In 2010-11 the IABC Pittsburgh Board reviewed and updated the Constitution and Bylaws for our chapter.  The update was needed to bring the bylaws in line with the way the chapter operates today, and reflect changes at the regional and international levels of IABC. The proposed revision of the bylaws is posted below.

Some of the notable changes were:

1. Expansion of the geographical area served by IABC/Pittsburgh to include a 50-mile radius around the Pittsburgh area (which may include Eastern Ohio, Western Pennsylvania and Northern West Virginia)
2. Addition of the trial membership category
3. Ability to use email, phone, online and electronic communications for member communications, voting and conducting meetings
4. Reorganization and clarification of the executive board positions:  (Article 8 –Duties of Officers) and that of the administrative coordinator

The bylaws require that amendments to the bylaws be announced to the members and comments invited.  This email constitutes that announcement.  Following that 30 day comment period, the Board will vote on the proposed amendments (planned for the Feb. 8, 2012 meeting). A two-thirds vote is required to pass. The results of the voting will be announced to the members.

Members can  review the  bylaws and return any comments to iabc@iabcpittsburgh.com before Feb. 6, 2012.

CONSTITUTION AND BYLAWS – IABC/PITTSBURGH

ARTICLE 1: NAME AND LOCATION

Section 1 – Name

The name of this organization shall be IABC/Pittsburgh, a not-for-profit organization.

Section 2 – Affiliation

IABC/Pittsburgh shall be affiliated with the International Association of Business Communicators (IABC) with headquarters in San Francisco, California.

Section 3 – Location

The geographical area served by IABC/Pittsburgh shall include a 50-mile radius around the Pittsburgh area (which may include Eastern Ohio, Western Pennsylvania and Northern West Virginia).

ARTICLE 2: MISSION

IABC/Pittsburgh is dedicated to improving the effectiveness of internal and external communication of businesses, organizations, and institutions. The organization’s mission is to:

(a)    Provide lifelong learning opportunities that give IABC members the tools and information they need to be the best in their chosen disciplines.

(b)   Share among our membership best global communication practices, ideas, and experiences that will enable the development of highly ethical and effective performance standards for our profession.

(c)    Champion the communication profession to business leaders.

ARTICLE 3: MEMBERSHIP

Section 1 – Qualification

Membership in this organization shall be composed primarily of professional communicators who value ethical, effective, efficient and excellent communications in their business practices.

Section 2 – Types of Membership

IABC memberships are held by individuals, not organizations, and include:

1. Regular Members. Membership is open to professional communicators, educators, consultants and other professionals in the communication field; as well as retired communicators; This membership also is open to persons in allied fields, such as advertising and printing. Members of IABC/Pittsburgh shall be regular members of the International Association of Business Communicators. (Corporate members – registered through the corporate rate discount—are regular members.)
2. Student Members. Student Membership is open to students of educational institutions and includes a membership to IABC.
3. Honorary Members. Honorary Memberships may be conferred upon individuals at such times and under such terms as the Executive Board shall determine. Honorary Members are non-voting members.
4. Lifetime Members. This membership shall be conferred on members of IABC/Pittsburgh when determined as appropriate by the Executive Board. This is a non-voting membership status with a dues level set by the board.
5. Trial Members. This membership is a one-time only introduction to IABC with a discounted fee to be set by the Executive Board. It expires at the end of a program year (July 1) regardless of start date. It cannot be renewed. This is a non-voting membership in the local Pittsburgh chapter and does not include a membership to the International Association of Business Communicators.

Section 3 – Member Rights

(a)    Voting rights are reserved for Regular Members of the Association, except as otherwise provided in IABC policy, Chapter policy, or these Bylaws.

(b)   Regular Members are entitled to attend and observe all meetings of the Association, the Chapter, and its Executive Board, and meetings of all Associate and Chapter boards, committees, task forces, work groups, forums, and similar subgroups and sessions; by requesting permission from a board member or committee chair. No member or visitor is entitled to address, interrupt, or otherwise participate in such meetings without the express invitation of either the President, chair, speaker, or group leader, or the consent of a majority of the board, committee, or group holding the meetings. The Chapter may establish fees for some meetings. Executive Board meeting dates will be posted and otherwise announced to membership. Members wishing to attend committee meetings through committee chairpersons.

(c)    Regular Members are not entitled to attend sessions of the Executive Board or any other governing group that have been closed in accordance with law, IABC policy, Chapter policy, or these Bylaws.

