THE CANCER FOUNDATION OF
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TABLE OF CONTENTS
WELCOME & commitment 5
Mission, Vision & Code of ethics 6
GENERAL INFORMATION 7
CORPORATION INFORMATION 7
HISTORY 7
SBHRA ADMINISTRATOR 7
DIRECTORS & OFFICERS LIABILITY INSURANCE 7
SOCIETY FOR HUMAN RESOURCE MANAGEMENT (SHRM) 8
ORGANIZATIONAL CHART 9
Addresses & phone numbers 10
BOARD PROFILES 12
BOARD MEETING CALENDAR 15
BOARD TERMS 15
OFFICER Descriptions 16
EXECUTIVE TEAM 16
PRESIDENT 16
PRESIDENT-ELECT 16
VICE PRESIDENT, PROFESSIONAL DEVELOPMENT 16
VICE PRESIDENT, MEMBERSHIP 17
TREASURER 17
SECRETARY 17
PAST PRESIDENT 18
COMMITTEE Descriptions 19
BENEFITS & COMPENSATION SURVEY 19
LEGISLATIVE AFFAIRS 19
MARKETING & PUBLIC RELATIONS 19
MEMBERSHIP 19
NOMINATING 19
OPERATIONS - LOGISTICS/HOSPITALITY 20
PROFESSIONAL DEVELOPMENT 20
SHRM CERTIFICATION 21
STRATEGIC PLANNING 21
WORKFORCE READINESS 21
CONSULTANTS & CONTRACTORS 22
SBHRA Administrator 22
Insurance Academy 23
Labor & Employment Guide Line 23
Legal Counsel 23
OTHER INFORMATION 24
ANNUAL RESOURCES DIRECTORY 24
ASSOCIATION MAILING LIST 24
BEREAVEMENT 24
CANCELLATION POLICIES FOR SBHRA EVENTS 24
COMMUNITY OUTREACH 24
CO-SPONSORSHIP OF EVENTS 24
Job Board 24
LEGISLATIVE POSITION PAPERS 24
Member Forum 25
MEMBER OF THE YEAR AWARD 25
NETWORKING TABLE 25
PayPal 25
RELATIONSHIPS WITH AFFILIATES 25
USE OF ASSOCIATION NAME AND/OR LOGO 26
WEBSITE 26
FINANCE POLICies 27
Expense Reimbursement Request Policy 27
Invoice/Check Request Policy 27
CAPITAL EQUIPMENT PURCHASE POLICY 28
TRAVEL POLICY 28
VENDOR CHECK REQUEST 29
Expense reimbursement form 30
BYLAWS 31
ARTICLE 1: NAME AND PURPOSE 31
ARTICLE 2: MEMBERSHIP 31
ARTICLE 3: MEETINGS OF MEMBERS 34
ARTICLE 4: BOARD OF DIRECTORS 37
ARTICLE 5: MEETINGS OF THE BOARD OF DIRECTORS 39
ARTICLE 6: COMMITTEES 40
ARTICLE 7: OFFICERS OF THE CORPORATION 41
ARTICLE 8: CORPORATE RECORDS 43
ARTICLE 9: AMENDMENTS TO BYLAWS 45
ARTICLE 10: WITHDRAWAL OF AFFILIATED CHAPTER STATUS 46
POSITION & COMMITTEE PROCEDURES & HISTORY 47
BENEFITS AND COMPENSATION SURVEY 47
Board of Directors 49
LEGISLATIVE AFFAIRS 50
MARKETING & PUBLIC RELATIONS 50
MEMBERSHIP 51
NOMINATING 53
OPERATIONS - LOGISTICS & HOSPITALITY 53
Past President 58
PROFESSIONAL DEVELOPMENT 59
Secretary 61
SHRM CERTIFICATION (PHR AND SPHR) 61
Vice President, Professional Development 62
WORKFORCE READINESS 62
PROTOCOLS HISTORY 64
ANNUAL RESOURCES DIRECTORY 64
ASSOCIATION COUNSEL 64
ASSOCIATION MAILING LIST 64
CAREER TRANSITION TRAINING 64
CHANGES IN BYLAWS 64
INSURANCE ACADEMY 64
MEMBER OF THE YEAR AWARD 65
NEW MEMBER ORIENTATION 65
PEER TO PEER COMMITTEE/STRATEGIC BUSINESS PARTNER 65
RELATIONSHIP WITH PIHRA 66
Relationship with shrm 66
SBHRA ADMINISTRATORS 66
SBHRA E-CAST AND E-BLAST 66
STRATEGIC FOCUS ADVISORY GROUP 66
VOLUNTEER COORDINATOR 66
WELCOME & commitment
Thank you for agreeing to serve on the Board for the Santa Barbara Human Resources Association! You are to be commended for your volunteer spirit and commitment to SBHRA and the human resources profession! The Board provides leadership and management that support the objectives of the organization.
With over 300 members, the Santa Barbara Human Resources Association is a great place to develop professionally, and serving on the Board of Directors offers opportunities to stretch and challenge yourself in a safe, supportive, and learning environment. Besides serving with a group of dynamic volunteers, you have the opportunity to make a difference in the future of the human resources profession in Santa Barbara. Your contribution will leave your unique imprint on our organization. Serving as part of this team is an opportunity for you to stand out as a leader among your peers.
As with any Board of Directors, there are certain basic expectations that come along with accepting Board responsibility.
Board meetings
▪ Attend all Board meetings, on time.
▪ Contact President in advance if attendance is not possible
▪ Participate pro-actively submit reports in advance to Secretary to send out with Agenda
▪ Review year-to-date action items and motions
▪ Review and be familiar with the Bylaws and Handbook
Directors and Officers (voting Board members)
▪ Serve as directors and officers and/or committee chairs
▪ Oversee or partner with committee chairs to form teams with the skills and interest necessary to carry out committee responsibilities
▪ Encourage committee membership, especially among new Association members, and groom new committee leaders; respond to members who express interest in committee participation
▪ Review and update committee descriptions and procedures annually
▪ Provide information for publicity and marketing
▪ Oversee successful transition of committee activities to succeeding committee chairs and act as a resource to successor; update Protocols with respect to committee activities
Committee Chairs (non-voting Board members)
▪ Serve as committee chairs and/or Board officers
▪ Form committees with the skills and interest necessary to carry out committee responsibilities
▪ Encourage committee membership, especially among new Association members, and groom new committee leaders; respond to members who express interest in committee participation
▪ Review and update committee descriptions and procedures annually
▪ Provide information for publicity and marketing
▪ Oversee successful transition of committee activities to succeeding committee chairs and act as a resource to successor; update Protocols with respect to committee activities
Association activities
▪ Encourage membership in the Association by Human Resource professionals
▪ Introduce new members and make them feel welcome
▪ Solicit feedback regarding the Association and advise the Board
▪ Represent the Association positively and professionally
Mission, Vision & Code of ethics
Mission
Advancing Human Resources in the Business Community through 21st Century Professional Development
Vision
Valued Strategic Business Partners
The Santa Barbara Human Resources Association (SBHRA) is a professional organization comprised of
Human Resource practitioners in the areas of employment, compensation, benefits, EEO, organizational
development, employee-labor relations, training and development.
We live our Vision and Mission through a variety of professional development programs designed to keep
members current with the state of the art in Human Resources knowledge and its applications, tools,
techniques, surveys, workplace laws and regulations. We encourage networking amongst members to foster
relationships and share best practices.
SBHRA provides additional resources through our Chapter affiliation and activities with the National Society for
Human Resource Management (SHRM), and our relationship with Professionals In Human Resources
Association (PIHRA) to offer even greater benefits to the local HR practitioners, the employers they represent
and the greater business community at large.
Code of Ethics
This Code of Ethics for members of the Santa Barbara Human Resources Association has been adopted to
promote and maintain the highest standards of personal conduct and professional standards among its
members. Adherence to this code is required for membership in the Association.
As members of the Santa Barbara Human Resources Association, we pledge ourselves to:
Support the Association's goals and objectives for developing the Human Resources management profession.
Serve as role models and mentors to others in the Human Resource field. Refrain from using connections with
the membership to sell or promote our businesses or personal interests. Maintain the confidentiality of privileged information
GENERAL INFORMATION
CORPORATION INFORMATION
SBHRA has been deemed by the IRS to be a 501(c)6 organization. This classification by the IRS provides a tax-exempt status to organizations that are organized and operate exclusively for educational, charitable, or scientific purposes. Additionally the net earnings of such an organization cannot benefit a private individual.
2026 Cliff Drive, Suite 176
Santa Barbara. CA 93109
info@
Tax ID: 77-0495326
SHRM chapter 0461
HISTORY
The Santa Barbara Human Resources Association began in 1956 as the Santa Barbara Personnel
Association. It was formed to exchange information on HR issues, stay current in the field and promote
professionalism within the Human Resource field.
Today SBHRA serves over 350 HR professionals representing a wide variety of organizations in the Santa
Barbara, Goleta and Carpinteria areas. Businesses represented include banking, legal, manufacturing,
government, retail, education, computer, medical, hotel, insurance, engineering and agriculture.
SBHRA ADMINISTRATOR
▪ Provides administrative support to the SBHRA as a paid independent contractor.
▪ Centralizes and manages assigned business and administrative affairs of the Association according to annual contract.
▪ Serves and supports the needs of the Board and Committee Chairs, including the compilation and
▪ maintenance of all official, administrative and historical documents and records.
▪ Publishes E-Cast, the Association’s monthly online newsletter and annual membership directory.
HRxpress
821 West Valerio Street
Santa Barbara, CA 93101
Phone: 805.965.7733
DIRECTORS & OFFICERS LIABILITY INSURANCE
In August of 1999 the SBHRA purchased D&O Liability insurance in the amount of $1,000,000. The Administrators renew this policy annually. Effective in 2003 Brown & Brown Insurance Services agreed to pay the premium cost and advertise that they are the Insurance Sponsor for the SBHRA.
SOCIETY FOR HUMAN RESOURCE MANAGEMENT (SHRM)
SBHRA is a large-sized chapter of the Society for Human Resource Management (SHRM), the predominant national/international organization devoted to our professional development. We believe that this voluntary affiliation benefits both our Association and our members, and we actively attempt to fulfill our membership obligations.
In order for our Chapter to continue as a SHRM chapter, at least 30% or more of our members must also be SHRM members. Our chapter President and President-Elect must also be a SHRM member. Our chapter receives a small contribution twice a year for each of our members who is a SHRM member.
As SHRM members, we complete a Chapter Activity Plan (CAP) each year due by 1/31 for the preceding year. Presenting an excellent plan could lead to our chapter being designated a Superior Merit Award Program Winner. The ultimate chapter award is the Pinnacle Award.
PARTICIPATION IN STATE COUNCIL
SBHRA is an active participant in the California Human Resource Management Council, which meets twice a year. The President and/or a representative approved by the Board attend these meetings. Reports to the Board and/or Membership are expected.
PARTICIPATION IN SHRM CONFERENCES/MEETINGS
SHRM Annual Conference
The President and/or a representative approved by the Board attends this meeting. Reports to the Board and/or Membership are expected.
SHRM Leadership Conference
SHRM’s Leadership Conference is held in Washington D.C. annually. SHRM contributes to costs for: chapter President, President-Elect, chapter management professionals, and state council leaders. The President or President-Elect usually attends this meeting. Reports to the Board and/or Membership are expected.
SHRM LOGO
As a SHRM chapter we are expected to prominently display the SHRM logo and clearly indicate our affiliation with SHRM on all chapter communication pieces. SHRM has very explicit rules for using the SHRM Logo. If you need to use it, please ask the Administrator for the SHRM Graphics Standards Guide.
SHRM CHAPTER MERIT AWARD
The “Merit” or “Superior Merit” Award from SHRM recognizes excellence in chapter operations and a commitment to providing meaningful programs and services to members (a Chapter Plan documenting our activities is submitted annually to SHRM). For those years that we receive the award, the President’s name and year of presidency is added to a special Merit Award plaque, using the following protocol:
▪ In March or April, the current SBHRA president will receive notification of the award status for the previous year.
▪ Current President completes a form, indicating the name of the previous year’s President and returns it to SHRM.
▪ SHRM engraves a nameplate and sends it to SBHRA president, who affixes it to the existing “award plaque”.
▪ The President then presents the award plaque to previous year’s “winning” President (typically at a monthly luncheon).
▪ That President keeps the award plaque for one year, at which time it is presented to the current President.
▪ An article regarding the award should appear in the SBHRA E-Cast.
ORGANIZATIONAL CHART
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Addresses & phone numbers
Name, Board Position, &
E-mail Address Mailing Address Phone FAX
Executive Team (Voting)
Debbie Horne Inogen, Inc 562-0531 562-0516
Co-President 120 Cremona Drive, Suite B
dhorne@ Goleta, CA 93117
Jenni-Marie Peterson, PHR Cancer Center of SB 563-5855 898-3605
Co-President 300 West Pueblo Street
jmp@ Santa Barbara, CA 93105
Karyn Fish, PHR Santa Barbara Infrared, Inc. 965-3669 963-3858
President Elect 310 S Calle Cesar Chavez #D
karyn@ Santa Barbara, CA 93103
Sheri Griffiths Apple One 569-9024 569-8763
VP Professional Development 1636 State Street
sgriffiths@ Santa Barbara, CA 93101
Julia Hardcastle-Leitch, PHR Volt Services Group 560-8658 730-1985
VP Membership 209 East Victoria Street
jhardcastle@ Santa Barbara, CA 93101
Nate Christensen Deckers Outdoor Corp 967-7611 Ext. 120 967-0931
Treasurer 495 A South Fairview Ave.
natec@ Goleta, CA, 93117
Angel Sugleris, PHR PlanMember Services Corp. 684-1199 Ext. 2200 684-1479
Secretary 6187 Carpinteria Ave
angel@ Carpinteria, CA 93101
Jodi Davis, PHR Crossroads Staffing 490-6944 497-6975
Past President (Strategic Planning) 1337 E. Thousand Oaks Blvd, Ste 110
jdavis@ Thousand Oaks, CA 91362
Board Members (Voting)
Dina Clapinski Bargain Network 968-2020 Ext.2187 968-9399
Director of Operations 326 Bollay Drive
dinac@ Goleta, CA 93117
Carolyn Grimes Moss Motors 967.4546 x3208 964.3685
Director of Marketing 400 Rutherford Street
grimesc@ Goleta, CA 93117
Kirk Martin Volt Services Group 560-8658 730-1985
Director at Large 209 East Victoria Street
(Nominating & Diversity) Santa Barbara, CA 93101
kmartin@
Kathy McKee, SPHR Human Resource Consortia 682-9810 682-9830
Director at Large (Exec. Programs) 3730 Cedar Vista
kmckee3730@ Santa Barbara, CA 93110
Name, Board Position, &
E-mail Address Mailing Address Phone FAX
Deb Peters, SPHR Allergan Medical 698.9193
Director of Resources 71 South Los Carneros Road
Certification Chair Goleta, CA 93117
dapster@
Marilyn Weixel, SPHR Channel Technologies 690.5164
Director Legislative Affairs 839 Ward Drive
SHRM Liaison Santa Barbara, CA 93111
mweixel@
Committee Chairs (Non-Voting)
Susie Couture Clipper Windpower, Inc. 899.9199 x 117 745.5949
Workforce Readiness Chair 6305 Carpinteria Avenue #300
scouture@ Carpinteria, CA 93013
Thom Finni Map Link Inc. 692.6777 x137 692.6791
Diversity Chair 30 S. La Patera Lane #5
tfinni@ Goleta, CA 93117
Diana Lovan Cottage Health System 569.7213 x2883 569.7557
Membership Chair P.O. Box 689
dlovan@ Santa Barbara, CA 93102
Vickie Sloan, PHR Vetronix Corporation 966.2000 x3233 966.9579
Programs Chair 2030 Alameda Padre Serra
vsloan@ Santa Barbara, CA 93103
Sandie Wilkes, PHR Tyco Electronics 220.2056 220.2077
Logistics & Hospitality Chair 550 Linden Avenue
Sandie.wilkes@ Carpinteria, CA 93013
Dayna Williamson UCSB 893-4666 893-8645
Benefits & Comp Chair Bldg. 3101-SAASB
dayna.williamson@hr.ucsb.edu Santa Barbara, CA 93106-3160
Open
Annual Conference Chair
Open
Innovative Solutions Chair
Consultants & Contractors (Non-Voting)
Will Degen Mullen & Henzell LLP 966-1501 966-9204
Legal Counsel 112 East Victoria Street
wdegen@ Santa Barbara, CA 93101
Beverly Wood HRxpress 965-7733 965-6005 Administrator 821 W. Valerio Street
info@ Santa Barbara, CA 93101
BOARD PROFILES
Nate Christensen received his BA in Psychology UCSB and his certificate in HR Management from UCSB Extension. He has 10 years of HR experience holding positions at various levels. Currently he is Director of Human Resources for Deckers Outdoor Corp. Prior to joining Deckers, Nate ran the HR Department at GBMI where he helped the company grow from 37 employees to 250 employees in a little over three years. Prior to GBMI, he worked in the HR Departments at Balance Bar and at Deckers. He has been a member of SBHRA for the past seven years and has previously been a member of the Student Focus and Membership Committees of SBHRA.
