A.  The annual dues for membership shall be the amount assessed by the Executive Committee for the ensuing year.  Members whose annual dues are paid shall be entitled to receive all official communications of the Association and to participate in all of its activities. 

B.  Membership fees and surpluses derived from projects will be used: 

    (1) For administrative expenses. 

    (2)  For other purposes approved by the Executive Committee. 

C.  All funds of the Association will be retained in the treasury under the custody of the Treasurer. 

D.  Receipts and disbursements will be documented by vouchers showing the purpose and authority for each disbursement and the source of each receipt. 

E.  Good business practices will be followed in the utilization of funds.  Committee chairpersons should submit a budget plan for approval by the Executive Committee for any planned significant programs or activities.  Bills for any expenditures, for a purpose approved by the Executive Committee made by any officer or Committee Chairperson of the Association in the transaction of its official business, shall be paid by the Treasurer.  Questionable bills should be discussed with the Association President prior to payment. 

F.  At the end of each fiscal year, the President shall appoint an Auditing Committee which shall audit, within 60 days, all the financial and property records of the Association, and submit to the Executive Committee, within 60 days, a certified report which shall be available upon request to any member of the Association. 

G.  The fiscal year for the transaction of business for the Association and for the purpose of determining the term of office for all Officers and Directors shall be from the first day of October to the last day of September of the year next ensuing. 

 

Section 2 

Standing Committees 

The following Standing Committees shall be established, and shall be composed of a Chairperson; appointed by the President, except as provided in Article V, paragraph B, of the Constitution; and voluntary committee members. 

A.  Program--It shall be the duty of the Program Committee to arrange programs, secure speakers, and provide other necessary features. 

B.  Publicity--It shall be the duty of this committee to publicize the monthly meetings and other activities of the Association. 

C.  Membership--It shall be the duty of this committee to increase the membership of the Association and to obtain maximum attendance at Association meetings.  It will have custody of the name tags and have them available at all meetings.  It will also be the responsibility of this committee to greet members and guests at meetings and to introduce new members and guests, and maintain a current roster of members and organizations.  The membership chair will follow-up with all guests to determine their interest in joining the Association. 

D.  Education And Training--It shall be the duty of this committee to coordinate with the Office of Personnel Management, civilian personnel training and development agencies, state and local government agencies as well as the private sector in providing training and development opportunities for federal employees.  These training opportunities will include training in Total Quality Management, reinventing government, minority business opportunities, and related subjects.  It will foster relationships between federal agencies and other organizations to enhance the opportunities for federal employees to share in training offered in the community.  The training offered will be related to the professional growth at all levels of responsibility. 

E. Equal Employment Opportunity--It shall be the duty of this Committee to advise the Association on matters pertaining to Equal Employment Opportunity, and to develop and implement activities in support of equal employment opportunity, particularly with regard to any special emphasis programs.  Chairs of special emphasis standing sub-committees; the African-American Emphasis Committee, the Hispanic Employment Program, and the Federal Women's Program; are members of this committee. 

F. African-American Emphasis Program--It shall be the duty of this committee to coordinate, plan and implement programs which address black issues in employment.  The committee will act as a liaison with the african-american community.  The committee will advise the Association on matters pertaining to african-american issues and employment matters.  The committee will assure Association participation in National Black History Month and other special events.  The chair of this committee will be a member of the Equal Employment Opportunity Committee and will work closely with the EEO Committee to develop fair and equitable employment programs for african-americans.

G. Hispanic Employment Program--It shall be the duty of this committee to coordinate, plan and implement programs which address hispanic issues in employment.  The committee will act as a liaison with the hispanic community.  The committee will advise the Association on matters pertaining to hispanic issues and employment matters.  The committee will assure Association participation in National Hispanic Heritage Month and other special events.  The chair of this committee will be a member of the Equal Employment Opportunity Committee and will work closely with the EEO Committee to develop fair and equitable employment programs for hispanics. 

