CONSTITUTION AND BYLAWS
OF THE ASSOCIATION FOR FEDERAL INFORMATION RESOURCES MANAGEMENT (AFFIRM)
Approved June 28, 2018
Article I - Name of Organization and Purpose
Section 1. The name of this organization shall be: The Association for Federal Information Resources Management (AFFIRM). AFFIRM holds federal tax exemption under Section 501(c)3 of the Internal Revenue Code and is formally established as a nonprofit corporation under the laws of the state of Maryland.
Section 2. The Organization is an educational entity founded in 1979. The organization is an individual membership organization. Full-time government employees participate in the organization in their personal capacity and are expected to comply with all government ethics regulations. AFFIRM members speak as individuals and not in any way as representatives of their employers whether federal government agencies or in the private sector.
Section 3. The objective of the Association is to improve the management of the information systems and resources of the federal government through education and learning opportunities.
Section 4. This objective shall be pursued through such activities as:
01. Providing education related to federal government information systems and resources management.
02. Learning about and exploring the use of new techniques to improve the utilization of federal government information systems and resources for the benefit of the public.
03. Educating others in measuring the effective application of information resources within the federal government for the benefit of the public.
04. Promoting the exchange and development of new concepts and techniques to improve information systems and resources management within the federal government through seminars, newsletters, white papers, conferences, and other print and electronic publishing, and through other educational opportunities.
05. Enhancing the value of information exchanged among agencies of federal government, academia, and private industry by bringing understanding and insight to current issues through educational means.
06. Introducing and explaining methods to improve the quality of the information systems and resources management functions within the federal government.
07. Encouraging and sponsoring the quest for excellence in the development and execution of federal information systems and resources management functions for service to the citizen.
08. Providing a forum for interactions with state and local governments in matters of federal information management.
Article II - Scope of Interest
Section 1. The scope of the Association's interest shall extend to learning about any or all aspects of components of information systems and resources management within or related to the federal government for the benefit of the public.
Section 2. Information systems and resources management includes activities related to: information requirements, planning, acquisition, development, integration, deployment, communication, operation, maintenance, manipulation, display, distribution, storage, retrieval, training and knowledge management, and the management and policies and processes, which affect each of these disciplines.
Section 3. Information resource managers, analysts, specialists and technologists and architects usually associated with information technology and its management.
Article III - Membership
Section 1. Regular membership shall consist of interested individuals, now employed by the federal government in some capacity related to information systems and resources management. Persons who do not qualify for Government membership may join as Non-Government Members. Academic membership shall be available to full-time employees or full-time students of institutions of higher education and are categorized with government members. Honorary life membership may be bestowed on members that have performed extraordinary services to AFFIRM over a ten or more year period. Life members shall be nominated by the Awards committee and voted on by the Executive Board. The Executive Board shall periodically determine and assess membership dues in an amount necessary to support reasonable administrative costs.
Section 2. Application for membership in the Association shall be submitted on such forms as shall be approved by the Executive Board.
Section 3. Members of the Association shall have the right to vote on Association matters.
Section 4. The membership period for Government members of the Association shall be for as long as they are in government service. Non-Government members enroll for 12 month periods.
Section 5. A member may resign from the Association by submitting his/her resignation in writing to the Secretary. Paid- in dues will not be refunded.
Section 6. Electronic membership list sharing shall be done only by vote of the Executive Board for specific instances. The master membership list shall not me given to any individual or organization under any circumstances.
Article IV - Executive Board
Section 1. Responsibility for the management of the Association shall be vested in the Executive Board. Policy determinations and actions of the Association shall be by majority vote of its members present at any officially called meeting.
Section 2. Elected officers shall consist of a President who is a government member, a First Vice-President and a Second Vice-President who are also Government members, two Government Vice Presidents for Programs, two Associate Vice Presidents for Programs, a Government Secretary, an Associate Secretary, a Government Treasurer and two Associate Treasurers from Industry. The immediate past three presidents, also known as Directors, are included in the Elected Officers. Elected officers may meet in Executive Session as deemed necessary by the President.
