Bylaws

BYLAWS REVISED DECEMBER 2012


ARTICLE I – NAME
The name of the Non-Profit Organization is “Greater Pittsburgh Relocation Council”. The authorized abbreviation of the Greater Pittsburgh Relocation Council is (GPRC). Mail box for Council is P.O. Box 12788, Pittsburgh, PA 15241. The website address is: http://www.greaterpghrelocouncil.org

ARTICLE II – PURPOSE
The Greater Pittsburgh Relocation Council is a Pennsylvania Not-For-Profit Organization that is affiliated with the Employee Relocation Council (ERC) as a regional group. It has been established to:

  1. Provide Members with the opportunity to network with others who share the responsibility for facilitating relocation of families transferred for business reasons.
  2. Promote professional standards in the corporate relocation field and conduct educational seminars addressing current market and economic concerns.
  3. Provide a forum for ideas, concerns and education in all aspects of the relocation industry.

ARTICLE III – MEMBERSHIP
Categories of Memberships – there will be three types of memberships in the council:
                 i. Corporate
                 ii. Service
                 iii. Individual

  • Any person actively involved with an employer in the relocation industry of its employees is eligible for membership.
  • Corporate and Service Memberships are limited to three representatives per company.
  • Membership is entitlement to attend and participate in events and quarterly meetings.
  • Individual Memberships are open to previous Board or Committee Members who may have retired from a corporation or service company and still wish to take part in this organization.
  • Admission to Membership – Application for Membership is required.
  • Termination of Memberships - The resignation of any member shall be in writing and become effective upon submission to the Board of Directors.. Membership may be revoked by vote of Board of Directors when a member becomes ninety (90) days delinquent in any financial obligation, engages in activities detrimental to the GPRC or is otherwise ineligible. The member will be notified in writing or via email by the Board of Directors


ARTICLE IV – MEETINGS

  • Board Member and Committee Member Monthly Meetings – regular meetings of the GPRC will be held monthly (or as deemed necessary by the Board Members or Committee Members). The monthly meetings are for those who hold a Board or Committee Member position.
  • Special Meetings – special meetings may be held at the President’s request, at the request of a majority of Board Members or at the request of the voting GPRC Board and Committee Members. Request must state the purpose of the meeting and a written notice provided to members via email at least ten (10) days prior to the meeting date.
  • Quarterly Meetings – to review business and financial status.
  • Events/Seminars – will be held quarterly (or as deemed necessary) by the council to welcome new members, meet and greet corporate and service members. These events will include topics for discussion, guest speakers and any news and updates related to the council and relocation industry.
  • Quorum – a quorum for the conduct of business at meetings, regular or special, shall consist of at least twenty-five percent (25%) of the Board and Committee Members of the GPRC.
  • Voting – if “silence is taken” or members fail to reply to subjects open for a vote via committee meetings, emails, etc. it shall be considered a vote in favor of the majority.
  • Board Member Meetings – Meetings of the Board shall be held prior to each regular or special meeting of the Council at the request of the President or at the request of a majority of the Board Members. Request must state the purpose of the meeting and written notice provided to Board via email at least five (5) days prior to the meeting.



ARTICLE V – ORGANIZATION
Board Members and Committee Members – the governing body of the council shall be known as the Board authorized to handle all policy matters of the Council. The Board and Committee Members shall consist of ten (10) voting members, one of whom shall be the President. The Board shall try to achieve a goal of 25% or greater corporate members. The President shall be responsible for proper notification to members of any recommendations made or actions taken.

Officers – The Officers of the GPRC shall include all Board Members and Committee Members. Position responsibilities may be changed as deemed necessary by the Board Members. Officers will serve a term of two (2) years and will be elected by a majority vote of the GPRC members in good standing at the annual meeting. Officers may be re-elected at the end of their term. The immediate Past President may serve for one (1) year on the Board in an advisory capacity.

The GPRC Board and Committee consists of the following positions:
1. President
2. Vice President
3. Treasurer
4. Secretary
6. Membership/Registration
7. Marketing/Promotion
8. Hospitality/Facilities/Event
9. Sponsorship/Charity/Mail Chair
10. Website Chair

The Board and Committee Members holding these positions are to attend monthly meetings. Three (3) excused absences (example: work related, doctor appointment, scheduled vacation) are permitted in one year. If you are unable to attend a meeting, notify the Board and submit any action items or materials that are due prior to the meeting.

The committee agreed on a 3 strike rule and will vote on the following and take necessary action if needed.1) Unexcused Absence 2) Un-business like conduct 3) Incomplete Task.

Term of Office shall be two (2) years. Any position that becomes vacant shall be filled by appointment of a majority of the Board Members until the next Annual Meeting at which time the vacancy shall be filled for the remaining term. Board Members shall serve until their successors are elected and assume office. Any change to the number of Board Members from year to year shall be determined by vote of the Board Members at least sixty (60) days before the annual meeting. Board Member and Committee Positions will expire every two years and will be voted on at that annual meeting.

