Professional Photographers Assocation of Massachusetts

Below are the complete bylaws for the operations of
The Professional Photographers Association of Massachusetts.

ARTICLE I: NAME AND PURPOSE

The name of this association shall be: THE PROFESSIONAL PHOTOGRAPHERS ASSOCIATION OF MASSACHUSETTS (hereafter abbreviated as PPAM).
The object and purpose of the PPAM shall be to raise the standards of photography, both professionally and ethically; and to promote and maintain cordial relations and the exchange of knowledge among it's members and to the public.
This Association shall be incorporated as a non-profit organization under the laws of the Commonwealth of Massachusetts.

ARTICLE II: CODE OF CONDUCT

The Code of Conduct of the Professional Photographers of America, Inc., (PP of A) is hereby adopted as the Code of Conduct of PPAM. This Association herewith becomes an affiliate of the national association so long as it maintains its dues in said national association.

ARTICLE III: MEMBERSHIP

Active Membership -- Shall be extended to any individual who is engaged in the business of professional photography. An applicant must submit a properly filled out application to the membership chairman in which the applicant agrees to adhere to the Code of Conduct of the PPAM . Acceptance of the applicant will be on a two-thirds vote of approval of the Executive Council. Active members shall have the right to vote and to hold office.
Sustaining Membership -- Shall be extended to any photographic supplier or service organization who has an interest in professional photography in Massachusetts. Acceptance of an applicant will be on a two-thirds vote of the Executive Council. Sustaining members will not have the right to vote or hold office in the Association. A representative of the sustaining firm will be allowed to attend all Association-sponsored programs and seminars, as well as the annual convention, without charge.
Life Membership -- The Association, by a two-thirds vote of the Executive Council, may elect to Life Membership any PPAM member who, in the opinion of the Council, rendered outstanding service to photography or to the Association. Life members shall not be required to pay dues.

ARTICLE IV: DUES AND FEES

The membership dues of active and sustaining members shall be determined on a yearly basis by the Executive Council, prior to November 15th of the proceeding year. The annual dues shall be payable to the treasurer on January 1st of each year.
Association seminars, programs, and the Annual Convention shall be open to members and non-members upon payment of appropriate convention or seminar fees; these fees shall be payable to the treasurer. Program and convention fees shall be proposed by the budget committee and approved by the Executive Council prior to November 15 of the proceeding year.

ARTICLE V: MEETINGS

The Annual Membership Meeting shall be held in conjunction with the Annual Convention of each year, and the election of officers shall be held at this time. Thirty-five active members shall constitute a quorum.
Program meetings shall be held at least four times per year.
There shall be an Annual Convention of the Association to be held prior to April 30. The locations to be approved by the Executive Council.
In all questions of parliamentary procedure, not covered by the by-laws, Roberts Rules of Order shall prevail.

ARTICLE VI: OFFICERS AND EXECUTIVE COUNCIL

Officers of the Association shall be: President, Vice President of Programs, Vice President of Membership and Records, Vice President of Publications, and Vice President of Finance. The Executive Council shall consist of the five officers plus the Program Chairman, Convention Chairman, Print Chairman, Props Chairman, Hotel/Hospitality Chairman, Recording Secretary, Scholarship Chairman, Parliamentarian/By-Laws Chairman, Newsletter/Convention Book Editor, Business/Advertising Manager, Photography Chairman, Treasurer/Bookkeeper, Publicity Chairman, Webmaster, Degree Program Chairman, Librarian, Work Shop Chairman, Security Chairman. and six (6) members At-Large. In addition, the following if members of PPAM shall be invited to serve as voting members of the Executive Council: All elected members of the PPA Council from Massachusetts, the PPAM Representative to The Professional Photographers of New England (PPANE), the President of the Worcester County Professional Photographers Association (WCPPA) and the President of the Professional Photographers Association of Cape Cod (PPOCC).
Additional voting privileges may be assigned by an affirmative of vote three-quarters of the Executive Council.
No individual shall have more than one vote on the Executive Council.
The Executive Council shall nominate, and elect by secret ballot prior to June 30 each year, five active members of the Association, plus an alternate, to serve as a nominating committee. No officer shall serve on the nominating committee. The nominating committee has the on-going responsibility of reviewing the progress of all officers and committee chairman. The nominating committee selects, interviews and nominates a new slate of officers. Their decision should be based on the individual's willingness to serve and his or her ability to discharge the duties of the office to the benefit of the association. The nominating committee shall select it's own chairman.
The report of the nominating committee shall be presented to the membership at least one month prior to the Annual Meeting. The membership shall at the same time, be reminded of its rights to nominate other members for office: Any PPAM member may have his or her name placed in nomination by submitting a nomination petition signed by 20 or more active PPAM members to the chairman of the nominating committee at least two weeks prior to the annual meeting.
Election of officers will take place at the annual meeting.
All officers serve without compensation. Officers and Executive Council members may be reimbursed for authorized out-of-pocket expenditures upon presentation of bills to the Executive Council.
In the absence of the President, his or her duties shall be performed in the following order: Vice President of Programs, Vice President of Publications.
The Executive Council shall have charge of all affairs, and act for, and in the name of, the Association. The Executive Council shall have the responsibility of approving all programs, talent and meeting locations.
The Executive Council shall meet at least five times per year. A quorum will consist of at least 51 percent of the Council.
The Executive Council shall have the power to remove from office by two-thirds vote of the council, any officer or other Council member for neglect of duty. Missing three consecutive Council meetings may constitute neglect of duty. Likewise any officer or other council member may be removed if charged with conduct which endangers welfare, interest or character of the Association. A notice will be sent to all Council members ten days prior to a meeting called to consider such charges and to vote on any action to be taken.
The Executive Council shall have the power to fill vacancies in the roll of officers to serve until the next annual election.
The Executive Council shall have the power to appoint any committee necessary to the proper functioning of the Association.
The fiscal year of the Association shall run from May 1 to April 30. The Treasurer shall be bonded, and the books shall be audited annually by an accountant approved by the Executive Council.
Newly elected officers will be installed at the Annual Convention and take office on May 1.
The representative from PPAM to PPANE shall be appointed by the Executive Council to serve on a yearly basis. This term shall run concurrently with the fiscal year of PPANE.
A photocopy of all Association-related correspondence will be mailed to all officers. At-Large Board Membership: Consists of six (6) rank and file PPAM members. At-large board members may not be current or past PPAM Officers. At-large board member responsibilities include attending PPAM board meetings (with voting authority), act as liaisons to PPAM members, and fill open positions on the board as needed. At-large members are voted on at the annual meeting along with PPAM officers. The nominating committee will be responsible for nominating the slate of At-Large Board Members.

