Chapter Affiliation Agreement

Transcription

1 Chapter Affiliation Agreement This agreement sets forth the roles, responsibilities and expectations between the International Public Management Association for Human Resources (IPMA-HR) and authorized chapters. This agreement will be signed on behalf of the chapter by the chapter president within 30 days of taking office. 1. Chapter Charter IPMA-HR has granted a charter to the chapter that includes the geographic area and established region described in the request for the chapter charter and the chapter bylaws, and is subject to the terms of this agreement. The chapter has the right to terminate its affiliation with IPMA-HR by providing written notice and satisfying any outstanding obligations that are owed to IPMA-HR. IPMA-HR reserves the right to revoke the chapter charter. Prior to revocation, the chapter will be provided with written notice and the opportunity to respond to the proposed revocation. If the chapter terminates its affiliation or IPMA-HR revokes the chapter charter, the chapter agrees to remove promptly any reference to its being an IPMA-HR chapter from its communications, website, and social media and all rights of the chapter to use IPMA-HR s trademarks, logo, and other intellectual property immediately shall cease. If the chapter decides to terminate its operations, it will send any remaining funds in its treasury to IPMA-HR within 90 days of its dissolution. IPMA-HR will keep the funds in case the chapter is reformed in the future. If this occurs, the funds will be provided to the new chapter. 2. Bylaws The chapter must develop bylaws setting forth its geographic scope, membership categories, governance structure, and methods for amending the bylaws. To assist the chapter, IPMA-HR will provide sample bylaws. The bylaws and any subsequent proposed amendments should be submitted to the IPMA-HR staff for approval. 1

2 3. Membership The president and president-elect of the chapter must be IPMA-HR national members. National membership includes either individual membership or a covered staff member of an IPMA-HR agency member. The chapter acknowledges that to remain a chapter, it must maintain at least 10 members. To assist with membership promotion, IPMA-HR will provide the chapter quarterly with the list of new IPMA-HR members. The chapter agrees to promote IPMA-HR membership at programs, and through communications, website, and social media. IPMA-HR agrees to provide the chapter with membership materials and advertisements. IPMA-HR and the chapter agree to work cooperatively to undertake joint promotions. 4. United Membership The chapter agrees to submit a reporting form and membership roster by September 30 th of each year. IPMA-HR will provide the reporting form and instructions to complete the reporting form by August 15 th of each year and will provide assistance to ensure the timely completion of the reporting form and the submission of the chapter s membership roster. During the first two years of the existence of the chapter, the united membership requirement will be waived. The chapter agrees by December 31 st of each year to submit a fee of $25 per chapter member (chapter affiliate member) who is not an IPMA-HR international member. The fee is waived for honorary life and student members of the chapter. Chapter affiliate members will be eligible to receive the weekly HR Bulletin and member discounts on professional development programs and certification. If the chapter does not submit its report and roster and pay the invoice by December 31 st, it will automatically become inactive and the charter may be revoked. 5. Governance The chapter agrees that it will establish officers and a board of directors and will conduct elections either annually or biannually. 2

3 To the extent possible, the chapter will ensure that there is a regular rotation of officers and board members. Following elections, the chapter will notify IPMA-HR of its new officers and board members. 6. Tax-Exempt Status IPMA-HR has been granted tax-exempt status under Section 501(c)(3) of the Internal Revenue Code. The chapter is required to be tax-exempt either under Section 501(c)(3) of the Internal Revenue Code or any other section that provides for tax-exempt status. To assist the chapter in obtaining tax-exempt status, IPMA-HR will apply for a group exemption. If the chapter wishes to be covered under the IPMA-HR group exemption it needs to complete all requested forms and provide all required information on a timely basis. IPMA-HR agrees to provide the chapter with information and technical assistance. If the chapter is already tax-exempt or does not wish to be covered by the group exemption, it must provide proof of its tax-exempt status. The chapter acknowledges that applying for the group exemption may result in the Internal Revenue Service assessing tax liability for past years if tax forms were not filed and any taxes that may be owed were paid. The chapter agrees that any tax liability for previous years will be the responsibility of the chapter alone and not that of IPMA-HR. The chapter agrees to complete the IRS Form 990, 990-EZ or 990N and other related forms on an annual basis and to submit a copy of the form(s) to IPMA-HR when filed with the IRS. The chapter understands that failure to file Form 990, 990-EZ or 990N for three consecutive years will result in the revocation of its tax-exempt status and that it will be barred permanently from being covered under the IPMA-HR group exemption. If the chapter has its tax-exempt status revoked, it agrees to apply for tax-exempt status within 6 months of receiving the notice from the IRS. Failure to apply on a timely basis will result in the loss of its chapter charter. The chapter agrees to comply with any state and/or local tax laws and to file any required forms on a timely basis. 7. Finances 3

