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Article I. Name and Objectives

Article II. Authority, Powers, and Constraints

Article III. Membership

Article IV. Board of Directors

Article V. Committees

Article VI. Chapter Meetings

Article VII. Elections

Article VIII. Finances

Article IX. Amendments to Bylaws

Article X. Dissolution

Article I. Name and Objectives

Section 1. Name

The name of the Chapter is the Austin Chapter. The Chapter is a subsidiary of the Society for Technical Communications (STC). These organizations are hereafter referred to as the Chapter and the Society, respectively.

The Chapter's name may be changed by a two-thirds vote at a business meeting of the Chapter, provided a quorum is present. Written notification of the motion to change the name must be given to all Chapter members at least two weeks prior to the vote. The Society must be notified when the Chapter has changed its name.

Section 2. Location

The Chapter is located in Region 5 of the Society. Members live or work in the greater Austin area and in other portions of central Texas included in the Chapter's boundaries by the Society.

Any change to Chapter boundaries must be submitted to Society headquarters for approval. The Society may change the Chapter's boundaries if it determines the change in is the best interest of the Society.

Section 3. Objectives

The Chapter's objectives, identical to those of the Society, are to advance the arts and sciences of technical communications by:

  1. Encouraging research
    (For the Chapter, this goal includes recognizing and encouraging student and professional technical communicators in developing their technical communication skills and in learning more about the field of technical communication.)
  2. Developing educational programs and establishing scholarships
    (For the Chapter, this goal includes developing Chapter educational programs and publicizing Society programs and scholarships.)
  3. Stimulating the exchange of information by means of publications, meeting, and conferences
  4. Recognizing outstanding accomplishments
  5. Cooperating with other societies and institutions in mutually beneficial projects

The following activities are optional but have proven beneficial to Chapter growth:

  1. Publication of a regular newsletter to establish communication with Chapter members
  2. Publicity on the Chapter's activities and on the Society
  3. Educational programs for the members such as Chapter-sponsored seminars, workshops, and contests
  4. Employment referral services to establish contact between Chapter members and local employers
  5. Establishment of technical groups to pursue specific fields of interest in technical communication

Article II. Authority, Powers, and Constraints

Section 1. Authority

The Chapter exists by virtue of its charter from the Society and shall operate under the control of the Society and its bylaws.

Section 2. Powers

The powers of the Chapter reside in its members. These powers are exercised on behalf of the membership by an elected board of directors. The board of directors uses these powers to take whatever legal and proper actions are necessary for the fulfillment of Society and Chapter purposes.

Section 3. Constraints

The Chapter is nonprofit, nonsectarian, and nonpartisan. It cannot endorse or disparage a commercial enterprise, a political platform, or a candidate for public office.

The Chapter must not:

  1. Operate under local rules and procedures that are inconsistent with the governing documents of the Society. Any variations from the governing documents must be cleared through the Society's bylaws committee and approved by the Society's board of directors prior to adoption.
  2. Change Chapter dues, but with specific approval of the Society's board of directors may levy local assessments provided these are not called dues and have no bearing on membership.
  3. Own real estate, or obligate the Society to any financial or other commitment, nor use the Society name without Chapter designation.
  4. If the Chapter persists in actions that are not in the best interest of the Society, the Society's board of directors may by a two-thirds vote withhold the dues refund or take any other action it deems proper. Such action may be appealed to the Society's board and, after reconfirmation of the Society's action, to the annual business meeting of the Society.

Section 4. Use of Name

The Chapter name and insignia, singly or in combination, may be used only by persons authorized by the board of directors and only for Chapter purposes. The Chapter name shall not be used in connection with a commercial concern for any purpose other than the regular work of the Chapter.

Article III. Membership

Section 1. Grades of Membership

The grades of membership are identical to those in the STC Bylaws.

Section 2. Qualifications for Grades of Membership

Membership in the Chapter is open to members of any grade in the Society who work or reside in close proximity to Austin. Other qualifications for membership in the Chapter are as listed in the STC Bylaws.

Section 3. Rights and Privileges of Grades of Membership

The rights and privileges are identical to those listed in the STC Bylaws.

Section 4. Obligations of Membership

The obligations of membership are identical to those listed in the STC Bylaws.

Section 5. Admission to Membership.

Admission is as described in the STC Bylaws.