Section 4 – Service and Participation

Policies governing service and participation for all members shall be determined by the Executive Board of IABC/Pittsburgh, unless otherwise set forth in these bylaws or by the Executive Board of IABC.

Section 5 – Duration of Membership, Resignation and Removal

Membership shall be for the period for which dues are paid. Any member may resign by filing a written resignation with the chapter president. All rights, privileges and interests of a member in or to IABC/Pittsburgh shall cease on termination of membership.

Any member can be removed from membership by a two-thirds vote of the Executive Board. For any cause other than nonpayment of dues, removal shall occur only after the member in question has been given at least 30 days notice of the proposed termination and the reasons for it. The member will have at least 15 days to respond in writing to the Executive Board for forwarding to the executive committee of the International Association of Business Communicators, which then shall make the final determination.

ARTICLE 4: DUES

Section 1 – Establishment of Dues

Chapter dues and other chapter fees shall be set by a two-thirds vote of the Executive Board of IABC/Pittsburgh. Lifetime (500 club) members must pay appropriate Chapter dues.

Section 2 – Cancellation - Members who fail to pay their full dues within 45 days  after they are due shall forfeit all rights and privileges of membership.

Section 3 – Refunds

No dues shall be refunded to any member whose membership terminates for any reason.

ARTICLE 5: ORGANIZATIONAL STRUCTURE

Section 1 – Operating Year
The Chapter’s operating year shall begin when the incoming Executive Board and officers begin their terms on July 1 and shall end on June 30.

Section 2 – Chapter Responsibilities

(a)    The Chapter is a group of Members, meeting the requirement of and chartered by the IABC Executive Board, and is affiliated with IABC and bound by its Bylaws, policies and rules, and by the IABC Code of Ethics for Professional Communicators.

(b)   The Chapter shall organize itself to serve its members in any appropriate manner that does not contravene the Bylaws, policies, or rules of IABC, or the IABC Code of Ethics for Professionals Communicators.

(c)    The Chapter shall remain in good standing, as defined by IABC Bylaws, policies, and rules.

Section 3 – Discretion to Establish Units

The Executive Board, at its discretion, may establish units within IABC/Pittsburgh to serve specific geographical, functional, or other interests. These units may include Special Interest Groups (SIGs).

ARTICLE 6: MEETINGS OF MEMBERS AND VOTING

Section 1 – Regular Meetings

Regular meetings of IABC/Pittsburgh shall be held monthly, except in July, August and December. A meeting may or may not be held in June at the discretion of the board. These meetings will include opportunities for professional development and/or networking.  Meetings can be open to the public, or restricted to members only.

Section 2 – Notice of Meetings

All Members shall be sent electronic or written notice of meetings, including time, location and purpose of the meeting, at least one week prior to said meeting.

Section 3 – Special Meetings

The Executive Board may call special meetings of membership at any time by sending electronic or written notice as specified above. A special meeting of the membership shall be held no less than 30 days after presentation of a request for such a meeting, delivered to the President and signed by at least 40 percent of the total voting membership.

Section 4 – Voting

Voting rights are reserved for Regular members of the Association. Student, Trial and Lifetime Members shall not be eligible to vote. Voting can be conducted electronically, with the majority based on the total of those who reply (not the total amount of members polled.) All eligible members should be included in electronic votes.

Section 5 – Quorum

A quorum of the Executive Board shall consist of a majority of the total number of Executive Board members, as defined in these bylaws.

Section 6 – Cancellation

The Executive Board, by a majority vote, may cancel or postpone any meeting of the chapter for cause, except those called by a quorum of the membership.

Section 7 – Rules of Order

Meetings and procedures of IABC/Pittsburgh shall be regulated and controlled according to Robert’s Rules of Order (Revised) for parliamentary procedure, except as otherwise provided by these bylaws.

ARTICLE 7: OFFICERS

Section 1 – Governing Body

The governing body of IABC/Pittsburgh shall be known as the Executive Board.

Section 2 – Officers

The officers of IABC/Pittsburgh and the members of the Executive Board shall include a
President; Vice Presidents of Professional Development, Membership, Electronic Communications, Marketing and Public Relations, and Finance; and up to five directors. Co-presidents, Co-vice-presidents, Co-directors, or Co-chairs may be elected as deemed appropriate by the Executive Board.

Section 3 – SIG Representation

When SIG groups are formed, there shall be one member of the board who represents any and all Special Interest Groups of IABC/Pittsburgh. The individual will be a voting member of the board and will serve a two-year term. Voting status and term of office for other SIG reps will be determined by the Executive Board.

