Vicksburg Association of
Marketing Professionals

BYLAWS, RULES & REGULATIONS

 Vicksburg Association of Marketing Professionals

ARTICLE I. NAME

The name of this organization shall be Vicksburg Association of Marketing Professionals;  hereinafter referred to as “VAMP.”

ARTICLE II. PURPOSE

The purpose of VAMP shall be to advance the development of effective marketing and public relations.
Objectives:
Conduct educational programs and activities to strengthen and develop the marketing and public  relations function and promote professional development.
Provide a medium for the interchanging of ideas and dissemination of professional information  and materials.
Provide a forum on the marketing and public relations function and explain the impact of this  function to other appropriate parties.

ARTICLE III. POWERS

The executive powers of VAMP shall be vested in the Board of Directors and it shall have the  power and authority to make policy decisions for VAMP to carry out the business of VAMP; to perform all acts and functions consistent with these bylaws or with any action taken by VAMP; to establish rules and procedures for VAMP; and to approve or disapprove reports and resolutions.

The Board of Directors shall have the right to request the removal of an officer, board member,  or committee chair that misses more than three (3) consecutive scheduled monthly membership  and/or board meetings in his or her elected year. The Board of Directors will replace said officer from the active membership in good standing with VAMP for the balance of the term.

The Board of Directors shall replace officers and board members from the active membership.

ACTICLE IV. MEMBERSHIP

Section 1. Eligibility

ACTIVE: Professionals whose primary function is the marketing, public relations, advertising,  planning, promotions, education or communication of their products and services. Annual Dues:  $50.00
NON-PROFIT: Organization must be approved for tax exemption under section 501 (c) 3 of the  Internal Revenue Code. Membership privileges are extended to the officers of the  organization or those fulfilling the duties described in the Active Status. Annual Dues: $40.00.
STUDENT: Applicants shall be actively engaged in the formal study of marketing and/or public relations. Annual Dues: $30.00

Section 2. Termination

The Board of Directors may terminate memberships for a failure to pay dues, for non-compliance with provisions of the bylaws of VAMP, for violation of these bylaws, and for loss of eligibility. Individuals may terminate memberships by notifying the Board of Directors in writing.

Members whose work responsibilities no longer determine them eligible for membership in   VAMP will be terminated.

A displaced member may remain in the organization while seeking employment of the same   nature. A new membership application will be required once the person has secured new  employment.

The person replacing the displaced person will be eligible for membership until the next fiscal   year, at which time the membership will be renewable.

Section 3. Voting

Each member of VAMP shall have one vote in the election of officers and members of the Board  of Directors and for any other matter presented to the membership for vote. Voting proxy or  through a designated representative will not be permissible.

Except as otherwise specified herein; all matters shall be settled by simple majority vote.   Student members are non-voting members.

ARTICLE V. DUES

VAMP Board of Directors determines dues and invoicing occurs once per year. Invoices for   membership are sent to the member at the place of business where the member is employed,   unless the member requests otherwise.

ARTICLE VI. MEETINGS

Section 1. Meetings

There shall be a meeting of the VAMP membership held on the first Tuesday of each month.  Members will receive advance notification of any schedule changes.

Section 2. Annual Business Meeting

During the 1st QTR of the calendar year, VAMP will conduct an Annual Business Meeting and election of officers.

Section 3. Board of Directors Meeting

The Board of Directors shall meet at least four times per year at intervals, dates and times determined by the Board. Additional meetings may be called at the discretion of the President.

Section 4. Special Meetings

Special meetings of VAMP may be called at the discretion of the President or Vice President,  after approval of the Board of Directors.

Section 5. Notice of Meetings

The VAMP Vice President shall provide notice of all meetings via e-mail.

Section 6. Order of Meetings

The President of VAMP shall preside at all meetings. In his/her absence, the Vice-President  shall assume the chair

Section 7. Quorum

MEMBERSHIP: A quorum shall consist of no less than 20 percent of the total eligible membership of VAMP.

BOARD of DIRECTORS: Five members of the Board of Directors shall constitute a quorum.

ARTICLE VII. BOARD OF DIRECTORS

Section 1. Eligibility

Any member of VAMP in good standing shall be eligible to serve as an executive officer or  committee chair

Section 2. Composition and Election

The executive officers of VAMP shall be composed of the President, Vice-President, Treasurer, and Past President. The President, Vice-President, and Treasurer shall be elected from a ballot listing the names of the eligible candidates proposed by the Nominating Committee the last month of the fiscal year. Beginning in 2003, all Board Members will be elected in the same  manner. Fiscal year will run April - March.

