CONSTITUTION AND BY-LAWS
OF THE HAMPTON ROADS
CONFERENCE OF MINORITY PUBLIC ADMINISTRATORS
ARTICE I – NAME
The name of this organization is the Hampton Roads Conference of Minority Public Administrators (COMPA), a subsection of the American Society for Public Administration (ASPA).
ARTICLE II – PURPOSE
The purpose of this organization is to:
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Uphold the principles of the National Conference of Minority Public Administrators and the American Society for Public Administration;
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Provide a forum to promote the continual skills refinement and upgrading to minority administrators;
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Promote the recruitment of minorities for leadership positions in public administration at all levels of government;
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Provide leadership in the elimination of discriminatory practices in the public sector; and
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Improve the quality of life of citizens and underserved populations through training and exemplary public service.
ARTICLE III – LOCATION
The principal office of the organization shall follow the President and the mailing address shall be located a post office box in Norfolk, Virginia; however, the mailing location should not be construed as to preclude membership from any other jurisdiction in the Commonwealth of Virginia.
ARTICLE IV – MEMBERSHIP
All members must be:
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A prospective member of the National American Society for Public Administration (ASPA) and National Conference of Minority Public Administrators.
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Employed in public sector or related private sector occupations; or
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A member of the public service teaching profession.
ARTICLE V – FEES
A fee structure may be established by the Executive Committee of the organization with a subsequent two thirds (2/3) approval of the total paid membership present at a regularly scheduled meeting.
ARTICLE VI – ATTENDANCE
Attendance at general membership meetings is encouraged, but not mandatory.
ARTICLE VII – QUORUM
A quorum shall be considered present when there is one officer and twenty (20) paid members.
ARTICLE VIII – ELECTIONS
SEC. 1: The yearly election of the officers shall be held in May of each year, with the installation of officers occurring at the October general membership meeting. The incoming President is responsible for planning all meetings for the next program year.
Notice of such meetings for the election of officers and a slate shall be provided at the April general membership meeting.
SEC. 2: In addition to the slate of officers, nominations may also be accepted from the floor from paid members during the April general membership meeting.
SEC. 3: The officers shall be elected by the majority of paid members voting by ballot returned via mail and shall serve for a term of one (1) year.
SEC. 4: The President and President-Elect shall serve no more than one consecutive term, and shall be National ASPA and National COMPA members current in the payment of their dues.
SEC. 5: The Corresponding Secretary, Recording Secretary, and Treasurer shall serve in the same office for no more than three (3) consecutive one-year terms.
SEC. 6: Members at large shall serve no more than two (2) consecutive staggered terms.
SEC. 7: No member shall hold more than one office at a time.
SEC. 8: Should the office of the President or President-Elect become vacant, the organization shall elect a successor from its membership within two meetings following the vacancies, and shall be elected for the unexpired term of said office. The Executive Committee shall recommend to the body successors for all other vacancies.
ARTICLE IX – MEETINGS
SEC. 1: General membership meetings shall be held in the months of October, December, February, April, and June. Executive Committee meetings shall be held in the months of September, November, January, March, and May.
SEC. 2: Special meetings of the organization may be called by the President, or one-third (1/3) of the paid membership, or the majority members of the Executive Committee.
SEC. 3: The following shall be the order of business for the meetings of the organization:
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Roll Call; or Sign-In Sheet;
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Approval of the minutes of the previous meeting;
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Reports of the Committees;
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Unfinished Business; and
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New Business.
ARTICLE X – EXECUTIVE COMMITTEE
SEC. 1: The Executive Committee shall be comprised of the current slate of officers, and three members in the first year and two members in subsequent years elected at large from the general membership, as well as all past presidents. It shall function under the leadership of the President and shall have: 1) general supervision of the organization; 2) the power to act in emergency situations; and 3) those powers described elsewhere herein. Member’s dues must be current to participate.
SEC. 2: All other decisions reached by the Executive Committee must be confirmed by the membership during subsequent meetings.
SEC. 3: The Executive Committee must recognize and use its powers judiciously in a reasonable and prudent manner.
SEC. 4: A quorum to conduct voting business shall be six (6) members of the Executive Committee membership to include two past president present at a meeting.
SEC. 5:The Executive Committee meetings are open to the general membership, but only the Executive Committee members shall vote.