Section 6. Appeals Panel

As described in the STC Bylaws, membership appeals are made to the appeals panel of the Society and are not channeled through the Chapter.

Section 7. Termination of Membership

As described in the STC Bylaws, termination is accomplished through resignation, nonpayment of dues, or expulsion. Only the Society's board of directors can determine whether a member is to be terminated by suspension or expulsion; the Chapter's membership or the Chapter's board of directors cannot make such a determination.

Section 8. Reinstatement and Transfer of Membership

Reinstatement and transfer procedures are identical to those in the STC Bylaws.

Section 9. Dues and Fees

Dues and fees as described in the STC Bylaws. The Chapter may set fees for special projects, purchases, or Chapter expenses, but only if the fees are approved by the board of directors and have no bearing on membership.

Article IV. Board of Directors

Section 1. Membership

The board of directors consists of eight voting members: the four officers (the president, vice president, secretary, and treasurer), the immediate past president/director, and three directors. Except for the immediate past president/director, the members of the board of directors are elected by the membership for one-year terms as described in Section 5.

All members of the board of directors must be Chapter members in good standing.

Section 2. Powers and Constraints

The board of directors has the power to manage the Chapter's property, determine its policies and procedures, and direct its affairs under the authority given to the Chapter by the Society. The board of directors acts in accordance with the governing documents of the Society and directs its affairs in order to meet the objectives stated in Article I, Section 3. The board of directors may establish committees or delegate responsibilities to individual members to accomplish Chapter and Society obligations.

Section 3. Board Responsibilities

The board is responsible for the activities described in Article IX Chapters in the STC Bylaws. These responsibilities include but are not limited to the following.

  1. Contact with the Society
    The board maintains contact with the Society by:
    1. Promptly advising Society headquarters of the names of its newly elected officers
    2. Furnishing progress information as requested by its director-sponsor
    3. Submitting an annual fiscal report to the Society treasurer

  2. Contact with the Chapter Membership
    The board of directors reports its actions to the membership through the following means, as appropriate:
    1. Discussions at regularly scheduled Chapter meetings
    2. Discussions at special meetings that the board may initiate when necessary
    3. Chapter newsletter, telephone, newspaper, or other local media

  3. Meetings
    The board schedules and arranges the following meetings:
    1. Regularly scheduled program meetings for the membership (at least seven per year)
    2. Regularly scheduled meetings of the board of directors to handle the Chapter's business. The board meets at the request of the president or at the request of at least two of its members.
    3. Regularly scheduled meetings with committee managers to obtain status and activity reports
    4. An annual business meeting where election results are announced and the current board members and committee managers report to the membership. A quorum for transacting business at this meeting is 25 percent of the voting members or 20 voting members, whichever is fewer.
    4. The board may call special meetings or omit monthly meetings, provided members are notified well in advance of the action. Ordinarily, the president determines the order of the meeting procedures.

  4. Membership
    5. The board of directors recruits new Chapter members, forwards any applications it receives to the Society, and adds new members to the Chapter's membership and mailing lists.

  5. Elections
    6. The board of directors ensures annual elections are held and conducted by the nominating and tellers committees in accordance with Article VII Elections of this document and the section pertaining to Chapter elections in Article IX Chapters of the STC Bylaws.

  6. Finances
    7. The board of directors exercises fiscal controls by means of approved budgets and expenditures, and conducts fiscal operations in accordance with Article VIII Finances.

    When specifically requested by the Society office to contact the IRS regarding annual information returns, the board complies with IRS requirements. (Normally the Society office handles all IRS matters for the Chapter.)

Section 4. Duties of Board Members

The duties of the board members are described in the following subsections and in the governing Society and Chapter documents (including but not limited to the Society bylaws, Chapter bylaws, and Chapter policies and procedures documents).

