Bylaws of the Rocky Mountain Chapter of the Armed Forces Communications and
Electronics Association (AFCEA)
ARTICLE I
Purpose
SECTION 1. Mission
To serve members by providing a forum for the ethical exchange of information. The
chapter is dedicated to increasing knowledge through the exploration of issues relevant to
its members in information technology, communications, and electronics for defense,
homeland security, intelligence, and cyberspace communities. The chapter supports
educational opportunities through scholarships and grants in these same areas.
SECTION 2. Vision
To be the premier information technology, communications, and electronics association
for professionals in government, industry and academia in the Pikes Peak region.
SECTION 3. Goals
1. Provide the recognized ethical forum that bridges information technologies and issues
among academic, industry and government leaders worldwide.
2. Provide value and benefits to members and communities of interest
3. Actively engage governments on IT policy matters
4. Grow and maintain our active membership within the IT community
5. Provide Professional Development
6. To preserve and foster a spirit of fellowship in all AFCEA activities.
7. Additional chapter goals as stated in the annual model chapter inputs.
SECTION 4. Core Values
1. Ethics: Insist on the highest ethics in everything we do.
2. Visionary Leadership: Apply visionary leadership in our community and encourage it
from our members at every level.
3. Commitment: Consistently demonstrate commitment to continuous improvement of
the Association and to improvement of service to our members.
4. Quality: Provide the highest quality in everything we do.
5. Education: Commit to do everything possible to further the education of our members
and of the communities we serve.
6. Diversity: Encourage, embrace and continually enlist the support and inclusion of all
members of our diverse international community.
SECTION 5. Actions and Activities
The chapter is organized as a 501(c)3 exclusively for nonprofit educational, scientific,
patriotic, and civic purposes. No part of the net earnings of the chapter shall inure to the
benefit of, or be distributed to, its members, Directors, Officers, or other private
individuals.
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ARTICLE II
Governance
SECTION 1. Membership
Membership in the Chapter, classes of membership, and associated dues will be
prescribed in the AFCEA International Bylaws. No person shall be a member of the
Chapter who is not a member of AFCEA.
SECTION 2. Board of Directors
The leadership and management of the Chapter shall be vested in its Board of Directors.
The Board of Directors shall consist of Chapter Officers, the immediate past Chapter
President, and Permanent Committee Chairs. Chapter decisions will be determined by a
majority vote of the Board of Directors. A majority of the Board of Directors constitutes
a quorum for an official and valid board meeting. All members and advisors of the Board
must be AFCEA members in good standing. Other past Chapter Presidents and the
Regional Vice President shall serve as non-voting advisors to the Chapter and Board of
Directors. See Appendix A – List of Board of Directors.
SECTION 3. Board Meetings
The Board of Directors shall meet at the call of the President, or in his/her absence, the
Vice President. If the Vice President is not available, then the President will appoint a
member from the Board of Directors to call and lead the board meeting.
SECTION 4. Chapter Officers
The Chapter Officers shall be elected or appointed in accordance with the process
described in Article VII. The Chapter Officers shall consist of a President, Vice
President, Vice President/Programs, Vice President/ Education, Vice President/Military
Membership, Vice President/Industry Membership, Vice President/Public Affairs, Vice
President/Administration, Vice President/Finance, Vice President/Enlisted Affairs, Vice
President/Awards, Vice President Special Activities and Vice President/Young AFCEAN
Affairs, each of whom shall be elected for a term of two years and whose terms of office
shall begin on 1 September of the even numbered election year. Officers may serve for a
maximum of two terms in any one officer position. An Officer may be elected to a
different office without restrictions, but may serve in only one office at any given time.
In the temporary absence of the President, the Vice President shall perform those duties
assigned by the President and such other duties as prescribed in these Bylaws of the
Chapter.
SECTION 5. Deputies and Committee Members
Chapter Officers may appoint Chapter members as deputies to serve on committees and
to aid them in their Chapter duties. Deputies may fill in for and represent a Chapter
Officer at board meetings or functions at the request of the Chapter Officer on a
temporary basis. There shall only be one vote per Chapter Officer Position.
SECTION 6. Permanent Committee Chairs
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Permanent Committee Chairs will be nominated from membership and appointed by a
majority vote of the Board of Directors. The Permanent Committee Chairs shall include:
Science Fair , SpaceComm Symposium and Small Business. Permanent Committee
Chairs in attendance are voting members with the Chapter Officers.
SECTION 7. Special Committee Chairs
In addition to the permanent committee chairs, the Chapter President may appoint Special
Committees to execute short-term projects of benefit to the Chapter. Special Committee
chairs shall not be voting members of the Board of Directors.