H. Federal Women's Program--It shall be the duty of this committee to coordinate, plan and implement an annual career development training seminar to encompass the entire federal workforce within the State of Indiana.  The chair of this committee will be a member of the Equal Employment Opportunity Committee and will work closely with the EEO Committee to develop fair and equitable employment programs for women.  

I.  Federal Employee of the Year Committee--It shall be the duty of this committee to focus public attention on Federal employees and military personnel within the State of Indiana who combine excellence in work performance with significant achievement in community service, by conducting the annual Federal Employee of the Year awards program held each year in Indianapolis. 

(NOTE:  An agency must have a participating member in the Association in order to nominate employees.  See Article III on membership.) 

J.  Community Partnership Committee--It shall be the duty of this committee to coordinate, plan and implement programs which address volunteerism.  The committee will act as a liaison with the community.  The committee will advise the Association on matters pertaining to volunteerism.  The committee will work with the Association to develop voluntary programs between the Federal workforce and the community. 

Section 3 

Special Committees 

The President shall appoint such Special Committees as may be required to complete projects or achieve objectives not within the scope of a Standing Committee.  Such Special Committees shall be automatically discharged upon completion of their assignments. 

Section 4 

Meetings 

The Association shall hold nine (9) regular meetings during the calendar year.  Special meetings may be called at the discretion of the Executive Committee.  On the recommendation of the Executive Committee, a regularly scheduled meeting in any month other than September, may be passed.  The September meeting must be held.  The Policy Board Directors will meet as necessary at the call of the President.  The Executive Committee will meet at the discretion of the President.

 

Section 5 

Rules of Order 

Details of procedure not otherwise specifically stated in the Constitution and Bylaws shall be governed by Robert's Rules of Order.     

 

CONSTITUTION

 OF THE

 FEDERAL EXECUTIVE ASSOCIATION

OF

 INDIANAPOLIS 

 

ARTICLE I 

NAME 

This organization shall be known as the Federal Executive Association of Indianapolis, and is hereinafter referred to as the Association. 

ARTICLE II 

OBJECTIVES 

The Association is a voluntary organization for the purpose of improving operations of the Federal Service through the media of informal discussions and the interchange of ideas and experiences.  The primary objectives of the Association are: 

               a.  To bring together Management personnel of the Federal  agencies in the furtherance of mutual understanding, informal relationships and the resolution of interagency problems. 

              b.  To promote economy, efficiency and improved administration as a result of the collection, compilation and exchange of information and experience, and of cooperative administrative support projects. 

               c.  To facilitate working relationships between the Federal agencies and the State and local Governments, commerce and industry. 

               d.  To achieve a greater appreciation, on the part of the public, of the history and objectives of the Federal Merit System, through civic projects and the use of mass  information media. 

              e.  From time to time, to direct its cooperative activity to specific projects of current interest; for example, the Combined Federal Campaign.

 

ARTICLE III 

MEMBERSHIP 

a.  Membership shall include the top officials of each Federal activity in the State of Indiana.  Membership shall also include other personnel as designated by the agency heads.  Membership could include chief deputies, managers, administrators or individuals willing and interested in the Association who are acceptable to the agency head.  All committee chairs must be a member in good standing.  

b.  Any individual included in a. above becomes a member in good standing upon payment of the established membership dues. 

c.  Annual membership dues will be assessed in an amount to be determined by the Executive Committee.  Dues are paid from Oct 1 through Sep 30. 

d.  Membership automatically terminates with transfer out of the Association's area, or upon separation from the Federal service.  Association members in good standing who retire from the Federal service may continue their membership. 

e.  Associate memberships are also available at one-half the assessed dues amount for those individuals who wish to participate in Association activities but who have not been designated as members by their agency head. Such memberships do not carry voting rights.  Associate members may serve on the various committees of the Association.  Non-members may also serve on Association committees.                                                           

ARTICLE IV 

OFFICERS 

The officers of the Association shall consist of a President, a Vice President, a Secretary and a Treasurer and six Policy Board Directors.  The President and Vice President will serve a minimum term of one year, not to exceed three years.  The Secretary and Treasurer can serve unlimited terms as long as they are duly elected as set forth in ARTICLE VI - ELECTION OF OFFICERS.  Provided he/she is able to serve, the Past President will be one of the Directors. 