  1. President
    The duties of the president include the following:
    1. Supervising Chapter activities and guiding Chapter development
    2. Calling meetings of the Chapter and the board of directors and presiding at the meetings
    3. Writing articles for the newsletter
    4. Assigning duties to other board members soon after their election and as needed throughout the year
    5. Leading the formulation of goals and policies for the Chapter
    6. Appointing special assistants or committees for specific tasks not easily managed by standing committees
    7. Servings as an ex officio member of all Chapter committees
    8. Submitting reports describing Chapter activities to the director-sponsor as requested
    9. Applying and maintaining controls for budgets, expenditures, and other fiscal activities
    10. Representing the Chapter or designating a representative at local, regional, and international meetings such as conferences, seminars, and workshops
    11. Adhering to and maintaining the procedures regarding the presidency in the Chapter governing documents (changes subject to board approval)
    12. Performing other duties outlined in the STC Bylaws

  2. Vice President
    The duties of the vice president include the following:
    1. Assuming the duties of the president in the absence or incapacity of the president
    2. Maintaining an awareness of all Chapter operations
    3. Conferring frequently with the president
    4. Helping formulate policy and establish the Chapter's long- and short-term goals
    5. Adhering to and maintaining the procedures regarding the vice presidency in the Chapter governing documents (change subject to board approval)
    6. Performing such other duties as the president or the board of directors may assign

  3. Secretary
    The duties of the secretary include the following:
    1. Keeping minutes of all Chapter and board meetings and distributing these in accordance with set procedures (or arranging for a substitute to handle these tasks)
    2. Preparing correspondence related to Chapter business at the direction of the president
    3. Maintaining records of meetings so that they are available at any time to the president or the board
    4. Keeping copies of the latest versions of the STC Chapter Operations Handbook and Chapter's governing documents, and distributing copies upon request
    5. Adhering to and maintaining the procedures regarding the office of secretary in the Chapter governing documents (changes subject to board approval)
    6. Performing such other duties as the president or the board may assign

  4. Treasurer
    The treasurer supervises the Chapter's fiscal affairs by:
    1. Preparing a budget at the beginning of the Chapter year
    2. Completing an annual financial report for submittal to the Society's treasurer (a form is provided by the STC office) and mailing the report no later than July 31 to ensure a prompt dues refund to the Chapter
    3. Establishing (if necessary) and maintaining a checking account for current operations and a savings account or certificate of deposit when Chapter funds exceed those needed for current operations
    4. Maintaining books and records so they can be inspected at any time by the president, the board, or any auditor named by the board
    5. Ensuring that the Chapter's books are audited by a certified public accountant when deemed necessary by the president or board of directors
    6. Promptly depositing Chapter funds
    7. Promptly disbursing funds for expenses approved by the board of directors
    8. Submitting to the board, and publishing for the membership, summaries of the Chapter's financial status and a detailed annual report of the Chapter's status and transactions
    9. Adhering to and maintaining the procedures pertaining to fiscal affairs in the Chapter governing documents (changes subject to board approval)
    10. Performing other tasks assigned by the president or the board of directors

  5. Immediate Past President/Director
    The immediate past president/director serves as an advisor to the board of directors to help maintain continuity from one term to the next. The immediate past president/director attends all board meetings, and advises the board as required, and performs such other duties as the president may assign.

  6. Directors
    Directors serve as consultants to the board of directors and as mentors for the Chapter. Directors attend all board meetings and assume an active role in at least one committee. Directors perform such other duties as the president or board may assign.

Section 5. Terms of Office

All members of the board of directors except the past president are elected by the membership for one-year terms. The one-year terms extend from the board's induction in May to next year's induction.

The president, vice president, secretary, and treasurer may succeed themselves in office only once. The immediate past president/director may hold that office for only one year. Directors are elected for one-year terms and may not succeed themselves in office after serving three years.

Section 6. Vacancies on the Board

If the office of the immediate past president is vacant, it remains so until the next election. The vice president fills a vacancy in the office of president unless that office is also vacant, in which case the office is filled by a majority vote of the board of directors. If the offices of secretary, treasurer, and director are vacant, the president appoints replacements, subject to board approval. Vacancy appointments extend to the next annual elections and are not deemed a term of office as described in Section 5.

Section 7. Removal of a Board Member

If the conduct of a board member is such that the entire board deems it necessary to suspend the member's authority, the board appoints a special committee to hear and review the case. The person to be suspended must be served personally or by registered mail with a notice containing a statement of the charges and specifying the time and place of a hearing before the special committee. This notice must be received at least 10 days before the hearing. At the hearing the accused must be allowed to confront the accusers. The special committee reports its findings to the board of directors. A vote on the committee's recommendations must be sustained by a majority of the board.

Section 8. Board Meetings and Quorum

The board of directors meets several times each year for the conduct of business. Meetings are called by the president or by two of its members. A majority of the board of directors constitutes a quorum. All votes and official actions taken by the board are recorded in the minutes of the board meeting.

