Columbia-Willamette Compensation Group
Articles of Association
Articles Last Revised on December 4, 2009
I. Organization
The name of the Association will be the Columbia-Willamette Compensation
Group.
The geographic scope of influence for the group will be Oregon and Washington.|
This declaration does not preclude any similar group from establishing itself
separately and independently from the Columbia-Willamette Compensation
Group within this geographic region.
The group will operate in accordance with the Articles of Association. All
members will be required to abide by these rules.
II. Purpose
The purpose of the Columbia-Willamette Compensation Group is to promote the
professional practice of total compensation management. The purpose will be
carried out by:
A1. Providing continuing professional development opportunities through
sponsorship of seminars, workshops, speakers, classes, professional
certification courses and meetings covering all elements of compensation,
including benefits and other related subjects.
A2. Facilitating networking and the exchange of ideas by providing an online
community with a membership directory, and opportunities to meet
other Human Resources professionals.
III. Membership
Membership Eligibility
Membership in the Columbia-Willamette Compensation Group will be open to all
Human Resources professionals, practitioners, consultants, and students, with a
professional interest in compensation, benefits, and related fields. Membership
will be divided into four categories: Individual, Corporate, Consultant, and
Student. Qualifications for the four membership categories are as follows:
A1. Individual Membership: Individual membership is open to all
individuals who have an interest in compensation and benefits and are
working as Human Resource professionals or practitioners. Sponsorship
by the individual's place of business is not required. Individuals may attend
functions, hold office, serve on committees, and vote, with one vote per
individual member.
A2. Corporate Membership: Corporate memberships are open to
businesses/organizations who have an interest in compensation and
benefits. Only one corporate membership is required per organization,
with multiple representatives able to attend functions, hold office, and
serve on committees. Corporate memberships have one vote per
organization.
A3. Consultant Membership: Consultant membership is open to all
individuals who provide consulting services in the compensation and/or
benefits fields for a professional services firm. Consultant members are
able to attend functions, serve on committees, and may hold office.
Consultant members can vote, with one vote per consultant membership.
A4. Student Membership: Student membership is open to all individuals
enrolled in an undergraduate or graduate business or Human Resources
program at an accredited college or university. Student members may
serve on committees but cannot hold office or vote.
Application for Membership
Application for membership is made by completing and submitting an approved
application form, with appropriate annual membership dues, to the Group Administrator.
Membership Maintenance
Membership will be granted for a calendar year. Members joining in the Fourth Quarter
of the calendar year will be granted membership through the next calendar year.
Membership renewal for subsequent calendar years will be automatic, provided annual
dues are paid by the membership expiration date and the member continues to meet
eligibility requirements specified III - A1, A2, A3, or A4.
The Executive Committee may make exceptions for members temporarily unemployed.
In such cases, membership may be maintained for up to 12 months.
It is the responsibility of each member to notify the Group Administrator of any changes
affecting membership status.
Termination of Membership
Membership in the Columbia-Willamette Compensation Group may be terminated at
any time by notifying the Group Administrator. Refunds of annual dues, however, will
not be made.
Membership in the Columbia-Willamette Compensation Group may be suspended or
terminated by a majority vote of the Executive Committee for failure to adhere to
standards of professional conduct, or for abusing the privilege of membership. The
Executive Committee will conduct a hearing of the matter prior to voting to suspend or
terminate the membership.
Non Discrimination
The qualifications for membership and for holding office will be defined without regard to
age, sex, race, color, national origin, sexual orientation, or other factors prohibited by
law.
IV. Fees
A1. Membership Dues
Annual Dues will be assessed for each membership category and will be based
on the calendar year. Annual dues must be paid at the time of application for
membership and are not prorated. Members joining in the fourth quarter of the
calendar year, however, will be granted membership through the next calendar
year. Dues for membership renewals are expected to be paid by no later than
March 1st of the calendar year to remain a member in good standing. Members
not paying dues by April 1st will be dropped from membership. Annual dues
amounts will be determined by the Executive Committee.|
A2. Other Fees
Program, user, and other fees may also be established and assessed by the
Executive Committee to fund group activities. Members will be notified on
announcements of a meeting/activity, or through normal notification channels,
when fees will be assessed.
V. Executive Officers
A1. Officer Structure
Officers for the Columbia-Willamette Compensation Group will consist of a
President, Vice President, Secretary, Treasurer, five Program Certification Co-
Chairs, Membership Chair, two Member Communications Co-Chairs, three
interns, and a Group Administrator. No more than 50% of the Officers of the
Association may hold Consultant membership status. These positions, together
with the Immediate Past President will comprise the Executive Committee.
Positions may be added or dropped as necessary as approved by the Executive
Committee.
A2. Election of Officers
At least sixty days prior to the election of officers, the President will appoint a
Nominating Committee of not fewer than four members. The committee will be
comprised of the Immediate Past President who will serve as the Chairperson of
the Nominating Committee, the President, the Vice-President, and at least one
other member. It will be the duty of the Nominating Committee to nominate at
least one member for each office for which elections are being held.
