Association Bylaws
CONTINGENCY PLANNERS OF OHIO
P.O. Box 340554
Beavercreek, OH 45434-0554
ASSOCIATION BYLAWS
As amended March 2010
Approved TBD
TABLE OF CONTENTS
ARTICLE I - NAME 3
SECTION 1 - INCORPORATION 3
SECTION 2 - COPYRIGHTS 3
SECTION 3 - DISCLAIMER OF ENDORSEMENT 3
ARTICLE II - FOUNDING PRINCIPLES 3
SECTION 1 – TERMINOLOGY 3
SECTION 2 - OBJECTIVES 4
SECTION 3 - CODE OF ETHICS 4
ARTICLE III - MEMBERSHIP 5
SECTION 1 - CLASSIFICATION OF MEMBERSHIP 5
SECTION 2 - MEMBER RIGHTS AND ENTITLEMENTS 5
SECTION 3 - MEMBERSHIP DUES 5
ARTICLE IV - MEETINGS 6
SECTION 1 - MEMBERSHIP MEETINGS 6
SECTION 2 - PARLIAMENTARY AUTHORITY 6
SECTION 3 – VOTING 6
ARTICLE V - ADMINISTRATIVE POSITIONS 7
SECTION 1 - EXECUTIVE COUNCIL 7
SECTION 2 - QUALIFICATIONS 7
SECTION 3 - METHOD OF SELECTION (ELECTIONS) 7
SECTION 4 - TERM OF OFFICE 8
SECTION 5 - VACANCY IN ELECTED OFFICES 8
SECTION 6 - REMOVAL OF AN OFFICER 8
ARTICLE VI - ADMINISTRATIVE DUTIES 9
SECTION 1 - EXECUTIVE COUNCIL 9
SECTION 2 – PRESIDENT 9
SECTION 3 - VICE-PRESIDENT 10
SECTION 4 – TREASURER 10
SECTION 5 - SYSTEM INFORMATION COORDINATOR 11
SECTION 6 - PROGRAM DIRECTOR 12
ARTICLE VII - COMMITTEES 12
SECTION 1 - STANDING COMMITTEES 12
SECTION 2 - AD HOC COMMITTEES 13
ARTICLE VIII - BYLAWS 13
SECTION 1 - AMENDMENTS TO BYLAWS 13
SECTION 2 - CURRENT RELEASE 14
ARTICLE I - NAME
SECTION 1 - INCORPORATION
The Contingency Planners of OHIO is a not-for-profit organization incorporated by and under the laws of the state of Ohio.
At such time as this organization should be dissolved, any moneys remaining after all debts are paid shall be distributed as directed by the then current Executive Council, but shall not entitle any member to share or interest in the funds of the organization.
SECTION 2 - COPYRIGHTS
The name Contingency Planners of OHIO, the initials CPO, and the organization logo are copyright protected.
SECTION 3 - DISCLAIMER OF ENDORSEMENT
No individual member or group of members representing the Contingency Planners of OHIO shall have authority to endorse or recommend any product, service, or organization in the name of Contingency Planners of OHIO unless so authorized by the Executive Council in accordance with these Bylaws.
ARTICLE II - FOUNDING PRINCIPLES
SECTION 1 – TERMINOLOGY
The Contingency Planners of OHIO will herein be known as CPO.
1. The terms “Contingency Planning”, “Business Resumption Planning”, “Business Continuity Planning”, “Disaster Recovery Planning”, and any other related terminology will herein be referred to simply as Contingency Planning.
2. The phrases "members in good standing", "CPO Members", "Members", and "Member Status" all refer to individuals with the full membership classification, rights, and entitlements as defined in these Bylaws.
3. The phrases "Regular Meetings" and "General Membership Meetings" refer to the normally scheduled monthly meetings for the CPO membership.
4. The phrases “Executive Council Meeting” or “Council Meeting” refer to the normally scheduled monthly Executive Council meetings.
5. The term "Roundtable Discussions" refers to times when a formal presentation is replaced with open-topic discussions during Regular Meetings of the CPO general membership.
SECTION 2 - OBJECTIVES
CPO shall provide an organized forum for the free exchange of information, experiences, ideas, and methodology relating to Contingency Planning.
CPO shall provide educational presentations on topics related to Contingency Planning and of general interest to its membership.