Section 4 – Qualifications for Office

Any Regular member in good standing within the chapter shall be eligible for nomination and election to office in IABC/Pittsburgh.

Section 5 – Nomination of Officers

Candidates for office shall be selected by a nominating committee, consisting of the Past President, who will serve as chair, the President and up to three members appointed by the president. Nominees will be drawn from submissions by members of IABC/Pittsburgh and recommendations of current board members.

The nominating committee shall present its slate to the Executive Board for approval, and copies of the slate shall be mailed or sent electronically to all voting members at least 15 days in advance of the final meeting of the board year.

Section 6 – Election of Officers

The slate of officers will be mailed or sent electronically to all voting members and voted on by voice vote at the last chapter meeting of the board year or by an electronic vote before May 31.

Section 7 – Terms of Office

All officers shall serve two-year terms, from July 1 until June 30.

Section 8 – Vacancies or Removal

a)      Vacancies in any office on the Executive Board shall be filled for the balance of the term by the Executive Board at any regular or special meeting in accordance with these bylaws. Successors should be named within 30 days of the vacancy.

b)     The Executive Board, at its discretion and following IABC/Pittsburgh policy, may remove by two-thirds vote any officer from office for cause.

ARTICLE 8: DUTIES OF OFFICERS

Section 1 – President

The President shall serve as the chief executive officer of IABC/Pittsburgh; exercise general supervision over executive affairs of IABC/Pittsburgh; preside at all regular and special meetings; appoint and be an ex officio member of all committees; represent IABC/Pittsburgh in civic, professional and educational activities. The President shall perform other duties necessary to the office or as prescribed by the Executive Board. In addition, the President shall serve as the delegate of IABC/Pittsburgh to the International Association of Business Communicators and to the Region board.

Section 2 – Co-President

The Co-president (if elected) shares the responsibilities of the president duties as described above and serves as the President-elect.  Co-presidents must agree on appointments and other major decisions. They may act independently on day-to-day operations of the chapter.

Section 3 – Vice President, Professional Development

In the temporary absence of the President, the Vice President, Professional Development, shall perform all the duties and obligations of the President. It shall be the duty of the Vice President, Professional Development, to plan and arrange professional development programs for the regular meetings of the chapter. The Vice President, Professional Development, shall be chairperson of the Professional Development Committee and shall perform such other duties as the president or Executive Board may request. In addition, the Vice President, Professional Development, shall serve as the senior delegate of IABC/Pittsburgh to the International Association of Business Communicators and the Regional board.

Section 4 – Vice President, Membership

The Vice President, Membership, shall be chairperson of the Membership Committee and shall perform such other duties as the President or Executive Board may request. The Vice President, Membership, shall be responsible for recruiting and orienting new members, and shall monitor the  record of all names and addresses of members as coordinated by IABC headquarters.

Section 5 – Vice President, Electronic Communications

The Vice President, Electronic Communications, shall be chairperson of the Communications Committee and shall perform such other duties as the President or Executive Board may request. The Vice President, Electronic Communications, shall be responsible for internal communications to members to keep members informed about chapter activities and manage online communications (including chapter website and social media) to promote the chapter to  current and prospective members.

Section 6 – Vice President, Marketing and Public Relations

The Vice President, Marketing and Public Relations, shall be chairperson of the Marketing Committee and shall perform such other duties as the president or Executive Board may request. The Vice President, Marketing and Public Relations, shall be responsible for generating sponsorships, increasing visibility of the chapter, event publicity, communicating the value of membership to the community at large and furthering public knowledge of the chapter.

Section 7 – Vice President, Finance (Treasurer)

The Vice President, Finance (Treasurer), is responsible for the finances of the chapter, and shall develop an annual budget, issue all bills, collect all money due, disburse such funds as approved by the Executive Board, and issue monthly reports to the Executive Board. The Vice President, Finance (Treasurer), shall keep a permanent record of all financial transactions and, at the end of the calendar year, prepare a financial statement for review by the Executive Board.

Section 8 – Directors

There can be up to five Directors (amended 6/02) who shall serve as voting members of the Executive Board and may be delegated special responsibilities by the president with Executive Board approval. These may include: Director of Judging Relations, Director of Placement Services; Director of Member Involvement (social activities), and Director of Student Involvement.. Co-Chairpersons of Golden Triangle Awards are also appointed to serve a two-year rotating term as Directors, with the second-year Director mentoring the new one.

Section 9 – SIG Representative

Any SIG representative is responsible to keep the board informed of activities, issues, and concerns of the Special Interest Group.