The President, Vice President, Secretary and Treasurer, along with Chairpersons of the Standing and Special Committees, are members of the Association's Executive Committee.  The Executive Committee plans and carries out the activities of the Association. 

The Policy Board provides guidance and direction to the Executive Committee in seeking ways to undertake and implement service to the community.  The Policy Board will render decisions and make recommendations to the Association on matters involving inter-agency coordination and joint-agency action.  Directors of the Policy Board and the Association President and Vice President shall be agency heads or their principal deputy. 

ARTICLE V 

DUTIES OF THE OFFICERS 

a.  PRESIDENT - To preside at all meetings of the Association, Executive Committee, and Policy Board; to appoint standing committees and special committees; to appoint a President pro tempore in the event of the temporary absence of both President and Vice President; and to conduct with the advice of the Policy Board, the general affairs of the Association. 

b.  VICE PRESIDENT - To assume the duties of the President in his/her absence; act as deputy for the President; and complete the unexpired term of the President should he/she be transferred from the area or separated from the Government service.  To serve as permanent chairperson of the Program Committee and to make the luncheon arrangements. 

c.  SECRETARY - Shall keep the administrative records of the Association; maintain and publish minutes of the Association and Executive Committee meetings, prepare reports, conduct routine correspondence and collect monies at the Association luncheons. 

d. TREASURER. - Will pay bills, be responsible for disbursement of funds and follow proper accounting procedures.  Shall keep the financial records of the Association and collect dues and fees from the various committees.  

e.  POLICY BOARD DIRECTORS -  Will work with the Executive Committee to establish major goals, participate in the selection of chairpersons of standing and special committees, review and approve workplans and budgets developed by the committees, recommend changes in program direction, and make suggestions for improvement in activities of the Association.  In the event a Policy Board Director is unable to complete an unexpired term, the Policy Board will select a replacement.  

f.  COMMITTEE CHAIRPERSONS -  Will appoint Committee Members, develop workplans and budget plans for the committee and will prepare after-action reports at the end of the year to foster a smooth transition for the next chairpersons.  Chairpersons shall comply with the policies of the Executive Committee and Policy Board in matters pertaining to their committees.  

ARTICLE VI 

ELECTION OF OFFICERS 

By October 1st each year, there shall be elected a President, Vice President, Secretary, and Treasurer.  If not re-elected, the retiring President shall automatically become a member of the Policy Board for the ensuing year. Votes may be cast only by members in good standing.  By July 1st each year, the President shall appoint a  nominating committee consisting of three (3) members who will select candidates for each office to be filled.  This committee will also request six (6) agency heads to serve as Policy Board Directors. 

Candidates selected by the nominating committee will be announced at  a meeting prior to September 1st each year; additional nominations will be permitted from the floor if offered. 

Election by secret ballot shall be by a majority of ballots cast for each candidate.  Ballots shall be mailed to paid members by Aug 15 of each year.  In the case of tie votes, election shall be by drawing between the tied candidates. 

ARTICLE VII 

AMENDMENTS 

Amendments may be proposed at any time by the Executive Committee or by any member of the Association. 

The Constitution and Bylaws may be amended by a majority of votes at any general meeting of the Association provided due notice of the proposed amendments has been mailed to all members at least five (5) days prior to date of such meeting and such amendments have been announced and explained in detail at a previous meeting.

ARTICLE VIII 

ADOPTION OF THE CONSTITUTION AND BYLAWS 

The adoption of this Constitution and Bylaws shall be attested by the signatures of the Policy Board Directors. 

Section 6 

Distribution of Constitution and Bylaws 

Each member of the Association shall be supplied with a copy of the current Constitution and Bylaws. 

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This Constitution and Bylaws were adopted October 20, 1976 and amended on the following dates:  October 18, 1978; April 20, 1983; May 18, 1983; January 17, 1990; December 11, 1991,  February 17, 1994; September 8, 1995; September 15,1999;  July 31, 2000 and October 31, 2002.