SECTION 3 - CODE OF ETHICS
All members, guests, and presentation speakers in conjunction or connection with any and all CPO activities shall:
1. Abide by the Bylaws and policies of CPO.
2. Keep confidential anything of sensitive or proprietary nature.
3. Properly register at all CPO meetings and activities.
4. Conduct themselves and their activities in a professional business manner.
5. Not engage in sales activities, solicitation, or personnel recruiting unless both members are willing to participate in the exchange.
6. Not conduct any other activity contrary to the purpose and objectives of CPO.
7. Not distribute any non-CPO business related materials or post displays of any kind, without the approval of the Executive Council.
8. Be prohibited from the use of the CPO General Membership List, Conference Mailing List, or any other contact list or subset thereof, except for CPO business.
9. Restrict use of CPO proprietary documents to the use of CPO as defined by the Bylaws and the Executive Council.
10. Vendors and or consultants asked to speak during any type of meeting should present without selling their products. Vendors/Consultants will be provided the opportunity to display their brochures for anyone who may be interested.
11. The Executive Council shall serve as a Review Board in matters of violation of the Code of Ethics, and upon majority vote shall have the power to revoke an individual's Member Status.
ARTICLE III - MEMBERSHIP
SECTION 1 - CLASSIFICATION OF MEMBERSHIP
CPO membership is available to any individual with an interest in Contingency Planning, and shall not be restricted by race or color, sex, age, religious affiliation, physical challenges (handicap), or national origin.
Member Status is granted upon payment of all current dues and fees. Members whose dues are delinquent shall forfeit Member Status.
CPO Members agree to be bound by these Bylaws and Code of Ethics.
SECTION 2 - MEMBER RIGHTS AND ENTITLEMENTS
Member status entitles the individual to:
1. Access to the MyCPO portion of the CPO website. This section contains the Member Directory, Library, Newsletters and Job Postings.
2. CPO Member discounts on any CPO sponsored event or merchandise if available.
3. Voting privileges on general issues and the election of officers.
4. Ability to serve on committees as appropriate.
5. Qualify for 3 Continuing Education Points to be put toward certifications.
6. Membership shall not entitle any member to any share or interest in the funds of the organization.
SECTION 3 - MEMBERSHIP DUES
The term of membership for which dues are paid shall be consistent with the fiscal year of the organization. The fiscal year of this organization shall be from 1 January to 31 December of each year.
Dues shall be established annually, at a level sufficient to cover the administrative costs of the organization.
Dues shall be paid by 31 March and thereafter considered delinquent. Delinquent members will have all membership entitlements, including the newsletter, suspended until they again become members in good standing.
Types of Memberships
1. General Membership: This membership is for all members except those that qualify for a retiree or student membership
2. Retiree Membership: This membership will be offered at a 30% discount off the current annual membership fee. The requirement for this membership is the member must no longer be actively involved in a paid Contingency Planning role.
3. Student Membership: This membership will be offered at an annual membership fee of $10.00. The requirement for this type of membership is the student must be enrolled and provide verification of enrollment as a full time student within a recognized learning institution.
ARTICLE IV - MEETINGS
SECTION 1 - MEMBERSHIP MEETINGS
CPO shall conduct Regular Meetings:
1. One Regular Meeting shall be held each month in at least one region.
2. Regular Meetings are open to all CPO Members regardless of region.
3. Regular Meetings are also open and free-of-charge to occasional visitors and guests. A guest or visitor does not have to be a member of CPO to participate in the monthly meetings, however, membership is strongly encouraged to ensure CPO’s continued success and growth.
4. The dates and times for these Regular Meetings shall be established annually by the regional Membership it serves.
5. The location for the Regular Meetings will vary depending on sponsorship by a Member's company, the presentation speaker, and / or CPO.
6. One Contingency Planning related conference per year, sponsored by CPO, may replace one Regular Meeting.
7. A meeting may be canceled by the Program Director due to inclement weather, holidays or regional emergency, such as a pandemic.
SECTION 2 - PARLIAMENTARY AUTHORITY
Rules contained in the current edition of Robert's Rules Of Order, Newly Revised shall govern the proceedings of this organization in all cases not provided for in these Bylaws.
SECTION 3 – VOTING
Individuals with CPO Member Status shall have the right to vote on any issue put before the body assembly of the organization provided they are registered and in attendance at the business meeting.
Voting may be counted by voice, by show of hands, or by ballot in all decisions except the normal election of CPO Officers, which must be by official ballot.
All voting decisions shall result from a simple majority vote of CPO Members present, unless otherwise indicated in these Bylaws.