Dina D. Clapinski is the Director of Human Resources for Bargain Network, Inc. She has been with Bargain Network for over 4 years and oversees all HR functions for almost 900 employees in both their Goleta and Houston, Texas offices. This Ojai native moved to Santa Barbara in 1994 and earned her Bachelor's degree in Communication from UCSB. Her career started in the hospitality industry where she worked at the Los Padres Inn in Ojai and the Radisson Hotel Santa Barbara (now the Hotel Mar Monte). Dina spent 7 years with the Radisson Hotel and when she left in 2000, she served as their Senior Sales Manager concentrating on large conferences and corporate groups. Event planning has always been a passion for Dina and she estimates that she has coordinated over 100 weddings, corporate and special events through the years. Dina served previously as the SBHRA Annual Conference Chair in 2006.
Jodi Davis, PHR is the President of Crossroads Staffing. Jodi has established the company as a leader in the temporary staffing and permanent placement arena up and down the California Coast by developing and implementing specialized recruiting programs customized to each location taking into account each area’s economic variables and other specific challenges. Jodi is an active Advisory Committee Member at Santa Barbara City College and Modern Institute of Technology and often speaks on various human resource topics throughout Southern California. She became a California Accredited Consultant in 2000 and received her PHR in 2001. Jodi plays active roles with various national, state and local organizations such as the American Staffing Association, Society for Human Resource Management, California Staffing Professionals, California State Council of SHRM, and was 2004 & 2005 President of Santa Barbara Human Resources Association.
Karyn Fish, PHR is the Human Resources Manager of Santa Barbara Infrared. Karyn has been at SBIR since 2000. Karyn held prior HR positions at NovaCoast and Frontier Technology. Karyn has been a SBHRA member for over seven years and has served on the Salary Survey Committee as well as co-chaired the 2000 Benefits Survey. She served as the Vice President of Professional Development last year and was the Half-Day Seminar Chair for four years. She received her Professional Designation in HR Management from UCSB Extension in March 1999 and her PHR in December 1999. Karyn has a B.S. in Business Management from Golden Gate University.
Sheri Griffiths has worked for AppleOne Employment Services in various capacities since 1997, and currently oversees 11 Account Executives as the Area Manager for Santa Barbara County. AppleOne partners with many of Santa Barbara's largest organizations and Human Resources departments. Prior to working at AppleOne Sheri had a background in technology and Professional Dance. She graduated from UCSB in 1996 with a BA in Communication Studies.
Thom Finni, fell into the human resources field 11 years ago when he went to register for temp work. For four years he worked at Aquent in Boston where he developed a program to provide full benefits, counseling and training for career temporary workers. He then established a new line of staffing services and worked in Operations for Professional Staffing Group. After 5 years as a recruiter, he went client-side and eventually moved from recruiting to a broader range of human resources support. When he returned to California in 2002, he spent a year at the City of Goleta working in finance and human resources before joining Map Link, Inc. as the Human Resources Manager in 2004. Thom finished high school at San Marcos High School and then graduated Vassar College with a bachelor’s degree in Sociology. Thom joined the SBHRA in 2004. He won the Rising Star Award for his ESL Program in the SBHRA 2006 Innovative Solutions Awards.
Carolyn Grimes has been in the Human Resource field for 16 years. She is working as the Human Resource Manager for Moss Motors Ltd, since 2006. Prior to coming back home to Santa Barbara, Carolyn worked as a Director of Human Resource for a manufacturing company in Louisville, a recruiter and systems developer for Humana Military, and owned her own Human Resource Consulting firm, in Maryland, for almost ten years. She received her Bachelors degree at Johns Hopkins University, with a major in Human Resource and minor in Market Research. Carolyn has been a member of SBHRA since 2006 and also a member of SHRM since 2006. Carolyn says she is excited about contributing to the local chapter.
Julia Hardcastle-Leitch, PHR, is the Branch Manager for Volt Service Group. Julia has been active in the SBHRA for the four years, serving as Membership Chair in 2002 and 2003. She has been involved in the staffing area of Human Resources for seven years and is highly skilled in recruitment, employee retention, and workers ’ compensation as well as labor laws applicable to placement agencies.
Debbie Horne is currently the Director of Human Resources for Inogen, Inc. She holds a BA in Business Management and a Masters in Organizational Management and received her Certification in Human Resources from UCLA. Debbie has been a member of the SBHRA since 1998 and has participated on the Board of Directors for the three years as the VP of Professional Development Co-President in 2006. In addition, Debbie has been a two time recipient of the SBHRA’s “Innovative Solutions” Award and past Team Leader for the 2004 Annual Conference.
Diana Lovan joined Cottage Health System in September of 2005 as Sr. Human Resources Consultant within the Human Resources Department and is currently acting as the interim Manager of Organizational Development and Employee Relations. Diana’s focus in Human Resources has been specializing in employee relations, organizational development, and training; dedicated to maximizing individual and organizational performance. Diana has over 10 years experience working in Human Resources. She holds a Bachelors degree in Organizational Communication. She has also completed the Human Resources Management program through the University of Santa Barbara California. Diana is an active member of the Santa Barbara Human Resources Association and has been a member of the Membership Committee since the beginning of 2006.
Kirk Martin, CPC has been involved in staffing and executive search for over 19 years. He has been the Account Manager with Volt Services Group in Santa Barbara for over 9 years. He has been the Toys for Tots coordinator in Santa Barbara for 10 years collecting around 13,000 toys annually totaling an approximate worth of $2M Kirk is also active with the Santa Barbara Zoo and is serving as the fund raising chair on the planning committee for the annual fundraiser, the Zoofari Ball. He is also on the Board for the Santa Paula Theater Foundation. He has been active in SBHRA for 9 years. He has lived in Santa Barbara for the last 18 years and is a native of Fort Wayne, IN and lived in the Southwest as well.
Kathryn D. McKee, SPHR, CCP, is President of Human Resources Consortia, a consultancy specializing in Executive coaching and strategic Human Resources Planning. Prior to forming her own firm, she was Senior Vice President and Region Head, Human Resources, for Standard Chartered Bank and SVP, Human Resources for First Interstate Bank Limited. She is Past Chairman of the Society for Human Resource Management and Past President of the SHRM Foundation, National Human Resources Association, and the Human Resources Certification Institute. She is listed in “Who’s Who in America”. She was honored by NHRA as their 1986 Member of the Year; by PIHRA in 1990 with their Award of Excellence in Human Resources and by SHRM in 1994 with their Award for Professional Excellence. Her book, “Leading People Through Disasters” was published in 2006.
Deb Peters, SPHR has been involved in an HR career spanning 20+ years and a variety of organizations. She is currently hones her HR skills at the Santa Barbara County Superior Court. She received her BS & MS from Cornell University and a won a SHRM award for her research thesis and has earned her certification to teach English as a foreign language. Prior to her SBHRA certification committee role, she was active in the Valley of the Sun (Phoenix) chapter where she chaired the executive liaison committee and the JumpStart mentor program.
Jenni-Marie Peterson, PHR, has been in the human resources field for 11 years. She has been working in Administration and Human Resources at the Cancer Center of Santa Barbara since 1995. Her role at the Cancer Center includes developing and managing all aspects of Human Resources as well as being involved in the activities of the Board of Trustees working closely with the President as a business partner overseeing organizational strategy. She has a Bachelor’s degree in Communication from the University of California, Santa Barbara and received her Human Resources Management certification from UCSB Extension. Jenni-Marie has been a member of SBHRA since 1998, served on the Benefits & Compensation Survey committee as a committee member and Chair from 1999-2005, was voted member of the year in 2002, served as Vice President, Operations in 2005 and Co-President in 2006. Jenni-Marie has also worked as a Human Resources consultant in Santa Barbara and has been designated as an expert witness for employment related matters.
Vickie Sloan, PHR has been in the Human Resources field for 17 years. She currently works at Vetronix/ETAS group a wholly owned subsidiary of Bosch where she is responsible for all aspects of the HR function. She has a Bachelor’s Degree in Human Resources Management as well as an Associates degree in Business Management. Most recently, she became certified as a mediator. Vickie has been a member of SBHRA since 1991 and served as an ambassador for new members as well as Program Chair from 2002-2004.
Angel C. Sugleris, PHR Vice President Human Resources & Administration Ms. Sugleris has worked in the financial services industry since 1984, specializing in the areas of Operations and Human Resources. Prior to joining PlanMember, Ms. Sugleris served as Administrator for the Channel Counties Painters and Drywall Union. Ms. Sugleris currently oversees Employment, Compensation, Training, Employee Relations and Benefits at PlanMember. She earned certification as a Professional in Human Resources (PHR), awarded by the Human Resource Certification Institute (HRCI). Ms. Sugleris is a member of the Society of Human Resource Management (SHRM), The Santa Barbara Human Resource Association and holds her series 6 and 26 securities licenses.
Marilyn Weixel, SPHR has been an active member and supporter of the SBHRA for the past 23 years. In addition to serving as President in both 1988 and 1998, she has served in a variety of SBHRA Board positions including Program Chair, Half-Day Seminar Chair, Strategic Focus Chair, Executive Legal Program Chair, Benefits Survey Chair and By-Laws Revision Chair, and currently serves as the SHRM Liaison and SHRM Foundation Chair. She also serves on the California State Council of SHRM as Deputy Director and the SHRM Organizational Development Expertise Panel. Marilyn loves sharing her knowledge, and has been teaching 3 courses each year in the UCSB HR Certificate Program since 1987, and many SBHRA members have taken her classes. Marilyn is currently the Director of Human Resources at Channel Technologies, Inc.
Sandie Wilkes, PHR has been in human resources for 30 years. She has been HR Manager at Tyco Electronics in Carpinteria for 14 years and previous to that HR Manager at Renco Encoders in Goleta for 13 years. For 3 years before that she was a recruiter. Her current duties include all recruitment, employee relations, work comp, administration, compensation and training. She has a Bachelors degree in Psychology from Chico State University and received her Human Resources Management certification from UCSB Extension. Sandie has been a member of SBHRA since 1976, continues to serve on the membership committee, and chaired this summer's Hot Hot Hot networking event at the SB Zoo.
Dayna Williamson, CCP has been in the human resources field for thirteen years. She has served on the Benefits and Compensation Survey since 2001. In 2004, 2005 and 2006, she co-chaired the Compensation Committee. Dayna received her CCP (Certified Compensation Professional) designation from World at Work in 1999. She received her Bachelor's degree from Cal Poly, San Luis Obispo and her MBA from Pepperdine University. Dayna is currently the Compensation Manager for University of California, Santa Barbara. Prior to joining UCSB, she worked as a compensation analyst for Prudential, Health Net and Aetna. Dayna has been with UCSB since 2000.
BOARD MEETING CALENDAR
|Date |Meeting |Time |Location |
|January 23 |Board Retreat |5:00-9:00 |Inogen, Inc |
|February 22 |Board Meeting |6:00-8:00 |Cancer Center of Santa Barbara, 540 W. Pueblo St. |
|March 22 |Board Meeting |6:00-8:00 |Cancer Center of Santa Barbara, 540 W. Pueblo St. |
|April 19 |Board Meeting |6:00-8:00 |Cancer Center of Santa Barbara, 540 W. Pueblo St. |
|May 17 |Board Meeting |6:00-8:00 |Cancer Center of Santa Barbara, 540 W. Pueblo St. |
|June 21 |Board Meeting |6:00-8:00 |Cancer Center of Santa Barbara, 540 W. Pueblo St. |
|July 19 |Board Meeting |6:00-8:00 |Cancer Center of Santa Barbara, 540 W. Pueblo St. |
|August |NO BOARD MEETING (Hot, Hot, Hot attendance encouraged) |
|September 20 |Board Meeting |6:00-8:00 |Cancer Center of Santa Barbara, 540 W. Pueblo St. |
|October 18 |Board Meeting |6:00-8:00 |Cancer Center of Santa Barbara, 540 W. Pueblo St. |
|November |NO BOARD MEETING |
|December 6 |Joint Board Meeting |5:00-8:00 |TBA |
BOARD TERMS
January 2006-December 2007
▪ Nate Christensen
▪ Dina Clapinski
▪ Jodi Davis
▪ Karyn Fish
▪ Sheri Griffiths
▪ Deb Horne
▪ Kathy McKee
▪ Deb Peters
▪ Angel Sugleris
▪ Marilyn Weixel
January 2007-December 2008
▪ Carolyn Grimes
▪ Julia Hardcastle-Leitch
▪ Kirk Martin
▪ Jenni-Marie Peterson
OFFICER Descriptions
EXECUTIVE TEAM
▪ President
▪ President-Elect
▪ Vice President, Professional Development
▪ Vice President, Membership
▪ Secretary
▪ Treasurer
▪ Past President.
Co-Officers and/or Co-Chairs may be elected depending on various circumstances determined by the outgoing President and Nominating committee.
PRESIDENT
▪ Plan and lead annual retreat for Board members (and other key contributors as appropriate) for the purpose of developing goals, strategies and plans for meeting the Association’s objectives both short and long term.
▪ Provide direction for committees, ensuring that activities support Association goals
▪ Present updated three-year plan
▪ Form new committees and assign committee chairs as needed
▪ Provide leadership in strategic planning
▪ Ensure that Association activities and Board actions are in compliance with Association Bylaws
▪ Preside over Board meetings using Robert’s Rules of Order to govern Board business, keeping members focused on business at hand, encouraging participation, and ensuring that all voices and opinions are heard
▪ Review minutes of previous Board meeting and prepare agenda for upcoming Board meeting (give to Secretary 10 days before Board meeting)
▪ Preside over monthly Membership (luncheon) meetings
▪ Foster and maintain good relations with SHRM regional staff, other SHRM leaders and other chapter leaders in neighboring cities or counties
▪ Complete SHRM chapter activity report at end of term and send a copy to the Administrator for Archive copy
▪ Submit quarterly SHRM reports and Pinnacle/Superior Merit entries
▪ Encourage SHRM membership and certification, as well as other SHRM requirements for affiliate chapters
▪ Participate in nominating process with Past President or Director overseeing the committee involving the Diversity committee chair
▪ Conduct the election of new officers
▪ Officially and appropriately represent the Association and the Santa Barbara HR community
▪ Assemble and lead a special committee annually to determine the Member of the Year Award
▪ Coordinate preparation and publication of annual financial report
▪ Monitor all Partnership Agreements and MOU’s due for renewal each July
PRESIDENT-ELECT
▪ Partners with the current President by participating in ongoing responsibilities including strategic planning
▪ May assist Past President with success planning
▪ Supports Vice Presidents as necessary
▪ May act in place of the President in the absence of the President, as requested
VICE PRESIDENT, PROFESSIONAL DEVELOPMENT
▪ Oversees, coordinates, and integrates efforts of following areas:
o Legislative Advocacy
o Resources (Certification, Benefits and Compensation Survey, SHRM)
o Programs (monthly, seminars, annual conference, executive programs, etc.)
o Workforce Readiness
o Innovative Solutions
▪ May act in place of the President or President-Elect, as requested
▪ Works on strategic plan for professional development; oversees and is responsible to the Board for the implementation of that plan
▪ Researches current trends in Human Resources field
▪ Works to develop relationships with other professional organizations and educational institutions and resources
VICE PRESIDENT, MEMBERSHIP
▪ Oversees, coordinates, and integrates efforts of following areas:
o Membership
o Operations (Logistics & Hospitality)
o Marketing
o Nominating
o Diversity
▪ May act in place of the President or President-Elect, as requested
▪ Works on strategic plan; oversees and is responsible to the Board for the implementation of that plan
▪ Researches current trends in Human Resources field
▪ Works to develop relationships with other professional organizations and educational institutions and resources
TREASURER
▪ Heads Finance committee comprised of: the President, President-Elect, Vice-Presidents, Administrator, and/or respective designees. All recommendations from the Finance Committee on matters pertaining to the Chapter’s finances, income or expense opportunities require Board approval
▪ Evaluates options and makes recommendations for the Chapter’s income and expense strategy and operations, as may be related to its unrelated business income for purposes of maintaining tax-exempt status. For definition purposes, unrelated business income may be generated by: dues, dividends, annuities, royalties, gains from the disposition of property, contributions, proceeds from the sale of goods or services produced in the course of the organization’s exempt function, income from any trade or business in which substantially all the work is performed by volunteer labor, any trade or business carried on for the convenience of members, selling donated merchandise or gifts, exhibits and sponsorships, qualified convention/conference/meeting or trade show activities regularly conducted by a 501(c)(6) as one of its exempt purposes
▪ Makes recommendations on the organization’s pricing of fees and services
▪ Advises the Board of anticipated problems and issues
▪ Prepares annual budget with input and feedback from Board of Director and Committee Chairs
▪ Handles all banking responsibilities, receipts, deposits, cash management, financial system maintenance
▪ Provides monthly financial report at Board meetings which includes but is not limited to: Monthly Statement of Financial Position Report, Y ear-to-Date Statement of Activities by month (Income by Category/Account Number, Expenses by Category/Account Number, Monthly Totals, Year-to-Date Total), Year-to-Date Actuals + Forecast vs. Annual Budget Report, Year-To-Date (YTD) Over/Under-run with Percentage Variance
▪ Prepares annual financial statement to be posted on the website
▪ Handles credit information requests, W-9 form requests, annual tax filings in conjunction with CPA
SECRETARY
▪ Prepares an updated roster of all Board members and frequent contacts
▪ Takes notes and writes minutes for monthly Board meetings
▪ Prepares a brief monthly Board report for E-Cast
▪ Provides advance notice to Board members regarding special Board meetings
▪ Prepares agenda for the Board meetings and submits to President for review
▪ E-mails final version of minutes, meeting agenda, and committee reports to all Board members at least one week in advance of next Board meeting
▪ Prepare correspondence as requested by President or other Board members
▪ Maintain Bylaws and supports President as necessary with respect to compliance with Bylaws
PAST PRESIDENT
▪ Remains on the Board following service as president
▪ Advises, assists new president as required
▪ Serves as Nominating committee chair (see Nominating description)
▪ Serves on Strategic Planning Committee
▪ Advises President Elect to select and present gift to outgoing President
COMMITTEE Descriptions
BENEFITS & COMPENSATION SURVEY
To gather, compile, analyze, market and distribute accurate benefits and compensation information submitted by participating local area employers
Survey Chairs
▪ Solicit volunteers from SBHRA membership, especially those with experience and background in compensation and/or benefits, to serve on the benefits and compensation committees
▪ Review previous year’s survey and participant feedback, and plan development of current year’s survey
▪ Meet with next year’s committee chairs to assure smooth transmission of information and materials, including all meeting notes, additional job descriptions and feedback critiques. May serve as ex-officio if requested
▪ Delegate review assignments to committee members and oversee survey analysis/review
▪ Proofread and revise the final survey before it is released and distributed
▪ Coordinate the printing and distribution of the final survey report
▪ Provide SBHRA Administrator with a copy of survey for permanent records
▪ Distribute copy of last year’s survey results to each committee member
LEGISLATIVE AFFAIRS
▪ To inform membership and encourage member involvement in legislative issues affecting the workplace.