SEC. 6: No officer can miss more than 50% of the Executive Committee meetings or more than two consecutive Executive Committee meetings. Failure to adhere to the attendance requirement shall result in removal of the officer by the Executive Committee. In the event an officer is removed, the President will make a recommendation to the Executive Committee to fill the unexpired term of the officer.
ARTICLE XI – OFFICERS
The officers of the organization shall be President, President-Elect, Corresponding Secretary, Recording Secretary, Treasurer, Immediate Past President, and five (5) Members at Large.
ARTICLE XII – DUTIES OF OFFICERS
SEC. 1: President: It shall be the duty of the President to preside at all meetings of the organization and to call special meetings when necessary, appoint committees not otherwise provided for herein, serve as a member of those committees except the nominating committee and perform such duties as are incumbent by custom and practice upon all Presidents of similar corporate bodies.
SEC. 2: President-Elect: It shall be the duty of the President-Elect to act in the absence of the President, serve as the Chairperson of the Program Committee, and to assume the Presidency upon the expiration of the term of the incumbent.
SEC. 3: Recording Secretary: It shall be the duty of the Recording Secretary to take complete and accurate minutes of all meeting of the organization, and act as Historian. The Recording Secretary shall maintain all minutes of meetings and all financial reports. Minutes of the Executive Committee and general membership meetings shall be presented to the Executive Committee for approval prior to distribution to the general membership.
SEC. 4: Corresponding Secretary: It shall be the duty of the Corresponding Secretary to receive and prepare for meetings all correspondences pertaining to the affairs of the organization and to certify and produce whenever necessary, resolutions and other official records of the organization. The Corresponding Secretary shall maintain all COMPA historical correspondence except minutes and financial reports.
SEC. 5: Treasurer: The Treasurer shall have custody of all funds of the organization. Acting with the organization and finance committees, the Treasurer shall ensure that a true and accurate accounting of the financial transactions of the organization is made monthly that reports of such transactions are presented to such representative as the Executive Committee may designate for authorization of payment.
SEC. 6: Immediate Past President: The immediate Past President shall offer insight on the previous year’s activities of the organization in order to provide continuity as the new administration assumes its responsibilities.
ARTICLE XIII – DUTIES OF MEMBERS AT LARGE
The Members at Large represent the interest of the general membership on issues of concern and accepts duties as assigned by the President and the Executive Committee.
ARTICLE XIV – COMMITTEES
SEC. 1: The following shall be standing committees of the organization:
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Membership Services and Talent Bank Committee: Publishes a Membership Directory, sends out annual dues notices, processes new membership applications, and assists with the recruitment of new members.
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Program Committee: Plans the annual conference, assists in developing the programmatic format for COMPA meetings and for other special programs as the need dictates, coordinates other professional development activities and develops a strategic plan.
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Scholarship and Student Involvement Committee: Fosters continued and meaningful association with students enrolled in public administration disciplines. Provides financial support to graduate students matriculating in a public administration discipline in Hampton Roads.
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Fund Raising Committee: Seeks funds from corporate and non-profit entities to support special program and project activities including but not limited to conferences, scholarships, internship programs, etc.
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Audit Committee: Arranges for an audit of the financial affairs during the months of June and August and make an official report at the September Executive Committee meeting. Members of this committee shall serve without compensation.
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Nominating Committee: Solicits interest from the general membership and prepares for the President a slate of officers for the coming year.
SEC. 2: The President may appoint other ad hoc committees deemed necessary to conduct the affairs of the organization.
ARTICLE XIV – PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Robert’s Rules of Order Newly Revised book shall govern the organization in all cases to which they are applicable and in which they are not inconsistent with these laws and special rules of order that the organization may adopt. A member(s) at large may be designated by the President as Parliamentarian(s) to provide oversight to the officer presiding over meetings.
ARTICLE XV – ADOPTION – AMENDMENTS
SEC. 1: This constitution and by-laws shall become operative immediately upon its adoption by the organization.
SEC. 2: This constitution and by-laws mail be repealed or amended in part or in whole by two-third (2/3) vote of the paid members of the organization present at a regular meeting thereof providing such amendments or changes shall have been presented in writing to the organization at its preceding regular meeting.
Submitted by Theresa Saunders-Smith, Chairperson, Bylaws Committee, October 11, 2007 at the General Membership Meeting.
Presented for adoption at the December 13, 2007 General Membership Meeting
Nicole Munford Clark, President
COMPA Hampton Roads Chapter