BYLAWS * MAINE CHAPTER OF NENA
Amended: March 8, 2005
ARTICLE I –
PURPOSE & AUTHORITY
Section 1. Name and General Membership Requirement
This organization shall be known as the Maine Chapter of the National Emergency Number Association (ME-NENA).
Its membership shall be open to all persons of good character who meet the membership requirements of these Bylaws adopted pursuant thereto.
Section 2. Purpose
ME-NENA is the Maine State Chapter of (NENA) the NATIONAL EMERGENCY NUMBER ASSOCIATION, an international organization whose purpose shall be to:
A. Lead in the development, availability, implementation, and enhancement of a universal emergency telephone number common to all jurisdiction(s) through research, planning, training, and education; represent its members before communications regulatory agencies and appropriate policy making and legislative bodies; and strive toward all citizens having immediate access to emergency public safety services so that safety of human life, protection of property and civic welfare are benefited to the utmost degree;
B. Aid and assist in the timely collection and dissemination of information relating to a universal emergency telephone number;
C. Prepare, publish and distribute or cause to be prepared, published and distributed a publication at regular intervals. This publication shall contain technical, administrative, operational, training, and educational information considered of interest to the membership of this Association and to other people interested in public safety emergency communications;
D. Provide for membership in this chapter in accordance with the language and intent of its Constitution and Bylaws which are now, and may later be, in effect. Membership shall not be limited other than by classification and good character, and shall have such rights and privileges by classifications as may be provided from time to time.
ARTICLE II – MEMBERSHIP
Section I. Membership Applications
Applications for membership, and the reporting thereof, shall be executed upon standard forms as approved and directed by the Executive Board.
1.1 All membership applications shall be submitted to the Association Office.
1.2 The Association Office will report new members to each Chapter, where applicable.
Section 2. Membership Delegations
The membership of this Chapter shall be divided into the classes of Active Member, Commercial Member, Associate Member, Emergency Dispatcher, and Lifetime Member. Lifetime Member requires no annual member fee.
Members shall be admitted in accord with the classification requirements set forth in this Article. Membership shall not be denied on the basis of race, color, creed, national origin, sex, age or numerical limitation. All members are eligible to serve on committees if appointed.
2.1 Active Member
The following shall be eligible for Active membership in this Chapter: any management, supervisory or support personnel responsible for planning, organizing, staffing, directing, controlling, supporting and/or operating functions required in the design, promotion, construction, installation, maintenance, command and/or operation of public safety emergency communications systems who are employed, compensated, appointed, or elected by a federal, state, provincial, territorial, or local government agency, or an agency substantially supported by government funds, or retired from one of the above categories. (All Active Members of NENA automatically become members of their State chapter.)
2.2 Commercial Member
The following shall be eligible for Commercial membership in this Chapter: those persons in the business sector who receive compensation from the design, manufacture, sale, service, maintenance, lease, rental or promotion of equipment or systems which are used or can be used in public safety emergency systems; and those persons who are engaged in writing, publishing, advising, and consulting in the public safety emergency communications field or who distribute goods and represent companies, firms, or persons including themselves and others engaged in such activities. (All Commercial members of NENA automatically become members of their State chapter.)
2.3 Associate Member
The following shall be eligible for Associate membership in this Chapter: those persons not eligible for the Active or Commercial classes of membership; those persons involved in the emergency communications field in a capacity of support personnel or in non-supervisory or non-management positions; those persons who have otherwise qualified for commercial or active membership but are no longer employed or active in the emergency communications field; or persons with no direct or indirect connection to the emergency communications field in anyway but who wish to support the goals and objectives of NENA. Privileges of Associate Members are restricted as follows: Associate members are nonvoting members of the national association; may not nominate candidates for national office; may not hold national office. Associate members may vote on the Chapter level in matters pertaining to Chapter business, and in the election of Chapter officers, and may nominate candidates for Chapter offices. Associate Members will not receive the annual Membership Directory. (All Associate Members automatically become members of the State chapter.)
2.4 Emergency Dispatcher
Non-management and non-supervisory certified in, engaged in, or employed as emergency telecommunicators, dispatchers, and/or call-takers who wish to further their career in the emergency communications industry and support the goals and objectives of NENA. Emergency Dispatchers may vote on the Chapter level in matters pertaining to Chapter business, and in the election of Chapter officers, and may nominate candidates for Chapter offices.
