Section 1: The name of this organization shall be the Susquehanna Valley Chapter, herein referred to as the Chapter. This is an autonomous and independent chapter of the American Payroll Association (APA), herein referred to as National.

ARTICLE II - PURPOSE

Section 1: The purpose of this organization is to provide a forum to exchange information and experiences for the benefit and education of its members and to promote Payroll as a Profession.

ARTICLE III – MEMBERSHIP

Section 1: There are three categories of membership:

1. Regular Membership is open to payroll, human resource, and other professionals or interested persons concerned with the development, maintenance, and operation of payroll and related functions, who are members of National.

2. Associate Membership is available to otherwise eligible persons who are not members of National. Associate membership in this Chapter is available only by invitation or sponsorship by a Regular Member.

3. Corporate Membership is available to employers when they want to have more than one employees attend meetings. The corporate membership to the chapter will be maintained in the name of the Corporation that the national member, of the American Payroll Association, is employed by until the end of the membership year.

Example:

Individual membership to the chapter moves with the individual within the current membership year, if paid for by the individual. If the company pays the membership and sends a request in writing that the membership transfers to the replacement employee, the chapter will honor the request.

Corporate membership does not follow the individual and remains with the corporation. The individual that was covered under the corporate membership must pay the prorated balance of the dues.

Section 2: Membership in this Chapter is available to individuals and corporations. National requires that at least seventy five percent (75%) of the Regular Members of the Chapter be members of the National American Payroll Association.

Section 3: All candidates for membership must:

1) Submit a properly completed membership application, including their National
membership number, if applicable, and

2) Pay the annual dues fee in effect at the time of the application.

Section 4: The Chapter Year is July 1 to June 30.

For renewal purposes only, applications received from the 1st through the 15th of the month shall be effective on the first day of that month and applications received from the 16th through the last day of the month shall be effective on the first day of the following month.

Section 5: Regular Member status of a member will be cancelled if the appropriate annual dues are not received by his/her individual renewal date or National membership is not current.

ARTICLE IV - DUES AND FEES

Section 1: Annual dues and fees shall be established by the Executive Board and announced at the closest meeting prior to the new membership year.

Section 2: Annual dues are payable on or before a member's annual renewal date. Payments received within 30 days of the renewal date will be considered timely.

Individual Dues: If annual chapter dues are received by July 31, of the dues year, a second year could be secured for a $5 discount.

Corporate Dues: To be eligible for the corporate discount, employees must be from the same Federal EIN. If one of these employees would terminate, an eligible fellow employee could us the balance of the corporate rate till the next dues year. To facilitate any change or additions, the membership committee must be notified of any changes during the dues year which run from July 1 to June 30.

Section 3: Fees for special events shall be established as needed by the Executive Board.

Section 4: Removal for Non-payment
Members who fail to pay their prescribed dues and other obligations shall be dropped from the rolls and therefore forfeit all rights and privileges of membership after August 1st. Upon payment of delinquent dues or obligations, the member shall be reinstated.

ARTICLE V – OFFICERS

Section 1: All officers of the Chapter must be members of both National and the Chapter. Chairpersons must be members of and the Chapter in good standing.

Section 2: The officers of this Chapter shall be: President, Vice President, Secretary, Treasurer, and Past Presidents. This will comprise the Executive Board. There will also be the position of Government Liaison Officer and IT Officer. These individuals will be appointed by the Executive Board. The Government Liaison Officer position will have the general purpose of education of the chapter members and providing the liaison between the local chapter and national government affairs. The IT Officer will be responsible for keeping the website current and members informed via email.

Section 3: Committees may be formed as deemed necessary in carrying out responsibilities. Suggested committees may be Hospitality, Historical, Membership, and/or Education.

Section 4: An annual financial audit will be conducted by at least a two-(2) member committee of the chapter, with no corporate relationship of committee members, and a report will be made to the membership at the regular meeting following the Audit.

A. PRESIDENT

1. Conducts all chapter meetings and conferences.

2. Gives guidance to Committees and receives regular activity reports and project updates. Acts as an ex-officio member of all committees.

3. Ensures proper financial accounting and handling of the Chapter Treasury.

4. Acts as Chapter contact on behalf of National, potential members and general

inquiries, with referrals to Executive Board members as appropriate.

5. Directs Executive Board activities and meetings.

6. Assumes duties of National Advisory position as necessary.

7. Select a committee for the annual audit.

8. Responsible for helping to maintain and keep Chapter website current.

B. VICE PRESIDENT

1. Coordinates speakers for program presentations at meetings and secures facilities.

2. Oversee the “ Membership Committee”.

3. Will assume duties of the President as needed. A new Vice President will be elected in the event the VP must permanently assume the duties of President.

4. Make application to Nationals for proposed meeting topics to attain education credits for members

C. SECRETARY

1. Records minutes, resolutions, votes and other pertinent issues and events

at each meeting and submits to each Executive Board member following each meeting.

2. Ensures that all correspondence, minutes and records regarding the business of the chapter are duly obtained, maintained and safeguarded.

3. Works in conjunction with the membership committee to maintain a mailing list and is responsible for the bi-monthly Newsletter.