ARTICLE III
Responsibilities
SECTION 1. President
The Chapter President shall have general supervision of the affairs of the Chapter and
shall perform the duties usual to that office. The President shall be the Chairperson of the
Board of Directors. The President shall preside at the meetings of the Chapter, and the
Board of Directors. The Chapter President shall be an ex-officio member of all
committees and subcommittees.
SECTION 2. Officer Duties
The Vice Presidents shall establish committees needed and render the President such
assistance as may be required according to the following procedures:
The Chapter Vice President shall assist the President with the affairs of the Chapter. The
Chapter Vice President shall attend the meetings of the Chapter and shall be an ex-officio
member of all committees and of all subcommittees. The Vice President shall temporarily
assume the duties of the President during the President's absence.
The Vice President/Programs shall arrange all programs associated with the monthly
luncheons of the Chapter. The Vice President shall establish a Programs Committee to
assist in making the appropriate arrangements.
The Vice President/Education shall administer the Chapter's Educational Fund
Scholarship Program and preside over the Educational Committee awarding scholarships
based on Article IX guidelines. The Vice President of Education shall also serve as a
liaison to the educational community at all levels to promote the Chapter’s mission. The
Vice President of Education will also work closely with the Permanent Committee Chair
of the Science Fair and ensure funding for this event is included in the overall
education/scholarship budget for the year.
The Vice Presidents/Membership (one each for Military and Industry) shall promote the
Association and Chapter Activities with the goal of increasing the membership.
The Vice President/Public Affairs shall publicize all Chapter activities, shall photograph
significant events at each Chapter activity and submit pictures and accompanying articles
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to AFCEA International for publication in SIGNAL Magazine, and shall solicit
individuals to write articles for SIGNAL Magazine.
The Vice President/Finance shall be comptroller of Chapter finances and manage Chapter
financial accounts and matters under direction of the Board of Directors. The Vice
President/Finance shall publish an annual balance sheet and income statement and shall
file annual tax forms as required by the Internal Revenue Service. The Vice
President/Finance shall lead the finance committee and serve as a member of the
investment committee. The Vice President/Finance will also be bonded to protect the
financial activities of the chapter.
The Vice President/Administration will retain a permanent copy of minutes and a copy
distributed to members of the Board of Directors. In addition, the Vice
President/Administration shall attend to all general correspondence under the direction of
the President or Board of Directors, shall keep a roll of membership including the address
of each member and Past Presidents, shall prepare all reports required, and shall perform
other duties that pertain to the office. The Vice President/Administration shall keep
minutes of all Chapter meetings. Minutes should include items discussed, decisions
made, and all other business conducted.
The Vice President/Enlisted Affairs shall provide the enlisted perspective to the Chapter
on matters affecting the enlisted members. This includes canvassing enlisted members
and potential members for ideas on Chapter improvement as well as response to Chapter
events and programs. The Vice President/Enlisted Affairs will also recommend enlisted
members for Chapter Enlisted Member scholarships, serve on the Enlisted Scholarships
Selection Committee, make recommendations for AFCEA awards, and serve in other
capacities affecting the enlisted membership, as applicable. The Enlisted Affairs
Representative may serve on Chapter committees and accomplish other tasks as
appropriate in the same manner as all other members of the Chapter.
The Vice President/Young AFCEAN Affairs shall be a Young AFCEAN (defined as a
member 35 years of age or under), who will act as liaison between the Board of Directors
and fellow Chapter Young AFCEANS. The Young AFCEANs Group will foster
technical growth, encourage industry/military relationships and career opportunities,
serve as a grooming environment for Chapter leadership positions, and perform the vital
function of a professional organization's membership moral booster for young
professional AFCEANs.
The Vice President/Awards shall preside over the Chapter awards program recognizing
deserving chapter members and nominating the Chapter for AFCEA International level
awards. The awards program shall function as described in Article VIII. See Appendix
B for a list of basic awards we try and promote each year.
The Vice President/Special Activities shall provide oversight, leadership, and guidance to
special projects, activities, and committees of the chapter as needed.
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SECTION 3. Vacancies
In the event of vacancies for unexpired terms, the Board of Directors shall appoint new
Chapter Officers or Permanent Committee Chairs by a majority vote. Nominations for
vacancies shall be submitted by general membership to the Nominating Committee for
recommendation to and vote by the Board of Directors.
ARTICLE IV
Meetings
SECTION 1. Board Meetings
Board meetings will be held the first Tuesday of every month. The time, place, and
purpose of each meeting will be distributed to the Board of Directors at least one week
prior to the meeting. Additional meetings may be called at the discretion of the President.