Committee Members – the President may appoint such committees in addition to the standing committees as appropriate with the approval of the Board Members. At least one member of the Board shall be appointed to each committee. Duration of the general committee is two years, unless the member does not maintain good membership standing at which point the Board Members will review and determine what action needs to be taken.


Responsibilities of Officers and Other Board Members

President
• Schedules and facilitates monthly meetings
• Prepare meeting agenda
• Review monthly minutes
• Liaison between Planning committee, GPRC members and guests
• Quarterly meetings – prepares agenda and business portion
• Organize committee member ideas and communications appropriately
• Attend Relocation Conferences (when able)
• Maintains Bylaws and Board Member position descriptions
• Review survey results from events and compile data for to present at next meeting
• The Vice President succeeds to the position of President for the remaining term.

Vice President
• In the absence or disability of the President, Vice President performs all duties of the President. .The board will vote on a successor for the Vice President position for the remaining term.
• ERC liaison, coordinating all GPRC activities with ERC located in Washington DC
• Applies for CRP approval and credits for GPRC sponsored events
• Coordinates speakers for the events
• Distributes ERC materials for GPRC meetings
• Updates GPRC on ERC trends and legislative changes
• Attends Relocation Conferences (when able)
• Assists Treasurer in reviewing  income and expenses
• Purchases the Dishonesty Bond

Treasurer
• Maintain a non-profit business bank account in the name of GPRC (Fed Tax ID #)
• Collect all deposits and all revenue including meeting attendance fees, event fees, , sponsorships, etc. and maintain a balance sheet of all transactions.
• Tracks all incoming and outgoing expenses
• Reimburse/pay for all meeting expenses, including speaker travel expenses.Pay all invoices, such as stationery, invitations, announcements, website, postage, mailbox fees, checking account, planning meeting meal expenses, etc.
• Reconcile bank statements each month
• Receive mail and incoming new memberships. Membership forms are to be tracked and forwarded to the Membership committee.
• Prepare monthly ledger for the monthly meetings.
• Prepare quarterly/annual financial report for Board review.
• If the Treasurer should be bonded, the premium shall be paid for by GPRC
• Assist Vice President to purchase insurance policy for Dishonesty Bond
• All Board Members have been given authorization to sign checks. This includes, President, Vice   President, Treasurer and Secretary. Two signatures are required for checks over $200.00. A vote and two (2) signatures are required for checks over $1,000.00.  An Alternate member of the committee designated by the Board can provide a second signature.
Reviews forms and prepares tax information as required
• Maintain a spreadsheet from each event on charity donations received and the amount sent to the charity. Send check to the charity. Forward a copy of the spreadsheet to the Board.

Secretary
• Take minutes of all meetings
• Take attendance at each meeting.
• Periodically takes a survey at quarterly meetings (i.e., polling members on topic ideas )Collect, open and handle incoming mail as needed
• Update Bylaws as needed
• Prepare name badges for events
• Assists with registration during events

Membership/Registration
• Collect all new membership forms and file by year
• Track and maintain all current and new memberships. Include name, company, title, phone number, address and email address
• Distribute membership list to board members quarterly or upon request
• Answer membership inquiries
• Review all new membership forms monthly
• During an Event, assist the registration table with the membership list, name badges, surveys to distribute, CRP credit forms, etc.
• Recruit new members and promotes the GPRC
• Lead membership growth committee

Marketing/Promotion/Newsletter
• Suggest promotional ideas for advertising GPRC and specific meetings through local and national media organizations:
• Compile a list of business editors from local newspapers, radio, SHRM, ERC, etc.
• Assist with promoting events and new memberships
•Prepare   invitations, save the date cards, announcements, brochures, etc…
• Prepare survey for events and submit survey results to the Board for review.
• Prepare quarterly newsletter, research articles, news and events, and place information on GPRC website. All articles require pre-approval from the Board members prior to posting. (all members will contribute ideas for the newsletter). Prepare article on charity for newsletter and web site.
• Promote ERC and GPRC Events

Hospitality/Facilities
• Preview locations for upcoming meetings and events
• Reserve the space for upcoming meetings and events, securing with a credit card or check.
• Arrange catering for the events
• Arrange audio/visual as needed for the event. Provide pricing, requirements, contracts, etc. to board members for review
• Maintain a binder of all event locations including contact information, address, phone number, deposit requirements, room rental, room sizes, floor plans, menu, price list, etc.  Provide copy to Board,
• Chair of Hospitality Committee can sign required contracts once the location is approved by the Board.
• Confirm billing arrangements in advance.
• Prepare a floor chart for visual purposes during meeting discussions – seating style, placement of food, registration table, etc.
• Assist the Sponsorship Committee with signs, easels, etc.
• Assist Vice President with speaker requirements for the event (special audio/visual equipment,  travel and/or overnight accommodations)
• Confirm directions to the location and have printed to send with invites
• Confirm parking options if needed
• Coordinate with Membership/Sponsorship committee for the distribution of announcements/invites, etc.
• Raffle, Chinese Auction, prizes, tickets, etc. Assist the Sponsorship committee with selling tickets, etc.