Section 2.1 The President may serve two one-year terms, if desired. Other elected officers may serve up to three one-year terms, and then must serve in a different elected office or not be on the elected Executive Board for one year before serving in the same elected office again.
a) A temporary one year extension for the Vice-President for Programs may be voted by 2/3 vote of the Board.
Section 3. All vacancies shall be filled until the next election through appointment by the President until the next election. If the office of the President becomes vacant, the Vice President will automatically take over the position until the next annual meeting.
Section 4. The Elected Officers of the Board shall be comprised of the elected officers and the immediate three past Presidents, also known as Directors. Additional Directors shall be drawn from past Presidents and Vice Presidents to serve on the Executive Board. This overall Executive Board shall be comprised of the Elected Officers, the committee chairpersons and up to five Directors.
Section 5. Voting on policy matters may be limited to the Elected Officers. All other matters shall be voted on by the total Executive Board. The President shall distinguish those matters that are considered policy matters. The Executive Board may vote electronically on matters already presented and discussed at regular Board meetings and involving less than $2,500.00. Electronic voting is confined to follow-up issues and is never to augment or replace voting at a live Board meeting.
Section 6. The Executive Board including the elected officers shall meet at the pleasure of the President.
Section 7. Resignation, retirement or administrative leave status from the Federal Government shall cause the Government Executive Board Officers to step down from their elected positions.
Section 8. All Executive Board Members must be dues paying members.
Article V - Duties of Officers
Section 1. The President shall preside over the meetings of the Association, appoint all committees of the Association, designate the Chairperson of all such committees, and serve ex- officio as a member of all committees. The Chairperson shall report to the annual meeting of the Association concerning the attainment of the Association's objectives during the preceding year. To be eligible for nomination for President, an individual shall have served on the Executive Board one year and/or served as leader of two major association activities.
Section 2. The Vice President shall (1) act as President in the absence of that Official, (2) assist the President in leading the Association and (3) will automatically be nominated for President. To be eligible for nomination as Vice President, an individual shall be a current Federal Government employee.
Section 3. The Vice Presidents for Programs shall chair the Program Committee. The Vice Presidents for Programs and/or the Secretary have authority to commit the organization to reservations/arrangements for facilities and meals required to host the AFFIRM events.
Section 4. The Secretaries shall keep the records of the Association, handle official correspondence, prepare reports of meetings, and administer the bylaws working with the Bylaws committee. The Secretaries shall see that all organizational official documents are stored at an acceptable place.
Section 5. The Associate (Non-Government) Treasurer shall keep financial records of AFFIRM. This officer shall make an annual financial report at the annual meeting showing as a minimum (1) balance on hand at previous year's annual meeting, (2) members' dues and other receipts, (3) total disbursements, and (4) current balance on hand. The elected officers, except the Treasurers, shall have the authority after receiving approval from the Board or the President, to obligate the organization in agreements/contracts for facilities, meals and other direct costs required to host the AFFIRM events. The elected officers with approval shall also have authority to obligate the organization's funds in such ways as scholarships, promotional materials, awards, and other materials directly related to the operation and promotion of the AFFIRM organization. All bills will be submitted to the Treasury for payment and/or reimbursement within 90 days.
Article VI - Committees
Section 1. The Association shall have committees which shall be focused on long term planning and direction of the AFFIRM organization and delivery of the AFFIRM objectives, as well as outreach, administration and sponsorship. Committees may include: Education, Emerging Issues, and the Program Committees. Committees may also include: Administration, Awards, By-Laws and Incorporation , Communications (Public Relations), Corporate Sponsors, eAFFIRM, Education, Financial Management, Membership, Newsletter, and Scholarship committee and a Coaching/Mentoring Committee. Executive Board Officers shall be assigned responsibility for one or more specific committees.
