Charlotte Chapter of the American Payroll Association

American Payroll Association

The Charlotte Chapter

CONSTITUTION

ARTICLE I – NAME

Section 1: The name of this organization shall be the Charlotte Chapter, herein referred to as the Chapter. This is an autonomous and independent chapter of the American Payroll Association (APA), herein referred to as the Institute.

ARTICLE II – PURPOSE

Section 1: The purpose of this organization is as follows:

  1. To provide Payroll Professionals with networking opportunities and a forum for the effective exchange information, payroll knowledge, ideas, trends and experience for the benefit and education of its members.
  2. To recognize and promote the payroll profession and its image within the business environment and our community.
  3. To promote the highest standards of professional and payroll ethics

ARTICLE III – MEMBERSHIP

Section 1: Membership is open to payroll, human resources, and other professionals or interested persons concerned with the development, maintenance, and operation of payroll and related functions, who are members of the Institute.

Section 2: Membership in this Chapter is available only to individuals.

Section 3: All candidates for membership must: 1) Submit a properly completed membership application, including their Institute membership number, and 2) pay the annual dues fee in effect at the time of the application. All applications are subject to approval by the Chapter. This constitutes a “Regular Membership”. Associate Membership is for the Local Chapter only, not as a member of the Institute. Limited Associate Memberships are available, based on 25% of the total Chapter membership. Corporate Membership plans are included as Regular Membership, based on the requirement that one person in the corporation subscribes to the National APA. Corporate Memberships will be based on the following:

1-5 members = $100

6-15 members =$250

16+ members = $400

Section 4: A prospective member will be granted Regular Member status upon approval of their application. Associate Member status will be dependent on availability of those memberships.

Section 5: Membership shall remain in effect for a maximum of 12 months, commencing from the date of approval of the membership application, or from April 1, whichever is later. Membership expires each year on March 31.

Section 6: All members are asked to share their knowledge and experiences with other Chapter members.

Section 7: The Chapter will conduct membership drives annually.

Section 8: Regular Members status of a member will be canceled if the appropriate annual dues are not received by April 30th, the Chapter renewal date, and Institute membership is not current. Associate Member status will be canceled if the appropriate annual dues are not received by April 30th, the Chapter renewal date.

ARTICLE IV – DUES AND FEES

Section 1: Annual dues and fees shall be established by the majority of the Regular Members in attendance at the pre-notified voting meeting and will be effective the following calendar year.

Section 2: Annual dues are payable on or before a member’s annual renewal date. Payments received within 30 days of the renewal date will be considered timely.

Section 3: Fees for special events shall be established by a majority of the current Officers.

ARTICLE V – OFFICERS AND DIRECTORS

Section 1: All officers and directors of the Chapter must be members of both the Institute and the Chapter.

Section 2: The officers and committee chairpersons of this Chapter shall be: President, Vice President, Secretary, Treasurer, Webmaster, Director Education, Director Membership, and Direct Hospitality and Special Events. In addition, Officers Elect and Directors Elect shall be considered current officers upon the announcement of their election and appointment.

Section 3: Duties and responsibilities of the Officers and Directors shall be as follows:

PRESIDENT

 

  1. Leads, plans, directs, and oversees all Chapter activities to ensure full benefits to all members while protecting the integrity and intent of the Chapter and the Institute.
  2. Conducts and presides over all meetings and conferences.
  3. Periodically forms working committees that will perform assigned tasks.  Chairpersons may be volunteers.  All volunteering candidates must be approved by 3/4ths majority of the current officers.
  4. Gives guidance to Committees and receives regular activity reports and project updates. 
  5. Acts as an ex-officio member of all committees.
  6. Acts as general manager and supervisor of the affairs of the Chapter.
  7. Answers questions from the membership (verbal or written) within the limits of the office’s realm of government regulations.
  8. Selects, purchases and distributes awards as determined by majority of officers.
  9. Selects, purchases and distributes gifts for speakers.

 

      VICE PRESIDENT

 

  1. Works directly with the President in the planning and protection of the integrity and intent of this Chapter.
  2. Will fulfill/assume the duties and responsibilities of the President as needed or directed by the Membership. A new Vice President will be elected in the event that the vice president must permanently assume the duties and responsibilities of the president.  If the Vice President cannot for any reason assume the Presidential duties, then an election to fill the position of President will be held.
  3. Assists the Chapter President in all administrative functions.
  4. Secures speakers for program presentations at meetings and seminars.
  5. Works directly and purposely with the Education Chairperson to ensure fulfillment of the needs or directed by the Membership. 
  6. Maintains Honorarium relationships to guarantee continued support from previous and potential speakers and other professional contacts helpful to the Chapter.

