CHSA- Congressional Hispanic Staff Association

Bylaws

Bylaws of the Congressional Hispanic Staff Association

Updated 1.04.12

ARTICLE I ORGANIZATION NAME

The name of the organization shall be the Congressional Hispanic Staff Association. Herein after referred to as “CHSA”.

ARTICLE II PURPOSE

The Congressional Hispanic Staff Association (CHSA) is an official, non-partisan Congressional staff organization whose mission is to advance the interests of current and prospective Hispanic staffers and the Latino community at large. CHSA is dedicated to encouraging career development, increasing opportunities, and advocating on behalf of the Latino community by strengthening civic participation and representation at all levels.

ARTICLE III MEMBERSHIP OF ORGANIZATION

Section 1: General Member

A. Any person who is employed by the United States Congress, including the Library of Congress, is eligible for general membership.

B. Payment of dues is required in order to be an active general member.

C. Upon payment of dues, an individual will be considered an active general member for one year from the date of payment received.

Section 2: Intern and Fellow Membership

A. Any person who serves as an intern or fellow, United States Congress, including the Library of Congress, is eligible for general membership for one year from the date of payment received.

Section 3: Membership shall not be restricted on the basis of race, sex, religion, national origin, political party affiliation, economic status or sexual orientation.

ARTICLE IV OFFICERS 

Section 1: The elected officers shall be a President, Vice President, Treasurer, Secretary, Communications Director and Programming Director.

Section 2: The President, with the advice and consent of the Vice President, Treasurer, Secretary, Communications Director and Programming Director shall have the prerogative to select appointed officers to take on additional responsibilities within CHSA.

Section 3: The term of appointed officers expires at the end of the President’s term.

Section 4: Each elected officer shall be limited to two terms in the same position and to four terms as an elected officer.

ARTICLE V DUTIES OF OFFICERS

Section 1: The CHSA President shall:

A. Call and preside during all meetings;

B. Nominate officers, committee chairs and ad-hoc task force chairs;

C. Have general supervision of the affairs of CHSA;

D. Represent CHSA in external relations.

Section 2: The CHSA Vice President shall:

A. Assume the duties of the President in the event of his/her absence;

B. Assist the President as necessary.

Section 3: The CHSA Treasurer shall:

A. Collect membership dues;

B. Have charge of all funds of CHSA;

C. Deposit all monies in bank/trust as selected by Executive Board within 7 business days of receipt of funds;

D. Pay authorized bills;

E. Maintain accurate records of all financial transactions;

F. Request and receive receipts for expenditures of CHSA;

G. Receive and give receipts for monies due and payable to CHSA from any sources; and

H. Provide written monthly reports on expenditures and balances to membership.

Section 4: The CHSA Secretary shall:

A. Maintain the CHSA membership list;

B. Maintain copies of all CHSA correspondence and policy statements.

Section 5: The CHSA Communications Director shall:

A. Develop, implement and evaluate communications plan to advance CHSA’s brand identity; broaden awareness of its programs and priorities; and increase visibility both on and off Capitol Hill;

B. Manage the development, distribution, and maintenance of all print and electronic collateral including, but not limited to, newsletters, brochures, and website;

C. Serve as a spokesperson and lead point person on media interactions that help promote and/or impact CHSA.

Section 6: The CHSA Programming Director shall:

A. Plan, direct, and coordinate all social, athletic and community service activities for CHSA;

B. Provide support to executive leadership in the areas of planning, management, program execution and communications;

C. Assist in establishing and maintaining active and positive working relationships with hill and off hill partners.

Section 7: To facilitate the transition of duties from the current Executive Board to the new Executive Board, the current Executive Board shall, at the end of its term, prepare and make available a Final Executive Summary Report to the new Executive Board. The Final Executive Summary Report shall include all of the following items: all minutes from meetings, a final budget report, a comprehensive membership list, a list of all Association activities and events, access to any websites (including passwords), and any other information or recommendations that the current Executive Board sees beneficial to the transition.

ARTICLE VI EXECUTIVE BOARD

Section 1: The Executive Board consists of the elected and appointed officers.

ARTICLE VII COMMITTEES AND AD-HOC TASK FORCES

Section 1: The President, with the advice and consent of the Executive Board, has the prerogative to establish standing committees and ad-hoc task forces to assist in fulfilling the mission and goals of CHSA.

Section 2: The President, with the advice and consent of the Executive Board, will appoint the chairs of committees and ad-hoc task forces.

Section 3: Committees can be established to carry out functions consistent with the goals and mission of CHSA and shall exist for the duration of the Executive Board’s term.

Section 4: Ad-hoc task forces can be established to carry out a temporary function, of less than one year, consistent with the goals and mission of CHSA.