Section 9. Transaction of Business

Board meetings follow the parliamentary procedures specified in the latest edition of Robert's Rules of Order where applicable and consistent with the governing documents of the Society. A quorum must be present before a vote can be held. The board acts by the majority vote of the quorum, except when a two-thirds vote of the entire board or any other specified vote is explicitly required by the bylaws.

Article V. Committees

Section 1. Establishment

The board of directors establishes standing or special committees to take charge of specific work areas. The standing and special committees are listed in Sections 4 and 5, respectively. The board can form additional committees as needed.

Standing committees serve one-year terms. Special committees are formed as needed and dissolved when the work of the committee is completed. When the board determines that the work of a special committee is completed, the board dissolves the committee, the president discharges the manager, and committee records are forwarded to the president.

The president fills committee manager vacancies among members of the nominating committee with the approval of the board.

Section 2. Committee Membership

  1. Committee Managers
    1. The manager of the bylaws and policy committee is a past president.
    2. The managers of the nominating and tellers committees are current or past members of the board of directors.

    2. The manager of each standing or special committee is appointed for a one-year term by the president with the approval of the board of directors. A committee manager serves until a successor is appointed, and is responsible for orderly transition of duties and transfer of committee records to successors.

    Any grade of member can serve as manager of a standing or special committee, with the following exceptions:

    More than one person can share the position of committee manager (referred to as a co-manager). All rules and requirements applying to mangers also apply to co-managers. A second co-manager fulfills the requirement for one additional committee member.

  2. Committee Members

    3. Each committee manager appoints the members of the committee in accordance with the Chapter bylaws, and may establish subcommittees as required. Board approval is not required for the appointment of committee members, nor is it required for the establishment of subcommittees.

    All committee members must be Chapter members in good standing.

  3. Removal of a Committee Manager or Committee Member

    4. If the conduct of a committee manager is such that the majority of the board deems it necessary to remove the manager from authority, the president meets personally with the manager to communicated the board's decision and accept the manager's resignation from the committee.

    If the conduct of a committee member is such that the committee manager and the president feel it necessary to remove the member from the committee, the committee manager meets personally with the member to state the reasons for removal and accept the member's resignation from the committee.

Section 3. General Duties

Standing and special committees assist the board of directors in fulfilling its responsibilities to the membership. The committees perform under the general supervision of the board of directors.

Each committee manager submits an annual budget and monthly financial reports at the request of the treasurer, creates an annual report, and periodically submits written reports to the board at the request of the president.

Each committee is guided in its operation by procedural guidelines, which it keeps current. The board approves all procedural guidelines and subsequent substantive changes to each guideline.

Section 4. Standing Committees

  1. Bylaws and Policy
    1. Advising the board of directors of the provisions in the Society's and Chapter's governing documents
    2. Annually reviewing the Society and Chapter bylaws to determine if the Chapter bylaws are in agreement with the Society's governing documents and reflect Chapter practice
    3. Formulating amendments to the bylaws that have been proposed in accordance with Article IX Amendments to Bylaws and submitting these with recommendations to the board for approval
    4. Updating the Chapter governing documents as required
    5. Adhering to and maintaining the policy committee procedures provided in the Chapter governing documents (changes subject to board approval)
    6. Performing other tasks assigned by the president or the board of directors

    2. The bylaws and policy committee consists of the manager and at least two other Chapter members. The committee manager is a past president. The committee advises the board of directors on matters associated with the Society's and Chapter's governing documents.

    The duties of the bylaws and policy committee include (but are not limited to) the following:
  2. Hospitality
    1. Welcoming guests and members attending Chapter meetings or activities
    2. Registering guests and members upon arrival and collecting payment of meals (as needed) at Chapter meetings
    3. Setting up the hospitality table at Chapter meetings and maintaining the necessary supplies
    4. Arranging with vendors to provide refreshment service (expense subject to board approval)
    5. Arranging with the treasurer to ensure proper accounting for monies paid or received
    6. Adhering to and maintaining the hospitality committee procedures provided in the Chapter governing documents (changes subject to board approval)
    7. Performing other tasks assigned by the president or the board of directors

    3. The hospitality committee consists of the committee manager and at least one other Chapter member. The committee serves as the Chapter's official host.