Elections will be conducted during the Annual Membership Luncheon. All officers
will be elected by a simple majority of the voting membership in attendance at the
meeting. The term of office will be one calendar year. In the absence of an
Annual Membership Luncheon, elections may be conducted by mail. Officers
elected by mail will consist of a simple majority of the returned ballots.
Committee Chairpersons, for committees other than Programs/ Certification,
Membership, or the Nominations Committee will be appointed by the President.
Their terms of office will be up to one calendar year.
The Group Administrator will be appointed/hired by the Executive Committee for
a period of up to one year, renewable at the Executive Committee's discretion.
A3. Order of Succession
When a vacancy in the office of President occurs between elections, the order of
succession to fulfill the remaining term of office will be as follows: (1) President
succeeded by Vice President; (2) President succeeded by Treasurer; or (3)
President succeeded by Secretary.
When a vacancy occurs in the office of the Vice President, Treasurer, Secretary,
or a Co-Chair position, the President will appoint a member to fulfill the remaining
term of office, subject to confirmation by the membership. An Immediate Past
President will not be replaced.
A4. Removal of an Officer
The Executive Committee will be responsible for ensuring that officers fulfill all of
their responsibilities to the group.
A member may be removed from office by a majority vote of the officers for not
fulfilling the responsibilities of their office, for not adhering to standards of
professional conduct, or for abusing the privilege of membership. The Executive
Committee will conduct a hearing of the matter prior to removing a member from
office.
Upon removal of an officer, succession procedures outlined in Section V – A3,
will be followed to fulfill the remaining term of office.
Committee Chairpersons, for committees other than Programs/Certification,
Membership, or the Nominations Committee, and the Group Administrator, may
be removed from their positions by the President, with confirmation from the
Executive Committee.
A5. Officers Duties
Officers are expected to carry out the duties and responsibilities of the position
they hold and to attend as many group functions (4-6 per year), Executive
Committee sessions (approximately one per month), and other necessary
meetings as can be arranged with their work schedules.
B1. President
The President provides direction, exercises general supervision over the
activities and welfare of the group and keeps in constant touch with other
Executive Committee members for policy matters. Serves as an ex-officio
member for all group committees, appointing committee chairpersons, as
necessary. The President presides at all meetings of the group and its
Executive Committee, calling meetings as deemed necessary. The
President acts as the primary liaison with WorldatWork's appointed
representatives and local Group Partnership Network staff.
B2. Vice President
The Vice President assists the President as requested and assumes other
responsibilities, such as the planning of the annual business meeting, as
designated by the Executive Committee. The Vice President works in
conjunction with the Treasurer to draft and report on the Annual Budget.
The Vice President acts as a liaison with WorldatWork representative and
Local Group Partnership Network staff. The Vice President is the primary
liaison to the Program Co-Chairs who are responsible for the planning,
publicizing, and presenting of educational/networking programs of varying
lengths, from two hour to full day, featuring industry-recognized Human
Resource professional or other highly qualified presenters.
B3. Treasurer
The Treasurer is responsible for maintaining all records related to the
receipt, deposit, and disbursement of the group's funds, keeping and
preserving proper vouchers and books of accounts for all activities.
Submits records for inspection upon request of the Executive Committee.
Oversees the activities of the Group Administrator as it relates to the
handling of group funds. The Treasurer prepares and presents at least
quarterly reports to the Executive Committee and an annual report to the
membership. The Treasurer also works in conjunction with the Vice
President in preparing and reporting against the Annual Budget. Ensures
the timely filing of all tax forms with local, state, and federal authorities as
may be required.
B4. Secretary
The Secretary takes Executive Committee and other meeting minutes,
records attendance for Executive Committee and other member meetings,
and maintains control of all group records, except financial and committee
records.
B5. Immediate Past President
The Immediate Past President counsels and serves in an advisory
capacity to the President. The Immediate Past President attends
Executive Committee meetings, providing input on operations, policies,
procedures, and activities. The Immediate Past President coordinates the
activities of group volunteers. The Immediate Past President assumes
other responsibilities as designated by the Executive Committee.
B6. Programs/Certification Course Co-Chair (5 positions)
In conjunction with the Vice President, the Programs/Certification Co-
Chairs plan, publicize, and present educational/networking programs of
varying lengths, from two hour to full day, featuring industry-recognized
Human Resource professionals or other high quality presenters. The Co-
Chairs develop and present program ideas to the Executive Committee for
consideration, secure speakers and locations, and work with the Group
Administrator to handle all other details necessary for program success.
The Co-Chairs also plan, publicize, and present at least two World@Work
Certification Course each year. They develop and present
recommendations to the Executive Committee for course selection,
contract with World@Work, secure the course location, arrange with the
Group Administrator to register participants, distribute course materials,
and handle all other details necessary for program success.
