may be called by the president or by a majority of the Board of Directors. Three (3) days or seventy-two (72) hours notice of the meeting shall be given.
Section 3. Annual Meeting.
The meeting held in June shall be the Annual Meeting at which annual reports shall be presented.
Section 4. Quorum.
Members that are present at the Annual General Business Meeting shall constitute the quorum.
Article VI – Board of Directors
Section 1. Composition.
The Board of Directors of the Montreal Chapter, which is the governing body of the chapter, shall consist of the elected officers and an Event Director and a Communication Director.
Section 2. Duties.
The Board of Directors of the Montreal Chapter shall:
Manage the activities of the Chapter.
Appoint the Auditing Committee and approve its report.
Approve an annual budget.
Select the dates and make arrangements for meetings of the members.
Other duties such as revising and adopting the bylaws of the Chapter.
Section 3. Meetings.
The Board of Directors of the Montreal Chapter shall meet at least six (6) times annually the dates and time to be decided at its first meeting.
A majority of the Board of Directors of the Montreal Chapter shall constitute a quorum.
Special meetings of the Board of Directors of the Montreal Chapter may be called by the President or by a majority of its members. Three (3) days or seventy-two (72) hours notice shall be given
In the case of an emergency or extremely bad weather, a meeting may be cancelled by the President.
Article VII – Finances
Section 1. Fiscal Year. The fiscal year of the Chapter shall begin on July 1st and end June 30th of the following year.
Section 2. Membership Dues. Membership dues for the Chapter shall be set by the Board of Directors in advance of the new fiscal year. The amount will be in addition to the amount designated by the Association. The Chapter shall notify the Association of any changes in local dues no later than May 1st.
Article VIII – Committees
Section 1. Committees. The Board of Directors may create such standing committees, as it may deem necessary, to promote the purposes and carry on the work of the chapter. The term of each chairman shall be for one year or until a successor has been selected.
Section 2. Duties of Committees. Committees shall perform duties as specified by the Board of Directors.
Section 3. No committee work shall be undertaken without the consent of the Board of Directors.
Section 4. Ex officio Member. The president shall be a member ex officio of all committees except the Nominating Committee.
Article IX – Dissolution
The dissolution of the ARMA Montreal Chapter charter should be done according to the Quebec Code ofLaw.
Article X – Parliamentary Authority
The rules contained in the current edition of Code Morin : Procédures des assemblées délibérantes 1994 shall govern the proceedings of the chapter in all cases not provided for in these Bylaws or Articles of Incorporation and ARMA International Policies and Procedures.
Article XI – Amendment
These bylaws may be amended by a two-thirds vote of the active members (Board of Directors) provided that notice of the proposed amendment has been sent in writing at least thirty (30) days prior to the meeting at which the amendment is voted. Proposed amendments shall be reviewed by ARMA International’s Director of Member Services and the Region Manager prior to notice being sent to the members to insure that the proposed amendment does not conflict with ARMA International Policy.