    The duties of the hospitality committee include (but are not limited to) the following:
  3. Job Bank
    1. Informing members of employment opportunities
    2. Collecting resumes from job seekers and forwarding the resumes to interested employers
    3. Contacting employers to inform them of STC and the Chapter's job bank
    4. Adhering to and maintaining the job bank procedures provided in the Chapter governing documents (changes subject to board approval)
    5. Performing other tasks assigned by the president or the board of directors
    1. Screen or pre-interview applicants for the employer
    2. Recommend one applicant over another
    3. Express opinions about the qualifications of an applicant

    4. The job bank committee consists of the committee manager and at least one other Chapter member. Prospective employers and job seekers (STC members and non-members) can register with this committee, which informs job seekers of employment opportunities and provides their resumes to prospective employers. The committee functions primarily as a service to Chapter members, but its efforts serve as a valuable public relations tool in promoting the image and growth of the professional technical communicator.

    The duties of the job bank committee include but are not limited to the following:
    The job bank committee shall not do the following:
  4. Membership
    1. Maintaining a database of current members
    2. Providing address labels to the board and committees as needed
    3. Responding to inquiries about membership in the Society and Chapter and sending out membership information
    4. Adhering to and maintaining the membership committee procedures provided in the Chapter governing documents (changes subject to board approval)
    5. Performing other tasks assigned but he president or the board of directors

    5. The membership committee consists of the committee manager and at least one other Chapter member. The committee actively seeks to increase the membership of the Chapter.

    The duties of the membership committee include but are not limited to the following:
  5. Newsletter
    1. Producing a newsletter that represents the interests of the Society and Chapter
    2. Working with the president to ensure the newsletter informs members about Society and Chapter activities, plans, and progress
    3. Recruiting Chapter members to assist with the writing, editing, and production of the newsletter
    4. Adhering to and maintaining the newsletter committee procedures provided in the Chapter governing documents (changes subject to board approval)
    5. Performing other tasks assigned by the president or the board of directors

    6. The newsletter committee consists of the committee manager and at least one other Chapter member. The committee prepares and distributes the Chapter's newsletter at least five times a year (from September through May). The newsletter must reach members at least five days before meetings (separate meeting announcements may be used to meet this requirement).

    The duties of the newsletter committee include but are not limited to the following:
  6. Nominating
    1. Approaching possible candidates who are qualified to run for office to determine their willingness to stand for election
    2. Advising the board of potential candidates who are willing to run
    3. Preparing the preliminary slate, final slate, and ballot
    4. Conducting the annual election in accordance with Article VII Elections
    5. Adhering to and maintaining the nominating committee procedures provided in the Chapter governing documents (changes subject to committee approval)
    6. Performing other tasks assigned by the president or the board of directors.

    7. The nominating committee, formed to begin work no later than January 31, consists of the committee manager and at least two other Chapter members who preferably have a wide circle of acquaintances in the Chapter. The committee manager must be a current or past member of the board of directors, and is appointed annually by the president; the board appoints the other committee members. Candidates for office cannot serve on the nominating committee.

    The nominating committee is responsible for the nominating activities described in Article VII Elections, which include (but are not limited to) the following:

    The board may direct the nominating committee to act also as the tellers committee.

  7. Program
    1. Selecting timely program topics that appeal to member and meet the objectives stated in Article I, Section 3 Objectives
    2. Submitting a program calendar for the year to be published in the newsletter
    3. Locating a speaker and facilitator for each program
    4. Remaining in contact with the facilitators to ensure the program arrangements run smoothly and meet the planned objectives
    5. Adhering to and maintaining the program committee procedures provided in the Chapter governing documents (changes subject to committee approval)
    6. Performing other tasks assigned by the president or the board of directors.

    8. The program committee consists of the committee manager and at least one other Chapter member. The program committee plans, schedules, and coordinates the programs for monthly and special Chapter meetings.

    The duties of the program committee include (but are not limited to) the following:
  8. Public Relations
    1. Obtaining details of Chapter events and coordinating the public relations efforts associated with these events, including submitting announcements to local newspapers the publication of pertinent professional societies, and other external media
    2. Preparing or assisting in preparing brochures and flyers for Chapter projects and events
    3. Adhering to and maintaining the public relations committee procedures provided in the Chapter governing documents (changes subject to committee approval)
    4. Performing other tasks assigned by the president or the board of directors.