Section 5: Any active general member is eligible to be appointed chair of a committee or ad-hoc task force.

Section 6: The membership of committees and ad-hoc task forces shall be determined by the committee or ad-hoc task force chair, with the advice and consent of the Executive Board.

Section 7: Any active general member is eligible to be serve on a committee or ad-hoc task force.

ARTICLE VIII ELECTIONS

Section 1: The President shall appoint, with the advice and consent of the Executive Board, an Election Officer who will conduct the annual elections for CHSA’s four elected officers.

Section 2: The Election Officer shall serve through the nomination, tallying and completion of the election.

Section 3: The Election Officer shall not be eligible to run for any office or campaign for any candidate running for office in the year of the current election.

Section 4: Elections for CHSA’s elected officer positions will be held annually at an election day meeting in February. The exact date and time of the election day meeting and close of voting shall be determined by the Elections Officer and communicated to the entire CHSA membership at least 30 days before election day.

Section 5: Any general member who has been an active member for at least 30 days is eligible to vote. But, any general member who only became eligible to become a general member in January or February prior to the election shall be eligible to vote in the February election.

Section 6: Any general member who has been an active member for at least 90 days and who is currently employed by the United States Congress and is not the Election Officer is eligible to run for office.

Section 7: Any candidate who wishes to have their name appear on the ballot must make a written statement of their candidacy to the Election Officer at least 15 days prior to election day.

Section 8: The Election Officer shall notify all CHSA members 14 days prior to election day via e-mail which candidates have chosen to place their name on the ballot.

Section 9: There shall be a meeting 7 days before Election Day at which candidates are given the opportunity to address the membership.

Section 10: A candidate whose name does not appear on the ballot may run as a write-in candidate.

Section 11: The Election Officer shall send a sample ballot and voting instructions via e-mail to all CHSA members at least 10 days prior to election day. This communication must include written notification in Spanish that the sample ballot and voting instructions are available in Spanish upon request.

Section 12: It is the responsibility of the Election Officer to make any elections-related materials available in Spanish upon the request of any active member.

Section 13: All active members will be provided a secret ballot 7 days before election day.

Section 14: All ballots must be returned to the Elections Officer by the close of voting on election day.

Section 15: No votes shall be counted until after the close of voting.

Section 16: The Elections Officer shall begin counting the ballots immediately after the close of voting and announce the results at the election day meeting.

Section 17: New officers will take office 7 days after the announcement of election results.

Section 18: Electronic voting: Any active member may vote via electronic mail by sending an e-mail message to the Election Officer stating their choice for each office and including the voter’s first and last name for verification purposes by the election committee.

Section 19: Proxy voting: Any active member may give their ballot to someone else to submit to the Election Officer under the following procedures:

A) The ballot must be placed in a sealed envelope; and

B) The envelope must bear

1) the voter’s printed name, and

2) the voter’s signature.

Section 20: If an officer position is vacated before the end of the current term, the President shall announce the vacancy to the membership via e-mail, and with the advice and consent of the Executive Board appoint an Election Officer to conduct a special election to fill the vacancy.

ARTICLE IX MEETINGS

Section 1: The CHSA Executive Board shall meet formally at least once a month and in addition can be convened at any time by the President to address issues requiring immediate attention.

Section 2: CHSA shall hold regular membership meetings at least once a month.

Section 3: Regular membership meetings shall be held for the purposes of hearing and approving actions taken by committees and ad-hoc task forces; discussing issues of relevance; announcements; receiving presentations from special guests; discussing and voting on policy position proposals; amending CHSA bylaws; and other business as agreed to by the Executive Board.

Section 4: A meeting notice and agenda will be sent to members via e-mail at least 6 days before the meeting is scheduled.

ARTICLE X POLICY POSITIONS

Section 1: CHSA will not take public positions on any policy issues.

ARTICLE XI DUES

Section 1: Annual membership dues for general members is $25 of which shall be paid by personal funds.

Section 2: Annual membership dues for interns and fellows is $10 of which shall be paid by personal funds.

Section 3:  Upon payment of dues an individual will be considered a member for one year from the date of payment received.

ARTICLE XII AMENDMENTS

Section 1: Any active member may propose an amendment to the CHSA bylaws at a regular membership meeting.

Section 2: No vote can be held on the proposed amendment until a subsequent regular membership meeting.

Section 3: A proposed amendment must be approved by a vote of two-thirds of the active CHSA membership at a regular membership meeting to be adopted.


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The Congressional Hispanic Staff Association (CHSA) is an official, non-partisan, bicameral Congressional Staff Organization, recognized by the Committee on House Administration, whose mission is to recruit, retain, and advance Hispanic staffers in the U.S. Senate and U.S. House of Representatives.