Section 10 – Administrative Coordinator

The Administrative Coordinator shall record the minutes of the board meetings, distribute meeting notices, manage daily bookkeeping and finances (with the Vice President of Finance) send information to prospective members, maintain the database of interested members, and perform other administrative duties as necessary or requested by the Executive Board.  The Administrative Coordinator is not a board member and does not vote, but should attend all meetings of the Executive Board. The Administrative Coordinator can be paid a stipend for his or her work. He or she may, or may not, be a member of IABC/Pittsburgh.

ARTICLE 9: EXECUTIVE BOARD

Section 1 – Composition

The Executive Board of IABC/Pittsburgh shall consist of the officers of IABC/Pittsburgh, as defined in Article 7. Committee Chairpersons and Assistant Directors shall be ex officio, non-voting members of the Executive Board.

Section 2 – Authority and Responsibility

The Executive Board shall have supervision, control, and direction of the affairs of IABC/Pittsburgh, shall determine its policy or changes therein within the limits of these bylaws, shall uphold its mission, and shall supervise the disbursement of its funds. The Executive Board may adopt such rules and regulations for the conduct of its business as it deems advisable, and may delegate certain of its authority and responsibility to a board of directors, executive committee, or other committees or persons.

Section 3 – Quorum

A quorum of the Executive Board shall consist of a majority of the voting members. If a quorum cannot be mustered, a meeting may proceed and any action taken shall become valid if subsequently confirmed by unanimous approval in writing or by e-mail vote of the members of the Executive Board.

ARTICLE 10: BOARD MEMBERS AT LARGE

The President may appoint board members at large to participate in board meetings and provide counsel, input and feedback to help the chapter carry out its mission. All board members at large will be ex officio, non-voting members of the Executive Board. (amended 6/02)

ARTICLE 11: standing and special committees

The President can appoint and administer standing and special committees to help conduct the
affairs of IABC/Pittsburgh.

ARTICLE 12: FINANCE

Section 1 – Authority

The Executive Board shall have authority over the receipts, expenditures and assets of IABC/Pittsburgh.

Section 2 – Fiscal Year

The fiscal year of IABC/Pittsburgh will correspond to the fiscal year of the International organization, currently January 1 to December 31. (amended 6/06)

Section 3 – Budget

The Executive Board shall adopt in advance of each fiscal and/or administrative year an operating budget covering all activities of IABC/Pittsburgh. Funds shall be used to support the activities and mission of IABC Pittsburgh, including planning sessions.  Funds shall not be distributed to members. Prizes and small gifts can be purchased for members or officers as a gratuity for special service, at an amount approved by the board at the first meeting of each year when the budget is approved

Section 4 – Reserves

Financial reserves as deemed appropriate by the Executive Board shall be retained from chapter funds or developed to provide reasonable stability of finances.

Section 5 – Separate financial records for SIGs – There may be separate financial records kept for any SIG. (amended 6/06)

Section 6 – Bonding

Executive board members, as determined by the president, shall be bonded in an amount deemed practical by the Executive Board.

Section 7 – Compensation

Officers shall not receive any compensation from IABC/Pittsburgh for their services as officers. The Administrative Coordinator may receive a monthly stipend.

Section 8 – Audits

The accounts of IABC/Pittsburgh shall be audited annually by an Audit Committee appointed by the Executive Board. An individual with knowledge of standard accounting practices shall be part of the committee. The committee shall provide a written report to the board. (amended 6/06)

ARTICLE 13: POLICY MANUAL

The Executive Board shall use the International Association of Business Communicators policy manual as a guideline.

ARTICLE 14: NONDISCRIMINATION

IABC/Pittsburgh shall not accept any organizational unit that denies membership privileges, nor shall it deny membership privileges itself, on the basis of race, creed, religion, disability, sex, sexual preference, age, color or national origin.

ARTICLE 15: DISSOLUTION

IABC/Pittsburgh shall use its funds only to pursue the mission specified in these bylaws, and no parts of said funds shall be distributed to members of IABC/Pittsburgh. On dissolution of IABC/Pittsburgh, any funds remaining shall be distributed to the International Association of Business Communicators.

RTICLE 16: AMENDMENTS

These bylaws may be amended at a regular or special meeting of the Executive Board of IABC/Pittsburgh by a two-thirds vote. Proposed amendment to these bylaws must be announced to the members at least 30 days prior to the meeting of the Executive Board and comment invited. Following the 30-day period of comment by the members, proposed amendments will be voted upon by the Executive Board. The results of the voting will be announced to the members. (amended 6/02)