    9. The public relations committee consists of the committee manager and at least one other Chapter member. The committee publicizes STC goals, programs, and services to members, prospective members, and their management, and works to increase business and public recognition of the Chapter and the Society. The committee actively seeks to initiate and broaden the relationships of the Chapter and Society with related professional communities.

    The duties of the public relations committee include (but are not limited to) the following:
  9. Recognition Programs
    1. Identify areas of achievement and specifying the awards for each area.
    2. Seeking recommendations from the president, board members, and membership as to which individual have made outstanding achievements or have excelled in providing a service to the Chapter during ht year or over a span of time
    3. Determining which recommended individuals should receive the Chapter's awards
    4. Arranging and supervising the manufacture or preparation of the awards
    5. Planning and conducting the Chapter awards ceremony held at the Chapter's May meeting
    6. Encouraging board members and committee members to recognize and publicize throughout the year the achievements of individuals
    7. Adhering to and maintaining the recognition programs committee procedures provided in the Chapter governing documents (changes subject to board approval)
    8. Performing other tasks assigned by the president or the board of directors

    10. The recognition programs committee consists of the manger, typically the vice president, and at least two other Chapter members, one of whom is the current president or immediate past president. The committee formulates and manages Chapter recognition activities.

    The duties of the recognition programs committee include but are not limited to the following:
  10. Tellers
    1. Determining the validity of the votes
    2. Counting and recording the votes
    3. Announcing the results to the board of directors and submitting the results to the newsletter editor for announcement to the membership
    4. Giving the names and addresses of the new board members to the treasurer (for inclusion in the Chapter's year-end financial report to the Society), to the president (to forward to the Society office), and to the director-sponsor
    5. Identifying candidates for other purposes, such as local recognition, Distinguished Chapter Service Award, associate fellow nominee, or Society-level office (optional)
    6. Adhering to and maintaining the tellers committee procedures provided in the Chapter governing documents (changes subject to board approval)
    7. Performing other tasks assigned by the president or the board of directors

    11. The tellers committee consists of the manager and at least two other Chapter members. Each year, the president appoints the committee manager, who is a current or past member of the board of directors. The board appoints any other committee members. Candidates for office cannot serve on the tellers committee.

    The tellers committee is responsible for the teller's activities described in Article VII Elections, which include (but are not limited to) the following:

Section 5. Special Committees

  1. Salary Survey
    1. Reviewing the previous year's survey form and modifying it as necessary
    2. Publicizing the salary survey
    3. Distributing the survey form
    4. Collecting completed survey forms and tallying the results
    5. Publishing the results and presenting them for discussion at a regularly scheduled meeting of the Chapter
    6. Adhering to and maintaining the salary survey committee procedures provided in the Chapter governing documents (changes subject to board approval)
    7. Performing other tasks assigned by the president or the board of directors

    2. The salary survey committee consists of the manager and at least one other Chapter member. The salary survey committee develops and distributes the Chapter salary survey, and tallies and publishes the salary survey results. The committee also presents the results at a regularly scheduled meeting of the Chapter.

    The duties of the salary survey committee include but are not limited to the following:
  2. Seminars
    1. Planning and managing seminars, speakers, volunteers, fee structures, sites, and budgets for seminars
    2. Publicizing and promoting the seminars
    3. Preparing and presenting updates and a final report to the board
    4. Coordinating activities with other STC and technical communication local, regional, and national events
    5. Establishing partnerships with other technical communications groups and organizations to present, develop, and promote seminars of interest to the Chapter and the community
    6. Adhering to and maintaining the seminars committee procedures provided in the Chapter governing documents (changes subject to board approval)
    7. Performing other tasks assigned by the president or the board of directors

    3. The seminars committee consists of the manager and at least one other Chapter member. The committee develops, budgets, and plans a series of public seminars approved by the board before the first Chapter meeting of the Chapter year. The committee, with assistance from volunteers and Chapter members, then schedules, staffs, promotes, coordinates, and presents the seminars during the year. The committee regularly reports progress to the board, receiving board approval for any changes involving funding or differing substantially from the proposed plan.