2.5 All applications and dues are to be sent to the National Office for processing and disbursement.
2.6 Any questions regarding application qualifications will be handled by the National Office.
Section 3. Dues
3.1 The annual dues rates shall reflect the dues rate set by the National Office at the time of registration. A portion of the membership fee for Active and Commercial Members will be returned to the chapter for each member.
3.2 Membership dues are payable once a year in January. Members who are delinquent over 90 days from January 1 shall be dropped from the National and State Chapter Membership Rolls.
A pro-ration schedule will be established to allow for credit to all Active Members, Commercial Members, and Emergency Dispatchers based on their anniversary date. Associate members will not receive pro-ration treatment.
Section 3. Voting and Officer Restrictions
Active Members may hold any office within the association. Emergency Dispatchers may hold the office of Regional Director or Secretary/Treasurer. Commercial Members and Associate Members may not hold Chapter offices. Members holding the position of Regional Director must reside within the Region that they serve. Members can only run for one position/office.
ARTICLE III OFFICERS
Section 1. Designation
The Offices of the Chapter shall consist of the following: President, Vice President, Secretary/Treasurer, and two Regional Directors elected by their Region.
All offices will be filled by election at the Annual Meeting of the Chapter. A succession of officers as set forth in the Bylaws, Article II Section 4, requires only the election of Vice President, Secretary/Treasurer and the one Regional Director at subsequent Annual Meetings.
The term of office for the officers of this Chapter is established by the Bylaws, Article III Section 3.
Section 2. Election Procedure
2.1 The Chairman of the Nominating Committee shall request nominations for particular offices from the membership through a mailing before January 15 in the year of the next annual meeting (April/May). Nominees must be eligible to hold the office nominated for in accord with the By-Laws Article II, Section 3.
2.2 Upon receipt of the nominations, and having confirmed with the nominated that they are willing to serve in that capacity, the Nominating Committee will develop a final slate of candidates and mail ballots to the general membership by February 1. Officers shall be elected by secret ballot from this final slate, prepared as required in Bylaws, Article IV, and this section. The ballots will be returned to the chair of the Nominations Committee by March 1. The Nominations Committee shall count the ballots and prepare the slate of new officers by March 15.
2.3 The Committee appointed by the President will then open and count each ballot. Challenges to the validity of any ballot shall be presented to the Executive Board. Upon completion and certification of the ballot count, the results shall be forwarded to the Chapter President.
2.4 Election to office shall be determined by receiving a simple majority (50% plus 1) of the votes cast. If more than two candidates compete for the same office and a simple majority by one candidate is not achieved, the candidate receiving the most votes shall be declared the winner. Requests for recount must be received within 10 working days of the election date. Recounts will be conducted by the Nominating Committee. The Chapter Secretary/Treasurer will retain custody of the ballots for one year once results are final.
Section 3. Terms of Office
The President, Vice President, and Secretary/Treasurer shall assume their duties and authorities at the close of the Annual Meeting at which they are elected. They shall remain in office until the installation of their successor or the investiture of their successor, as provided in Section 4 herein.
Section. 4 Succession of Office
At each Annual Meeting, an investiture will be held wherein the person holding the office of Vice President shall succeed to the office of President.
Section 5. Vacancies in Office
Vacancies in the office of President shall be filled by the advancement in rank, provided that such fulfillment shall be in acting capacities until the next Annual Meeting where the acting officer shall be eligible for regular investiture to office. Such acting capacities shall have no effect upon their normal terms of office or eligibilities thereto.
Vacancies in the offices of Vice President, Secretary/Treasurer, and either of the two Regional Director posts shall be filled by Presidential appointment as confirmed by the Executive Board, and such approved appointee shall perform his/her duties for the remainder of the term of the office being filled.
ARTICLE IV – OFFICERS (DUTIES AND AUTHORITY)
Section 1. President
The President’s power shall include authority to:
A. Carry out duties as delegated in this Article, and those policies duly adopted by the Executive Board;
B. Appoint special committees to perform tasks deemed necessary;
C. Authorize the necessary expenses of any board member or committee chairperson for the purpose of official chapter business. Such authorization shall be reported to the Executive Board in a quarterly financial statement.
D. Call any committee into session at any time;
E. Engage legal counsel in accordance with Article X of the Bylaws.
In addition to such other authority, the President’s duties shall include the following:
A. Preside at all meetings of this Chapter and/or the Executive Board and serve as Chair of the Executive Board.
B. Appoint committees in accordance with Article IV of these Bylaws:
C. Report on the state of the chapter to the membership during its Annual Conference;
D. Carry out the purposes of this chapter as set forth in its Constitution and Bylaws;
E. Make appointments to fill vacancies in office.
1.3 Parliamentary Authority
The President’s parliamentary decision a formal meeting shall be final, provided it not be in conflict with the Rules of this chapter and for other matters by Roberts Rules of Order to the extent practicable.