Sponsorship/Charity/Mail
• Obtains vendor sponsorships for events, advertising and collects sponsorship money.
• Tracks all sponsorships and payments
• Obtain prizes to raffle for events
• Assists with signage for events

Charity
• Assists the board and committee to determine a charity and provide updates
• Contacts the charity for information, commitment and attendance at event.
• Organize the raffles and 50/50 to sponsor the charity
• Prepares article on charity for newsletter
• Receive mail at the GPRC PO Box and distribute as appropriate.

Website Chair
• Maintains GPRC website/Enhancements/Functionality
• Updates GPRC site upon request (
• Updates Calendar of Events including announcements and seminar dates.
• Newsletters
• Manages all incoming inquires and auto-reply 
• New Membership Application
• Update Ads and Sponsorships on website


Standing Committee – shall be those on Membership, nominating and programs and any other committee the President and the Board Members shall from time to time designate.  

Indemnification – the Council shall indemnify any and all of its Board Members or Officers or former Board Members or Officers against expenses actually and necessarily incurred by them in connection with the defense of any action, suit or processing in which they or any of them are made parties, or a party, by reason of having been a Board Member, or Officer of the Council except in relation to matters as to which any such Board Member or Officer or former Board Member or Officer shall be adjudged in such action, suit or proceeding to be liable for neglect or misconduct in the performance of duties. Such indemnification shall not be deemed exclusive to any other rights to which those indemnified may be otherwise entitled.

Terms of Use & Privacy Policy – GPRC has moved to use the internet as a source of communication and information to its members and prospects. As a membership organization that collects membership data, GPRC deems it prudent to have a formal Terms of Use Policy and Privacy Policy regarding member data. GPRC has created this Privacy Policy to demonstrate our firm commitment to privacy and security.

Greater Pittsburgh Relocation Council (GPRC) will not divulge personal information of any kind to any third party with the following exceptions:
• Online invoice payment and processing
• GPRC Membership Directory • GPRC Membership surveys (could be conducted by an outside firm)
• GPRC Web Discussion Forums (GPRC members can chat or post questions or responses on relevant industry issues)

GPRC expects that all members will adhere to “acceptable and professional use” of the web site and information provided. This can include but is not limited to transmission or uploading unacceptable material/data that is offensive or not germane to GPRC and its role as a membership, organization, harassment, unsolicited commercial email, unauthorized use, copyright or trademark infringement or unfriendly activity. GPRC requests that anyone who is subjected to the misuse of the web site to report such activity immediately to a GPRC Board member.   

ARTICLE VI – FINANCIALS
A. Fiscal Year – the fiscal year of the GPRC shall begin January 1 and end December 31.
B. Dues – Annual membership dues may be implemented under the advice of the GPRC Board. If implemented, annual membership dues of the GPRC shall be payable in advance for each fiscal year as of January 1 to the GPRC Treasurer.
C. If collected, dues are non-refundable if you resign or are terminated from the Board or Committee.
D. The Board Members reserve the right to charge a meeting fee to cover the cost of the speakers, refreshments and other miscellaneous costs. All meeting fees are non-refundable.
E. Guest Fees – Guests are welcome if accompanied by a member of the GPRC. The guest fee will be assessed per meeting as required. Pre-paid guest fees are non-refundable.
F. Sponsorship – GPRC welcomes the support of organizations that serve the relocation industry. With this support, a valuable forum for education and the exchange of ideas can be provided. Sponsorship will be allowed at different levels with established pricing aligned with specified benefits and prices on the GPRC web site. All submissions shall be made via the web site and Sponsor benefits become active after payment is received by GPRC.

ARTICLE VII – PARLIAMENT RULES
The rules contained in Robert’s Rules of Order, Revised, shall govern in all cases where they do not conflict with the Bylaws of this Council as interpreted by the Board of Directors.

ARTICLE VIII – AMENDMENTS
These Bylaws may be altered, amended or repealed at any regular or special meeting of the Council with approval of two-thirds of the Board present, provided, however, that notice of the meeting and of the proposed changes shall have been provided to each member of the council prior to the date of said meetings.

ARTICLE IX– DISSOLUTION
The Greater Pittsburgh Relocation Council may be dissolved by a majority vote of the Board Members.  Upon dissolutions the assets, if any, of the GPRC shall be distributed o the Great Lakes Relocation Council or another non-profit entity.



Revised December 2012