▪ The committee must be cognizant of the legislative process and communicate emerging issues from the state and federal legislatures so that members can time their responses to actions that they feel are important.
▪ Tracks proposed federal and state legislation and issues that concern employers and keeps membership informed about developments in government that affect employment
▪ Works closely with Mullen & Henzell (legal counsel for SBHRA) on legislative matters
▪ Committee chair need not be Board member
▪ Prepare position statements for Board approval; post on SBHRA web site
▪ Review position statements annually
▪ Encourage members to communicate with legislators
MARKETING & PUBLIC RELATIONS
▪ To interest and excite SBHRA members and others who access the website in attending the programs offered by SBHRA; to partner with the PR chair to ensure she/he receives copy to be used for press releases and marketing on the Website
▪ To expand and enhance the visibility of SBHRA and its activities
▪ To build and maintain relationships with local publications and organizations, and with SHRM, to promote the visibility of SBHRA and its activities
MEMBERSHIP
▪ Accepts and processes applications for membership as defined by Bylaws
▪ Participates in Annual Resource Directory process
▪ Reviews applications and formulates recommendations for Board approval at monthly meetings
▪ Contacts new members and those not approved
▪ Writes new member biography for E-Cast
NOMINATING
▪ To provide guidelines for sustained leadership for the Board of Directors and Committee Chairs of SBHRA
▪ To nominate Association members, with the assistance of the Nominating Committee and the current Committee Chair, to the Board of Directors
▪ To provide a path of leadership development from Committee Chair to Executive Committee to President
▪ To assure new Board Members and continuing Board Members understand and agree with the guidelines and responsibilities of Board membership
▪ To assure the Board has a focus on Diversity of the Board Members that represent all segments of the membership, it is required that the Diversity Chair also serve on the Nominating Committee
▪ With orientation of new Committee Chairs and Board Members;
▪ By consulting on recommendations for Committee Chair and Board Members;
▪ By providing a map of various paths for leadership growth;
▪ By seeking commitment from Board members or Executive Committee Members on continued leadership roles;
▪ By seeking commitment from members who are considering accepting the role of President and developing their understanding of the organization
OPERATIONS - LOGISTICS/HOSPITALITY
▪ Oversees site, food and attendance logistics with the assistance of committee members for monthly luncheons including the December Holiday Party
▪ Handles coordination of the site, food and attendance for monthly Board meetings:
▪ Builds and oversee upbeat committee (recommend 10+) whose members assist with monthly & special luncheons and events
▪ Maintains fiscal responsibility to the SBHRA as a non-profit professional organization by way of budget and venue decisions
▪ Arranges Board Retreat in January and monthly Board meetings including the joint Board meeting in December
▪ If available, may assist functions coordinated with Professional Development committee
▪ Provides Board badges and arranges for replacements as needed
▪ Coordinates with administrator ensuring nametags for each function are made and delivered
▪ Responsible for SBHRA owned audio equipment such as projector, lavaliere microphones; secures a laptop from Board member if needed (for pre-luncheon slide show)
▪ Makes recommendation for luncheon pricing. See current differentiation of member, guest and student
▪ Completes luncheon arrangements with hotel-hospitality provider: menu (buffet or seated), negotiate contract, tables and room diagrams to fit needs of each event, audio visual equipment (overhead screen, lavaliere or podium microphones, “in-house” patches for equipment as needed)
▪ Plans holiday party
▪ Maintains communications as needed with Executive Team, Administrator, and Professional Development Committee contact
PROFESSIONAL DEVELOPMENT
Monthly Luncheons
Responsible for developing and implementing high quality monthly programs of interest to, and in the best interest of, Association members. This Committee works within the framework of the overall education and professional development plan developed under the leadership of the Vice President, Professional Development and coordinated with the Association's Professional Development Team.
Professional Development Seminars
Responsible for developing and implementing high quality half-day programs of interest to, and in the best interest of, Association members. The Professional Development Team works within the framework of the overall education and professional development plan developed under the leadership of the VP of Professional Development.
▪ ½ Day Seminars
▪ Power Breakfasts
▪ Networking Event; HOT, HOT, HOT
▪ Typically, four to six seminars per year: events are scheduled throughout the year with a legal update in the spring (co-sponsored with Mullen & Henzell)
Annual Conference
Responsible for developing and implementing a high quality, one-day professional program of interest to, and in the best interest of, Association members. This Committee works within the framework of the overall education and professional development plan developed under the leadership of the VP Professional Development and coordinated with the Professional Development Team. This large project may require co-team leaders; at least one Team Lead is normally, but not necessarily, a Board member.
Innovative Solutions
To recognize HR professionals’ accomplishments and enhance their visibility within their own organizations, and to provide positive recognition of their organizations in the community.
SHRM CERTIFICATION
To encourage professional development by promoting professional SHRM/HRCI certification efforts. This consists of assisting members in the initial certification process and sponsoring/coordinating re-certification activities.
Certification Exams
PHR/SPHR/GPHR exams occur twice yearly via on line (web-link) testing. Local study groups should meet for approximately 2 months prior to the date of the exam, once per week.
STRATEGIC PLANNING
Senior level committee appointed by the President and led by the President-Elect whose mission is to help define and articulate the vision of the Association and assist the Board by developing and recommending strategies and priorities for its fulfillment. The intent of the committee is to provide continuity of effort at the strategy level from year to year. The purpose of the committee is to ensure the Strategic Plan of the association is revised as necessary, by reviewing progress against goals each year, and updating the strategies and goals as part of the annual retreat.
WORKFORCE READINESS
▪ Promotes the human resources profession among students
▪ Oversees student chapter, scholarships, mentor programs, and intern programs at local colleges
▪ Provides guidance to Board intern(s)
▪ To provide information to members concerning school-to-work opportunities (such as Groundhog Day Job Shadowing) and to maintain contact with the local schools concerning opportunities for business involvement
▪ Participation in job fairs, mock interviews, speakers for schools
CONSULTANTS & CONTRACTORS
SBHRA Administrator
The current duties of the Administrator are as follows:
General
▪ Receive and respond to all incoming phone calls, mail and email, or
▪ Direct phone calls, mail, email and/or forms, etc. to appropriate member and/or committee.
▪ Administer annual membership renewals.
▪ Store/organize SBHRA archival materials and membership data.
Publications
▪ Serve as Lead Coordinator with the membership and marketing committees on the production of SBHRA Resource Directory – Published by March 31 of the membership year.
▪ Organize distribution of membership directories and other publications as needed.
▪ Fulfill publication orders (Benefits and Compensation survey, innovative solutions book).
▪ Provide mailing labels for BOD approved requests.
▪ Prepare Annual Report from submitted materials from BOD.
▪ Annually update BOD Protocol and distribute at January Board Retreat.
Programs
▪ Organize/coordinate RSVP process via website.
▪ Provide attendance lists & nametag templates to Committee chair prior to events via email.
▪ Coordinate with Committee Chairs to sending program announcements via E-Blast to members.
▪ Create and send “No show” invoices as needed for professional development seminars & conference
▪ Send cover letter, envelopes and current mailing labels to Mullen & Henzell for their March conference.
▪ Prepare and send out Discount Luncheon Certificates.
Financial Duties
▪ Collect all funds, such as dues, advertisement fees, publication sales, seminars, etc.
▪ Administer PayPal account.
▪ Deposit all checks and provide Accounts Receivable analysis to Treasurer.
▪ Forward accounts payable and accounts receivable materials to Treasurer.
▪ Handle bounced checks and invoice for the bank charge reimbursements.
▪ Serve as liaison with CPA to assist Treasurer with required state & federal tax filings.
▪ Renew D&O insurance and maintain records – subject to Board approval.
▪ Fulfill W-9 requests.
Website Administration
▪ Maintain and update computer database and event calendars.
▪ Provide reports as requested; e.g., demographic information and various statistics
▪ Serve as liaison between SBHRA members and Webmaster.
▪ Prepare and publish E-Cast (input from members is desirable)
▪ Prepare and send out E-Blasts as necessary.
▪ Initiate, format and post information for web pages.
SHRM
▪ Audit Chapter membership reconciliation
Attendance
▪ SBHRA monthly Board meetings.
▪ Attendance at SBHRA annual Leadership planning retreat, scheduled in January if budget allows.
▪ Attendance at annual SHRM Leadership Conference for Chapter Administrators
▪ All committee meetings attended are on a volunteer basis.
Assist President
Board Orientation, BOD Retreat, Renewing contracts, MOU’s, Protocol, etc.
Administrator currently serves as Board Historian:
▪ Compiles, organizes and keeps for reference records of the Association, including directories, surveys, newsletters and minutes of Board meetings
▪ Keeps on-going list of programs, including half-day seminars and fall seminar, newsworthy articles on members, photographs
▪ Reads, clips and keeps appropriate articles appearing in local press
▪ Responsible for the storage of Association records and archives
Insurance Academy
As a benefit to SBHRA members, periodic sessions sponsored by an affiliate member (an insurance broker) are held throughout the year to present educational information and training on benefit issues of interest to human resource professionals. The sponsor has provided recognition in the form of certificates and gifts for individuals who attend the whole series.
A Letter of Understanding is signed annually (in August) outlining the program guidelines for the next year. The Professional Development Committee is responsible for reviewing and coordinating this membership benefit.
Labor & Employment Guide Line
In 1999, the law firm of Archbald & Spray agreed to provide a complimentary legal guideline service to the members of SBHRA. Members may contact A & S by phone or by e-mail for answers to general employment law questions. The specifics of membership benefit, as well as a required “use agreement,” are available on the SBHRA website.
Legal Counsel
Under the terms of an agreement approved by the Board, the relationship between the SBHRA and Association Counsel includes the following:
• Association Counsel will serve as Legislative Liaison;
• Association Counsel will co-sponsor an all-day legal seminar with SBHRA for the benefit of our members;
• Association Counsel will extend a 5% discount on their services to SBHRA members;
• Association Counsel will provide other educational services as mutually agreed upon by both parties;
• SBHRA will publicize its relationship with Association Counsel;
• The relationship does not preclude Association activities with other law firms or practitioners.
• In July, the Board reviews the agreement with Association Counsel and votes on renewal.
OTHER INFORMATION
ANNUAL RESOURCES DIRECTORY
Advertisements in the directory are a source of revenue for the Association. This statement should appear in the front of the directory: “Reproduction or sale of this directory is strictly prohibited. Use of this directory – other than by current SBHRA members or a current advertiser is strictly prohibited. Our members request that all service providers promoting goods and services use only the mailing addresses provided in this directory, rather than Phone, FAX or e-mail.” Members and advertisers each receive a copy. Additional copies are not for sale.
ASSOCIATION MAILING LIST
Use of the Association mailing list will be determined by the Board on a case-by-case basis. Board members or committees must obtain approval from the Board or the appropriate Board designee prior to doing a general mailings (letters, surveys, flyers, questionnaires, etc.) to the membership.
BEREAVEMENT
Upon the death of a member, the Board has typically agreed upon a gesture of sympathy, determined on a case-by-case basis, generally valued at $25 - $100. Examples: Card and flowers, donation to S.B. Scholarship Foundation, or a donation to a charity that the member supported.
CANCELLATION POLICIES FOR SBHRA EVENTS
If members need to cancel a reservation for any event/seminar/luncheon, they must cancel, in writing on the SBHRA website, by the reservation deadline. Cancellations made after that date are not refundable. Refunds or credits will not be given for no-shows. SBHRA membership is individual. If a member sends a substitute the day of the event who is not a current SBHRA member, the difference between the member and non-member rate will be payable at the event.
COMMUNITY OUTREACH
▪ Outreach to students.
▪ Solicitation by non-profits for members to volunteer their time by providing needed human resources services have been supported by the Board on a case-by-case basis.
▪ In 1997, the Association co-sponsored a human resources seminar put on by the Santa Barbara Non-Profit Support Center.
▪ In 2004 we partnered with the SB County Education Office Junior Achievement to hold an all day business conference for high school students.
CO-SPONSORSHIP OF EVENTS
The Association will co-sponsor events with other organizations or vendors as approved by the Board. Signed agreements will be initiated and reviewed by counsel.
Job Board
Members may post jobs for $25.00 for 30 days. Cost for non-members is $100.00 for 30 days. Members may post resumes at no charge; non-members can post resumes for $25.00.
LEGISLATIVE POSITION PAPERS
SBHRA Position Papers are posted on the SBHRA Website.
▪ Wage Discrimination Legislation – (Adopted by 2000 BOD)
▪ Health Care Reform - (Adopted by 2000 BOD)
▪ Family and Medical Leave Act - (Adopted by 2000 BOD)
▪ Fair Labor Standards Act (FLSA) - (Adopted by 2000 BOD)
▪ Contingent Workers: - (Adopted by 2000 BOD)
▪ Part-Time Workers: - (Adopted by 2000 BOD)
▪ Affordable Housing: - (Adopted by 2000 BOD)
▪ Workers’ Compensation: - (Adopted by 2000 BOD)
Member Forum
Allows members to ask questions and answer each other.
MEMBER OF THE YEAR AWARD
The President assembles a special committee representative of the membership to select a recipient of this annual award. The Committee will be chaired by the immediate past president. The previous year's Member of the Year also sits on the Committee. Members of the committee are not eligible for the award. The award is presented at the December Holiday Party by the President. It is the responsibility of the committee chair to obtain the check from the Treasurer so that it is available for presentation. Following award, the Administrators will obtain a “headshot” photo and send to PR for SBNP announcement.
Timeline
▪ Post interactive entry form on Website by 9/15
▪ Nominations received by mid-November
▪ Reminder Flyers at October luncheon
▪ E-Blasts until mid-November
▪ Award presented at December Holiday Party
NETWORKING TABLE
A table is provided at the monthly meetings for display of information/flyers/brochures and other materials of interest to the members. Any member or guest who wishes to put something on the networking table should contact the Logistics Coordinator who has the responsibility to maintain it.
PayPal
Allows members to prepay for luncheons, seminars and publications.
RELATIONSHIPS WITH AFFILIATES
Vendor/service provider members are asked not to directly solicit business at the monthly meetings, or by phone, fax, or e-mail.
However, SBHRA does want its members, including service providers, to know about opportunities for them to become involved in the Association. In July 1999, the Board adopted the following statement, which is to be mailed to new members and placed in the Directory each year:
“The SBHRA welcomes our members, especially our service provider/affiliate members, to share their expertise and resources in sponsoring programs and other activities for the benefit of the membership. Examples include (but are not limited to):
▪ Sponsoring world-class speakers
▪ Conducting expanded specialized learning opportunities
▪ Sponsoring “Innovative Solutions” awards presentations
▪ Sponsoring SBHRA publications
▪ Sponsoring the Website
▪ Providing legal information through “The Guide Line”
▪ Providing legal expertise as association Legal Counsel
▪ Providing scholarships
▪ Sponsoring networking opportunities
While the SBHRA reserves the right to accept or reject any member activity or sponsoring proposal, the Board would be happy to consider any ideas you may wish to present.”
▪ The Board has approved professional development events co-sponsored by vendors and will continue to explore such relationships of mutual benefit as long as the expected high levels of professionalism and non-solicitation are maintained.
▪ Vendor exhibits have normally been permitted at the Annual Business Conference.
▪ Special HR-related book/product discounts for Association members have been solicited from vendors and these products/books have been made available to members from time to time.
USE OF ASSOCIATION NAME AND/OR LOGO
The Association name and logo are used only for conducting Association business. Other uses must be approved by the Board.
▪ In 1998, the Board adopted the practices of SHRM regarding use of our Association logo by our members, as follows:
o The art cannot be altered
o It must include the words "Member of" in black or SHRM blue
o It can be used on advertising and business cards
o It cannot be used to imply endorsement by SBHRA
▪ Our logo is used on stationery, newsletters, notices, ballots, brochures, surveys, awards, promotional materials and meeting decorations.
