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PERSONNEL TESTING COUNCIL
OF METROPOLITAN WASHINGTON
(PTC/MW)

January 1998

 

ARTICLE I. NAME

The name of this organization is the "Personnel Testing Council of Metropolitan Washington" (PTC/MW).

 

ARTICLE II. PURPOSE AND OPERATIONS

A. Purpose. PTC/MW is established to:

1. Improve the quality and fairness of personnel measurement and selection;

2. Promote an open exchange of ideas and information about personnel measurement and selection;

3. Encourage and provide education and training in personnel measurement and selection.

B. Operations. PTC/MW is established exclusively for charitable, scientific, and educational purposes as a not-for-profit, professional association.

1. Governance. The PTC/MW Board of Directors ("Board") will govern the operations of PTC/MW.

2. Financial restrictions. No part of the income, earnings, or assets of PTC/MW will be used to benefit any officer, member, or other individual, except for Category 1 and Category 2 expenses that the Board feels are in the best interest of PTC/MW. Category 1 expenses include nominal gifts, complimentary memberships, and complimentary admission to PTC/MW events. Category 2 expenses, which require approval by a two-thirds majority of the Board, include all other gifts or payments. The Board will report each Category 2 expense as a separate line item in the end of year budget and financial report.

3. Dissolution. Upon dissolution of PTC/MW, any assets of the association will be distributed to an organization which has exempt status under 502 (c) (3) of the Internal Revenue Code or successor statutory authority.

4. Fiscal year. The fiscal year is January 1st to December 31st.

ARTICLE III. MEMBERSHIP AND DUES

A. Membership classes. There are three classes of membership: regular membership, and student membership.

1. Regular membership. Regular membership is open to any person who agrees to further the purposes of PTC/MW and who has paid the required dues.

2. Student membership. Student membership is available to any person who (a) is currently enrolled in a full-time graduate or undergraduate program of study at an accredited college or university, (b) agrees to further the purposes of PTC/MW, and (c) has paid the required dues. Student members do not have the right to vote or hold office, but receive all other services of PTC/MW.

3. Complimentary membership. Complimentary membership for up to one year is available to any nonmember who (a) made a presentation at a PTC/MW function or (b) has been approved by a majority of the Board. Complimentary members will be required to pay the regular membership fee for regularly scheduled PTC/MW functions. Complimentary members do not have the right to vote or hold office, but receive all other services of PTC/MW.

B. Dues. The Board will set annual membership dues and inform the membership. Dues for student members will be one-half (½) the dues for regular members.

1. The Board will ensure that notice of membership dues is mailed annually by December 15th.

2. The dues for continuing members should be paid by January 31st of each year.

3. Membership dues will be paid to the Secretary, who will record each payment and forward the checks received to the Treasurer.

4. The Secretary will remove from the membership lists of the previous year the names of those members who have not paid their dues by March 31st of each year. The Secretary will notify members of impending removal from the membership lists.

5. Dues paid by new members who join PTC after 10/31 will apply to membership for the next calendar year.

ARTICLE IV. ELECTED OFFICERS

A. General. The elected officers of PTC/MW are (1) President, (2) President-Elect, (3) immediate Past-President, (4) Vice-President for Programs, (5) Secretary, (6) Treasurer, and (7) Recorder. The seven elected officers will constitute the PTC/MW Board of Directors. The President-Elect and immediate Past-President will also hold the title of Vice-President of PTC/MW for corporate legal purposes. Each office will be filled in accord with the Bylaws. Each officer will perform his/her duties in accord with the Bylaws.

B. Terms. The term of each office will be one year, beginning January 1st. The offices of the Recorder, Treasurer, Secretary, Vice-President for Programs, and President-Elect will be filled by direct election. After serving for one term as President-Elect, the President-Elect will automatically advance to the office of President. After serving for one full term as President, the President will automatically advance to the office of immediate Past-President. No individual may serve in the same office for two consecutive terms, except for the President, as described below in Article IV, Section D, Subsection 1.

C. Mid-term vacancies. An elected office will become vacant in mid-term immediately upon the resignation, recall, or death of the incumbent. The Board may also declare an office to be vacant by a two-thirds majority of the Board if the officer fails to attend three consecutive Board meetings.

D. Filling mid-term vacancies. No elected office may remain vacant for more than 45 days, except for the offices of the President and President-Elect, as described below.