4 IPMA-HR will provide training and technical assistance to the chapter treasurer. The chapter agrees to provide annually a financial statement on a form to be provided by IPMA-HR. The chapter must obtain its own Federal Employment Identification Number and establish and maintain its own bank account(s). IPMA-HR and the chapter agree that this agreement is not intended to create an agency relationship of any kind; and both agree not to contract any obligations in the name of the other, or to use each other s credit in conducting any activities under this agreement. The chapter acknowledges that it is responsible for its financial obligations and it cannot enter into any agreements that would result in liability to IPMA-HR without IPMA-HR s written consent. Each party shall bear its own costs and other related expenses incurred in the performance of this agreement and neither party shall be liable for any costs, expense, risk, obligation or liability related to or arising out of the other s efforts and responsibilities under this agreement, unless separately agreed to and memorialized in a unique written document. 8. Liability Insurance If the chapter is in good standing as determined by IPMA-HR and the chapter is otherwise eligible for coverage, IPMA-HR will include the chapter as part of its liability insurance. IPMA-HR will pay for the liability insurance. Upon request, the chapter will be provided with a certificate of insurance. 9. Website IPMA-HR will provide information on its website about the chapter. If the chapter has its own website, IPMA-HR will provide a link to the chapter s website on the IPMA-HR website. The chapter agrees to provide IPMA-HR with timely updates to the chapter s information. IPMA- HR s staff will update the information regarding the chapter on the IPMA-HR website in a timely basis. IPMA-HR agrees to assist the chapter in the promotion of the chapter s programs and events by including the chapter s upcoming activities on the IPMA-HR website. Upon request, IPMA-HR will provide the chapter with a list of IPMA-HR members in the geographic area of the chapter to assist it with the promotion of its programs and events. The chapter agrees to include the IPMA-HR logo on the chapter s website to identify clearly that it is an IPMA-HR chapter. 4

5 The chapter agrees to assist in the promotion of IPMA-HR programs and events through its communication vehicles. IPMA-HR is responsible for providing the information to the chapter. 10. Leadership Conference If the chapter is in good standing as determined by IPMA-HR, the chapter can send up to two officers to the annual leadership conference. IPMA-HR will pay for up to two nights of hotel rooms and provide meals for up to two officers of the chapter during the leadership conference. Travel to and from the leadership conference is the responsibility of the chapter. 11. IPMA-HR Intellectual Property IPMA-HR grants to the chapter the nonexclusive right to use the trademarks, logos, membership lists, training materials and any other IPMA-HR materials, as made available in IPMA-HR s discretion, in a manner consistent with the purposes and objectives of IPMA-HR and agrees to all terms and conditions set forth by IPMA-HR. The chapter acknowledges that IPMA- HR is the owner of its intellectual property and the chapter will cease using any of IPMA-HR s intellectual property immediately upon written request from IPMA-HR or upon termination of this agreement for any reason. The chapter agrees that it will take no action inconsistent with IPMA-HR s ownership of its name, and the acronyms and trademarks. The right granted to use IPMA-HR s intellectual property is not transferable or assignable without IPMA-HR s prior written consent. The chapter may not sublicense IPMA-HR s intellectual property at any time. 12. Governing Law This agreement shall be governed in all respects, except as to conflicts of laws, by the laws of the Commonwealth of Virginia and the United State of America. 13. Amendment This agreement constitutes the entire agreement between the parties and supersedes all prior writings or oral agreements. This agreement may be amended only by a writing clearly setting forth the amendments and signed by the party against whom enforcement is sought. 14. Warranty Each of the parties warrants that the individual who executes this agreement on its behalf has been duly authorized to do so. 5

6 International Public Management Association for Human Resources By: Date: Print Name: Chapter President Name of Chapter By: Date: Print Name: 6