Section 2. The President may establish and appoint Ad Hoc special committees, not having or exercising the authority of the Executive Board, to aid the President and Executive Board in managing the affairs of the Association. Examples of Ad Hoc committees include Nominations and Special Projects. Ad Hoc committees shall report to the President. Such Ad Hoc committees shall terminate at the end of the current President's term.
Section 3. Members in good standing are invited to participate on committees. Members wishing to participate on a committee should request committee membership of the respective Chairperson for the committee or the President.
Article VII - Meetings
Section 1. Regular meetings of the Association shall be held at times and places designated by the Board.
Section2. The annual meeting of the Association shall be held at the June meeting each year.
Section 3. Notice of the annual meeting shall be mailed or sent electronically at least (10) days before the date of each meeting.
Section 4. The President is authorized to cancel any regular meeting or call special meetings as circumstances may require.
Section 5. Any Executive Board meeting shall be open to all members, unless it is closed by vote of the Executive Board.
Article VIII - Nominations and Elections
Section 1. At least 90 days before the annual meeting, the President shall appoint a nominating committee of at least three members. This committee shall nominate at least one candidate for the office of President, two Vice Presidents Government, each of the two positions for Government Vice Presidents for Programs and Associate Vice Presidents for Programs, Government Secretary, Associate Secretary, and Government Treasurer, and two for Associate Treasurers.
Section 2. In the notice for the meeting which immediately precedes the annual meeting, the President shall announce the nominated slate for elected officers. At least one officially-called meeting held prior to the annual meeting, the President shall invite additional nominations from the floor for candidates for offices. An e-mail, web, or fax election shall be conducted after the nominations meeting and prior to the annual meeting. Newly elected officers shall be announced at the annual meeting and assume official duties at the start of the fiscal year.
Section 3. In voting by mail, fax, or web, officers shall be elected by a plurality of the votes cast. Tie votes will be resolved by the Vice President.
Article IX - Amendments
Section 1. Any member of the organization may submit amendments to the Constitution and Bylaws to the President, the Secretary or the Bylaws Committee.
Section 2. Proposed amendments will be reviewed by members of the Bylaws Committee prior to submission to the membership.
Section 3. After review by the Bylaws Committee, proposed amendments will be submitted in writing to members with the President's and Bylaws Committee's recommendations at least ten days prior to the regular meeting at which they will be presented. Amendments shall become effective upon approval by two-thirds of the Association members present at any regular, special or annual meeting.
Article X - Finances
Section 1. The Association’s fiscal year shall be July 1 through June 30.
Section 2. All funds of the Association shall be promptly deposited in qualified depositories. Any funds acquired by the Association shall be clearly marked for and deposited to the account of the Association.
Section 3. All disbursements of funds of the Association shall be made by checks signed by the non-Government Associate Treasurer or, such other officer as the Executive Board may designate.
Section 4. Annual dues for each member of the Association shall be set annually by the Executive Board. Dues for members shall be payable at the time of application for membership and annually thereafter. When any member shall default in the payment of dues for a period of more than three (3) months from the date on which such dues become payable, his/her membership may thereupon be terminated by the Executive Board.
Section 5. The Treasurer shall provide to the Executive Board, at a minimum, a quarterly report of the Association's financial status.
Section 6. The members of the Association shall not be liable for the debts or obligations of the Association. No member shall receive compensation for services rendered to the association except as otherwise approved by the Executive Board. A member may be reimbursed for expenses, including overhead, reasonably incurred on behalf of the Association if approved by the Executive Board.
Article XI - Robert’s Rules of Order
Matters not covered in this Constitution and Bylaws will follow Robert’s Rules of Order.
Article XII - Dissolution of the Association
In the event of dissolution of the Association, all assets and financial records of the Association will be transferred promptly to a non-profit 501(c)3 organization.