AFCEANova

Chapter Bylaws

ARTICLE I NAME AND LOCATION

Section 1: Name. The name of this Chapter shall be the Northern Virginia Chapter, Armed Forces Communications and Electronics Association (AFCEA), hereafter called the NOVA Chapter.

Section 2: Location. The headquarters of the NOVA Chapter shall be located in Northern Virginia.

ARTICLE II OBJECTIVES

Section 1: General Objective. The NOVA Chapter shall be a patriotic, educational, scientific, non political, and non profit making association of individuals, industrial organizations, and educational institutions. It shall promote industry-government cooperation in developing effective intelligence and information management, including the development, manufacture and operation of equipment and systems, and provision of services in the fields of signals, communications, electronics, computers, intelligence systems, command and control, and imagery.

Section 2: Specific Objectives. In furtherance of this general objective and in addition to the specific objectives in the AFCEA By laws, the NOVA Chapter shall:

a. Provide an ethical forum for the general membership and diverse groups within the membership, to exchange ideas and information on communications, electronics, command and control, avionics, computer technology, and audiovisual techniques.

b. Work closely with Washington area AFCEA organizations to insure mutually cooperative and supportive programs and activities in the Washington D.C. metropolitan area.

c. Operate in a non profit mode and ensure that no part of its net earnings inure to the benefit of its members, except for fairly competed scholarships. All programs undertaken by the chapter shall support the Chapter’s objectives.

d. Contribute to the professional development of those serving in the C4I fields and those interested in the pursuit of C4I fields.

ARTICLE III MEMBERSHIP

Section 1: General. Membership in the NOVA Chapter shall be open to all individuals and corporations in Northern Virginia, the Washington metropolitan area, and other geographic regions as approved by AFCEA International.

Section 2: Classes of Membership. Classes of membership shall be as prescribed in the AFCEA International By laws.

Section 3: Dues. Membership dues shall be as prescribed by AFCEA International Headquarters. There shall be no chapter dues.

Section 4: Administrative. Subject to Sections 1 and 2 above, NOVA Chapter membership shall be administered pursuant to the following:

a. The term "members" except where specifically stated otherwise in these bylaws, shall mean regular and life members only, as defined in the AFCEA By laws.

b. Members shall be entitled to vote in all NOVA Chapter elections.

c. Only members of the Board of Directors or their proxy shall vote at any board meeting.

Section 5: Restriction. Only members of the NOVA Chapter shall be eligible to hold offices in said chapter.

Section 6: Participation by Active Military and Government Personnel. Military and government personnel may serve in non paying positions of responsibility in the NOVA Chapter, if duly elected or appointed, if holding membership in AFCEA, and if in accordance with current military and government regulations and directives.

ARTICLE IV ORGANIZATION AND STRUCTURE

Section 1: Organization. The organization of the NOVA Chapter shall be comprised of its officers, and a Board of Directors. The officers shall be elected in June of each year and shall serve from July 1st of that year until June 30th of the following year. The officers shall consist of a President, a Vice President for Chapter Affairs, a Vice President for Programs, a Vice President for Special Activities, a Vice President for Membership Services, a Vice President for Government Affairs, a Vice President for Information, and a Treasurer.

Section 2: Board of Directors. The Board of Directors shall consist of the chapter officers, and five past chapter presidents. . The President will appoint the past presidents and their term will be coincident with the term of the officers. The Board of Directors shall be the governing body for the chapter, and have oversight responsibility for the affairs of the chapter. The Board of Directors shall meet monthly. A quorum will consist of 8 voting members. The board meetings will be open to all past presidents.

Section 3: Committees. The following committees shall be organized and function within the NOVA Chapter: Arrangements, Awards, Education, Executive Roundtable, Finance, Government Liaison, Membership, Nominating, Programs, Publicity, Reservations, Strategic Planning, Sweetheart Ball, Symposia, and Young AFCEAN.

Section 4: Vacancies and Removal. A vacancy in the office of the President shall be filled by a Vice President selected by the Board of Directors. The President shall fill casual vacancies in the offices of the Vice Presidents, the Secretary, and the Treasurer, by appointment, with the advice and consent of the Board of Directors. An officer so elected to fill a vacancy shall serve the unexpired term of the predecessor. The Board of Directors, by affirmative vote of majority of a quorum, may remove any officer or committee chairperson for cause.