    The duties of the seminars committee include (but are not limited to) the following:
  3. Student Writing Contest
    1. Establishing guidelines and restrictions for the competition (subject to board approval)
    2. Developing and distributing materials advertising the contest to students and instructors within the region's boundaries
    3. Coordinating with other Chapters when appropriate
    4. Recruiting judges and coordinating the judging
    5. Establishing administrative procedures for handing entries
    6. Working with the recognition program committee to establish prizes and arrange their manufacture or preparation
    7. Securing funds for prizes and, if possible, other expenses pertaining to the contest
    8. Notifying students of the contest results
    9. Planning and conducting the student awards ceremony held in the spring
    10. Adhering to and maintaining the student writing contest notebook and the committee procedures provided in the Chapter governing documents (changes subject to board approval)
    11. Performing other tasks assigned by the president or the board of directors

    4. The student writing contest committee consists of the manager and at least one other Chapter member. The committee plans, publicizes, and conducts the annual writing competition for Region 5 students.

    The duties of the student writing contest committee include (but are not limited to) the following:
  4. Technical Publications Competition
    1. The duties of the technical publications competition committee include (but are not limited to) the following:
    2. Establishing guidelines and restrictions for the Chapter competition (subject to board approval) that are consistent with the Society competition
    3. Developing and distributing materials advertising the competition to members in other STC Chapters and to other organizations that may be interested in entering
    4. Locating an STC Chapter to exchange entries for judging
    5. Recruiting judges and organizing the judging
    6. Coordinating the exchange of entries with the exchanging Chapter, including setting mutual guidelines for judging and deadlines for return of entries
    7. Notifying winners of competition results
    8. Shipping the Distinguished and Best of Show winning documents to the Society prior to the deadline for entries for the international technical publications competition
    9. Planning and conducting an awards program
    10. Designing and producing award certificates
    11. Adhering to and maintaining the committee notebook and the committee procedures provided in the Chapter governing documents (changes subject to board approval)
    12. Performing other tasks assigned by the president or the board of directors

    5. The technical publications competition committee consists of the manager and at least one other Chapter member. The committee plans, publicizes, and conducts the annual technical publications competition sponsored by the Chapter. The committee coordinates with the Society to ensure the Chapter competition is synchronized with the Society competition.

Article VI. Chapter Meetings

Time, date, and place of meetings, seminars, and conferences are determined by the board and are publicized to the membership. Notice of each meeting is sent to members so that it arrives at least five days before the date of the meeting

Article VII. Elections

Section 1. Time of Elections

In April the membership elects the board of directors, and the current president (with the current board's approval) appoints the committee managers. At the regularly scheduled Chapter meeting in May, the new board members and committee managers are inducted. The responsibilities held by the previous board and its committees are officially transferred to the incoming board and committees upon induction.

Section 2. Nominating Committee

The nominating committee, formed to begin work no later than January 31, consists of a manager and at least two other members. The president appoints the committee manager. The board selects the remaining members.

The committee is responsible for selecting candidates and preparing the preliminary slate, final slate, and ballot. The candidatesÌ qualifications are evaluated in accordance with standards and criteria developed by the nominating committee. The committee also handles nominations by petition from the membership. The board of directors may direct the nominating committee to act also as the tellers committee.

Section 3. Tellers Committee

The tellers committee, consisting of at least three members, is appointed by the president and approve by a majority vote of the board of directors. The committee determines the validity of votes, counts the votes, and announces the results to the board of directors. No person appearing on the ballot as a nominee shall serve on the tellers committee for that election.

Section 4. Procedure

Chapter elections are conducted at the regularly scheduled Chapter meeting in April. At least four weeks prior to the date of the election, a preliminary slate of candidates and the time and place of voting must be announced to the membership. At least 10 days prior to the date of the election, a final slate of candidates, if different from the preliminary slate, must be announced.

  1. Selection and Evaluation of Candidates

    2. At Chapter meetings and in the newsletter, the nominating committee requests names of candidates to be considered for election. The committee also may contact individual members for recommendations.

    The committee evaluates candidates' qualifications in accordance with standards and criteria developed by the nominating committee.

  2. Preparation and Distribution of Preliminary Slate

    3. The nominating committee evaluates all candidates who have agreed to serve if elected for specific positions on the slate. Only one candidate is presented for president (the vice president automatically progresses to president). Whenever possible, the committee should offer more than one candidate for each position other than that of president. The nominating committee prepares the preliminary slate and announces and publishes the slate with instructions pertaining to nomination by petition.

  3. Nomination by Petition

    4. Additional candidates for any elective office may be nominated by petition. The petition must include the signatures of at least three Chapter members. The full name and address of each signatory to such a petition must be typed or printed adjacent to the signature. The petition must be accompanied by the candidate's signed statement of acceptance and pertinent biographical data. The name of any candidate qualified in accordance with the bylaws and properly nominated by petition must appear on the final slate and ballot.

