ARTICLE IV: Office Qualifications and Elections
Each year, at the Chapter annual meeting held during the months of September, October, or November the Chapter membership shall nominate and then choose by secret ballot vote the Chapter Officers: the First Vice President, the Second Vice President, the Treasurer, and the Secretary. The First Vice President for any calendar year shall automatically become the President for the year following his service as the First Vice President. The express purpose for this period of service is to supply cohesion and continuity.
Nominations for First Vice President, Second Vice President, Secretary, and Treasurer must be made in person, from the floor. Nominees must know the duties of the office they are being nominated to and must have committed themselves to the nominating member to accept the nomination. The Chapter Secretary will prepare written ballots with all the names of the nominees contained thereon, and mail the ballots to all the individual, paid-up members. The candidate with the greatest number of votes for an office will be elected. These ballots will be sequentially numbered to ensure the validity of the procedure. All ballots must be returned to the Secretary within thirty days. All ballots received after that will not be lawful votes and shall not be counted. The ballots shall remain sealed until such time the Chapter Secretary and two (2) members of the Chapter who are not nominees appointed by the Chapter President, are gathered for the purpose of opening and tallying the ballots. All persons who participate in the opening and counting of ballots shall initial each ballot and the tally form representing the election results.
The election results shall be announced by the Chapter President at the next meeting and notice of the results sent to the International Secretary. The new officers shall automatically take office on January 1st.
All ballots shall be presented to the Chapter Board upon completion of the tally. The ballots shall be maintained for a period of one (1) year by the Chapter Board and made available, upon demand, to any member of the Association, for purpose of verification.
International Executive Officers
Each year, at the HTCIA annual conference, the International Board of Directors shall choose by secret ballot vote the International Executive Officers: the First Vice President, the Second Vice President, the Treasurer, and the Secretary. The First Vice President for any calendar year shall automatically become the President for the year following his service as the First Vice President. The express purpose for this period of service is to supply cohesion and continuity.
Thirty (30) days before the annual business meeting the International Secretary shall call for nominations for the position of First Vice President, Second Vice President, Secretary, and Treasurer. The International Secretary shall post upon receipt all nominees and their resume on the HTCIA Web page. Nominations may be made from the floor at the annual business meeting. The nominations and election must occur on a day that the annual training conference is in session. The candidate with the greatest number of votes for an office will be elected.
The vote shall be counted and recorded by tally committee of three directors who are not nominees appointed by the President. The President shall announce the results and introduce the new International Executive Officers to the International Board of Directors and the membership present. The new officers will automatically take office on January 1st.
All ballots shall be presented to the International Board of Directors upon completion of the tally. The ballots shall be maintained for a period of one (1) year by the International Board and made available, upon demand, to any member of the Association, for purpose of verification.
The International Board of Directors, International Executive Officers and Chapter Board Officers must be members of HTCIA for two consecutive years in good standing with the exception of the new chapters an meet the qualifications as set forth in these bylaws.
Terms of Office 3
The International Executive Officers term of office is one (1) business year. No member of the International Executive Officers may serve more than five successive terms as an International Officer and may not serve more than two years successively in the same position. The International Treasurer will be exempt from the two year term limit.
The International Directors term of office is one (1) business year. No member of the International Executive Officers may serve more than five successive terms as an International Director. The International Treasurer will be exempt from this limit.
The Chapter Board Officers term of office is one (1) business year. No member of the Chapter Board may serve more than five successive terms as a Chapter Officer and may not serve more than two years in the same position.
All Chapter Board Officers, International Executive Officers, and International Board of Directors shall continue in office past the expiration of their term in office if and until their office is filled by an election unless they were removed from office pursuant to these bylaws.
Replacement of Officers 4
In the event that an officer position becomes vacant, for any reason, the following will occur:
1. If the office of the President at either the Chapter or IEC level becomes vacant, the First Vice President will succeed them for the balance of the unexpired term and will remain in office completing their own term as President as well. In this case only, the First Vice President position will remain open until the next election cycle. Immediately upon the election results being announced, the individual will take office as First Vice President.
2. If the office of the President again becomes vacant a special election will be held to fill both the President and vacant First Vice President positions.
3. If the office of any other position (Chapter or IEC) becomes vacant, a special election will be held unless the Chapter Board appoints with the consent of the membership, after notice consistent with these bylaws.
4. A special election will be held only after 30 days notice has been given. Such a notice must note the position being filed, that it is for the remainder of the term, that nominations are sought, and the time, date, and location of the election. In the event, a position becomes vacant 45 days or less prior to a regular annual meeting in which officers are to be elected, no special election shall take place. Individuals elected to positions of a previously vacant office will take office immediately as opposed to assuming office on January 1st.
5. Nominations of individuals must take place at a meeting of either the Chapter Members or the IBD. However, Special elections of any officer may be conducted with mail ballot election, upon approval of procedures delineated by the IEC and with IEC approval.
Chapter Suspension Due to No Officers
A. If any chapters cannot fill at least the President, Secretary, and Treasurer positions, the chapter will be suspended by the IEC. The IEC will notify the chapter’s membership by email of the suspension and the justification for same. The IEC will also post under the Members Only Area of the HTCIA website notice of the suspension.
B. Chapters under such a suspension may not disperse any funds from chapter’s account(s) without the approval of the IEC.
C. No members may be transferred from a chapter in suspension unless there is a geographic relocation of the member.
D. The IEC will supervise all activities of the suspended chapter, and may appoint a trustee in an effort to remove the chapter from suspension. The IEC will report to the IBD all efforts to remove a chapter from suspension.
E. If the suspension is not lifted by the IEC prior to the annual meeting the dissolution of the chapter will be considered by the IBD.
The International Board of Directors, the International Executive Officers, and Chapter Board Officers shall serve without compensation.
3 The term limitations for International Treasurer were removed at the IBD meeting held on September 19, 2009.
4 Article IV Office Qualification & Elections was modified by action of the IBD at a telephone conference meeting held March 27, 2007. The modifications included the addition of the sections Replacement of Officers and Chapter Suspension Due to No Officers.