Section 5: Compensation. Members of the Chapter shall not receive any compensation for their services, except as approved by the Board of Directors

ARTICLE V CHAPTER OFFICERS ROLES AND RESPONSIBILITIES

Section 1: President. The President is the principal point of contact between the chapter and its members, AFCEA International Headquarters, and the public at large. The President shall:

a. Perform all duties usual to that office.

b. Preside at all meetings of the membership and Board of Directors.

c. Appoint all committee chairpersons with the advice and consent of the Board of Directors, be ex officio member of all chapter committees and be responsible for general supervision of the Nominating, Strategic Planning Committees, and any special committees established by the President.

d. Nominating. The Nominating Committee is responsible for presenting a slate of officers for approval at the June meeting. The Chairman of the Nominating Committee shall be appointed by the President but will be a Past President of the NOVA Chapter . Membership of the committee will be a minimum of four NOVA Chapter Past Presidents, but all NOVA Chapter Past Presidents are eligible to participate. The Chairman shall, with approval of the committee, present a slate of officers to the Chapter at the May meeting. Nominations may be made from the floor to the committee at any time prior to the June meeting. Officers shall be approved by the General Membership and installed in office at the close of the June meeting.

e. Strategic Planning. The Strategic Planning Committee, under the general supervision of the President, shall provide for the general direction of the Chapter. The Chairman of the Strategic Planning Committee shall be appointed by the President from one of the Past Presidents of the NOVA Chapter. Membership of the committee will be a minimum of four NOVA Chapter Past Presidents, but all NOVA Chapter Past Presidents are eligible to participate. The Committee will provide broad guidelines for the Chapter's activities for the future growth and development of the Chapter, taking into account AFCEA's mission and objectives, the environment expected during the period, and resource considerations.

f. Special Committees. The President, with approval of the Board of Directors, shall appoint such other committees as are necessary, insuring that they are not in conflict with other provisions of these By laws. When establishing a special committee, the President shall prescribe its duties and specify its termination date, which will be no longer than the term of the President.

Section 2: Vice President for Chapter Affairs. The Vice President for Chapter Affairs shall render the President such assistance as may be required and shall act on behalf of the President when the latter is unable to be present. The Vice President for Chapter Affairs is the chapter interface with Chapters Services at AFCEA International Headquarters. The Vice President for Chapter Affairs shall be ex-officio member of the Education, Finance and Awards Committees and is responsible for general supervision of these committees.

a. Awards. The Awards Committee, under the general supervision of the Vice President for Chapter Affairs, is constituted to review those persons who deserve special recognition for contributing to the goals, objectives, and general welfare of the chapter and AFCEA. The Awards Committee shall interface with the AFCEA International Awards Committee, and shall meet as necessary to recommend to the President those chapter members deserving of any of the awards authorized by AFCEA International Headquarters.

b. Education. The Education Committee, under the general supervision of the Vice President for Chapter Affairs, shall interface with the Board of Directors of the AFCEA Educational Fund and shall promote and foster education in disciplines supporting AFCEA.

c. Finance. The Finance committee, under the general supervision of the Vice President for Chapter Affairs, will act as an advisor to the Vice President for Chapter Affairs and Board of Directors on all financial matters and will make an annual audit of the Chapter accounts.

Section 3: Vice President for Programs. The Vice President for Programs shall render the President such assistance as may be required and shall act on behalf of the President when the latter is unable to be present. The Vice President for Programs shall ex officio be a member of the Arrangements, Executive Roundtable, Programs, and Reservations Committees and is responsible for general supervision of these committees. He shall be responsible for any head table guests at monthly meetings.

a. Programs. The Programs Committee, under the general supervision of the Vice President for Programs, is responsible for securing prominent guest speakers for chapter meetings and shall coordinate all other chapter official functions. The Programs Committee is also responsible for head table seating.

b. Arrangements. The Arrangements Committee, under the general supervision of the Vice President for Programs, shall be responsible for planning and arrangement of all meetings of the general membership, and when required, the Board of Directors. Specific responsibilities include, but are not limited to, meeting site reservations and audiovisual support.

c. Reservations. The Reservations Committee, under the general supervision of the Vice President for Programs, shall be responsible for insuring the membership has sufficient capacity for the monthly luncheons. The responsibility should include but not be limited to meeting reservations, registration and ticket disbursement.

d. Executive Roundtable. The Executive Roundtable Committee, under the general supervision of the Vice President for Programs, shall be responsible for planning and arranging of each seminar or roundtable discussion to be held by the Chapter. The Board of Directors shall prescribe attendance of the roundtables.

Section 4: Vice President for Special Activities. The Vice President for Special Activities shall render the President such assistance as may be required and shall act on behalf of the President when the latter is unable to be present. The Vice President for Special Activities shall ex officio be a member of the Sweetheart Ball, Symposia, or any other special event Committee the chapter may deem necessary, and is responsible for general supervision of these committees.

a. Sweetheart Ball. The Sweetheart Ball Committee, under the general supervision of the Vice President for Special Activities, shall be responsible for the planning and arrangement of the Sweetheart Ball. Specific responsibilities include but are not limited to the site reservation, entertainment, registration and ticket distribution.

b. Symposia. The Symposia Committee, under the general supervision of the Vice President for Special Activities, shall be responsible for the planning and arrangement of the Technical Symposia. Specific responsibilities include but are not limited to the site reservation, specific topic area, registration and ticket distribution.

