Bylaws, Policies and Procedures
FLORIDA PUBLIC RELATIONS ASSOCIATION
ARTICLE I – NAME AND HEADQUARTERS
The name of this organization shall be the Ocala Chapter of the Florida Public Relations Association, Inc.
The headquarters of the Chapter shall be determined by the Board of Directors. The President shall be the agent for the Chapter and shall live and work within the Ocala Chapter service area.
ARTICLE II – OBJECTIVES
The objectives of the Chapter shall be:
(1) To promote the highest standards of professional public relations ethics;
(2) To promote and enhance the image of the public relations profession throughout the greater Ocala area and the State of Florida;
(3) To provide a forum for the effective exchange of public relations knowledge, trends, ideas and innovations;
(4) To provide members with new and direct channels of communication with other public relations professionals throughout Florida;
(5) To promote sincere and credible relations with all media, and
(6) To keep members informed of any actions, legislative or general, which may be of interest or affect the public relations profession.
ARTICLE III – MEMBERSHIP
Membership in the Ocala Chapter shall be open to members in good standing of the Florida Public Relations Association who either work or reside in the geographic service area designated for the chapter or a neighboring area not served by another FPRA Chapter.
The membership categories shall be the same as directed by the Association’s Bylaws.
All applicants for membership shall complete and sign the application form provided by the Association and submit to the State Office for approval. Such application shall include an agreement by the applicant to abide by the Association’s Code of Ethics and to pay dues assessed by the Association.
Removal: Members of any classification may be removed from membership by the Board of Directors for cause by two-thirds vote. For any cause other than non-payment of dues, removal shall occur only after the member complained against has been advised of the complaint lodged against him or her and has been given reasonable opportunity for defense; and such member, if removed, may appeal the decision of the Board to the Annual Meeting of the Association, provided that notice of intent to appeal is provided to the Executive Director at least ten (10) days in advance of the meeting.
Reinstatement: A former member desiring a continuous membership record may be reinstated on showing proof of qualification and paying all dues in arrears. If, however, a continuous membership record is not desired, the member may be reinstated on showing proof of qualification and paying current year’s dues.
Resignation: Any member may resign by filing a written resignation with the Executive Director, but such resignation shall not relieve the member so resigning of the obligation to pay any dues, or other charges theretofore accrued and unpaid.
ARTICLE IV- DUES AND FEES
A processing fee charged to all new Chapter members may be established by the State Board of Directors and be payable to the State Association.
Annual dues shall be established for all categories of membership by the State Board of Directors and be payable to the State Association. The Chapter Board of Directors may set charges and fees for individual Chapter activities.
The Chapter may charge additional fees for monthly professional events and other functions as the Chapter deems necessary.
ARTICLE V – MEETINGS AND VOTING
A minimum of ten (10) chapter membership meetings shall be held annually.
The location shall be determined by the Chapter’s Board of Directors, which shall place priority on the convenience of the members. The date, time and place shall be announced to members in advance.
An affirmative vote by a majority present at a Chapter meeting shall constitute the decision of the Chapter.
The Chapter Board of Directors may cancel any meeting for cause.
Formal notice of any meeting of the Chapter at which official Chapter business is to be transacted shall be provided to each member no less than 14 days prior to the meeting.
At all meetings of the Chapter, each member shall be entitled to vote in person or via conference call on each matter submitted to a vote by the Members of the Board, and each voting Member shall have one (1) vote.
At any meeting where Chapter business is being conducted, a quorum shall consist of fifty percent (50%) of those voting members registered for said meeting, provided that no less than ten (10) voting members are present.
The Board of Directors shall meet prior to the regularly scheduled meetings of the membership or at the request of the President or President-elect.
A quorum shall be 51 percent of the voting members of the Board of Directors at all meetings of the Board. In order to conduct a vote, a quorum must be present.
ARTICLE VI – BOARD OF DIRECTORS
Officers shall be elected annually to the Chapter’s Board of Directors from eligible members in good standing. The executive officers of this Chapter shall include: a President, a President-elect, a Past President, a Secretary, a Treasurer, a Programs Director, a Membership Director and a Communications Director. A Past President shall serve a one-year term on the Board of Directors, provided the member is in good standing. A member can serve no more than two consecutive terms as treasurer.
Term of Office: Each elected officer shall take office on the first day of the chapter leadership year on the first of September and serve until the chapter leadership year end thirty-first of August or until a successor is duly qualified and elected by the Chapter Board. Each officer shall serve concurrently as a member of the Board of Directors and as a member of the Executive Committee. All officers shall serve a one-year term or until a successor is qualified and elected. Board members who do not attend three consecutive board meetings may be asked to vacate the position.