SECRETARY

 

  1. Works directly with the President in the planning and protection of the integrity and intent of this Chapter.
  2. Records minutes, resolutions, votes and other pertinent issues and events at each meeting, or obtains from a substitute, and submits to each Officer following each such meeting.
  3. Gives proper notice of meetings to all members and officers.
  4. Ensures that all correspondence, minutes and records regarding the business of the Chapter are duly obtained, maintained, and safeguarded.
  5. Produces and distributes newsletter to all active and prospective members, based on database maintained by Director, Membership.
  6. Handles all chapter correspondence, including confirmations, thank you notes to speakers, and notifications of meetings.
  7. Orders and maintains current and adequate supplies of stationary, brochures, etc., for availability and convenience of the Membership.
  8. Acts as center for information, either to relay or gather, by telephone or in written format, to officers, membership and APA National.
  9. Provides reports and records to the Institute as required.
  10. Submits regular reports of activities and project status to the President.

TREASURER

 

  1. Works directly with the President in the planning and protection of the integrity and intent of this Chapter.
  2. Collects dues, and other receivables of the Chapter.
  3. Supplies receipts for dues paid upon request.
  4. Reviews and pays bills of the Chapter.
  5. Maintains records of the financial activity of the Chapter in accordance with generally accepted accounting principles, and safeguards permanent financial records of the Chapter.
  6. Maintains in dual custody with the President, the Chapter Bank Account(s).
  7. Obtains new and proper signatories for the Chapter accounts and tax returns.
  8. Regularly gathers incoming mail and redistributes as necessary and depositing all incoming moneys to the Chapter bank account(s) in a timely manner.
  9. Assists and prepares proposals and costs estimates for programs and activities for the Chapter.
  10. Submits monthly financial reports to the President and membership as requested. 

DIRECTOR, EDUCATION

 

  1. Works directly with the President in the planning and protection of the integrity and intent of this Chapter.
  2. Provides educational programs, and materials to enhance the knowledge of the Chapter members.
  3. Works directly with the President and Vice President to ensure the educational programs and materials promote the integrity and the intent of the Chapter and the Institute.
  4. Coordinate speaker information with the Vice President for CEU purposes.
  5. Submits form(s) to obtain Continuing Education Units (CEU) credits for monthly meetings and special events, programs and seminars.
  6. Completes and distributes CEU forms to members.
  7. Obtains committee members as required and acts as Chairperson at Education Committee meetings.
  8. Coordinates study group for the CPP examination.
  9. Submits regular reports of activities and project status to the President.

 DIRECTOR, MEMBERSHIP

 

  1. Works directly with the President in the planning and protection of the integrity and intent of this Chapter.
  2. Maintains current databases for contact and mailing purposes.  Required categories: a. Regular Members, b. Guests, c. Speakers, d. Other Chapters.  Database should include basic member information:  name, title, company, mailing address, phone number, Institute membership number, Chapter membership number; membership date for use in renewal of membership and collecting annual dues
  3. Obtain committee members as required and act as Chairperson at Membership Committee meetings.
  4. Contact new Institute members to invite them to become a member of the Chapter.
  5. Requests updated mailing lists from APA National to boost local membership
  6. Verifies that all members of the local chapter are members of the Institute.
  7. Provide sign-in roster for meetings and special events.
  8. Register members/guests upon arrival at meetings.
  9. Maintain member/guest nametags including distribution/collection at monthly meetings and preparation for new members.
  10. Submits regular reports of activities and project status to the President.