Section 2. Vice President
It shall be the duty of the Vice President to perform all the duties of the President in his/her absence or inability to act. When so acting, the Vice President shall have all the powers of and be subject to all the restrictions upon the President.
The Vice President shall have such other duties and exercise such other authority as from time to time may be delegated or assigned by the President or the Executive Board.
Section 3. Regional Directors
Regional Directors are empowered to perform such duties and exercise that authority delegated or assigned by the President or the Executive Board. Maine NENA’s area of influence is divided into two Regions each with one Regional Director.
Region I: York, Cumberland, Androscoggin, Lincoln, and Sagadahoc Counties
Region II: Kennebec, Somerset, Penobscot, Franklin, Oxford, Washington, Hancock, Knox, Waldo, Aroostook, and Piscataquis Counties.
Section 4. Secretary/Treasurer
A. It shall be the duty of the Secretary/Treasurer to provide the notice and keeping of the minutes and records of the Chapter meetings, including the meetings of the Executive Board. The Secretary/Treasurer will be responsible for administrating any and all funds of the Chapter. The Secretary/Treasurer shall have such other duties and exercise such authority as from time to time may be delegated or assigned by the President or Executive Board.
B. The Secretary/Treasurer will make an annual report to the membership at the annual meeting as to the finances of the Chapter.
Section 5. Executive Board
The Executive Board membership shall include the President, Vice President, the Secretary/Treasurer, and both Regional Directors voting. All past Presidents shall serve the Executive Board in an advisory capacity, without vote.
Authority is hereby provided for the Executive Board, between annual meetings, to perform all functions and do all acts which this chapter might do or perform. Its decisions shall be final in matters determined reasonable and proper. It has the power to convene or poll itself by a majority vote.
The duties of the Executive Board are as follows:
A. Make appropriate recommendations to the membership at the Chapter meetings on matters considered by the board since the last Chapter meeting;
B. Supervise all accounts and expenses of the chapter;
C. Review, modify as necessary, and approve the proposed budget of the chapter, such budget to show anticipated revenues by source, anticipated expenses and the desired objective, and anticipated expenses of any projects that are not a part of the regular activities of the chapter.
The Executive Board shall convene bi-monthly meetings at a location as the President shall designate, or as the board itself may otherwise deem necessary to be a majority vote of its members.
A meeting of the Executive Board shall not be official unless attended by a majority of its members.
5.6 Executive Committee
Executive Committee shall be made up of the President, Vice President, and the Secretary/Treasurer. The Executive Committee’s authority shall be to perform all functions and do all acts which this association might do or perform between regular Executive Board meetings. The Executive Committee shall not have the power to amend or change the Bylaws. All actions of the Executive Committee are to be ratified by the Executive Board at its next meeting.
ARTICLE VII – PROCEDURES
Section 1. Amendment Procedure
1.1 State of Restrictions
The Bylaws of this chapter may be amended by an affirmative vote of at least four Executive Board members.
A proposal to amend the Bylaws of the chapter shall be honored from any member. Errors in the format of such proposal shall not be sufficient cause for rejection.
An amending proposal shall be submitted by the maker in written form to the Executive Board, and its format shall in order be:
A. Indication of the name of the maker of the proposal;
B. Indication of the intent of the proposal;
C. Indication of the Executive Board Meeting where consideration is desired;
D. Indication of the Article(s), Section(s) and Paragraph(s) of the Bylaws proposed to be amended;
E. Proposed amending language.
1.3 Drafting of Resolutions to Amend
A resolution to amend the Bylaws of this chapter shall be based upon the required amending proposal and, it shall be so devised and drafted by a designee appointed by the President. A copy of the draft resolution shall be provided to the maker prior to consideration for his/her concurrence.
Participation by the preparer in these matters shall not be construed to imply his/her support of the measures considered therein.
1.4 Effective Date of Amendments
Resolutions passed and adopted by this Executive Board in accord with other provisions of the Bylaws shall be in force and effect upon the adjournment of the Executive Board meeting where considered and adopted, provided an exception to this effect is not otherwise contained in the language of the resolution adopted. Adopted amendments shall be published in the next official chapter publication after adoption.