▪ The Administrators are responsible for posting the letterhead, fax cover sheet and envelope templates on the BOD page of the website.
▪ The Administrators are responsible for ordering and distributing printed stationery and envelopes.
▪ A new logo was adopted in January 2004 along with a tagline: “The Power of Professional Connections.” The font used in the logo is Myriad. The only substitute font that may be used is Arial.
WEBSITE
Webmaster
▪ Need not be Board member.
▪ May attend Board meetings as requested.
▪ Works closely with the SBHRA Administrator.
▪ Administrator serves as the Association’s liaison to the Webmaster.
Content
▪ If not submitted by a Board member, Web content will be approved by a designated Board member or the Administrator. Information of interest to HR professionals, to government agencies and/or non-profit or for-profit entities shall be posted at the discretion of the Administrators.
▪ Advertising is permitted on the website and is coordinated by the Administrator.
▪ Events calendar.
Responsibilities
▪ Develops web site design/structure
▪ Maintains site, server list, and membership database
▪ Enables and/or maintains credit card processing over the internet
▪ Adheres to special formatting designated by SBHRA and SHRM
▪ Establishes links to desired HR information locations
▪ Creates new pages as required
▪ Updates SBHRA forms as necessary
▪ Updates annual Board members information list
▪ Updates monthly program information in the first week of each month
▪ On receiving information for the site:
o Confirms approval for content with designated Board member
o Converts to HTML format
o Posts on site
o Notifies sender that information has been posted
Expenses
$70 fee to register domain name was paid when site was registered and applies for 1st 3 years. From 4th year and on there is an annual renewal fee. Should the site location change, the SBHRA will be responsible to pay fees to new provider for hosting the site.
FINANCE POLICies
Expense Reimbursement Request Policy
Date Originated: 07-14-2006
PURPOSE:
To establish guidelines for proper authorization of expense reimbursement requests.
POLICY:
All expense reimbursement requests must be approved and submitted to the Treasurer for reimbursement. In an effort to minimize the amount of money that a member could be “out-of-pocket,” all Vendors should submit invoices for their services. All expenses not budgeted for must be approved by the President or Board.
PROCEDURES:
1. Please follow the approval limits listed below. Note that reimbursement can be delayed until proper approvals are obtained.
▪ Committee Chairpersons can approve budgeted amounts under $2,500.
▪ Vice Presidents can approve budgeted amounts under $5,000.
▪ Presidents can approve budgeted amounts over $5,000.
2. If a request is made for expenses not budgeted for, then President or Board approval must be obtained.
3. An Expense Reimbursement Request Form must be submitted along with all original receipts to the Treasurer for payment. Expense Reimbursement Request Forms that are submitted with no receipts will be returned to the member who submitted the request. When filling out the form, type in the information or write legibly.
4. An Expense Reimbursement Request Form should be submitted to the Treasurer as soon as possible to ensure that members are reimbursed in a timely manner.
5. Committee Chairpersons should be discussing any “out-of-pocket” expenses with their Vice President prior to incurring the expense.
Invoice/Check Request Policy
Date Originated: 07-14-2006
PURPOSE:
To establish guidelines for proper authorization of invoices/check requests.
POLICY:
All invoices/check requests must be approved (if necessary) and submitted to the Treasurer before payment will be made. All expenses not budgeted for must be approved by the President or Board.
PROCEDURES:
1. Please follow the approval limits listed below. Note that payment can be delayed until proper approvals are obtained.
2. Committee Chairpersons can approve budgeted amounts under $2,500.
3. Vice Presidents can approve budgeted amounts under $5,000.
4. Presidents can approve budgeted amounts over $5,000.
5. If a request is made for expenses not budgeted for, then President or Board approval must be obtained.
6. A Vendor Check Request Form must be submitted along with an original invoice to the Treasurer for payment. If no invoice is available, a receipt will need to be submitted to the Treasurer and will be attached to the original Vendor Check Request Form. When filling out the form, type in the information or write legibly.
7. A Vendor Check Request Form and original invoice should be submitted to the Treasurer as soon as possible to ensure that payments are made within the terms of the invoice.
CAPITAL EQUIPMENT PURCHASE POLICY
Date Originated: 07-14-2006
Purpose:
To establish a method for Board of Directors approval of the purchase of capital equipment.
Policy:
The Board of Directors is responsible for approving all budgeted or non-budgeted Capital Equipment Purchases. Capital Equipment Purchase Proposals are submitted to the Treasurer for review and recommendation. Approvals will be made by the Board of Directors.
Procedure:
1. Any committee chairperson can submit Equipment Purchase Proposals by completing an Equipment Purchase Proposal Form. This form must be approved by the appropriate Vice President prior to being submitted to the Treasurer for review.
2. The Treasurer reviews all equipment purchase proposals prior to submission to Board of Directors for approval.
3. Upon the Treasurer’s recommendation, the Board of Directors reviews requests.
4. No equipment purchases can be made without Board approval.
TRAVEL POLICY
Date Originated: 04-20-2006
SBHRA finds value in Board representation at various SHRM sponsored conferences throughout the year. As a nonprofit association, it is important that travel costs are budgeted for and travel arrangements be made in advance so as to obtain the best prices possible for airfare, lodging and other costs.
All budgeted SBHRA sponsored travel requires prior authorization by the President and Treasurer before travel arrangements are made. Requests for non-budgeted travel are reviewed by the Board to Directors and may or may not be authorized. Travel expenses incurred without pre-approval may be declined for reimbursement at the Board’s discretion.
When making arrangements, every effort should be made to book travel in advance to ensure the best rates are obtained. Unless unforeseeable, if travel arrangements are made without taking advantage of advance purchase prices, the Board reserves the right to limit the reimbursement amount.
Reimbursable travel expenses include reasonable costs for:
▪ economy class airfare
▪ gas for ground transportation, rental car fees, and/or fees for taxi or shuttle service
▪ meals
▪ lodging expenses
The following registration fees and travel are budgeted for each year:
SHRM Annual Conference – President
State Council meetings – President
Legislative Conference – President and Chairperson of Legislative Advocacy committee
Leadership Conference – President and incoming President
VENDOR CHECK REQUEST
Expense reimbursement form
BYLAWS
ARTICLE 1: NAME AND PURPOSE
1.1 Name and Affiliation. The Corporation shall be known as the Santa Barbara Human Resources Association. The Chapter is affiliated with the Society for Human Resource Management.
1.2 Relationships. The Chapter is a separate legal entity from SHRM. It shall not be deemed to be an agency or instrumentality of SHRM or of a State Council, and SHRM shall not be deemed to be an agency or instrumentality of the Chapter. The Chapter shall not hold itself out to the public as an agent of SHRM without express written consent of SHRM. The Chapter shall not contract in the name of SHRM without the express written consent of SHRM.
1.3 Principal Office of the Corporation. The principal office for the transaction of activities and affairs of this corporation is located at 821 W. Valerio Street, Santa Barbara, California. The Board of Directors may change the location of the principal office. Any such change of location must be noted by the Secretary on these bylaws opposite this section, or, alternatively, this Section may be amended to state the new location. The Board of Directors may, at any time, establish a branch or subordinate office at any place or places where this corporation is qualified to conduct its activities.
1.4 Purpose. The purposes of the Corporation are:
a) To serve the professional needs of persons in the Santa Barbara area who are directly and primarily engaged in Human Resources;
b) To afford opportunities for the interchange of ideas on subjects pertinent to professional competence in Human Resources;
c) To establish and maintain a spirit of friendly cooperation among its members for the benefit of the organizations they represent and the community as a whole;
d) To conduct and or participate in studies, surveys, workshops, seminars and other projects to assist its Membership; and
e) To provide leadership and support for the growth and development of the Human Resources profession in the local area.
This corporation shall not, except to an insubstantial degree, engage in any activities or exercise any powers that are not in furtherance of the purposes of the corporation.
1.5 Construction and Definitions. Unless the context requires otherwise, the general provisions, rules of construction, and definitions in the California Nonprofit Corporation Law shall govern the construction of these bylaws. Without limiting the generality of the preceding sentence, the masculine gender includes the feminine and neuter, the singular includes the plural, the plural includes the singular, and the term "person" includes both a legal entity and a natural person.
ARTICLE 2: MEMBERSHIP
2.1 Qualifications. The corporation shall have five classes of membership, designated as Regular, Affiliate, Life, Retiree and Student members. The qualifications for membership in the various categories of Members are as stated below in Sections 2.1.1 through 2.1.5. Any person who possesses the necessary qualifications may be admitted to membership upon:
a) approval by a majority vote of the Directors present at any regularly scheduled meeting of the Board of Directors, or by such other method as the Board of Directors is authorized to take action under these Bylaws; and
b) payment of such dues and fees as the Board may fix from time to time.
The Corporation will not discriminate in its membership selection based on race, religion, age, national origin, gender, physical or mental disability, sexual orientation, marital status, or any other protected category. Memberships are individual and may not be transferred to any other individual.
2.1.1 Regular Members. There is no limit to the number of regular members. In order to qualify for membership as a Regular Member, an individual must have at least one year of experience in one or more of the following categories of employment and either be actively employed in such employment or have been actively employed in such employment within the eighteen months preceding the date of proposed membership or renewal:
a) Human Resources practitioners/professionals. Persons with responsibility for the human resource function in its entirety or who spend fifty percent (50%) or more of their time on human resources-related activities.
b) HR Consultants. Persons whose primary function is to provide services consisting of the practice of traditional human resources functions for HR professionals and/or organizations. Professors. Persons teaching at accredited college level educational institutions, who are primarily responsible for courses related to Human Resources or Business Management. Attorneys. Persons licensed to practice in California and who specialize in employment law.
c) Public Agency Representatives. Persons employed as managers, administrators or senior officers of public entity employment organizations and training programs such as the Department of Fair Employment and Housing, the Department of Labor Standards Enforcement and the Employment Development Department. If the manager, administrator or local senior officer of a local public agency chooses not to become a member, that manager, administrator or local senior office may designate another employee from the agency to represent the agency as a Public Agency Representative member.
2.1.2 Affiliate Members. Affiliate members must not exceed 20% of the total number of all members. In order to quality for membership as an Affiliate Member, an individual must be a member in good standing with the Society for Human Resource Management (SHRM) and provide evidence of such membership at the time membership is approved and annually thereafter upon renewal of SBHRA membership, and must individually provide or be currently employed by an organization that provides a specific expertise, product or service to practicing HR Professionals. Examples of such expertise, products or services and organizations providing them include:
a) Staffing services, temporary help firms, and executive search services;
b) University or college career counseling centers;
c) Employment advertising services;
d) Brokers of employee benefits and employment related insurance;
e) Developers or distributors of HR related software;
f) Background testing and/or reference checking services;
g) Medical or health counseling to employees; and
h) Alternative dispute resolution services.
2.1.3 Life Members. There is no limit as to the number of members who may be Life Members. Individuals who have been President of the Association automatically become Life Members upon completion of their term of office. Individuals who have rendered long and outstanding service to the Association may be reclassified as Life Members upon approval of the Board of Directors.
2.1.4 Retiree Members. Regular members who retire with 5 or more years of membership in the Association can continue membership as a Retiree Member indefinitely. Individuals who relocate to Santa Barbara during retirement who have maintained membership in the SHRM Chapter in the area from which they have relocated may also qualify for membership as a Retiree Member upon approval by the Board of Directors.
2.1.5 Student Members. In order to quality as a Student Member, an individual must be currently enrolled in an accredited college or university pursuing a course of study related to the Human Resources field and/or currently enrolled in a Human Resources Management certificate program, but who does not quality for membership as a Regular Member. Student Membership may continue for one year following termination of academic status.
2.2 Application for Membership. Any person qualified for membership under these bylaws may submit an application for membership to the Membership Committee. The Membership Committee shall receive and review all applications for membership and shall submit its recommendations thereon to the Board of directors. Membership may be granted upon the approval of the Board of Directors.
2.3 Rights of Membership. All Regular, Affiliate, Life and Retiree members shall have the right to vote, as set forth in these bylaws, on the election of directors, on the disposition of all or substantially all of the assets of the corporation, on any merger and its principal terms and any amendment of those terms, and on any election to dissolve the corporation. In addition, those members shall have all rights afforded members under the California Nonprofit Mutual benefit Corporation law. If the corporation is dissolved, those members shall receive a pro rata distribution of all assets, exclusive of those held in charitable trust, remaining after payment or provision for payment of the obligations and debts of the corporation and provision for any other payment required under applicable law. As discussed in Section 2.4 of these Bylaws, Student are not afforded the legal rights of members, including voting and right to a prorate distribution of assets, but shall treated as members for all other purposes, including discounted rates afforded to members.
2.4 Other Persons Associated with Corporation. This corporation may refer to Student and Retiree Members and other persons or entities associated with it as "members," even though those persons or entities are not voting members as set forth in Section 2.3 of these bylaws, but no such reference shall constitute anyone as a member within the meaning of Corporations Code § 5056 unless that person or entity shall have qualified for a voting membership under Section 2.3 of these bylaws. References in these bylaws to "members" shall mean members as defined in Corporations Code § 5056; i.e., the members of the classes set forth in Section 2.1.1 through 2.1.3 of these bylaws. By amendment of its articles of incorporation or of these bylaws, the corporation may grant all or some of the rights of a member of any class to any person or entity that does not have the right to vote on the matters specified in Section 2.3 of these bylaws, but no such person or entity shall be a member within the meaning of Corporations Code § 5056.
2.5 Members' Dues, Fees and Assessments. Each member must pay, upon admission to membership and on or before January 1 of each year thereafter, the dues, fees and assessments in amounts to be fixed from time to time by the Board. The dues, fees, and assessments shall be equal for all members of each class, but the Board may, in its discretion, set different dues, fees, and assessments for each class of members. Members joining the corporation at any time prior to July 1 shall pay the entire annual membership dues. Members joining during the months of July August through November shall pay one half of the annual membership dues. Members joining in December shall have their membership dues waived for the current year upon payment of dues for the next year. Student and Retiree Members dues shall be discounted given that they are not true members. Life Members shall not be required to pay any dues.
2.6 Members in Good Standing. Members who have paid the required dues, fees, and assessments in accordance with these bylaws and who are not suspended shall be members in good standing.
2.7 Termination of Membership. A membership shall terminate on occurrence of any of the following events:
a) Resignation of the member;
b) Expiration of the period of membership, unless the membership is renewed on the renewal terms fixed by the Board;
c) The member's failure to pay dues, fees or assessments as set by the Board within 30 days after they are due and payable;
d) Any event that renders the member ineligible for membership, or failure to satisfy membership qualifications for the members' particular class of membership;
e) Termination of membership under Section 2.9 of these by laws based on the good faith determination by the Board, or a committee or person authorized by the Board to make such a determination, that the member has failed in a material and serious degree to observe the rules of conduct of the corporation, or has engaged in conduct materially and seriously prejudicial to the corporation's purposes and interests.
2.8 Suspension of Membership. A member may be suspended under Section 2.9 of these bylaws based on the good faith determination by the Board, or a committee or person authorized by the Board to make such a determination, that the member has failed in a material and serious degree to observe the corporation's rules of conduct, or has engaged in conduct materially and seriously prejudicial to the corporation's purposes and interests. A person whose membership has been suspended shall not be a member during the period of suspension.
2.9 Procedure for Termination or Suspension of Membership. If grounds appear to exist for suspending or terminating a member under Sections 2.7(e) and/or 2.8 of these bylaws, the following procedure shall be followed:
a) The Board shall give the member at least 15 days prior notice of the proposed suspension or termination and the reasons for the proposed suspension or termination. Notice shall be given by any method reasonably calculated to provide actual notice. Notice given by mail shall be sent by first-class or registered mail to the member's last address as shown on the corporation's records.
b) The member shall be given an opportunity to be heard, either orally or in writing, at least five days before the effective date of the proposes suspension or termination. The hearing shall be held, or the written statement considered, by the Board or by a committee or person authorized by the Board to determine whether the suspension or termination should occur.
c) The Board, committee or person shall decide whether the member should be suspended, expelled, or sanctioned in any way. The decision of the Board, committee, or person shall be final.
d) Any action challenging an expulsion, suspension or termination of membership, including a claim alleging defective notice, must be commenced within one year after the date of the expulsion, suspension or termination.
2.10 Transfer of Membership. No membership or right arising from membership shall be transferred. All membership rights cease on the member's death.
ARTICLE 3: MEETINGS OF MEMBERS
3.1 Regular Meetings. Regular meetings of the members shall be held at noon on the third Wednesday of each month, unless the Board determines otherwise.
3.2 Annual Meeting. An annual meeting of members shall be held at noon on the third Wednesday of November, unless the Board fixes another date or time and so notifies members as provided in Sections 3.5 of these bylaws. If the scheduled date falls on a legal holiday, the meeting shall be held on the previous or next Wednesday, as determined by the Board. At the meeting, directors shall be elected and other proper business may be transacted, subject to Sections 3.4.3 of these bylaws.
3.3 Place of Meetings. Meetings of the members shall be held at any place within or outside California designated by the Board or by the written consent of all members entitled to vote at the meeting, given before or after the meeting. In the absence of any such designation, members' meetings shall be held at the corporation's principal office.