SECTION 3. Chairpersons
The President shall appoint Chapter Chairs for Hospitality, Newsletter, Professional Development and other Committees deemed necessary to carry out Chapter activities. They will serve on the Board of Directors as non-voting members. Each Chairperson on the Board of Directors shall take office on the first day of the chapter leadership year of September and serve until chapter leadership year ends the thirty-first of August.
ARTICLE VII – DUTIES OF OFFICERS
The President or designee shall preside at all meetings of the membership; shall serve as a state director and attend all State Board Meetings; enforce observance of and adherence to the Bylaws of the Chapter and the Association; appoint all committees, review the original bank statement, and perform such other duties as the office shall require.
The President-elect is the next person to assume responsibility of the presidency. The President shall delegate the duties of the President-elect, including performing the duties of the President if the President is absent or unable to serve. The President-elect shall arrange for the audit committee to review the chapter’s finances at the end of the chapter leadership year. The President-Elect shall serve as a state director and attend all State Board Meetings.
The Secretary shall keep a record of the minutes of membership meetings and the Board of Directors meetings; shall provide necessary items for chapter management; shall provide an official address for the Chapter’s headquarters; and perform such duties as the office shall require.
The Treasurer shall keep accurate records of all monies, debts and obligations of the Chapter; receive all monies and deposit same in Chapter accounts at recognized financial institutions; make required payments, as approved by the Board of Directors, from Chapter funds; sign checks, drafts, notes or other for payments in the name of the Chapter; give bond, at Chapter expense, if required by the Board of Directors; give an accurate report of the financial status of the Chapter at each Board of Directors meeting, and, if so requested, at any membership meetings; and perform other financial duties as designated by the Board of Directors. A member can serve no more than two consecutive terms as treasurer.
The Board of Directors shall serve as the Chapter’s policy-making body. It may not authorize expenditures in excess of the current balance in the Chapter treasury.
At the close of each fiscal year, the treasurer shall prepare materials for the audit committee. At the expiration of his/her term of office, the treasurer shall deliver to the successor all books, money and other property in his/her charge or, in the absence of a successor, the properties shall be delivered to the president.
The Programs Director shall provide a forum for the effective exchange of public relations knowledge, trends, ideas and innovations; provide members with new and direct channels of communication with other public relations professionals throughout Florida; oversee the Professional Development and hospitality chairpersons; coordinate meeting/program facilitation including arrangements for RSVPs, speakers, food/beverage, and facilities with hospitality chairperson; notify members of luncheons or delegating that duty, providing two weeks’ notice, and collecting RSVPs; contact potential speakers and coordinating speaker arrangements; send speaker information to newsletter chairperson; follow up with speakers using handwritten thank you notes; compile monthly program evaluations.
The Membership Director shall ensure that accurate records are kept of all members including member list; prepare a monthly; maintain a prospects list including name, company email; bring membership applications and brochures to all events; actively seek new members for the organization; plan and hold membership drives as the chapter board deems necessary; and implement protocol for welcoming new chapter members.
The Communications Director shall provide in-depth content for the FPRA Ocala website (including PR case studies, member profiles, post-event coverage and follow up); disseminate news releases to the local media regarding chapter functions and accomplishments (including: luncheon announcements, board elections, Image award winners, professional development seminar and other events); monitor media for potential op-ed pieces for the PR profession; lead and coordinate printed materials for the chapter; and supervise the newsletter editor.
The Immediate Past President: The immediate past president shall be the most recent past chapter president who is still a member of the chapter. This officer shall serve as chair of the nominating committee and may be responsible for such duties as are individually assigned by the president with the approval of the board of directors. The immediate past president shall serve as counsel for all other members of the Board of Directors and general members, as needed.
ARTICLE VIII – ELECTIONS
Officers and Directors of the Chapter shall be elected in person or via electronic vote, and announced at an annual membership meeting and installed at an annual membership meeting in August. The ballot shall indicate those nominees recommended by a Nominating Committee as well as any petition nomination (see Article VI, Section 4). A majority of those voting members casting a vote shall govern the composition of the Officers and Directors of the Chapter.
Any voting member in good standing shall be eligible for nomination and election to any elective office in the Chapter. The President-elect shall have served on the Board of Directors for one year prior (not necessarily the immediate past year) to being nominated in this office with exception made by the Board under special circumstances.
In accordance with the procedure specified, the Nominating Committee shall prepare and submit to the members a nomination for each of the officer and director positions of the Chapter. Any person so approved shall be voted on by the membership and elected to the Board.