Section 2. Impeachment
A two-thirds majority vote of the total membership shall be required for the removal from office of an officer of this chapter.
Section 3. Parliamentary Procedure
Upon any questions coming before this chapter not otherwise specifically provided for in the Bylaws, the presiding officer shall be governed to the extent practicable by Roberts Rules of Order.
ARTICLE VI – COMMITTEES
Section I. Standing Committees
1.1 Nominating Committee
The members of this committee are the immediate past President (Chair), and two other members at the discretion of the President.
This Committee shall report a slate of nominees for Vice President and Secretary/Treasurer. It shall also report slate of nominees for the Regional Director post (Region 1 in even number years; Region II in odd number years).
The slate of nominees pre-qualified by the nominating committee using criteria adopted by the board shall be presented to the membership in accord with the election procedure slated in the By-Laws Article III, Section 2.
Section 2. Special Committees
Special Committees may be appointed by the President as necessary. Members of these committees shall serve at the pleasure of the President, and their terms otherwise shall expire concurrently with that of the President.
Section 3. Duties of Committees
Where not otherwise specified, duties of committees shall be designated by the President
ARTICLE VII ANNUAL MEETING
Section 1. Definition
The annual meeting of this Chapter will be held between April 1 and May 31 each year. The date, time and location of the annual meeting will be determined by the Chapter Executive Board.
ARTICLE VIII – OFFICIAL PUBLICATION
Any publications of this chapter shall be governed by the Executive Board. Operation of this publication shall be the responsibility of the chapter president. All official publications of the Chapter shall be posted on the Chapter website. Members not having access to the website may request a copy from their Regional Director.
ARTICLE IX TRADEMARK PROTECTION
Section 1. Statement of Policy
The NENA logo is the registered trademark and its use, except as specifically provided for in this Article, shall be strictly controlled by the NENA National Executive Board.
1.1 Chapters are specifically authorized to use the logo for stationery purposes in the pursuit of their normal business activities.
1.2 The use of the logo in the manufacture of jewelry and hardware and in conjunction with identification and/or commercial activities is expressly prohibited as provided in this section.
1.3 Any deviation from the restrictions of Section 1.2 above shall require the express written authority of the Executive Director in each particular instance.
ARTICLE X – EMPLOYMENT OF COUNSEL
Section 1. Employment Procedure
Counsel shall be employed upon direction of the Executive board.
Section 2. Purpose
Counsel shall be employed for the purpose of providing legal advice to the chapter and for the preparation and presentation of matters before governmental bodies as desired by the chapter
ARTICLE XI GRANTS & CONTRIBUTIONS
Section 1. Application for Funds
The President of this Chapter or any member designated by him/her may make application to philanthropic organizations, corporations, agencies, groups or persons fro grants or contributions of funds or property for carrying out general or specific purposes of this Chapter.
No application or solicitation shall be made to, or contributions received from, any person or agency, except after a determination by the President or Executive Board that a grant or contribution to the Chapter would be motivated by the desire to further the purpose to the Chapter and not to derive personal benefit or privilege to the donor.
Section 2. Acceptance of Grant or Contributions
Any member who may be offered a grant, or contribution, or contract for this Chapter shall immediately notify the President. No grant or contribution shall be finally accepted by the Chapter, except upon approval of the Executive Board. The terms of any such grant or contribution shall be set forth in writing and signed both on behalf of the Chapter and the donor.
Section 3. Administration of Funds
Any grant or contribution to the Chapter shall be credited to its general fund unless, under the terms of thereof, a special fund is prescribed. The budgeting, receipt, custody, and disbursement of any such grant or contribution shall follow the procedure defined for general funds of this Chapter, unless provided otherwise in the terms of the grant or contribution and agreed to by the Executive Board.
ARTICLE XII – RETENTION OF PROPERTY INTEREST
Section 1. Retention of Title
All rights, title, and interest, both legal and equitable, in and to property of this chapter shall remain in the chapter.
Section 2. Requirements for Return of Property
Any property of the chapter in the possession or trust of a member or employee shall be returned immediately to the chapter in the event of his/her death, resignation, suspension, expulsion, or termination of relationship with this chapter.
ARTICLE XIII – DISBURSEMENT OF ASSETS UPON DISSOLUTION
Section 1. Statement of Intent
Should ME-NENA be dissolved, all assets shall be distributed to an organization, or organization of similar purpose as selected by two-thirds majority vote of an annual conference quorum, or by the Executive Board if between annual conferences.