  4. Election by Open Voting

    5. If multiple candidates run for a particular position, the nominating committee prepares the final slate and ballot for distribution to all voting members at the regularly scheduled Chapter meeting in April. The ballot should offer a Yes or No option for each unopposed candidate. The ballot should provide a brief biography of each candidate and voting instructions that clearly identify how many candidates for each office can be selected. All votes are secret, and members are not required to sign their ballots.

    The tellers committee validates the ballots while protecting the identity of the voters, and counts and records the vote. The candidate for a particular position who received the majority of votes cast is the winner. A time vote is resolved by a majority vote of the board of directors. If an unopposed candidate receives fewer affirmative than negative votes, that office is declared vacant. The current board of directors may choose to fill the office by special election or by a majority vote of the current board.

  5. Announcement of Results

    6. The manager of the nominating committee notifies the president, candidates, and membership of the election results.

Section 5. Voting Matters Other Than Elections

Whenever possible, special Chapter issues such as amendments to the Chapter bylaws should be included on the annual election ballot. However, the board of directors, by majority vote, may authorize a special ballot.

When a special ballot is issued to the Chapter membership, the ballot and instructions are assembled and mailed to Chapter members at least two weeks before the final date they must be returned. The tellers committee counts and records the vote.

Tie votes are resolved by a majority vote of the board of directors. The manager of the tellers committee notifies the nominating committee manager of the election results. The nominating committee then announces the results to the membership at the next monthly meeting or in the next issue of the newsletter.

Article VIII. Finances

Section 1. Responsibilities

The Chapter treasurer is responsible for ensuring accurate financial records and reporting throughout the fiscal year (July 1 to June 30 of the following calendar year). The treasurer also prepares and submits an annual financial report to the Society treasurer. The board of directors establishes funds for operating purposes and for reserves.

The Chapter's books are audited by a certified public accountant when the president or board deems it necessary. As determined by the board, either the treasurer or president supervises the audit.

Section 2. Deposits

The treasurer may deposit Chapter funds in banks that are members of the Federal Deposit Insurance Corporation (FDIC) or credit unions that are members of the National Credit Union Share Insurance Fund (NCUSIF).

Section 3. Disbursements

The board of directors must authorize payment for Chapter expenses. Funds can be withdrawn only over the signature of the treasurer or president.

Section 4. Dues

The Chapter receives an annual dues refund from the Society as determined by the Society. The Chapter may not charge additional dues, but with the specific approval of the Society's board, it may levy local assessments provided these are not called dues and have no bearing on membership.

Article IX. Amendments to Bylaws

Section 1. Origination

An amendment to the Chapter bylaws may be originated by the board of directors or by a written petition signed by 20 voting members.

Section 2. Scheduled Review

After the bylaws and policy committee has formulated the proposed amendment in coordination with the originator, it submits for review the amendment to the board with a recommendation. The review should include submitting the proposed amendment to the manager of the Society bylaws committee for evaluation. The board may by a three-fourths vote of the entire board adopt proposed amendments to Articles III (Membership), V (Committees), VI (Chapter Meetings), VII (Elections), and VIII (Finances). Proposed amendments to these articles must be submitted to the membership for comment at least one month before the deadline for returning ballots.

If the amendment is rejected because it fails to conform, the board informs the originator of the reasons for the rejection. The ballot statement may include the board's recommendation.

To become effective, a bylaws amendment submitted to the membership requires the affirmative vote of two-thirds of the valid votes cast. The president announces the approved amendment to the membership at the earliest opportunity. The bylaws and policy committee sends a copy of the revised Chapter bylaws to the Society to be included in the Chapter's file.

Article X. Dissolution

The Chapter has no power to effect its won dissolution. Only the Society board of directors may dissolve a Chapter as described in Article IX Chapters of the STC Bylaws.

The Chapter can recommend dissolution upon unanimous recommendation of the board of directors, followed by a concurring Chapter vote of three-fourths of the votes cast, provided a quorum is present.

In the event of dissolution, the Chapter board of directors continues in office until all legal and financial matters have been settled, including sending all Chapter records and residual funds to the Society, and the Chapter board of directors has received notification of dissolution from the Society board of directors.

 
© 2008 STC Austin
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