The Nominating Committee shall prepare a written slate of candidates for Offices and Directorships, and shall report these nominations, in writing, to the Board of Directors no later than the May Board meeting. The Secretary will then publish the slate by the next membership meeting and will note at the end of the list of candidates that additional nominations may be submitted to the Secretary prior to the next Board meeting. If additional nominations have been made, they shall be included on the ballot. Elections will be held at the July Chapter meeting, with installation to follow at the annual membership meeting in August.
ARTICLE IX -SPECIAL AND STANDING COMMITTEES
By the April Board meeting of each year, the President shall appoint, with the approval of the chapter board of directors, a nominating committee of not fewer than three (3) members, to include the most recent past chapter president who is still a member of the chapter. The same past chapter president should serve as chair of the nominating committee. The Nominating Committee shall gather nominations from the membership (see Article VII Elections) and present the slate to the Board of Directors no later than the May Board meeting.
The President-Elect shall arrange for an audit of the Chapter’s books at the close of the Chapter fiscal year. An auditing committee shall consist of two Chapter members, excluding officers, and the incoming Treasurer. The audit shall be conducted within 30 days of the Chapter’s chapter leadership year end and report the findings to the Board.
The President may appoint other committees in accordance with policies and procedures or as needed.
Committees may determine the dates, times and places of their meetings. The President serves as an ex-officio member of all committees.
Committee reports presented at regular membership and Board meetings may be written or oral, except for the Treasurer’s report and the Membership report which must be written.
ARTICLE X – FISCAL YEAR AND FINANCES
The Chapter Fiscal Year shall run from Sept. 1-Aug. 31 to coincide with the chapter leadership year.
The President, President-elect and Treasurer shall be signatories on Chapter bank accounts, and accounts shall require one of the officers’ signatures for withdrawal of funds. Two signatures shall be required for more than $500. A member can serve no more than two consecutive terms as treasurer.
The Chapter Board of Directors shall be guided by a Budget prepared annually by the President and the Treasurer and submitted to the Board for approval. The chapter president should review the original bank statement.
ARTICLE XI – MAIL BALLOT
SECTION 1. Authorization of Ballot
The Board of Directors may authorize a ballot on any question which might come properly before any meeting of the membership or the Board.
SECTION 2. Method of Balloting
Email or in-person ballots shall be taken by the Secretary by recording YES or NO responses.
SECTION 3. Majority Vote
No questions shall be declared passed unless a majority of all Board Members should have voted in the affirmative and the Secretary shall have received such affirmative votes within 15 days from the initiation of the balloting (See Article V, Section 10).
SECTION 4. Action Report
The action shall be reported at the next regular Board meeting.
ARTICLE XII – RULES OF ORDER
Unless otherwise provided in these Bylaws, Roberts Rules of Order, Newly Revised, shall govern in parliamentary matters.
ARTICLE XIII – AMENDING THE BYLAWS
Amendments may be proposed by:
- The Association Board of Directors
- Chapter Board of Directors
- Upon petition of any five (5) qualified voting members
Amendments are first approved by the Chapter Board of Directors, then submitted to the Association Board of Directors for consideration. The Association Board of Directors determines if the amendment(s) are consistent with Association bylaws. If the Association Board of Directors does not approve, it shall clearly communicate the reason for denial to the Chapter Board of Directors with an explanation of necessary changes to make the desired amendment acceptable and consistent with Association bylaws.
Upon approval from the Association Board of Directors, these bylaws and any subsequent amendments may be adopted or repealed by: a) a minimum two-thirds vote of the voting membership in attendance at any regular or special meeting, provided that notice of such proposed bylaws or amendments is sent in writing to the members at least fifteen (15) days before such meeting, or b) a minimum two-thirds vote of the voting members voting via email by a thirty (30) day ballot. All such proposed amendments shall be presented by the board to the membership, with or without recommendation.
ARTICLE IVX – DISSOLUTION OF THE CHAPTER
The Chapter shall use its funds only to accomplish the objectives and purposes specified in these Bylaws, and no part of said funds shall inure, or be distributed, to the members of the Chapter or be used for any purpose other than promotion of FPRA. Upon dissolution of the Chapter, all funds remaining in the treasury shall revert to the State Association.
These Bylaws for the Ocala Chapter of the Florida Public Relations Association are agreed to
this date, Feb. 12, 2016, by majority vote of the Board Directors. These Bylaws
for the Ocala Chapter of the Florida Public Relations Association are agreed to
this date _______ by majority vote of the general membership.
Attested to by: ____________________________ Title ___________________________________
Date ________________________________ Bylaws of January, 1986; Amended May 1, 1994;
Revised June 11, 1997; Superseded August 20, 1991; Revised June 16, 2000,
Revised September 29, 2000; Revised May 10, 2003; Revised February 10, 2006; Revised December 19, 2007; Revised January 18, 2008; Revised February 12, 2016.