4. Responsible for providing CPU Certificates after each educational function.

5. Orders and maintains current and adequate supplies of stationery, brochures, etc. for availability and convenience of the Membership.

6. Provides reports and records to National as required.

D. TREASURER

1. Collects dues, and other receivables of the Chapter. Works with VP to provide count for chapter meetings.

2. Reviews and pays bills of the Chapter.

3. Prepares budget for upcoming fiscal year.

4. Maintains records of the financial activity of the Chapter in accordance with generally accepted accounting principles.

5. Submits monthly financial reports to the President. Submits quarterly financial
reports to the Executive Board. Submits annual financial reports to the membership.

6. Maintains in dual custody with the President, the Chapter Bank Account(s).

7. Obtains new and proper signatories for the Chapter accounts and tax returns.

8. Regularly gathers incoming mail from the Post Office Box and redistributes as

necessary, and depositing all incoming monies to the Chapter bank account(s) in a timely manner.

9. Assists and prepares proposals and costs estimates for programs and activities for the Chapter.

10. Coordinate the audit committee and submit records and information for the annual audit

E. GOVERNMENT LIAISON OFFICER

1. Provides up-to-date information on tax law enactments, revisions and reporting modifications to the membership.

2. Acts as liaison between National/State/Local Government agencies and the chapter.

3. Works directly with the President to ensure that information provided

protects the integrity and the intent of the Chapter and National.

4. Obtains committee members as required and acts as chairperson at Government

Liaison Committee meetings.

5. Submits regular reports of activities and project status to the President.

F. IT Officer

1. Will maintain the chapter website with current information

2. Will be responsible for all communications with the chapter such as but not limited
to: updates on payroll related news, meeting reminders, upcoming dues renewal,
etc.

G. THE EXECUTIVE BOARD

The affairs of the Association will be managed by the Executive Board, who shall each be regular members in good standing of the Association. They shall meet periodically to conduct Chapter business as deemed necessary by the President. The Executive Board shall be composed of the President, Vice President, Secretary, Treasurer and other members as deemed necessary by the Association. The board will meet in the months opposite of the regular meetings.

Section 1: The term of service for all officers shall be 24 months. Elections of Executive Board members will be held at the last meeting of the calendar year for the upcoming calendar year. Announcements of appointments will be published in the newsletter. All officer positions are limited to two consecutive terms. The officer positions of President and Secretary will be elected during the odd numbered years (2001, 2003, etc for the term to begin in the upcoming calendar year – i.e. 2002) and the Vice President and Treasurer during the even numbered years.

Section 2: Officers may be removed from office by a 2/3rd majority vote of the Regular Members in attendance at any meeting. Failure to carry out responsibilities of the respective office warrants removal. Further, officers or committee chairpersons failing to attend Executive Board meetings without notifying the President or the Secretary, in writing or by telephone, for two consecutive meetings, will be considered to have voluntarily resigned from their positions.

Section 3: If an officer vacates their office prior to the expiration of their term, a replacement will be named by the executive board with the approval of the chapter members.

Section 4: The immediate past president (IPP) will head the nominating committee for officers and is a voting member of the executive board. The IPP will also chair the chapter’s committee for the Pennsylvania Payroll Person of the Year.

Section 5: Appearance of Impropriety
Any Officer elected or appointed by the members or the Board may be removed or suspended by the majority vote of the Executive Board whenever an “Appearance of Impropriety” exists. An “appearance of impropriety” exists when there is a conflict of interest between the serving Officer and the best interests of the chapter members as a whole. Examples of a conflict of interest are, but not limited to:

· Serving on the Board or as an Officer of another APA Chapter

· An immediate family member’s (spouse, child, parent or sibling) serving as an officer or another APA Chapter’s Board Member

· Two Officers having the same employer, where as one of them is a direct report of the other.

In the case of such removal or suspension, the Officer so removed or suspended shall forthwith deliver all the property of the Chapter in his/her possession, or under his/her control, to another Officer.

ARTICLE VI - GUESTS AND NONMEMBERS

Section 1: Guests and nonmembers are welcome to attend regular Chapter meetings and will be required to pay the pre-established meeting fee. Rates of no less than 120% of Regular Members’ cost will be charged for any special meetings, program or seminar when an additional fee has been established. Guests are permitted to attend no more than two meetings, after which they must become Regular or Associate Members, by invitation or sponsorship of a Regular Member.

ARTICLE VII - VOTING

Section 1: On all voting matters, Regular, Associate and Corporate Members of the Chapter can vote.

Section 2: Voting is by simple majority of all Members in attendance at meetings, or as specified within the Articles of this Constitution. A quorum will not be required.

Section 3: The President shall not vote unless it becomes necessary to break a tie vote.

ARTICLE Vlll - MEETINGS

Section 1: Meetings will be held the fourth Thursday in the months of June, September, November, February, and April. Meeting locations may rotate between Harrisburg and Lancaster areas for the convenience of the Chapter membership.

Section 2: A calendar of topics and locations for meetings will be established and presented to the members on a regular basis. Meeting times and places are subject to change.