3.4 Special Meetings.
3.4.1 Authority to Call Special Meetings. The Board, or the chairman of the Board, if any, or the president, if any, or 5 percent or more of the members may call a special meeting of the members for any lawful purpose at any time.
3.4.2 Calling Special Meetings. A special meeting called by any person entitled to call a meeting (other than the Board) shall be called by written request, specifying the general nature of the business proposed to be transacted, and submitted to the chairman of the Board, if any, or the president or any vice president or the secretary of the corporation. The officer receiving the request shall cause notice to be given promptly to the members entitled to vote, under Sections 2.3 of these bylaws, stating that a meeting will be held at a specified time and date fixed by the Board, provided, however, that the meeting date shall be at least 35 but no more than 90 days after receipt of the request. If the notice is not given within 20 days after the request is received, the person or persons requesting the meeting may give the notice. Nothing in this Section shall be construed as limiting, fixing, or affecting the time at which a meeting of members may be held when the meeting is called by the Board.
3.4.3 Proper Business of Special Meeting. No business, other than the business that was set forth in the notice of the meeting, may be transacted at a special meeting.
3.5 Notice of Meetings. Whenever members are required or permitted to take any action at a meeting, a written notice of the meeting shall be given, under Section 3.7 of these bylaws, to each member entitled to vote at that meeting. The notice shall specify the place, date, and hour of the meeting. For the annual meeting, the notice shall state the matters that the Board, at the time the notice is given, intends to present for action by the members. For a special meeting, the notice shall state the general nature of the business to be transacted and shall state that no other business may be transacted. The notice of any meeting at which directors are to be elected shall include the names of all persons who are nominees when notice is given.
3.6 Notice of Certain Agenda Items. Approval by the members of any of the following proposals, other than by unanimous approval by those entitled to vote, is valid only if the notice or written waiver of notice states the general nature of the proposal or proposals:
a) Removing a director without cause;
b) Filling vacancies on the Board;
c) Amending the articles of incorporation; or
d) Electing to wind up and dissolve the corporation.
3.7 Manner of Giving Notice. Notice of any meeting of members shall be in writing and shall be given at least 10 but no more than 90 days before the meeting date. The notice shall be given either personally or by first class, registered, certified or electronic mail, or by other means of written communication, charges prepaid, and shall be addressed to each member entitled to vote, at the address of that member as it appears on the books of the corporation or at the address given by the member to the corporation for purposes of notice. If no address appears on the corporation's books and no address has been so given, notice shall be deemed to have been given if either
a) notice is sent to that member by first class mail or facsimile or other written communication to the corporation's principal office or
b) notice is published at least once in a newspaper of general circulation in the county in which the principal office is located.
3.8 Affidavit of Giving Notice. An affidavit of the giving of any notice of any members' meeting may be executed by the secretary, assistant secretary, or any transfer agent of the corporation, and if so executed, shall be filed and maintained with the corporation's minutes.
3.9 Quorum. 25% of the voting power shall constitute a quorum for the transaction of business at any meeting of members. If, however, the attendance at any general or annual meeting is less than one third of the voting power, the members may vote only on matters as to which notice of their general nature was given under Section 3.5 of these bylaws. Subject to Section 3.14, the members present at a duly called or held meeting at which a quorum is present may continue to transact business until adjournment, even if members have withdrawn to leave less than a quorum, if any action taken, other than adjournment, is approved by at least a majority of the members required to constitute a quorum.
3.10 Eligibility to Vote. Subject to the California Nonprofit Mutual Benefit Corporation Law, Regular, Affiliate and Life Members in good standing on the record date as determined under Sections 3.16.1 and 3.16.2 of these bylaws shall be entitled to vote at any meeting of the members.
3.11 Manner of Voting. Voting may be by voice, ballot, or any means permitted by law, except that any election of directors must be by ballot if demanded before the voting begins by any member at the meeting.
3.12 Number of Votes. Each member entitled to vote may cast one vote on each matter submitted to a vote of the members.
3.13 Approval by Majority Vote. If quorum is present, the affirmative vote of a majority of the voting power represented at the meeting, entitled to vote and voting on any matter, shall be deemed the act of the members unless the vote of a greater number, or voting by classes, is required by the California Nonprofit Mutual Benefit Corporation Law or by the articles of incorporation.
3.14 Waiver of Notice of Consent. The transactions of any meeting of members, however called or noticed and wherever held, shall be as valid as though taken at a meeting duly held after standard call and notice, if
a) a quorum is present either in person or by proxy, and
b) either before or after the meeting, each member entitled to vote, not present in person or by proxy, signs a written waiver of notice, a consent to the holding of the meeting, or an approval of the minutes of the meeting.
The waiver of notice, consent, or approval need not specify either the business to be transacted or the purpose of the meeting except that, if action is taken or proposed to be taken for approval of any matter specified in Section 3.6 of these Bylaws, the waiver of notice, consent, or approval shall state the general nature of the proposal. All such waivers, consents, or approvals shall be filed with the corporate records or made a part of the minutes of the meeting. A member’s attendance at a meeting shall also constitute a waiver of notice of and presence at that meeting unless the member objects at the beginning of the meeting to the transaction of any business because the meeting was not lawfully called or convened. Also, attendance at a meeting is not a waiver of any right to object to the consideration of matters required to be included in the notice of the meeting but not so included, if that objection is expressly made at the meeting.
3.15 Actions without Meetings.
3.15.1 Actions by Unanimous Consent. Any action required or permitted to be taken by the members may be taken without a meeting, if all members consent in writing to the action. The written consent or consents shall be filed with the minutes of the meeting. The Action by written consent shall have the same force and effect as a unanimous vote of the members.
3.15.2 Action by Written Ballot. Any action that members may take at any meeting of members may also be taken without a meeting by complying with the following:
a) Solicitation of Written Ballots. This corporation shall distribute one written ballot to each member entitled to vote on the matter. The ballots shall be mailed or delivered in the manner required by Section 3.7 of these bylaws. All solicitations of votes by written ballot shall
i) state the number of responses needed to meet the quorum requirement;
ii) state, with respect to ballots other than for election of directors, the percentage of approvals necessary to pass the measure or measures; and
iii) specify the time by which the ballot must be received in order to be counted.
Each ballot so distributed shall
a. set forth the proposed action;
b. give the members an opportunity to specify approval or disapproval of each proposal; and
c. provide a reasonable time in which to return the ballot to the corporation. If the corporation has 100 or more members, any written ballot distributed to ten or more members shall provide that, subject to reasonable specified conditions, if the person solicited specified a choice in any such matter, the vote shall be cast according to that specification.
b) Number of Votes and Approvals Required. Approval by written ballot shall be valid only when
i) the number of votes cast by ballot (including ballots that are marked "withhold" or otherwise indicate that authority to vote is withheld) within the time specified equals or exceeds the quorum required to be present at a meeting authorizing the action, and
ii) the number of approvals equals or exceeds the number of votes that would be required for approval at a meeting at which the total number of votes case was the same as the number of votes cast by written ballot without a meeting.
c) Revoking Ballots. A written ballot may not be revoked.
d) Filing Ballots. All written ballots shall be filed with the secretary or designee of the corporation and maintained in the corporate records for at least two years.
3.16 Record Date.
3.16.1 Record Date for Notice, Voting, Written Ballots, and Other Board Actions. For the purposes of establishing the members entitled to receive notice of any meeting, entitled to vote at any meeting, entitled to vote by written ballot, or entitled to exercise any rights in any lawful action, the Board of directors may, in advance, fix a record date. The record date so fixed for:
a) Sending notice of a meeting shall be no more than 90 days nor less than 10 days before the date of the meeting;
b) Voting at a meeting shall be no more than 60 days before the date of the meeting;
c) Voting by written ballot shall be no more than 60 days before the day on which the first written ballot is mailed or solicited; and
d) Taking any other action shall be no more than 60 days before that action.
3.16.2 Record Date for Actions Not Set by Board. If not otherwise fixed by the Board, the record date for determining members entitled to receive notice of a meeting of members shall be the next business day preceding the day on which notice is given or, if notice is waived, the next business day preceding the day on which the meeting is held. If not otherwise fixed by the Board, the record date for determining members entitled to vote at the meeting shall be the day on which the meeting is held. If not otherwise fixed by the Board, the record date for determining members entitled to vote by written ballot shall be the day on which the first written ballot is mailed or solicited. If not otherwise fixed by the Board, the record date for determining members entitled to exercised any rights with respect to any other lawful action shall be the date on which the Board adopt the resolution relating to that action, or the 60th day before the date of that action, whichever is later. For purposes of Section 3.10 of these bylaws, a person holding a membership at the close of business on the record date shall be a member of record.
3.17 Proxies. Voting by proxy is not allowed.
3.18 Adjournment and Notice of Adjourned Meetings. Any members' meeting, whether or not a quorum is present, may be adjourned from time to time by the vote of the majority of the members represented at the meeting. No meeting may be adjourned for more than 45 days. When a members' meeting is adjourned to another time or place, notice need not be given of the adjourned meeting if the time and place to which the meeting is adjourned are announced at the meeting at which adjournment is taken. If after adjournment a new record date is fixed for notice or voting, a notice of the adjourned meeting shall be given to each member who, on the record date for the notice of the meeting, is entitled to vote at the meeting. At the adjourned meeting, the corporation may transact any business that might have been transacted at the original meeting.
ARTICLE 4: BOARD OF DIRECTORS
4.1 General Powers of the Board. Subject to the provisions and limitations of the California Nonprofit Mutual Benefit Corporation Law and any other applicable laws, and subject to any limitations of the articles of incorporation or bylaws regarding actions that require approval of the members, the corporation's activities and affairs shall be managed, and all corporate powers shall be exercised, by or under the direction of the Board.
4.2 Specific Powers of the Board. Without prejudice to the general powers set forth in Section 4.1 of these bylaws, but subject to the same limitations, the Board shall have the power to:
a) Appoint and remove, at the pleasure of the Board, all corporate officers, agents and employees; prescribe powers and duties for them as are consistent with the law, the articles of incorporation, and these bylaws; fix their compensation; and require from them security for faithful service.
b) Change the principal office or the principal business office in California from one location to another; cause the corporation to be qualified to conduct its activities in any other state, territory, dependency, or country; conduct its activities in or outside California' and designate a place in or outside California for holding any meeting of members.
c) Borrow money and incur indebtedness on the corporation's behalf and cause to be executed and delivered for the corporation's purposes, in the corporate name, promissory notes, bonds, debentures, deeds of trust, mortgages, pledges, hypothecations, and other evidences of debt and securities.
d) Adopt and use a corporate seal; prescribe the forms of membership certificates; and alter the forms of the seal and certificates.
4.3 Number of and Qualifications for Directors. The Board of directors shall consist of at least 12 but no more than 20 directors unless changed by amendment to these bylaws. The exact number of directors shall be fixed, within those limits, by a resolution adopted by the Board of directors. Not more than two representatives from any single organization or company may serve as a director during concurrent or overlapping terms.
4.4 Nominations of Directors.
4.4.1 Nominations by Committee. The chairman of the Board or, if none, the president shall appoint a committee to nominate qualified candidates for election to the Board at least 30 days before the date of any election of directors. The nominating committee shall make its report at least 15 days before the date of the election, or at such other time as the Board may set, and the secretary shall forward to each member, with the notice of meeting required by these bylaws, a list of all candidates nominated by the committee.
4.4.2 Floor Nominations. When a meeting is held for the election of directors, any member present at the meeting may place names in nomination.
4.4.3 Nominee's Right to Solicit Votes. The Board shall formulate procedures that allow a reasonable opportunity for a nominee to communicate to members the nominee's qualifications and the reasons for the nominee's candidacy, a reasonable opportunity for the nominee to solicit votes, and a reasonable opportunity for all members to choose among the nominees.
4.4.4 Use of Corporate Funds to Support Nominee. If more people have been nominated for director than can be elected, no corporate funds may be expended to support a nominee without the Board's authorization.
4.5 Election of Directors. Each director so elected shall hold office for a term of two years.
4.6 Vacancies on Board of Directors.
4.6.1 Events Causing Vacancies on Board. A vacancy or vacancies on the Board of directors shall occur in the event of
a) the death or resignation of any director;
b) the declaration by Board resolution of a vacancy in the office of a director who has been convicted of a felony, declared of unsound mind by a court order, absent from more than 3 Board meetings within a calendar year without reason acceptable to the Board, or, if the corporation holds assets in a charitable trust, found by a final order or judgment of any court to have breached a duty arising under Corporations Code § 7238;
c) the vote of the members or, if the corporation has fewer than 50 members, the vote of a majority of all members, to remove any director(s);
d) an increase in the authorized number of directors; or
e) a failure of the members, at any meeting of members at which any director or directors are to be elected, to elect the number of directors required to be elected at that meeting.
4.6.2 Resignation of Directors. Except as provided below, any director may resign by giving written notice to the chairman of the Board, if any, or to the president or secretary of the Board. The resignation shall be effective when the notice is given unless it specifies a later time for the resignation to become effective. If a director's resignation is effective at a later time, the Board may elect a successor to take office as of the date when the resignation becomes effective. Except on notice to the California Attorney General, no director may resign if the corporation would be left without a duly elected director or officers.
4.7 Filling Vacancies on Board of Directors. Except for a vacancy created by the removal of a director by the members, vacancies on the Board may be filled by approval of the Board or, if the number of directors then in office is less than a quorum, by
a) the unanimous written consent of the directors then in office,
b) the affirmative vote of a majority of the directors then in office at a meeting held according to notice or waivers of notice complying with Corporations Code section 7211, or
c) a sole remaining director.
The members may elect a director or directors at any time to fill any vacancy or vacancies not filled by the directors.
4.8 No Vacancy on Reduction of Number of Directors. Any reduction of the authorized number of directors shall not result in any director's being removed before his or her term of office expires.
ARTICLE 5: MEETINGS OF THE BOARD OF DIRECTORS
5.1 Place of Board Meetings. Meetings of the Board shall be held at any place within or outside California that has been designated by resolution of the Board or in the notice of the meeting or, if not so designated, at the principal office of the corporation.
5.2 Meetings by Telephone or Other Communications Equipment. Any Board meeting may be held by conference telephone, video screen communication, or other communications equipment. Participation in a meeting under this Section shall constitute presence in person at the meeting if all of the following apply:
a) Each member participating in the meeting can communicate concurrently with all other members.
b) Each member is provided the means of participating in all matters before the Board, including the capacity to propose, or to interpose an objection to, a specific action to be taken by the corporation.
c) The Board has adopted and implemented a means of verifying both of the following:
i) A person participating in the meeting is a director or other person entitled to participate in the Board meeting; and
ii) All actions of or votes by the Board are taken or cast only by the directors and not by persons who are not directors.
5.3 Annual and Other Meetings. Within one month of each annual meeting of members, the Board shall hold a general meeting to be attended by both incoming and outgoing Board members for purposes of organization, election of officers, and transaction of other business. Notice of this meeting is not required. Other general meetings of the Board may be held from time to time without notice and at such time and place as the Board may fix.
5.4 Special Meetings.
5.4.1 Authority to Call Special Meetings. Special meetings of the Board for any purpose may be called at any time by the chairman of the Board, if any, the president or any vice president, the secretary, or any two directors.
5.4.2 Notice of Special Meetings. Notice of the time and place of special meetings shall be given to each director by
a) personal delivery of written notice;
b) first class mail, postage prepaid;
c) telephone, including a voice messaging system or other system or technology designed to record and communicate messages either directly to the director or to a person at the director's office who would reasonably be expected to communicate that notice promptly to the director;
d) facsimile;
e) electronic mail; or
f) other electronic means.
All such notices shall be given or sent to the director's address, electronic mail address, or telephone number as shown on the corporation's records. Notices sent by first class mail shall be deposited in the United States mails at least four days before the time set for the meeting. Notices given by personal delivery, telephone, or electronic mail shall be delivered, telephoned, or sent, respectively, at least 48 hours before the time set for the meeting. The notice shall state the time of the meeting and the place, if the place is other than the corporation's principal office. The notice need not specify the purpose of the meeting.
5.5 Quorum. A majority of the authorized number of directors shall constitute quorum for the transaction of any business except adjournment. Every action taken or decision made by a majority of the directors present at a duly held meeting at which quorum is present shall be an act of the Board, subject to the more stringent provisions of the California Nonprofit Mutual Benefit Corporation Law, including, without limitation, the provisions on
a) approval of contracts or transactions between this corporation and any entity in which a director has a material financial interest,
b) creation of and appointments to committees of the Board, and
c) indemnification of directors.
A meeting at which q quorum is initially present may continue to transact business, despite the withdrawal of some directors, if any action taken or decision is approved by at least a majority of the required quorum for that meeting.
5.6 Waiver of Notice. Notice of a meeting need not be given to any director who, either before or after the meeting, signs a waiver of notice, a written consent to the holding of the meeting, or an approval of the minutes of the meeting. The waiver of notice or consent need not specify the purpose of the meeting. All such waivers, consents, and approvals shall be filed with the corporate records or made a part of the minutes of the meetings. Notice of a meeting need not be given to any director who attends the meeting and who, before or at the beginning of the meeting, does not protest the lack of notice to him or her.
5.7 Adjournment. A majority of the directors present, whether or not a quorum is present, may adjourn any meeting to another time and place. Notice of the time and place of holding an adjourned meeting need not be given unless the original meeting is adjourned for more than 24 hours. If the original meeting is adjourned for more than 24 hours, notice of any adjournment to another time and place shall be given, before the time of the adjourned meeting, to the directors who were not present at the time of the adjournment.