1. President and President-Elect. If the office of the President becomes vacant, the President-Elect will automatically advance to the office of the President for the remainder of that term plus one full term, and the office of the President-Elect will remain vacant until the next election. In the event that the office of the President becomes vacant again before the next election, the immediate Past-President or Vice-President for Programs will serve as Acting President, in accord with the responsibilities of each office, until the next annual election is held.

2. Other offices. If the office of the immediate Past-President becomes vacant, the Board will appoint an eligible member to fill the vacancy, giving preference to past presidents of PTC/MW. If any other elected office becomes vacant in mid-term, the Board will appoint an eligible member of PTC/MW to fill the vacancy.

3. Multiple offices. No individual may serve in more than one elected office at the same time.

E. President. The President will chair the Board, supervise PTC/MW's day-to-day operations, appoint committees, and serve as PTC/MW's primary representative to outside organizations. Key responsibilities of the President will be to maintain the strength and integrity of PTC/MW, lead the development of the annual budget, keep the membership well informed about PTC/MW operations, and deliver an annual address on a topic relevant to PTC/MW.

F. President-Elect. The President-Elect will serve as the Acting President in the absence of the President, provide general assistance to the President, and serve as a member of the Board.

G. Past-President. The immediate Past-President will serve as the Acting President in the absence of the President and President-Elect, serve as chair of the Elections Committee, provide general assistance to the President, and serve as a member of the Board.

H. Vice-President for Programs. The Vice-President for Programs will serve as the Acting President in the absence of the President, President-Elect, and immediate Past-President; produce monthly luncheon or dinner programs on topics relevant to PTC/MW; and serve as a member of the Board. The Vice-President for Programs will announce the dates and locations for programs to the membership at least three months in advance. PTC/MW may present a training program in place of a monthly luncheon or dinner meeting.

I. Secretary. The Secretary will maintain PTC/MW's official records and documents, produce an annual membership directory, coordinate mass mailings, and serve as a member of the Board.

J. Treasurer. The Treasurer will manage PTC/MW's finances (e.g., bank accounts, revenue collection, payments, records, reports), assist the President in developing the annual budget, and serve as a member of the Board.

K. Recorder. The Recorder will prepare the minutes of each meeting of the Board and serve as a member of the Board.

 

ARTICLE V. PTC/MW BOARD OF DIRECTORS

A. Composition and voting. The Board will consist of all officers of PTC/MW, each of whom shall have equal voting status except in the case of a tie vote. In the event of a tie, the President will cast an additional vote.

B. Functions. The Board will make and interpret the policy of PTC/MW and supervise the conduct of all PTC/MW programs, activities, and business affairs. The Board will represent the membership in official communications with other organizations and individuals and enforce all provisions of the Bylaws.

C. Referendums. All actions and decisions of the Board may be subject to modification or reversal using the following procedures.

1. Petition. The Elections Committee will conduct a referendum within 45 days of the request for such an election by a petition signed by twenty (20) percent of the regular membership as of the most recent April 1st.

2. Voting. The Elections Committee will submit referendums to the regular membership in a mail ballot at least three weeks prior to the final date for the return of ballots. The mail ballots will contain: (1) the proposed actions, (2) a statement by the petitioners on why the proposed actions are needed, (3) the Board’s response to the petition, and (4) the final date for the return of ballots. The Board will act promptly to comply with referendum proposals approved by a two-thirds (2/3) majority of votes cast.

 

D. Annual report. Within two months after the end of each fiscal year, the Board will publish an official year-end report showing PTC/MW's revenues, expenses, net worth, and current membership. The official budget will be published each year within three months after the start of the new fiscal year.

 

ARTICLE VI. MEETINGS

A. Board meetings The Board will meet at least four (4) times per year to carry out its duties. A quorum of Board members must be present to conduct the meetings.

1. Place of meetings. The Board will meet at such times and at such places as it may elect.

2. Open meetings. Any member may attend meetings of the Board and participate in discussions.

3. Announcement of meetings. The Board will announce the date, time, and place of meetings to the membership in the preceding monthly Newsletter.

4. Quorum. A quorum will consist of at least four (4) officers. All decisions will be made by a majority vote of the quorum, except where otherwise specified by these bylaws.

5. Interim votes. When matters require the immediate attention of the Board, the President may survey the Board to reach a decision. All such actions will, however, be reviewed at the next regular meeting of the Board.

B. Membership meetings. The Board will conduct monthly meetings for the membership.

1. Announcement of meetings. The Board will announce the date, time, and place of meetings in the Newsletter at least seven (7) days in advance of the due date for reservations.