DIRECTOR, HOSPITALITY AND SPECIAL EVENTS

 

  1. Works directly with the President in the planning and protection of the integrity and intent of this Chapter.
  2. Arranges for refreshments for Chapter meetings by purchase with Chapter funds, or by contacting sponsors. 
  3. Maintains and operates 50/50 drawing at Chapter meetings.
  4. Submits routine reports of activities and project status to the President.
  5. Provides announcement of refreshment sponsor at meetings and maintains Chapter refreshment supplies
  6. Must stay and help clean up after the meetings.
  7. Maintains and operates 50/50 drawing at Chapter meetings.
  8. Solicits and distributes prizes for special events.
  9. Maintains Chapter scrapbook.
  10. Selects, assembles, and submits materials for programs sponsored by the Institute, e.g. The Chapter of the Year Award.
  11. Sends in photos and information to APA National for possible publication in PayTech Magazine or Payroll Views and News. 
  12. Coordinates all Chapter and National activities and programs connected with National Payroll Week. 

 

Webmaster

  1. Works directly with the President in the planning and protection of the integrity and intent of this Chapter.
  2. Works closely with all officers to maintain up-to-date information on the website.
  3. Post jobs as they are made available to Chapter members.
  4. Submit routine reports to the Chapter President concerning projects and any suggestions to make the site more user friendly 

Section 4: A Charlotte Chapter member appointed by the Institute to the position of National Advisory shall be an officer of this Chapter for the duration of their term as National Advisory. The National Advisory member will be the National Chapter Coordinator jointly with the President. When the National Advisory position is active, the duties/responsibilities of the position shall be:

 

   1.   Maintains and disseminates current and timely information regarding the Institute’s educational benefits and events.

   2.   Seeks advice from the Institute when directed by the membership, the Officers, or when otherwise necessary.

   3.  Acts as liaison with the Officers for special event participation requests from the Institute, including research projects.

Section 5: The term of service for all officers and committee chairpersons shall be 18 months; the first 6 months as officer/director elect (September through March) and as officer/director commencing April 1. The term limit will be 2 consecutive terms of 18 months. Elections/Campaign meetings are held in a neutral location. Elections and appointments will be held in May. Results of elections will be announced at the conclusion of the June meeting. Appointments will be published in the next bulletin. Current officers and directors will work with newly elected officers and directors for 6 months as “Position Elect”. Special elections may be held as required, for example, see Article V, Section 3, Item B, Number 2.

Section 6: Current officers and directors may be removed by a 2/3rds majority vote of the current board of directors for failure to meet the minimum requirements and responsibilities of the respective office. This can be a combination of unsatisfactory performance, failure to fulfill duties as outlined in the job description and/or missing more than one third of the required board and monthly meetings. 

These decisions will not be made without prior notification to the board member in question. Decision are made after giving due consideration to all input and/or feedback provided by the board member in question prior to voting by the board of directors.

ARTICLE VI – GUESTS AND NONMEMBERS

Section 1: Guests and nonmembers are welcome to attend regular Chapter meetings. Rates of no less than 120% of Regular Members cost will be charged for any special meetings, programs or seminar when an additional fee has been established.

Section 2: Members of other APA Chapter who are not member of the Charlotte Chapter are considered guests for the purpose of meetings several Chapters, an exception can be made by a 2/3rds majority vote of the Executive Board of Directors.

ARTICLE VII – VOTING

Section 1: On all voting matters, only regular, current paid members can vote.

Section 2: Voting is by simple majority regular, current paid members in attendance at meetings, or as specified within the Articles of this Constitution. A quorum will not be required.

Section 3: The President shall not vote unless it becomes necessary to break a tie vote.

ARTICLE VII – MEETINGS

Section 1: Meeting will be held monthly on the third Thursday, except for November, December and January.

Section 2: A Calendar of topics and locations for meetings will be established and presented to the members on a regular basis. Meetings, times and locations are subject to change.

Section 3: Meetings of this Chapter shall be conducted in accordance with Roberts Rule of Order except where superseded by other Articles within this Constitution.

ARTICLE IX – AMENDMENTS

Section 1: This Constitution may be amended by a majority vote of the regular Board Members in attendance at the pre-notified voting meeting.

ARTICLE X – CHAPTER PRESIDENT

Section 1: The Chapter President is expected to attend the Carolinas Payroll Conference and represent the Chapter at that meeting. It is the intent of the Chapter to pay the Conference Registration fee for the President for this purpose not to exceed $300.

ARTICLE XI – TREASURY RULES

Section 1: Any items ordered by Chapter Officers exceeding $100 must be approved and voted on by majority of Chapter Officers. Purchases must be inspected for quality and the invoice checked for accuracy by the person(s) making the purchase before submitting to the Treasurer for payment.

 

 
 
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