5.8 Action Without a Meeting. Any action that the Board is required or permitted to take may be taken without a meeting if all Board members consent in writing to the action. Such action by written consent shall have the same force and effect as any other validly approved action of the Board. All such consents shall be filed with the minutes of the proceedings of the Board.
5.9 Compensation and Reimbursement. Directors and members of committees of the Board may receive such compensation, if any, for their services as directors or officers and such reimbursement of expenses as the Board may establish by resolution to be just and reasonable as to the corporation at the time that the resolution is adopted.
ARTICLE 6: COMMITTEES
6.1 Committees of the Board of Directors.
6.1.1 Creation and Powers of Board Committees. The Board, by resolution adopted by a majority of the directors then in office, may create one or more committees. Any such committee shall have all the authority of the Board, to the extent provided in the Board resolution, except that no committee may:
a) Take any final action on any matter than, under the California Nonprofit Mutual Benefit Corporation Law, also requires approval of the members of approval of a majority of all members;
b) Fill vacancies on the Board or any committee of the Board;
c) Fix compensation of the directors for serving on the Board or on any committee;
d) Amend or repeal by laws or adopt new bylaws;
e) Amend or repeal any resolution of the Board that by its express terms is not so amendable or repealable;
f) Create any other committees of the Board or appoint the members of committees of the Board; or
g) With respect to any assets held in charitable trust, approve any contract or transaction between this corporation and one or more of its directors or between this corporation and an entity in which one or more of its directors have a material financial interest, subject to the approval provisions of Corporations Code § 5233(d)(3).
6.1.2 Meetings and Action of Board Committees. Meeting and actions of committees of the Board shall be governed by, held, and taken under the provisions of these bylaws concerning meetings and other Board actions, except that the time for general meetings of such committees and the calling of special meetings of such committees may be set either by Board resolution or, if none, by resolution of the committee. Minutes of such meetings shall be kept and shall be filed with the corporate records. The Board may adopt rules for the governance of any committee as long as the rules are consistent with these bylaws. If the Board has not adopted rules, the committee may do so.
ARTICLE 7: OFFICERS OF THE CORPORATION
7.1 Offices Held. The officers of this corporation shall be a president, a secretary, and a treasurer. The corporation at the Board's discretion, may also have a chairman of the Board, one or more vice presidents, one or more assistant secretaries, one or more assistant treasurers, and such other officers as may be appointed under Section 7.3 of these bylaws. Any number of offices may be held by the same person.
7.2 Election of Officers. The officers of this corporation, except any appointed under Section 7.3 of these bylaws, shall be chosen annually by the Board and shall serve at the pleasure of the Board, subject to the rights of any officer under any employment contract.
7.3 Appointment of Other Officers. The Board may appoint and authorize the chairman of the Board, the president, or another officer to appoint any other officers that the corporation may require. Each appointed officer shall have the title and authority, hold office for the period, and perform the duties specified in the bylaws or established by the Board.
7.4 Removal of Officers. Without prejudice to the rights of any officer under an employment contract, the Board may remove any officer with or without cause. An officer who was not chosen by the Board may be removed by any other officer on whom the Board confers the power of removal.
7.5 Resignation of Officers. Any officer may resign at any time by giving written notice to the Board. The resignation shall take effect on the date the notice is received or at any late time specified in the notice. Unless otherwise specified in the notice, the resignation need not be accepted to be effective. Any resignation shall be without prejudice to any rights of the corporation under any contract to which the office is a party.
7.6 Vacancies in Office. A vacancy in any office because of death, resignation, removal, disqualification, or any other cause shall be filled in the manner prescribed in these bylaws for normal. Appointments to that office, provided, however, that vacancies need not be filled on an annual basis.
7.7 Responsibilities of Officers.
7.7.1 Chairman of the Board. If a chairman of the Board of directors is elected, he or she shall preside at Board meetings and shall exercise and perform such other powers and duties as the Board may assign from time to time. If there is no president, the chairman of the Board shall also be the chief executive officer and shall have the powers and duties of the president of the corporation set forth in these bylaws. Per SHRM Bylaws, the Chairman must be a current member in good standing of SHRM throughout the term of his/her term of office.
7.7.2 President. Subject to such supervisory powers as the Board may give to the chairman of the Board, if any, and subject to the control of the Board, the president shall be the general manager of the corporation and shall supervise, direct, and control the corporation's activities, affairs, and officers. The president shall preside at all members' meetings and, in the absence of the chairman of the Board, or if none, at all Board meetings. The president shall have such other powers and duties as the Board or the bylaws may require. Per SHRM Bylaws, the president must be a current member in good standing of SHRM throughout the term of his/her term of office.
7.7.3 President-Elect. If the president is absent or disabled, the president-elect, if any, shall perform all duties of the president. When so acting, the president-elect shall have all powers of and be subject to all restrictions of the president. The president-elect shall have such other powers and perform such other duties as the Board or the bylaws may require. The president-elect must be a current member in good standing of SHRM throughout the term of his/her term of office.
7.7.4 Vice Presidents. If the president is absent or disabled, the vice presidents, if any, in order of their rank as fixed by the Board, or, if not ranked, a vice president designated by the Board, shall perform all duties of the president. When so acting, a vice president shall have all powers of and be subject to all restrictions of the president. The vice presidents shall have such other powers and perform such other duties as the Board or the bylaws may require.
7.7.5 Secretary. The secretary or other designee shall keep or cause to be kept, at the corporation's principal office or such other place as the Board may direct, the following things:
a) Minutes of all meetings, proceedings, and actions of the Board, of committees of the Board, and of members' meetings. The minutes of meetings shall include the time and place that the meeting was held; whether the meeting was annual, general, or special, and, if special, how authorized; the notice given' the names of persons present at Board and Board committee meetings; and the number of members present or represented at members' meetings.
b) A copy of the articles of incorporation and bylaws, as amended to date.
c) A record of the corporation's members, showing each member's name, address, and class of membership.
The secretary or other designee shall give, or cause to be given, notice as required by these bylaws of all meetings of members, of the Board, and of committees of the Board. The secretary or other designee shall keep the corporate seal, if any, in safe custody and shall have such other powers and perform such other duties as the Board or the bylaws may require.
7.7.6 Treasurer. The treasurer shall keep and maintain, or cause to be kept and maintained, adequate and correct books and accounts of the corporation's properties and transactions. The treasurer shall send or cause to be given to the members and directors such financial statements and reports as are required to be given by law, by these bylaws, or by the Board. The books of account shall be open to inspection by any director at all reasonable times. The treasurer shall
a) deposit or cause to be deposited, all money and other valuables in the name and to the credit of the corporation with such depositories as the Board may designate;
b) disburse the corporation's funds as the Board may order;
c) render to the president, chairman of the Board, if any, and the Board, when requested, an account of all transactions as treasurer and of the financial condition of the corporation; and
d) have such other powers and perform such other duties as the Board of the bylaws may require.
If required by the Board, the treasurer shall give the corporation a bond in the amount and with the surety of sureties specified by the Board for faithful performance of the duties of the office and for restoration to the corporation of all of its books, papers, vouchers, money, and other property of every kind in the possession or under the control of the treasurer on his or her death, resignation, retirement, or removal from office.
7.8 Contracts With Directors and Officers. No director of this corporation nor any other corporation, firm, association, or other entity in which one or more of this corporation's directors have a material financial interest shall be interested, directly or indirectly, in any contract or other transaction with this corporation, unless
a) the material facts as to the transaction and such director's interest are fully disclosed or known to the members and such contract or transaction is approved by the members in good faith, with any membership owned by any interested director not being entitled to vote thereon; or
b) the material facts regarding such director's financial interest in such contract or transaction or regarding such common directorship, officership or financial interest are fully disclosed in good faith and are noted in the minutes or are known to all Board members before consideration by the Board of such contract or transaction, and such contract or transaction is authorized in good faith by a majority of the Board by a vote sufficient for that purpose without counting the vote of the interested director.
7.9 Loans to Officers and Directors. This corporation shall not lend any money or property to, or guarantee the obligation of, any director or officer of the corporation or of its parent, affiliate, or subsidiary unless
a) the Board decides that the loan or guaranty may reasonably be expected to benefit the corporation, and
b) before consummating the transaction or any part of it, the loan or guaranty is approved by either the members, without counting the vote of the director or officer, if a member, of the vote of a majority of the directors then in office, without counting the vote of the director who is to receive the loan or guaranty.
7.10 Indemnification. To the fullest extent permitted by law, this corporation may indemnify its directors, officers, employees, and other persons descried in Corporations Code §7237(a), including persons formerly occupying any such positions, against all expenses, judgments, fines, settlements, and other amounts actually and reasonably incurred by them in connection with any "proceeding" as that term is used in that section, and including an action by or in the right of the corporation, by reason of the fact that the person is or was a person described in that section. "Expenses," as used in this bylaw, shall have the same meaning as in that section of the Corporations Code. On written request to the Board by any person seeking indemnification under Corporations Code §§ 7237(b) or (c), the Board shall promptly decide under Corporations Code § 7237(e) whether the applicable standard of conduct set forth in Corporations Code §§ 7237(b) or (c) has been met and, if so, the Board shall authorize indemnification. If the Board cannot authorize indemnification, because the number of directors who are parties to the proceeding with respect to which indemnification is sought prevents the formation of a quorum of directors who are not parties to that proceeding, the Board shall promptly call a meeting of members. At that meeting, the members shall determine under Corporations Code § 7237(e) whether the applicable standard of conduct has been met and, if so, the members present at the meeting shall authorize indemnification. To the fullest extent permitted by law and except as otherwise determined by the Board in a specific instance, expenses incurred by a person seeking indemnification under this Section of these bylaws in defending any proceeding covered by this Section shall be advanced by the corporation before final disposition of the proceeding, on receipt by the corporation of an undertaking by or on behalf of that person that the advance will be repaid unless it is ultimately found that the person is entitled to be indemnified by the corporation for those expenses.
7.11 Insurance. This corporation shall have the right, and shall use its best efforts, to purchase and maintain insurance to the full extent permitted by law on behalf of its officers, directors, employees, and other agents, to cover any liability asserted against or incurred by any officer, director, employee, or agent in such capacity or arising from the officer's, director's, employee's, or agent's status as such.
ARTICLE 8: CORPORATE RECORDS
8.1 Maintenance of Corporate Records. This corporation shall keep:
a) Adequate and correct books and records of account;
b) Written minutes of the proceedings of its members, Board and committees of the Board; and
c) A record of each member's name, address, and class of membership.
8.2 Members Inspection Rights.
8.2.1 Membership Records. Unless the corporation provides a reasonable alternative as provided below, any member may do either or both of the following for a purpose reasonably related to the member's interest as a member:
a) Inspect and copy the records containing members' names, addresses, and voting rights during usual business hours on five days' prior written demand on the corporation, which must state the purpose for which the inspection rights are requested; or
b) Obtain from the secretary of the corporation, on written demand and tender of a reasonable charge, a list of names, addresses, and voting rights of members who are entitled to vote for directors as of the most recent record date for which that list has been compiled, or as of the date, after the date of demand, specified by the member. The demand shall state the purpose for which the list is requested. The secretary shall make this list available to the member on or before the later of ten days after the demand is received or the date specified in the demand as the date as of which the list is to be compiled.
The corporation may, within ten business days after receiving a demand under this Section, make a written offer of an alternative method of reasonable and timely achievement of the proper purpose specified in the demand without providing access to or a copy of the membership list. Any rejection of this offer must be in writing and must state the reasons the proposed alternative does not meet the proper purpose of the demand. If the corporation reasonably believes that the information will be used for a purpose other than one reasonably related to a person's interest as a member, or if it provides a reasonable alternative under this Section, it may deny the member access to the membership list. Any inspection and copying under this Section may be made in person or by the member's agent or attorney. The right of inspection includes the right to copy and make extracts. This right of inspection extends to the records of any subsidiary of the corporation.
8.2.2 Accounting Records and Minutes. On written demand on the corporation, any member may inspect, copy, and make extracts of the accounting books and records and the minutes of the proceedings of the members, the Board of directors, and committees of the Board at any reasonable time for a purpose reasonably related to the member's interest as a member. Any such inspection and copying may be made in person or by the member's agent or attorney. This right of inspection extends to the records of any subsidiary of the corporation.
8.2.3 Articles and Bylaws. This corporation shall keep at its principal California office the original or a copy of the articles of incorporation and bylaws, as amended to the current date, which shall be open to inspection by the members at all reasonable times during office hours. If the corporation has no business office in California, the secretary shall, on the written request of any member, furnish to that member a copy of the articles of incorporation and bylaws, as amended to the current date.
8.3 Directors' Right to Inspect. Every director shall have the absolute right at any reasonable time to inspect the corporation's books, records, documents of every kind, physical properties, and the records of each subsidiary. The inspection may be made in person or by the director's agent or attorney. The right of inspection includes the right to copy and make extracts of documents.
8.4 Required Reports.
8.4.1 Annual Report. The Board shall cause an annual report to be prepared within 120 days after the end of the corporation's fiscal year. That report shall contain the following information in appropriate detail:
a) A balance sheet as of the end of the fiscal year, an income statement, and statement of changes in financial position for the fiscal year, accompanied by an independent accountants' report or, if none, by the certificate of an authorized officer of the corporation that they were prepared without audit from the corporation's books and records; and
b) A statement of the place where the names and addresses of current members are located; and
c) Any information required by Section 8.4.2 of these bylaws.
This corporation shall annually notify each member of the member's right to receive a copy of the financial report under this Section. Except as provided in the next paragraph of this bylaw, on written request by a member, the Board shall promptly cause the most recent annual report to be sent to the requesting member. This section shall not apply if the corporation receives less than $10,000 in gross revenues or receipts during the fiscal year.
8.4.2 Annual Statement of Certain Transactions and Indemnifications. As part of the annual report to all members, or as a separate document if no annual report is issued, the corporation shall, within 120 days after the end of the corporation's fiscal year, annually prepare and mail or deliver to its members and furnish to its directors a statement of any transaction or indemnification of the following kind:
a) Unless approved by members under Corporations Code § 7233(a), any transaction
i) to which the corporation, or its parent or subsidiary, was a party,
ii) which involved more than $50,000 or was one of several transactions with the same person involving, in the aggregate, more than $50,000, and
iii) in which either of the following interested persons had a direct or indirect material financial interest (a mere common directorship is not a material financial interest):
a. Any director or officer of the corporation, its parent, or its subsidiary;
b. Any holder of more than 10 percent of the voting power of the corporation, its parent, or its subsidiary.
The statement shall include a brief description of the transaction, the names of interested persons involved, their relationship to the corporation, the nature of their interest in the transaction, and, when practicable, the amount of that interest, except that, in a partnership in which such person is a partner, only the partnership interest need be stated.
b) A brief description of the amounts and circumstances of any loans, guaranties, indemnifications, or advances aggregating more than $10,000 paid during the fiscal year to any officer or director of the corporation under Sections number 7.9 and 7.10 of these bylaws, unless the loan, guaranty, indemnification, or advance has already been approved by the members under Corporations Code § 5034, or the loan or guaranty is not subject to Corporations Code § 7235(a).
ARTICLE 9: AMENDMENTS TO BYLAWS
9.1 Amendment by Board Subject to Limitation by Members. Subject to members' rights under Sections 2.3, 9.1.4 and 9.2 of these bylaws, the Board may adopt, amend, or repeal by laws unless doing so would:
a) Materially and adversely affect the members' rights as to voting, dissolution, redemption, or transfer;
b) Increase or decrease the number of members authorized in total or for any class;
c) Effect an exchange, reclassification, or cancellation of all or part of the memberships; or
d) Authorize a new class of membership.
9.1.2 Changes to Number of Directors. The Board may not, without the members' approval, specify or change any bylaw that would:
a) Fix or change the authorized number of directors;
b) Fix or change the minimum or maximum number of directors; or
c) Change from a fixed number of directors to a variable number of directors or vice versa.
9.1.3 Greater Vote Requirement. If any provision of these bylaws requires the vote of a larger proportion of the Board than is otherwise required by law, that provision may not be altered, amended, or repeated except by that greater vote.
9.1.4 Members' Approval Required. Without the approval of the members, the Board may not adopt, amend, or repeal any bylaw that would:
a) Increase or extend the terms of directors;
b) Allow any director to hold office by designation or selection rather than by election by the members;
c) Increase the quorum for members' meetings;
d) Repeal, restrict, create, expand, or otherwise change proxy rights; or
e) Authorize cumulative voting.
9.2 Amendment by Members. New bylaws may be adopted or these bylaws may be amended or repealed by approval of the members, provided, however, that any such adoption, amendment, or repeal also requires approval by the members of a class if that action would:
a) Materially and adversely affect the rights, privileges, preferences, restrictions, or conditions of that class as to voting, dissolution, redemption, or transfer in a manner different the action affects another class;
b) Materially and adversely affect that class as to voting, dissolution, redemption, or transfer by changing the rights, privileges, preferences, restrictions, or conditions of another class;
c) Increase or decrease the number of memberships authorized for that class;
d) Increase the number of memberships authorized for another class;
e) Effect an exchange, reclassification, or cancellation of all or part of the memberships of that class; or
f) Authorize a new class of membership.