ARTICLE V - ADMINISTRATIVE POSITIONS
SECTION 1 - EXECUTIVE COUNCIL
The Executive Council will be comprised of the currently elected officers (President, Vice-President, Treasurer, System Information Coordinator and Program Directors) plus the immediate past President.
The immediate past President is limited to an advisory role and may only cast tie-breaking votes in normal Executive Council decisions, but will have one full vote in the Removal of an Officer.
A simple majority is required for quorum and voting in normal Executive Council decisions.
SECTION 2 - QUALIFICATIONS
Candidates for President and Vice President must have previously served one term within the Executive Council.
Candidates for CPO officers must be a member in good standing as of the date of their nomination.
SECTION 3 - METHOD OF SELECTION (ELECTIONS)
The offices of President, Vice-President, Treasurer, and System Information Coordinator shall be elected by the full CPO Membership, while the offices of regional Program Directors shall be elected by the regional Membership served. The Executive Council will establish the annual election date for 4th quarter of each year.
The Elections Committee:
1. The members of the Elections Committee will be identified during the Executive Council meeting in August.
2. The Elections Committee shall ensure that members seeking CPO office fulfill all qualifications defined in these Bylaws.
3. If it is determined that fewer than two members seek any one CPO office, the Elections Committee may actively request an individual to seek office. If additional candidates are not identified, members can run unopposed.
Call for Candidates:
1. The Newsletter for August and September shall identify the members of the Elections Committee, the qualified members seeking office, and the closing date for accepting candidates.
2. Qualified members seeking election to CPO office should notify the Elections Committee of their intentions
3. Candidates will have 30 days to apply in a month during 4th quarter as decided by Council.
4. The acceptance of candidates for office will be closed 30 days prior to the vote.
5. A member may only serve in one office at a time. If nominated for more than one office, the member will decide which office they would like to be considered for.
Voting Process
1. When acceptance of candidates for office is closed (see above), the Elections Committee shall be responsible for preparing the ballots. The candidate names will be listed last name first followed by first name in alphabetical order by office.
2. The Elections Committee shall announce the roster of candidates seeking CPO office in the Monthly newsletter and on the website.
3. The Elections Committee shall distribute one individual ballot to each individual with full Member Status. The distribution of ballots can be accomplished electronically.
4. Voting members shall indicate their choice on their ballot.
5. Members can vote only once per election.
Election Results:
1. The Elections Committee shall collect and count the ballots.
2. The election results shall be based on a simple majority vote.
3. The Elections Committee shall announce the results during the Annual Conference, if available, or in the Newsletter thereafter. Any Member has the right to request a re-counting of the ballots at that time.
4. Election results shall be included in the next published Newsletter.
The Elections Committee shall be responsible for turning over the ballots to the President following the election. The President can destroy the ballots after 6 months.
SECTION 4 - TERM OF OFFICE
The term of office shall consist of one year coincident with the calendar year.
SECTION 5 - VACANCY IN ELECTED OFFICES
In case of vacancy in elected offices, the remaining Executive Council shall, at the next Regular Executive Council Meeting, nominate individual(s) for appointment.
The nominations for appointment must then be accepted by a simple majority vote of the Council Members present.
SECTION 6 - REMOVAL OF AN OFFICER
Complaints or requests for investigation may be made to any member of the Executive Council. The Executive Council will investigate the request or complaint within 30 days.
If the complaint involves a criminal act by an officer, the Executive Council can suspend the officer pending the outcome of an investigation. Law enforcement authorities can be involved. Executive Council will appoint an interim.
If the complaint involves a non-criminal act, such as an officer repeatedly not performing or unsatisfactorily performing duties as specified in the Bylaws, the officer can be asked to resign or be removed from office by a 2/3 majority vote by a quorum of the Executive Council.
All other complaints will be handled by the Executive Council. In all cases, the President or Vice-President will respond to the complainant with 45 days.
ARTICLE VI - ADMINISTRATIVE DUTIES
SECTION 1 - EXECUTIVE COUNCIL
The business of CPO shall be managed by the Executive Council. This includes but not limited to:
1. Conduct regular Executive Council meeting to discuss and plan CPO activities.
2. Authorize use of the CPO General Membership List, Conference Mailing List, and any other contact list or subset.
3. Upon leaving any CPO office, that individual is required to collect all materials related to that office and deliver them to any current Executive Council member.
4. Conduct annual budget planning for CPO activities.
5. Promote CPO with external organizations and encourage new membership.