B7. Membership Chair
In conjunction with the Secretary and Treasurer, the Membership Chair
handles group public relations and the ongoing solicitation of new
members. The Membership Chair identifies new member sources,
coordinates the preparation and updating of the new member prospect list,
oversees the Group Administrator in the annual mailing of member
renewal statements, notifying Executive Committee of any non-renewing
members, develops and presents membership solicitation and new
member materials to the Executive Committee for consideration,
coordinates all new member solicitation mailings, and handles all other
activities necessary to promote and increase awareness of the group's
purpose and goals with Human Resource professionals in Oregon and
S.W. Washington.
B8. Member Communications Co-Chair (2 positions)
In conjunction with other board members, the Member Communications
Co-chairs coordinates the publication of a quarterly electronic newsletter
by soliciting topic ideas and authors for articles, overseeing publication
deadlines, preparing pre-written and composing announcements, and
coordinating all website activity. Ensures that all communications are
timely, accurate, and of professional quality. Administers the job referral
process for positions posted with CWCG. Serves as employer and
member contact for posted positions and prepares job postings for
distribution.
Uploads and password protects member-only communications. Advises
the Board on technological issues and recommends changes to the
CWCG Website as appropriate. Responds to and routes all email
communications to the appropriate chair for resolution. Facilitates all
outgoing, mass-member email communications.
B9. Group Administrator
The Group Administrator coordinates with the Secretary and other
Executive Committee members, including Co-Chairs, to handle a variety
of administrative tasks for the Board. Maintains and updates the
membership and prospect database, facilitates and updates to the Webbased
directory, creates all program publicity and other communications
as requested, assembles bulk mailings, picks up and distributes all
Association mail to the appropriate Executive Committee members for
action, receives all program registrations and payments and makes
regular deposits in coordination with the Treasurer. The Group
Administrator will respond to all telephone and email inquiries regarding
Association membership, mail membership brochures to prospective
members, and handle other miscellaneous administrative tasks requested
by the Executive Committee. At the Executive Committee discretion, this
position may be designated a leadership/Executive Committee role or a
paid administrative position.
VI. Meetings
Meetings will be held as determined by the Executive Committee. Every effort will
be made to accommodate the geographic distribution and time preferences of
the membership. Quarterly programs may be held in lieu of regular formal
meetings.
At least one business meeting will be held annually to present new officers and
review the group's financial status.
The basic agenda of the annual meeting will be the responsibility of the Program
Co-Chairs. Members may contribute to the annual meeting agenda by submitting
their agenda items to the Secretary at least two weeks before the meeting.
Priorities will be established by the Executive Committee.
The tenor of the meetings will be as informal as possible to accomplish the
business objectives. When necessary, the presiding officer or chairperson may
impose Robert's Rules of Order.
Notice of meetings or programs, including time and place, will be given in writing
and/or published at least two weeks in advance of the scheduled meeting.
Special meetings may be held at any time on call of the Executive Committee, or
on request of ten percent (10%) or more of the membership. Notice must be in
writing, stating the purpose of the meeting, identifying the meeting as a special
meeting, and providing a proposed agenda.
VII. Quorum
A simple majority of applicable members must be present at any Executive
Committee meeting, other committee meeting, or general business meeting of
the membership to constitute a quorum.
VIII. Transaction of Business
A simple majority vote by members present at Executive Committee, other
committee, or general business meetings is required to transact business.
IX. Political Activities
The Columbia-Willamette Compensation Group will not participate in, or
intervene in, including the publishing or distribution of statements, any political
campaign on behalf of any candidate for public office.
No substantial part of the activities of the group will be the carrying on of
propaganda or otherwise attempting to influence legislation.
X. Dissolution and Disbursements
Upon dissolution of the group, after paying or adequately providing for the debts
and obligations of the group, the remaining assets will be distributed by the
Executive Committee to a non profit fund, foundation, or corporation, which is
organized and operated exclusively for education and/or scientific purposes, and
which has established its tax exempt status under Section 501 (C) 6 of the
Internal Revenue Code of 2954, as amended.
No part of the net earnings of this group will ever inure to, be for the benefit of, or
be distributed to, its members, trustees, officers, or other private persons, except
that the group will be empowered to pay reasonable compensation for services
rendered and to make payments and distributions in furtherance of the exempt
purposes for which it was formed.
Not withstanding any other provisions of the Articles, the Columbia-Willamette
Compensation Group will obey all applicable laws and will not carry on any other
activities which are not permitted by an association exempt form Federal Income
Tax under Section 501 (C) 3 of the Internal Revenue Code of 1954, as amended.
XI. Amendments to the Articles of Association
The Articles of Association may be amended by submitting the proposed
amendment to the Executive Committee. The Executive Committee will review
the proposed amendment(s) and present for a vote at the next meeting of the
membership or by mail.
A two-thirds (2/3) majority vote by the voting members in attendance at a
meeting of the membership or by members returning their ballot by mail by the
designated deadline will be required to amend the Articles of Association.
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