SECTION 2. General Membership Meetings and Programs
General membership meetings and programs shall be held usually the third Thursday of
each month (Sep – Jun). Notification of membership meetings and their purpose will be
posted on the Chapter website and sent via electronic mail to Chapter members at least
one week prior to the meeting.
SECTION 3. A valid quorum of members shall be the lesser of 25 Chapter Members or
50% of the Chapter Membership. Once a quorum is obtained, the members present at a
duly organized meeting may continue to do business until adjournment.
ARTICLE V
Fiscal
SECTION 1. Expenditures
The Chapter President may approve financial obligations, up to $500 incurred in the
normal transaction of Chapter business. Expenditures in excess of this amount (either for
a single purchase or for several purchases for a single project) must be approved by the
Finance Committee and all expenditures will be periodically submitted for review to the
Board of Directors.
SECTION 2. Personal Benefit
No operating income may be used to compensate members except for reimbursement of
personal expenses incurred in the name of the Chapter, under written contracts approved
by the Board, or under special conditions as approved by the Board. The Chapter will
enter into contractual agreements as required for the conduct of annual symposia or other
special activities.
SECTION 3. Audit
The Chapter President shall appoint an independent auditor or reviewer for the purpose of
validating Chapter funds and expenditures on at least an annual basis. The Chapter Vice
President/Finance shall provide the auditor with all Chapter financial records and
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information regarding Chapter funds and expenditures. An audit report shall be prepared
and submitted to the Chapter Board of Directors annually or at the first meeting following
the change of the Chapter Vice President for Finance.
SECTION 4. Investments
Chapter investments shall be managed in accordance with the Investment Policy
Statement developed and maintained by the Investment Committee.
ARTICLE VI
Committees
SECTION 1.
The Board of Directors shall appoint committees and Chairs for each as may be deemed
necessary. Some of the Chapter permanent and standing committees are highlighted
below:
The Chapter Vice President for Programs shall establish a Programs Committee to
prepare and recommend programs and speakers for monthly membership meetings.
The Chapter Vice President for Education’s committee on Education is covered in
Article IX.
Chapter Vice Presidents for Military and Industry Membership shall chair the
Membership Committee. Their committee shall consist of representatives appointed by
various firms, companies, military organizations, and groups. Representatives will act as
Chapter contacts and as AFCEA spokespersons in their respective organizations. They
will be key members of the Membership Committee. Vice President/Membership and key
members shall promote the organization/group by:
1. Serving on the Membership Committee.
2. Publicizing the reasons for joining AFCEA.
3. Personally contacting individuals and businesses to encourage and promote
membership.
4. Advertising Chapter activities to ensure maximum participation by members and
guests at each activity.
5. Working closely with the Vice President/Administration to promote membership
renewals and keep the membership database up-to-date.
The Pikes Peak Science Fair Support Committee shall be chaired by the Permanent
Committee Chair/Science Fair and is an appointed member of the Board. The committee
will support the Pikes Peak Science Fair activities.
The Election Committee shall consist of a Chairperson and committee members
appointed by the President and approved by the Board of Directors. The election
committee’s functions are outlined in Article VII.
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An Investment Committee shall be established to manage the investments of the Chapter.
An investment policy statement shall be established and approved by the Board of
Directors. The policy will be reviewed and updated at least annually. The Chairman of
the Investment Committee shall conduct an annual review of the investment policy and
strategy and provide a semi-annual performance report to the Board of Directors. The
Vice President/Finance will serve as a member of, but not be the Chairman of the
Investment Committee.
The Small Business Committee shall consist of a Chairperson and committee members
appointed by the President and approved by the Board of Directors. The Committee will
work with small businesses in the Colorado Springs vicinity to publicize chapter
activities and solicit participation in chapter events. When applicable, the Committee
will also solicit sponsorship for key chapter events.
ARTICLE VII
Nominations and Elections
SECTION 1. Nominations
In the first quarter of an election year, the President shall appoint an Election Committee.
The Election Committee shall solicit from the membership, a list of candidates for each
Chapter Officer position, and provide this list to the President prior to the May meeting.
At the May meeting of the Chapter, the Chairman of the Election Committee will
introduce the nominees selected by the Election Committee and will ask if there are any
additional nominations from the membership.
SECTION 2. Elections
At the August meeting of the Chapter, ballots of approved candidates will be voted on by
members in attendance. Prior to the Aug meeting, ballots shall be posted on the chapter
website and members of the chapter shall have the opportunity to cast an absentee ballot
if they are not in attendance at the May meeting. Ballots shall also provide for write-in
candidates. In the event that there is a limited number of volunteers to serve as Chapter
officers, the Chairman of the Election Committee may: (1) Assemble the Elections
Committee, (2) Establish the slate of nominees, (3) Have the Chapter President present
that slate to the general membership, and in doing so solicit nominations from the floor,
and (4) Have the Chapter President ask for a vote on the slate at a general membership
meeting on the slate of candidates.
