Chapter Handbook Page Header

Chapter Governance

Leadership Roles and Responsibilities

A Chapter’s elected officers and Board of Directors provides leadership at the Chapter level. It is highly desirable for the President and the President-Elect to advance through the various chairs of office of the Chapter, and they should not succeed themselves in office. The Secretary and the Treasurer may be re-elected to their offices. Both the President and President-Elect (or one other board member) must be voting members of IPMA-HR National.

President
President-Elect
Past President
Secretary
Treasurer
Members of the Board of Directors

A Chapter President is an elected officer who serves a term whose length is set forth in the bylaws and who serves as the Chapter's chief executive officer. The President:

  • Conducts the business of the Chapter in accordance with the Chapter bylaws and serves as chair of the Board of Directors.
  •  Presides at all business sessions.
  • Appoints all committees, taking into consideration the recommendations of the Board of Directors.
  • Serves as the chief spokesperson for the Chapter on all issues pertinent to the profession of public human resources management and keeps the Board of Directors advised on statements relating to such matters.
  • Represents the Chapter and profession among the Chapter's members, other professional organizations, and the general public.
  • Maintains contact with the Chapter’s general membership.
  • Is responsible for ensuring timely submission of Chapter Reporting and Rebate information to Association Headquarters.
  • Receives, disseminates, and responds to, as appropriate, memoranda from Association headquarters concerning Association matters.

The Chapter President-Elect is an elected officer who serves a term whose length is determined in the bylaws and is the successor to the President. The President-Elect:

  • Serves as an officer of the Chapter for corporate legal purposes.
  • Serves as the acting President of the Chapter for the unexpired portion of the President's term in the event of a vacancy in the presidency.
  • Performs specific assignments delegated by the President.
  • Prepares for the office of President and familiarizes themself with the Chapter's committee structure and begins to develop the composition of the following year's committees so that appointments are made at an early date for the various committee charges to be accomplished in a timely and effective manner.

The Chapter Past President is an elected officer who serves a term whose length is determined in the bylaws. The Past President:

  • Serves as an officer of the Chapter for corporate legal purposes.
  • Performs specific assignments delegated by the President.

The Chapter Secretary is an elected officer who serves a term whose length is determined in the bylaws and is the Chapter's official recording officer. The Secretary:

  • Keeps all Chapter records, reports, membership lists, and minutes of all meetings as the Chapter's official recording officer.
  • Maintains close contact with Association headquarters and supplies whatever reports and records may be required, including an annual report of Chapter activities.
  • Assists the President of the Chapter in developing meeting agendas.
  • Notifies each Chapter member of meetings at least two weeks in advance of the meeting (meeting notice should detail time, place, and purpose).
  • Maintains an official book of minutes of all Chapter meetings that can be passed to future secretaries.
  • Serves as the Chapter's official correspondent, handling all written communication with the members of the National office and at other times as may be directed by the President (a file of such correspondence should be established for future reference and passed to future secretaries).
  • Prepares informational articles regarding recent Chapter activities for inclusion in the Association's newsletter, as well as IPMA-HR News.
  • Maintains accurate and up-to-date membership records and forwards names and addresses of new Chapter members to Association headquarters periodically.
  • Takes responsibility for membership promotion activity, including communication with Association headquarters.
  • Keeps the Association headquarters advised of name/address changes of the officers and Board of Directors.

The Chapter Treasurer is an elected officer who serves term whose length is determined in the bylaws and is the Chapter's financial officer. The Treasurer:

  • Executes the financial transactions of the Chapter.
  • Collects and deposits membership dues and other income in a commercial bank account at a local bank.
  • Maintains accurate records for such deposits to be ready at any time to present a report of the Chapter's financial status.
  • Prepares financial reports and provides copies for auditing.
  • Prepares a year-end financial statement for submission to Association headquarters with the Chapter's annual report.
  • Assists in the development of a reasonable budget for the Chapter and monitors expenditures throughout the year.
  • Pays all bills approved by the Board of Directors and keeps accurate records of disbursements. A standard precaution is to have all checks co-signed by a member of the Board and to ensure the Treasurer of the Chapter is bonded.

The Board of Directors, which includes the officers of the Chapter, consists of members elected by the membership to perform those functions and responsibilities that are prescribed in the bylaws of the Chapter. The terms of office for the members of the Board of Directors shall be prescribed in the Chapter's bylaws. The Board of Directors establishes broad objectives and goals for the Chapter, including programs, projects, and budgets, and sees that the affairs of the Chapter are conducted in a fashion that achieves these goals and objectives. The Board of Directors:

  • Conducts Chapter business between membership business meetings.
  • Ensures that funds are available to carry out the Chapter’s objectives.
  • Ensures the proper custody and disbursements of available Chapter funds, (Board Members should require, or secure at their discretion, adequate and sufficient bonds for the protection of the funds and may authorize the Treasurer to pay bills necessary to maintain and support the Chapter's program and projects).
  • Familiarizes themselves with Chapter bylaws, minutes of recent Board of Director meetings, Association headquarters memoranda disseminated by the Chapter President, and other reports and materials as received.
  • Strives to attend every Board of Directors meeting to offer judgment on matters presented and recommend actions considered to be in the best interests of the Chapter. (If a board member is unable to attend a Board of Directors meeting, their views on pertinent subjects to be covered at the meeting should be provided to the President in advance of the meeting.)
  • Recognizes that there is a personal and legal responsibility for each Board Member for all acts and omissions of the Board of Directors in the discharge of its responsibilities in accordance with the bylaws of the Chapter.

Bylaws

The Chapter must develop bylaws setting forth its geographic scope, membership categories, governance structure, and methods for amending the bylaws. To assist the Chapter, National IPMA-HR will provide sample bylaws. The bylaws and any subsequent proposed amendments must be submitted to the Executive Council for approval.

Engage Forum

IPMA-HR's online community is a place where you can ask and answer questions of your peers. In addition to the main IPMA-HR Open Forum, there is a Chapter Leadership Forum. Chapters and Region Presidents (who must be National Members) are automatically enrolled upon becoming a current President. Chapter and Region Presidents must maintain National membership to access this benefit, and they must keep their President-Elect names updated. With this, the Chapter or Region always will have the benefit of networking with fellow Chapter and Region leaders.

Annual Affiliation Agreements

Chapters and Regions are responsible for adhering to all the provisions found in the Chapter and Region Affiliation Agreement documents. The President and President-Elect of both Chapters and Regions must maintain National membership throughout their tenure. The Chapter must maintain at least 10 members. It is also the responsibility of the Chapter and the Region to always maintain an updated Chapter or Region profile and for the Chapter to pay all annual Chapter membership invoices on time.