Any provision of these bylaws that requires the vote of a larger proportion of the members than otherwise is required by law may not be altered, amended, or repealed except by vote of that greater number. No amendment may extend a director's term beyond that for which the director was elected.
9.3 Amendment by SHRM. Any action to amend the bylaws shall clearly state that it is not effective unless and until approved by the SHRM President/CEO or his/her designee as being in furtherance of the purposes of the SHRM and not in conflict with SHRM bylaws.
ARTICLE 10: WITHDRAWAL OF AFFILIATED CHAPTER STATUS
Affiliated chapter status may be withdrawn by the President/CEO of SHRM or his/her designee as a representative of the SHRM Board of Directors upon finding that the activities of the Chapter are inconsistent with or contrary to the best interests of SHRM. Prior to withdrawal of such status, the Chapter shall have an opportunity to review a written statement of the reasons for such proposed withdrawal and an opportunity to provide the SHRM Board of Directors with a written response to such a proposal within a thirty (30) day period. In addition, when the Chapter fails to maintain the required affiliation standards as set forth by the SHRM Board of Directors, it is subject to immediate disaffiliation by SHRM. After withdrawal of Chapter status, the SHRM Board of Directors may cause a new Chapter to be created, or, with the consent of the President/CEO of SHRM and the consent of the body which has had Chapter status withdrawn, may re-confer Chapter status upon such body.
[pic]These revised bylaws are not effective until approved and signed by SHRM CEO or designee
Ratified by the Membership of Chapter and signed by:
_____________________________________________ __________________
Chapter President Date
Approved by:
_____________________________________________ __________________
SHRM President/CEO or President/CEO Designee Date
POSITION & COMMITTEE PROCEDURES & HISTORY
BENEFITS AND COMPENSATION SURVEY
Committee Members
▪ The compensation committee and the benefits committee meet separately and regularly at a minimum of once a month from April through August
▪ Receive a copy of this protocol
▪ Review previous year’s survey and participant feedback, discussing pros and cons. Suggest changes to develop and improve the survey. Review, update, create and add new job summaries and benefits, and remove obsolete ones or ones with low response. Review responsibility is divided among committee members
▪ Determine desired participants (non-member companies, agencies). Survey information is solicited on a voluntary basis from SBHRA members and from the community at large. Data are collected only from employers in Santa Barbara and Ventura Counties
▪ Survey questions are completed on-line through the SBHRA website
▪ Provide quality checks on data; compile and analyze the data that has been submitted by participants; review final participant input for inconsistencies
▪ Review introductory and summary information
Marketing Before/After the Survey
▪ Working with the Marketing Chair, markets the survey via press releases or other announcements to participate and purchase the survey after printing. Suggested venues:
o Santa Barbara News-Press, Valley Voice (Goleta), Santa Barbara Independent, Pacific Coast Business Times, Santa Maria Times, Santa Barbara, Goleta, Lompoc, and Santa Maria Chambers of Commerce, Mailing List created by the committees, Some paid advertisements
▪ Survey to be sold at all SBHRA sponsored events
Survey Participation
▪ Participants must complete the compensation and benefits portion of the survey. However, participants can participate at whatever level (as few or as many positions/benefit programs) they choose. “Participant” status will only be given to those participants that provide data for both the benefits and compensation sections
▪ Non-participants, including members, may purchase the survey at prices approved each year by the Board
▪ Members may submit only their own company data, not that of clients or other non-member companies
▪ If the current Board President does not have employees (as was the case in 2004-05) and is therefore ineligible to participate in the survey, the President receives a complimentary copy
Survey Pricing and Sales
▪ Committee chairs recommend pricing for survey; Board approves pricing; committee chairs account for costs; revenue is forwarded to Treasurer from the Administrator
▪ SBHRA Administrator is responsible for taking orders, mailing and collecting new orders
▪ Purchasing companies should order via the SBHRA website before survey is sent out- some exceptions will be made at which time an Invoice will be sent
▪ A receipt corresponding to the payment level will be mailed with the survey
▪ Depending on the purchasing company’s membership and participation status, a reminder will be made that participation and survey feedback is necessary so improvements may be made
▪ Membership information will be given to non-members
Confidentiality
The committee chairs are the only persons who have access to the coding of the survey (for purposes of identifying the participating companies)
Budgeting/Expenses
▪ The Chairs shall receive a budget from the Treasurer showing prior years’ expenses. Spending authorizations are defined by the Board
▪ Committee members can be reimbursed or receive checks from the Treasurer in advance for purchases deemed necessary by the committee chairs
Committee Timeline and Meetings:
Regular meetings at a minimum of once a month from April through August,
April
▪ Committees are formed and meetings begin
▪ Distribute contact information of each member to the rest of the committee.
▪ Share committee protocol with new and returning committee members.
▪ Distribute a copy of last survey to the committee for their review
▪ Discuss feedback information from the last survey.
▪ Discuss survey changes, marketing strategies and other improvements to the survey
▪ Compensation Committee: Determine necessary job description changes, add new ones if needed and decide if any should be removed
▪ Assign tasks to committee members
May
▪ Each committee member should be prepared to provide feedback on how the survey can be improved or changed
▪ Status update by each committee member since the last meeting.
▪ Determine which changes, deletions, additions and improvements should be made to the survey.
▪ Brainstorm list of participants for the survey, both members and non-members in the community
▪ SBHRA webmaster given “coming soon” information for webpage
▪ SBHRA webmaster given draft questionnaire for webpage
June:
▪ Marketing begins for survey participation: E- Blast, E-Blast, luncheon announcements, mailings.
▪ Committees test online questionnaire and provides Chairs with comments/changes.
▪ Chairs coordinate comments/changes with SBHRA webmaster.
▪ SBHRA webmaster finalizes questionnaire and places the survey on the SBHRA webpage.
▪ Post survey online for data input effective July 1st; soft deadline of July 31st; hard deadline of August 7th.
July
▪ Email reminders are sent to members
▪ Review number of respondents; committees follow up with members who have not yet responded to the survey.
August
▪ August 1st--Contact companies who started but did not finish the survey; August 7th—hard deadline.
▪ After SBHRA webmaster produces the first draft of data, Committee Chairs do initial review of data for accuracy and completion and follow up with companies who may have incorrectly completed the online survey.
▪ Committees do a detailed review of raw data (without company identifiers).
▪ Review final data and prepare analysis of the results.
▪ Review final report
▪ Draft cover letter for front of survey.
▪ Review Table of Contents, List of Participants, Summary, Company Information and pagination by mid August.
▪ Obtain current survey cover from SBHRA Administrator.
▪ Review final draft; determine number of copies to be printed. (Note: print additional copies for committee members).
▪ Review and submit camera ready survey to the printers by last week of August.
▪ Review proofs from printer as needed.
▪ Once proof is finalized, give final copy count to the printer.
September
▪ Distribute free PDF copy to participants.
▪ All members should be sent an e-mail announcing the published survey; make announcement at luncheon.
▪ Notices should be sent to participating non-members that the survey is available for purchase.\
▪ Committee chairs acknowledge and celebrate success of survey with their members.
Marketing Timeline
April
▪ Discuss marketing strategy with SBHRA Marketing Chair
▪ Create appropriate marketing to solicit participation from membership and non-member companies, including mailings/postcards, press release, and flyers for SBHRA monthly meetings.
▪ Put notice together and submit to SBHRA May newsletter/e-cast (late April) to announce data input in July.
May
▪ Finalize marketing pieces to solicit survey participation, and distribute as appropriate.
▪ Mail out postcards to non-member companies.
▪ E-mail reminder to participate to all members.
▪ Distribute flyer and make announcement at May monthly meeting.
▪ Send postcards to members and non-members (from updated mailing list provided by survey chairs).
June
▪ Send press releases to newspapers.
▪ Promote survey participation at June luncheon (flyers on tables, announcement)
September
▪ Make sure that SBHRA Administrator has necessary information to update website.
October
▪ Promote survey purchase at October luncheon (flyers on tables, announcement)
History:
▪ 1996- “We agree with the current effort to outsource the survey along with the Membership Directory. Data analysis efforts in the past have been difficult and time consuming. We would have more consistency from year to year if we find a way to do this outside.”
▪ In 1997, the survey was published with the Santa Barbara Industry Association, which added some technical positions to be surveyed.
▪ The 1999 Board agreed that to ensure integrity and credibility, there would be no advertising in the Salary Survey.
▪ 2000
o Look into an on-line questionnaire that would dump into a database and eliminate manual data entry by committee. Raise price of survey to $200 for non-participants in order to gain a higher participation rate.
▪ 2001
o Review possibility of modest price increase.
o Review possibility of special survey reports next year for an extra fee. (i.e., personalizing the data upon request)
▪ 2002
o Provide compensation training for membership. Board will approve training suggestions from Committee Co-Chairs.
o Review price increase.
o Review possibility of special survey reports for an extra fee (i.e., personalizing the data upon request).
▪ In 2004, the Salary and Benefits surveys were combined. Ads were not solicited.
▪ Prices:
▪ Participating Members (downloaded copy) $ 0
▪ Participating Members, hard copy $ 40
▪ Non-Participating Member $275
▪ Participating Non-Member $300
▪ Non-participating Non-Members $350
Board of Directors
History:
In 2006, the Board voted on the following new structure:
1. President
2. President- Elect
3. Vice President, Professional Development
4. Vice President, Membership
5. Treasurer
6. Secretary
7. Past President
8. Director of Marketing
9. Director of Operations
10. Director of Resources
11. Director of Legislative Affairs
12. Director at Large
13. Director at Large
The above officers and directors are voting members. Committee Chairs are non voting members of the Board not required to attend Board meetings.
LEGISLATIVE AFFAIRS
Potential opportunities for legislative update material and contacts available, subject to Board approval.
▪ California State Council - SHRM Legislative conference in Sacramento, March of each year; network with the Legislative Affairs Committee of the California State Council
▪ SHRM National Legislative Conference in Washington, DC, March of each year
▪ Legislative tracking using SHRM “Washington HR Insider” issued twice a month, and SHRM “State Insider” issued once a month
▪ Maintain contact with the PIHRA legislative representative for current information on the progress of pending state bills
▪ Work with other HR chapters regarding legislative topics; the Sacramento HRMA publishes a HR Legal Watch and has a 24 hour / 7 days-a-week Legislative Hotline regarding state and federal legislation
▪ Meet with each of the districts’ state and federal legislative representatives to communicate local HR interests
▪ Subscribe to the California Journal, which gives a comprehensive roster and listing of all California legislators and legislative activities.
Methods of communication:
▪ Questionnaire/educational material on the political process to membership annually
▪ Conduct an annual membership survey on legislative concerns that the SBHRA constituents and their employers have
▪ Write, as appropriate, articles for the monthly newsletter legislative summary (SBHRA legal counsel usually provides these articles)
▪ Annually provide members with a contact roster for our state and federal legislative representatives, including telephone and Internet addresses
▪ Provide the Programs Chair(s) with legislative updates that might be of interest to the membership
History:
▪ In 1998, responsibility for acting as Legislation Liaison was assigned to Mullen & Henzell, the Association's counsel.
▪ In 2000, the Board agreed to broaden the scope of SBHRA’s legislative activity and the “Legislative Advocacy Committee” was formed. This committee prepared the first set of SBHRA position statements.
▪ In 2001, Mullen & Henzell continued to work closely with the Legislative Advocacy Committee on all legislative issues and activities. Also in 2001, the Board authorized two members to attend the SHRM National Legislative Conference in Washington, DC, March of each year.
MARKETING & PUBLIC RELATIONS
▪ Submits notice of monthly luncheon meetings, seminars, conferences and other special events sponsored by SBHRA to all central coast newspapers and publications as well as three local Chambers of Commerce.
▪ Submits chapter news and activities to SHRM Area VI manager for inclusion in SHRM’s HR News-Chapter Chatter section and other SHRM publications as appropriate.
▪ Develops and maintains relationships with central coast newspapers, other publications, and organizations (e.g., SBNP, Carpinteria Coastal View, Valley Voice, Montecito Journal, Independent).
▪ Maintains a current list (contact names, addresses, phone numbers, etc.) of all relevant media sources, including television and radio stations, as well as the written press.
▪ Orchestrates speakers’ bureau. Polls the Board annually for those who can speak on various HR issues and supplies media publications with that list of contacts.
▪ Submits press releases as directed by the Board.
▪ Places announcement in SBNP for Member of the Year and Incoming President
▪ Coordinates the development of position statements on issues that affect SBHRA members and their companies (e.g., legislative issues).
▪ Maintains PR packet for regular distribution.
▪ Holder of SBHRA display Board and banner.
▪ Assist with titling and copywriting for the monthly luncheons and all other seminars and workshops developed and offered by SBHRA.
▪ Participate in the Professional Development Committee so that the Chair has intimate knowledge and understanding of all programs to be offered, their intent, audience demographics and timing
▪ Participate in the development of or develop all publicity and marketing materials such as flyers, posters, give-always, bulletins, brochures for mailing or delivery at meetings
▪ Develop a timeline for Professional Development Committee to use to ensure Marketing Committee receives copy, bios and other information to be used to develop publicity, flyers et al.
▪ Be a resource to other committees such as Survey, Membership as needed.
History:
▪ The Marketing Committee was established in 2004.
▪ The role of public relations became increasingly important as the Association grew in membership and influence. In 1998, SBHRA joined all three local Chambers of Commerce (Santa Barbara, Goleta and Carpinteria). A connection was established with the Business Editor of the S.B. News-Press and similar contacts were made with other local publications. The protocols for this committee were first developed in the fall of 1999. We joined the Nonprofit Support Center in 2003.
MEMBERSHIP
▪ Potential new members complete application on SBHRA website. Administrator faxes a copy of the application and resume to Chair.
▪ Chair fills out membership applicant report on each candidate
▪ Chair brings one copy of applications and member report to committee members; committee meets prior to Board meeting to review applications and formulate recommendations based on the bylaws, copies of committee report and recommendations are presented to Board members
▪ Committee members contact the new members to welcome them to Association, and sit with them at next luncheon
▪ If application not approved, chair will call and explain reason and recommended action to applicant
▪ If application approved, chair sends out welcome packet (directory, , & new member information) within one week. May include surplus annual conference materials in tote bags with logo products
▪ Committee members assigned a new member to contact and write new member’s bio for monthly newsletter.
▪ Dues are sent by applicant to the Administrator; log is kept of payment and check sent to the Treasurer
▪ At luncheon new members announced and welcomed by President
▪ Chair periodically reviews application process, brochures or any Association literature given to applicants to make sure it meets Association needs and is professional and up to date and is posted on the website
▪ Annually reviews membership renewal notices for online renewals; committee follows up on non-renewals (See below)
Committee Member Duties
▪ Write new member bios for the monthly newsletter and e-mail to Administrator by the end of the month.
▪ Call new members within one (1) week of Board meeting in which they are accepted into membership.
▪ Introduce yourself, company, phone number and reason for call.
▪ Congratulate them on acceptance of membership. Let them know they will be receiving an introductory letter, membership certificate, and directory.
▪ Encourage them to attend next meeting. Let them know time, place, cost of meeting, speaker at next meeting and offer to greet them at the registration table tell them what you look like), sit with them and introduce them around.
▪ Tell them about the RSVP system and the late fee if no reservation is made by the prior Monday. Let them know they must make reservations on the web.
▪ If new member is unable to attend first meeting after acceptance, then contact person for next month’s meeting and make the same offer.
▪ Let them know of any half-day seminars or quarterly new-member orientation sessions coming up in the near future.
▪ Remind them of the value of networking.
▪ Remind them that the membership (or the directory) is not to be used for personal or business gain that is not HR networking related. Also directory pages are not to be copied and shared.
▪ For additional information they may contact our website.
▪ An Ambassador will stay in contact with them for about 3 months to ask for feedback on how their membership is working for them and to see if there is anything else we can provide to help them comfortably assimilate into our organization.
▪ If they encounter any problems such as not receiving new member packet or newsletter, or if meeting name badge is incorrect, please have them email info@ or call the Membership Chair, ____________ at _______, or Committee Member, and we will be glad to help them.
Membership Committee Responsibilities for Membership Resource Directory
All committee members will assist in preparing the Directory for publication. This involves calling members that have not renewed and encouraging them to renew to be listed in the Directory. Actively assist in getting directory advertisements, and finally proof reading the Directory prior to publication in mid-March.
On-Line Membership Renewal Process (adopted for year 2002)
▪ Member completes renewal form on-line (SBHRA web site).
▪ Dues may be paid with PayPal.
▪ Deadline will be January 31, with no “early bird” discount
▪ Members receive a new member number generated by the database; this number becomes the member’s password
▪ Renewing members receive their passwords upon clearance of paid dues
▪ Membership information updates during the year are done online or by contacting the Administrator.
▪ Membership in the Association is not a company membership, but a personal one, and remains with the member if they leave their current employment.
History:
▪ In 1996, the Association Bylaws were changed to allow for setting semi-annual dues rates rather than prorating them monthly. Dues increased to $125 per year in 2004. Administrator issues annual dues notices via E-Blast.