SECTION 3. Selections
Following the August Chapter meeting, the Election Committee shall tabulate the ballots
and present the new Chapter Officers at the September general membership meeting.
ARTICLE VIII
Awards
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SECTION 1. The Awards Committee(s) are chaired by the Vice President/Awards who is
responsible for providing recognition for noteworthy service to AFCEA to deserving
individuals.
SECTION 2. There are potentially many such awards recognized by AFCEA. Calls for
nominations specify the awards, due dates, and criteria for each award.
SECTION 3. It is the duty of the Vice President/Awards to become familiar with the
award types, award structure, nomination due dates, special qualifications, etc., and to
solicit nominations from the Chapter membership. The Awards Committee will review
all nominations and submit appropriate nominations to the Board of Directors. The Board
of Directors will then select recipients for these awards within their authority and submit
others, as appropriate, to AFCEA International. All award nominations will be reviewed
and endorsed by the Regional Vice President, as may be required.
ARTICLE IX
Education
SECTION 1. The Chapter's Scholarship and Grant Program shall closely parallel the
AFCEA International Program. Funds for high schools, enlisted military members,
college students, or other scholarships will be withdrawn from Chapter funds. Several
scholarships and grants may be awarded each year, but the total dollar amount of
scholarships will be determined by the Board of Directors.
SECTION 2. The Vice President/Education will chair the Education Committee and
direct the committee through nomination, selection and award of scholarships and grants.
The Education Committee will implement the selection process using established
guidelines to annually award scholarship and grant funds. The committee will determine
the number of recipients and amount of the awards and make the recommendation to the
Board of Directors for approval. It is recommended that a minimum of four (4) voting
members be appointed for the scholarship and grant selection process as follows:
1- Vice President/Education
1- Vice President/Enlisted Affairs
1 - Industry Representative
1 - Military Representative
ARTICLE X
Amendments
SECTION 1. Bylaws shall be reviewed annually and updated as required.
SECTION 2. Amendments to the Bylaws shall require a majority vote of the Board of
Directors and approval by AFCEA International.
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SECTION 3. Current copy of the Chapter Bylaws shall be posted on the Chapter website
and made available to members in paper copy at their request.
ARTICLE XI
Dissolution
SECTION 1. Upon the dissolution of the Chapter, the Board or Directors shall, after
paying and making provision for the payments of liabilities and legal obligations of the
Chapter, submit remaining Chapter funds to AFCEA International.
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Appendix A - Rocky Mountain AFCEA Chapter’s Board of Directors
President
Vice President
Vice President of Programs
Vice President of Education
Vice President of Finance
Vice President of Administration
Vice President of Enlisted Affairs
Vice President of Awards
Vice President of Military Membership
Vice President of Industry Membership
Vice President of Public Affairs
Vice President of Special Activities
Vice President of Young AFCEAN Affairs
Immediate past Chapter President
Committee Chair for the Science Fair
Committee Chair for the SpaceComm Symposium
Committee Chair for Small Business
Appendix A - Rocky Mountain AFCEA Chapter Board Members
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Appendix B - Rocky Mountain AFCEA Chapter’s Minimum Annual Award Categories *
North American Information Technology Leadership Award
- High-level award given at the annual CyberSpace Symposium in Colorado
Springs in late January or early February.
- Selection made by chapter awards committee in late summer or early fall.
Medal of Merit
- Chapter nominations due 15 March.
- Nominations due to AFCEA International 1 April.
- This Award recognizes dedicated service to the Association, combined with a
sustained level of professional excellence in the fields of communications,
electronics, intelligence and information systems.
Meritorious Service Award
- Chapter nominations due 15 March.
- Nominations due to AFCEA International 1 April.
- This is a mid-career award for meritorious contributions to AFCEA and to the
community.
Harry C. Ingles Chapter Award
- Nominations due to AFCEA International 1 April.
- Awarded to chapters which have most significantly contributed to the goals of
AFCEA.
Model Chapter of the year
- Awarded for meeting chapter goals.
- Two submissions required: submit goals for coming year (due in February) and
Award submission at the end of the year (due in January).
*Note: Other awards will be pursued if the chapter or eligible people are identified. See
entire list of Chapter and Member awards at the AFCEA International Website.
Appendix B - Rocky Mountain AFCEA Chapter’s Minimum Annual Award Categories
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