Section 5: Vice President for Membership Services. The Vice President for Membership Services shall render the President such assistance as may be required and shall act on behalf of the President when the latter is unable to be present. The Vice President for Membership Services shall ex officio be a member of the Membership and Young AFCEAN Committee,, and any other special Committee the chapter may deem necessary, and is responsible for general supervision of this or any other committee as determined. The Vice President for Membership Services shall be responsible for the maintenance of current membership records at all times, and is the chapter interface with Membership Services at AFCEA International Headquarters.

a. Membership. The Membership Committee, under the general supervision of the Vice President for Membership Services, is responsible for securing new members and retaining current members, both individual and corporate. The committee shall initiate and manage chapter membership promotion programs and respond to those programs initiated by AFCEA International Headquarters. The committee shall review the monthly membership roster provided by AFCEA International Headquarters for follow up action on those members whose membership is about to expire. The Membership Committee shall maintain current membership records at all times.

b. Young AFCEAN. The Young AFCEAN Committee, under the general supervision of the Vice President for Membership Services, shall be responsible for the coordination of programs, which will insure the increase of membership of Young AFCEAN members who will develop and improve the effectiveness of the goal of AFCEA. The Committee will launch programs, which will attract and maintain such members.

Section 6: Vice President for Government Affairs. The Vice President for Government Affairs shall render the President such assistance as may be required and shall act on behalf of the President when the latter is unable to be present. The Vice President for Government Affairs shall ex officio be a member of the Government Liaison Committee and is responsible for the general supervision of these and any other committee as determined. The Vice President for Government Affairs has the responsibility for identifying and coordinating with appropriate liaisons in government organizations.

a. Government Liaison. The Government Liaison Committee, under the general supervision of the Vice President for Government Affairs, shall coordinate seating arrangements of Government guests for the monthly meetings and assure the attendance of Government guests.

Section 7: Vice President for Information. The Vice President for Information is responsible for maintaining all chapter records, reports, and minutes of Board of Director meetings, . The Vice President for Information is the official correspondent for the chapter and shall prepare for the president such reports as may be required. The Vice President for Information shall appoint a Recording Secretary (or Recorder) to maintain the Chapter’s records, and the VP for Information shall serve as an ex officio a member of the Publicity Committee and is responsible for the general supervision of this and any other committee as determined.

a. Recording Secretary (or Recorder) whose primary responsibility is to maintain accurate chapter records, reports and minutes, and present them to the President and Board of Directors for review and approval.

b. Publicity. The Publicity Committee, under the general supervision of the Vice President for Information, shall publicize all chapter activities through various trade, military, and public journals, as well as advertise through electronic, other PR outlets, or print media. The Chairperson shall arrange for photographic coverage of meetings, symposia, and social events, as appropriate, and is the chapter point of contact with the Editor of SIGNAL magazine.

c. Historian. The Historian, under the general supervision of the Vice President for Information, is the main focal point for recording all past events into the information base. The Historian will be a Past President of the Chapter. The Historian will make available at request mementoes, documents, etc. for presentation at appropriate meetings and events. The Historian may appoint additional members for assistance as necessary.

Section 8: Treasurer. The Treasurer is responsible for gathering, disbursing, and managing the chapter funds and is the custodian of chapter reserves. The Treasurer is ex officio a member of the Finance Committee. The Treasurer shall receive and deposit all chapter funds, disburse funds as authorized by the chapter officers, prepare all financial reports, and maintain all tax records required of the chapter operating as a non profit, tax exempt entity.

ARTICLE VI MEETINGS

Section 1: General. Regular meetings shall normally be scheduled once each month from September through June. The Board of Directors may reduce the number of meetings.

Section 2: Meetings Notices. Notice shall be made available at least one week prior to regularly scheduled meetings, citing as a minimum, the date, time, place, and purpose of meeting.

Section 3: Voting. Members may vote by proxy at meetings by providing written proxy authorization to another member. This proxy shall be valid for a period not to exceed 3 months. There is no limit to the number of proxy votes, which may be cast at a meeting.

ARTICLE VII – Parliamentary Authority

The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the Chapter in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the Chapter may adopt. The parliamentarian will be a current member of the Board of Directors and appointed by the president.

ARTICLE VIII DELEGATES

Section 1: General. The Chapter is entitled to send delegates to the annual AFCEA meeting held in conjunction with the international TechNET convention as scheduled by AFCEA International. The chapter President with the advice and concurrence of the Board of Directors shall appoint chapter delegates.

ARTICLE IX AMENDMENTS

Section 1: Amendments. Proposed amendments to these By laws shall be submitted to the entire membership one month before they are voted upon at a regular meeting, or may be included in the notice of such meetings if the notice is provided to each member. In order to be adopted, amendments must be approved by a majority of members present at a regularly scheduled meeting. Amendments, which have been adopted, shall become effective upon receipt of approval by AFCEA International Headquarters.

ARTICLE X DISSOLUTION

Section 1: Dissolution. On dissolution of the NOVA Chapter, the Board of Directors shall, after paying or making provision for the payment of all liabilities and legal obligations, dispose of all the remaining chapter assets by transferring such assets to an organization or organizations as the Board shall select which is organized exclusively for charitable, educational, or scientific purposes. Such an organization or organizations, at that time, shall qualify as tax exempt organization under applicable provisions and regulations of the Internal Revenue Code.

As amended effective: June 2004