Section 3. Terms of Office

Each term of office encompasses one fiscal year. Officers are not limited to serving one year and  may run for re-election. The President, if not re-elected to any office will assume the office of Past President at the end of the fiscal year.

Section 4. Committee Chair

Other board members will be elected along with the executive officers to serve as the chair of  one of the following committees: Membership, PR & Events, Programs, and Nominating. 

Section 5. Description of Executive Officers and Committee Chairs

President:                   Leading monthly meetings.

Scheduling and leading quarterly board meetings.   Produce monthly meeting agendas.

Supporting executive officers and committee chairs.

Present gift to monthly speaker.

Write “Thank You” notes to monthly speaker.

Coordinate production of VAMP brochure, as needed.

Vice-President:           Support the office of the President and preside over meetings

when President is absent.

Maintain the membership e-mail distribution list.

Provide minutes at quarterly board meetings.

Send monthly meeting notices to membership via e-mail two (2) weeks prior, one (1) week prior, and the day before the  monthly meeting.

Treasurer:                   Collect and deposit all monies from members joining or

renewing membership. Provide receipts and sign-in form (member/guest) at monthly  meeting.

Collect and deposit all monies from monthly meeting.

Check post office box weekly.

Balance bank statement, monthly.

Pay any bills the organization owes, including monthly meeting. Forward any new membership information (i.e. dues paid) to membership chair and secretary.

Membership Chair:   Responsible for recruitment of new members.

Updating membership application, as needed.

Send invoice for renewal membership dues as scheduled.   File all membership applications in alphabetical order. Note on the application when the dues were paid.

Send VAMP information to all membership inquiries.

Maintain stock of VAMP brochures. Bring to monthly meetings. Maintain database of current members. Note when invoiced, when   paid, how much paid, and if new for current ear.

Send all new member, deleted member, and change in member information to Vice President.

Watch newspaper for member news and announce at meeting. E-Mail a “Thank You” to all renewals.

E-Mail a “Welcome” to all new members.

Conduct Membership Drive.

Maintain Membership Directory.

Provide input for design of VAMP brochure, as needed.

PR & Events Chair:    Handles media and special events for the organization.

Provides all public relations information to Webmaster for Posting to VAMP website.

Send speaker bio to the VAMP Board and Webmaster two weeks prior to monthly meeting.

Advertise monthly meeting in the Vicksburg Post: Two weeks prior in the Sunday Business Section for one run and one  week prior in the community calendar for four runs.

Send press release to MS Media Directory for each monthly meeting.

Send press release to Vicksburg Post, as needed.

Schedule photographer as needed.

Provide input for design of VAMP brochure, as needed. Research opportunities for special events.

Coordinate all board approved events.

Programs Chair:         Schedule speakers with an emphasis in Marketing for each

monthly meeting.

Announce upcoming speakers at each monthly meeting if possible.   Provide speaker bio to VAMP Board two weeks prior to meeting.   Introduce speaker at each monthly meeting.

Nominating/IT:        Responsible for development of nomination slate.

Open the floor for board of director's nominations in January. Distribute ballots for board of directors in February.

Announce new board of directors in March.

New board of directors take seats in April.

Section 6. Founding Member Chair (added by amendment 3/1/11)

Founding Member Chair -This chair on the VAMP board is intended to be filled solely by Diane Gawronski beginning with the 2011/2012 fiscal year and continuing indefinitely, not  requiring yearly election. As one of three individuals who founded the VAMP organization, and  the only founding member who has remained active in VAMP, Diane has been invaluable to the  continuity of the organization. This position is intended to be an advisory seat on the board with full voting rights, but no specific responsibilities, providing continuity in leadership and insight into the stated goals of the VAMP organization. Diane will maintain this position in good standing as long as she remains an active VAMP member, attending the majority of monthly  member meetings and quarterly officer meetings. The Founding Member Chair seat will be  retired immediately upon the occasion that Diane leaves the position.   This position retired   effective January 2012.

ARTICLE VIII. AMENDMENTS

These bylaws may be altered, amended, or repealed by two-thirds vote of the members present at  a regular meeting or a special meeting called for that purpose. Notice of proposed changes shall be sent to all members at least 14 days in advance of the meeting. Amendments may be  proposed by the Board of Directors or by the signature of 25 VAMP members in good standing. Proposed amendments shall be filed with the President at least 30 days prior to the meeting at which the amendments are to be considered.

Amended March 5, 2002/ April 16, 2008/ March 2, 2010/ March 1, 2011/ January 5, 2012