2. Price. The Board will set a reasonable price for each meeting, with at least a twenty (20) percent surcharge for nonmembers.

a. Persons who make reservations but fail to appear at meetings will be required to pay for the meal or other expenses incurred as a result of the reservation, unless the reservation is canceled within the prescribed time limit.

b. Members may attend meetings without purchasing a meal. The Board may impose a reasonable service charge upon persons who attend meetings without purchasing a meal.

C. Committee meetings. The Chairperson of each PTC/MW committee will conduct meetings as needed to carry out the duties of the committee.

ARTICLE VII. COMMITTEES

A. General. PTC/MW will maintain the following standing committees: (1) Elections Committee, (2) Legal/Legislative Committee, (3) Membership Committee, (4) Training Committee, and (5) Communications Committee. The President may establish other committees, as needed.

B. Elections Committee. The Elections Committee will be chaired by the immediate Past-President, with the President and President-Elect as members. The Elections Committee will administer all elections (e.g., annual, bylaws, recall, referendum) conducted by PTC/MW. If a member of the Elections Committee is the subject of a recall election, that officer will not participate in the administration of the recall election.

C. Legal/Legislative Committee. The President will appoint the chair of the Legal/Legislative Committee. Under the general review and approval of the Board, the Legal/Legislative Committee will keep the membership informed about important legislation, court cases, and other legal developments relevant to PTC/MW.

D. Membership Committee. The President will appoint the chair of the Membership Committee. Under the general review and approval of the Board, the Membership Committee will develop and administer programs to attract and retain members in PTC/MW.

E. Training Committee. The President will appoint the chair of the Training Committee. Under the general review and approval of the Board, the Training Committee will produce workshops, conferences, and/or other training programs on topics relevant to PTC/MW. The Training Committee will announce the dates and locations for programs to the membership at least three months in advance.

F. Communications Committee. The President will appoint the chair of the Communications Committee. The Committee will work with the President to publish a monthly newsletter and other communication as seen fit by the Board.

ARTICLE VIII. NOMINATIONS AND VOTING

A. Elections. The Elections Committee will administer all PTC/MW elections (e.g., annual, bylaws, recall, referendum), certify the results of each election, and preserve all ballots for at least six months after the President has announced the results to the membership.

B. Eligibility. To be eligible for elected office, an individual must (1) be a current regular member of PTC/MW for at least one year at the time of nomination, (2) have good standing within the profession, and (3) be willing to work actively for the objectives of PTC/MW. No individual may serve in the same office for two consecutive terms, except for the President, as described in Article IV, Section D, Subsection 1.

C. Voting rights. All regular members will have the right to vote in each PTC/MW election. All regular members will have equal voting rights. Student and complimentary members will have no voting rights.

D. Annual elections. The Elections Committee will conduct an annual election to fill PTC/MW offices. The Elections Committee will actively solicit nominations from the regular membership and determine the best slate of candidates for each office, based on the nominations, eligibility, and availability of candidates. The Elections Committee will mail candidate information and an official ballot to each regular member by September 1st of each year. The candidate who receives the most votes will be elected to each office.

E. Recall elections. Any elected officer may be removed from office by a special recall election for reasons other than those stated in Article IV, Section C. The Elections Committee will conduct a recall election within 45 days of the request for such an election by a: (1) two-thirds majority vote of the Board, or (2) petition signed by twenty (20) percent of the regular membership as of the most recent April 1st. The Elections Committee will mail appropriate background information and an official ballot to each regular member. The recall election will be decided by a two-thirds majority of votes cast.

F. Bylaws elections. The Bylaws may be amended according to Article X, below.

G. Referendum elections. Referendums of the regular membership may be conducted according to Article V, above.

 

ARTICLE IX. NONDISCRIMINATION

All programs and activities of PTC/MW shall be conducted without discrimination on the basis of race, color, sex, sexual orientation, national origin, religion, age, disability, political affiliation, or other classifications as required by applicable law.

 

ARTICLE X. AMENDMENTS

A. Bylaws elections. The Bylaws may be amended by a special election of the regular membership. The Elections Committee will conduct a bylaws election within 45 days of the request for such an election by: (1) a majority vote of the Board; or (2) a petition signed by twenty (20) percent of the regular membership as of the most recent April 1st.

B. Voting. The Elections Committee will submit proposed amendments to the regular membership in a mail ballot at least three (3) weeks prior to the final date for the return of ballots. The mail ballots will describe (1) proposed changes, (2) reasons for the changes, and (3) final date for the return of the ballots. Proposed amendments will be adopted if they are approved by a two-thirds (2/3) majority of votes cast.