ARTICLE VII: DUTIES AND RESPONSIBILITIES OF OFFICERS

PRESIDENT
1. Call and preside at all meetings of the meetings of the general membership and of the Executive Council.
2. Preside at the Annual Meeting.
3. Responsible for overseeing that the duties of the Vice Presidents are carried out.
VICE PRESIDENT OF PROGRAMS
1. Responsible for the arranging of all Association-sponsored and cosponsored programs, conventions and other events.
2. Responsible for all solicitations to suppliers for sponsorships.
3. Must submit a written quarterly progress report plus an annual report of all programs to the Executive Council Members.
4. Responsible for the selection and administration of the following:
  1. Programs Committee
  2. Convention Committee
  3. Print Exhibit Committee
  4. Props Committee
  5. Hotel/Hospitality Committee
  6. Workshop Committee
VICE PRESIDENT OF MEMBERSHIP AND RECORDS
1. Notify all Council members of all Council meetings.
2. Record the Minutes of all Council meetings, and mail to all officers a summary of said meetings within ten days.
3. Maintain an accurate membership list and mailing list.
4. Maintain all records of the Association, reports of all officers and financial reports, and keep up-to-date the by-laws of the Association.
5. Issue membership certificates, cards and ID badges to qualified members.
6. Administer an accurate scholarship eligibility and selection program.
7. Submit a written quarterly report, plus an annual report to the Executive Council.
8. Responsible for the selection and administration of the following:
  1. Secretary
  2. Membership Committee
  3. Scholarship Committee
  4. By-laws & Parliamentary Procedures Committee
  5. Security Committee
  6. Webmaster
  7. Degree Program Committee
  8. Librarian
VICE PRESIDENT OF PUBLICATIONS
1. Responsible for publishing a newsletter for the Association, and an Annual Convention program and advertising booklet.
2. Secure the revenue necessary to make the newsletter and the convention booklet self-sustaining.
3. Responsible for all solicitations to suppliers for advertising.
4. Submit a written quarterly report, plus an annual report to the Executive Council.
5. Responsible for the selection and administration of the following:
  1. Newsletter/Convention Book & Committee
  2. Business/Advertising Committee
  3. Photography Committee
  4. Publicity Committee
VICE PRESIDENT OF FINANCE
1. Responsible for the payment of all accounts payable and expenses approved by the Executive Council.
2. Responsible for the billing and collection of membership dues.
3. Responsible for the collection of all program admission fees and the prices of all meal tickets.
4. Provide the vice President of Membership and Records a monthly report of paid members.
5. Submit a written quarterly report, plus an annual financial report to the Executive Council.
6. Responsible for the administration of all bank accounts.
7. Responsible for the preparation and filling of all state and federal tax forms.
8. Responsible for the selection and administration of the following:
  1. Budget Committee
  2. Treasurer/Bookkeeper

ARTICLE VIII: AMENDMENTS

Proposed Amendments must be published in the Association notices at least 15 days prior to the meeting at which they are to he voted upon. Proposed Amendments must be approved by two-thirds of the voting members attending said meeting.

ARTICLE IX: ORDER OF BUSINESS

Roll call
President's address
Reading of the minutes of the previous meeting
Vice President's Reports
Old or unfinished business
New business
Adjournment