▪ In 1997, Committee decided to make a distinction among vendors, dividing them into those that provide services to HR professionals or departments and those who provide services to employees. Only the former will be accepted as Association members. Committee also proposed that vendors would have to be SHRM members in order to qualify for membership (this also includes attorneys, consultants, educators). Regarding student members, Committee decided that student normally means full-time and that employed students enrolled in a certificate program or taking occasional classes would have to be enrolled in the program for at least a year in order to qualify for student membership
▪ In 1997, Committee decided to designate as “inactive” those members who had not attended at least four (4) monthly meetings during the year, for the purpose of reporting to SHRM. SHRM will be given the number of active members each year. Many retired members are carried on the books but are not active members.
▪ In 1997, the Committee clarified the membership of owners and principals of business. In cases where there are co-owners or co-principals or partners, they will be considered separately for membership. In the case of attorneys, they will be considered for membership as individual or independent practitioners of law, whether or not they are partners of a firm or members in the same firm (though more than one from the same firm would not be allowed to serve in the Board at one time).
▪ August 2001: Membership categories were revised and an “Affiliate” status was added to cover service providers, staffing agencies, and similar individuals. Affiliate status not to exceed 20% of total membership.
▪ HR Consultants, Attorneys, Professors and Public Agency Representatives. [i]
▪ August 2001: If a former Regular Member reapplies within 5 years, the Membership Committee may readmit the member without Board approval, providing the person meets current Regular membership qualifications.
▪ In 2000 the Membership Committee instituted an Ambassador program that replaced the previous “Host/ Introducer” practice. The practice was discontinued in 2004 and membership committee members took over the tasks.
▪ 2002: Mentor List dropped from directory; members encouraged to use the website Forum
▪ 2002: Directory still published in hard copy and Bylaws section reinstated
NOMINATING
▪ The Past President or other appointed director forms a nominating committee and acts as Nominating Committee Chair
▪ Nominating Committee develops a list of potential Board members and/or committee chairs
▪ Committee will seek diverse slate (large, small, public, private companies, etc.)
▪ Candidates must meet criteria described in SBHRA Bylaws
▪ Board approves proposed slate (October)
▪ Biographies are obtained on all candidates
▪ Members receive E-Blast with voting information (biographies and ballot online) at least 10 days prior to December
▪ All new Board members are invited to December Board meeting.
▪ President prepares a ballot of officers for the joint Board meeting
▪ New Board members are introduced at December membership meeting
Methods of Recruiting:
▪ Committee Chairs make recommendations from their committee members;
▪ President, Executive Committee and Board Members make recommendations from their professional contacts and referrals;
▪ Nominating Committee makes recommendations and follows up with phone calls;
▪ Nominating Committee Chair speaks personally to current and/or immediate past Board members regarding continued leadership including the President’s position. As well as:
o Provide job descriptions to members who are considering a position on the Board
o Provide support and direction to members considering a Board position
History:
▪ In 2004, the position of Nominations and the appointment of a Nominating Chair was established. The purpose of the Committee was to support the efforts of the Board with succession planning and sustained leadership within the ranks of the Board.
▪ In 1996, the Association Bylaws were changed to increase the number of Board members from ten to a minimum of twelve and eliminate the category of “alternate.” The number of Board members was increased to 14 for the period 1999 through 2003.
▪ In November 2003, the Bylaws were changed to an option of between 12 and 20 elected Board members.
▪ In 1996, the Association Bylaws, which had stated that the joint Board meeting should be held in January, were changed to reflect that this meeting had been changed to December.
▪ Committee/Board must decide if slate should be just large enough to cover available openings, or larger, and assume that some candidates will lose.
OPERATIONS - LOGISTICS & HOSPITALITY
Monthly Member and Guest Luncheons
▪ Luncheon is 3rd Wednesday of each month (unless otherwise noted)
▪ The Luncheon Coordinator needs to (gets to) work closely with the following: The SBHRA Administrator, the Treasurer, the Professional Development committee, the President or the V.P. of Operations.
▪ The Administrator has the RSVP list for the luncheon, checks in the attendees, accepts payments. The Luncheon Coordinator authorizes the billing from the hotel-provider and forwards it to the Treasurer for payment. The Professional Development committee contact provides information about speaker needs and any items to coordinate. The Luncheon Coordinator briefly communicates coordinates with the President or the V.P. of Operations.
▪ Board members and Committee Chairs are to notify the Coordinator when they have special needs for tables and/or equipment. For example: Benefits and Compensation Survey chairs should notify the Coordinator when they need a table for disbursement of surveys. If the Luncheon Coordinator has not been notified of speaker special needs, seek that information from the appropriate Board member (HR Administrator can provide the name if needed).
Note: A double-sided buffet line is essential (typically 100 –130 people).
Facility Arrangements – Annual or bi-annual contract. Keep one or two alternate facilities available in case facility contract allows cancellation. Know cancellation clause in case SBHRA needs to cancel or reschedule for whatever reason. Contracts also specify dates, cost and menu -- buffet or service (buffet may be more economical). Ask about parking arrangements.
Banquet Event Order (BEO) – State the following for each month:
Number of attendees (Verbally on Friday before the luncheon to the hotel-provider; Monday before the luncheon to the hotel-provider, updates as needed). Allow for two extra tables over RSVP number on cut off. Review luncheon attendance figures provided by administrator to “get a feel” for attendance needs.
Audio visual needs (see Responsibilities section above)
Review room diagram: tables to put required items and oversee that the items are delivered: name badges, name tags, networking materials, speaker materials, evaluation forms.
For each table, optional (and welcomed): ask for coffee and ice tea on the table, plate of cookies for dessert
Monthly Luncheon Sponsors
Service providers pay to sponsor an SBHRA monthly luncheon, thereby gaining publicity. An advance signed agreement is overseen by the Administrators. The sponsorship pays for the lunches of attending students and provided income for SBHRA Sponsors receive mention in the E-Cast, 2 complimentary lunch tickets, and an opportunity to make a 3-minute presentation about their organization at the luncheon. Sponsors on occasion provide gifts for a raffle. Rule of thumb: arrange with hotel-provider for two tables for sponsors display (unless they have other needs).
Committee: Five members minimum strongly recommended
|two or three |Assist set up and break down, greet guests at doorway, take tickets |
|one or two |If HR Administrator or Treasurer-designated member handles petty cash, then need one additional committee|
| |member at REGISTRATION so that two at Registration table |
|one or two |name badge table, and assist walk-ins |
Helpful note: It is good to have committee members work in “pairs”. At the registration table, it is required. Elsewhere, since the action tends to be heavy or light, either way, the pairs can handle the load or keep each other company, and the synergy lends upbeat welcome and hospitality to the greetings.
Preparation for Luncheon (suggest two weeks before luncheon date)
1. Coordinate with Professional Development committee re luncheon pre-program CD, speaker needs (audio-visual, room set up) and any items they may wish to present at luncheon.
2. With information about the program, ensure that the evaluation form is prepared and copies made for the luncheon (or that Speaker Program Committee person from Professional Development is bringing these).
Preparation for Luncheon (week before luncheon is set )
1. Coordinate with the hotel catering contact regarding speaker needs and room set up. Receive and return BEO with confirmation of guarantee number and request for set number and audiovisual and other equipment requests by noon of the Friday before the event (confirm the Monday before event).
2. Coordinate with HR Administrator regarding e-blast notification schedule. Note RSVP number required to hotel by Friday before. Luncheon will be mentioned in monthly E-blast. Recommend also Thursday or Friday before luncheon, Monday of luncheon week (when final Guarantee due) and a final Wednesday morning “welcome to walk-ins” on Luncheon day.
3. Coordinator makes own luncheon reservation on line.
4. Replenish SBHRA networking materials (change form, application, brochure, upcoming events) and remind other Board members of the same. Note members have stated particular appreciation for legislative information updates.
Preparation for Luncheon the day before the event:
1. Prepare Badges and Name Tags in coordination with HR Administrator
2. Bring or ensure HR Administrator brings RSVP list and member attendance list. Member attendance list allows registration to differentiate on “walk-in” pricing.
3. Bring or ensure HR Administrator brings Attendance list (current member eligibility). This will enable correct charge for member & guest “walk-ins”
4. Prepare/copy “Member and Guest” walk-in sign in sheet.
5. Call committee members ensure attendance, example, who is bringing petty cash and receipts (HR Administrator? Or Treasurer?)
6. Bring Banquet Event Order
Day of Luncheon: Prepare and oversee as follows:
Gather all materials to be taken: boxes, pricing signs, luggage carrier, free lunch ticket drawing basket, extra pens and markers, BOARD badges, audio visual equipment as applies (lavaliere microphones, laptop, in-focus).
Be at facility by 10:30 - 11:00 you will learn what works best for your procedures).
Put out all materials so that committee members can assist with set up as they arrive
Claim a seat for yourself in back of room in order to view and receive latecomers
Count guest tables to ensure correct number have been provided
Check room is in order: sufficient tables (literature and registration and sponsor)? Wastebasket, chairs?
Audiovisual equipment is provided as requested; coordinate with hotel-provider audio-visual technician. Test audio visual equipment.
Bring out tent pricing signs for Registration table, name badges and laser printed name labels (unless HR Administrator brings these).
Put out display networking materials for committee members to display.
Box for membership information requests on resource table and a basket or bowl for free lunch/business card at registration table
See that members are greeted and oversee registration
Take inquiries and answer questions; direct to Association members as needed
Luncheon Registration
Remind Registration committee members to note starting ticket number on RSVP list
As registration progresses, see if number of walk-ins on the list appears to be greater than traditional no-show count and allowed table setting. Good rule of thumb to ask for seating of two extra tables over RSVP. If needed, notify the banquet manager if need extra tables (equip with materials).
On high attendance luncheons, assist later arriving attendees by locating available seats for them
Give the basket from registration to the President for after-luncheon free drawing
Registration committee members and Logistics chair are last people through buffet line
If latecomers arrive, take payment if they choose to eat, otherwise just let them sit
Clean up
• Ensure that evaluation forms are taken for tabulation. Pack up with assistance of committee members. Verify who is to tabulate the evaluations (check with President and HR Administrator)
January Annual Board Retreat
This is also known as the annual strategic planning Board meeting. There is no other Board meeting in January. The President or the HR Administrator or the outgoing Logistics Coordinator will advise the incoming Logistics Coordinator of the date (these have been on a weekend day). Logistics responsibilities include:
Secure site for approximately 25 (may need break out rooms, coordinate with the President on needs).
Assist with reservation RSVP (it is helpful to e-mail “REPLY to all” when Secretary sends out notice and agenda for meeting. Request RSVP, then create a list and send it to the President and Secretary and HR Administrator.
Arrange Catering for the group
Set up and clean up oversight
Any special needs (ask for help as may be needed)
Review and forward catering bill to Treasurer for payment
Joint Board Meeting in December
This dinner meeting is planned at restaurant location. It is attended by the outgoing and the incoming BOD’s. This is the only BOD meeting that occurs in December. The installation of the new Board is completed at this time.
Good idea to make the reservation in August or September. Coordinator duties are to mention the facilities need at the Board meetings prior to the December Joint Board meeting. Verify facility arrangements after asking President for time and set up, research a good location and make the arrangements. Notify President, Secretary and HR Administrator of the location. See file for details of past arrangements.
Monthly Board Meetings
These traditionally fall on the evening of the 3rd Thursday of the month (the day following the luncheon). Some months, these may be cancelled with advance notice. Logistics responsibilities are basically the same as the January Board Retreat above for these evening meetings. In addition to the above, Logistics Chair prepares any information or requests for discussion items that may need to be presented to the Board. Ask the V.P. of Operations for assistance on agenda questions.
December Holiday Party (! Much Fun !)
• The SBHRA Holiday Party has traditionally taken place in December on the luncheon day, third Wednesday. It is a very popular event with the membership. The hours are 11:30 – 1:45. The approved budget covers all costs except the meal. The Treasurer writes a check upon presentation of invoice following luncheon.
• The Chair should start reviewing this protocol information early in the year.
Christmas Unity and the Program
Holiday party has traditionally included support of Christmas Unity in its program. Business at the Holiday Party is kept to a minimum, per review of member feedback in 2002. Emphasis at the party is on members being able to have fun, network, eat good food and win prizes or play games as arranged by the Holiday Party Committee.
Major Duties
Budget: Request approval from President or Treasurer. Ask if this should be a BOD item. See prices charged in previous year and catering costs. Review budget expenditures for previous year. $1800 is sufficient for about 190-200 attendees.
Committee: Form and meet with members as early as May. Recommend serious preparation begin no later than August. The Holiday party committee is also known as the “Elves.” Share duties and responsibilities.
Facility: Secure date at facility as early as one year in advance. Arrange menu two months in advance and meet with catering contact about one month before the event and go over diagram, decoration requests, and any special needs.
Theme: invitations, decorations to follow a “theme”. Suggest develop this in Spring.
Unity Shoppe: The Holiday Party has developed into a benefit for Unity Shoppe. Members and Guests buy tickets towards the Raffle prizes and the proceeds go to Unity.
Raffle: This has developed into a core aspect of the Holiday Party. Income from the Raffle is donated to the Unity Shoppe. Raffle Coordinator has developed into a committee leadership position in itself and works in association with the Logistics Coordinator.
Music: Can provide own (CDs or other recorded music), or secure live music. If the latter, arrange in Spring, review budget.
Centerpieces: Order early and have sample for the first meeting to show committee. Historically, Centerpieces were also ordered and became a “give-away” to one member at each table.
Photographer: In exchange for mention on the internet, Holiday party documents (such as the agenda) and the opportunity for exposure, Brooks students, graduates or re-located professionals may be willing to donate for free. Digital CD of event is transmitted to the Administrator for posting on website.
Table Reservations: May be handled by the Logistics Coordinator, or by the Administrator, with review by the LC. See related documentation below.
Petty Cash: Ensure this will be on hand for Raffle Ticket sales
Balloons: (option) Decorate the ceiling with balloons and consider a bouquet at each table.
Reimbursement: Facilitate reimbursement for committee members’ outlay.
Document Preparation: See list below. Not all are required.
Report to the BOD at monthly meetings.
Committee and Meetings
The committee jobs may be broken down into the following areas (or others as the Coordinator thinks best)
Raffle Coordinator
Unity Shoppe Coordinator
Games and Game Prize Coordinator
Individual member party favor/gift
Centerpiece Decorations
Centerpiece game or contest for give away
Name Badges
Table Reservation signs and list
Clean up crew
Form a committee of at least eight members, one for each major function. Pull heavily from last year’s committee and consider members who have joined during the year who have stated an interest in Hospitality.
Four meetings are recommended for the first year of a new Chair. Three seem to be sufficient following that.
Documents to be created by Chair or delegated to volunteers who agree. This is a complete list and all of these may not be required.
|Document |To/For |
|RSVP- Invitation – Registration Form |Oct lunch, Nov + Dec Newsletters |
| |Mail five weeks before the event |
|November Newsletter article |Newsletter Editor w/RSVP form |
|December Newsletter article |Newsletter Editor w/RSVP form |
|January Newsletter article |Newsletter Editor |
|Raffle Brochure |Includes Thank you’s to all donators |
| |(may be 2nd side of Luncheon Program) |
|Confirmation letter for facility |Hotel or facility mgt. |
|Vendor Confirmation letters |Others as needed for entertainment or balloon vendor, for example |
|Luncheon Program |All place settings & committee: Includes thanks to Sponsors and committee members |
|(brief agenda without time line) |(Elves) |
|Luncheon Schedule |For Committee & President details with notes of all speakers to be coordinated; |
|(detailed agenda) | |
|Script for Master of Ceremonies |Highly recommend written script prepared in advance; Master of Ceremonies may be the |
| |Logistics Coordinator or other member or selected guest |
|Evaluation Form |All place settings. Gathered by Holiday committee and tabulated by HR Administrator, |
| |results to BOD and evaluated for next year’s Holiday Luncheon |
|Table Reservation Signs |For members and guests 5 – 10 per group. Important to put Holiday Committee members and|
| |any who are participating at front by the podium. |
|Table Reservation List |Optional but helpful. Place this out on the name badge tables in the hallway. Gives |
| |heads up to those with reservations to assist them to find their tables (seating chart |
| |is not required or advised) |
|Tickets |Double tickets for raffle |
|Thank you letters |Raffle prize donors |
|Transmittal letter, checks included |Christmas Unity, cc: Treasurer, Pres |
|Minutes of each Committee meeting |Committee |
|Thank you notes |To each Committee member |
Sponsors on occasion provide gifts for a raffle. Logistics Committee members will be available to distribute/sell raffle tickets to luncheon attendees.
Raffle Coordinator
(Works with Logistics Coordinator as committee member)
Documentation in progress will be included
Unity Coordinator
(Works with Logistics Coordinator as committee member)
Documentation in progress will be included
Income from the Holiday Party and Sponsorship:
The 2001 Board stipulated that the price of reservations for the Holiday Party should cover the actual cost of food. SBHRA would continue to subsidize the decorations and entertainment. In 2003 and 2004, the income from the Holiday Party exceeded the outgo. Profit was more than $1,000 in 2003 and more than $2,000 in 2004.
Beginning in 2003 the Board approved a Holiday Sponsor (see lunch sponsors) with a signed agreement; AmeriFlex asked to be and was authorized to be on-going major Holiday Party Sponsor for a fee of $500.00. In 2004, “Contributing Sponsors” were created with a signed agreement and fee payment of $250.00. Sponsors may also provide raffle gifts.
Other Notes from 2004 Holiday Party:
▪ There were over a dozen “elves” (Holiday Party committee members).
▪ More than $1,500 was donated to the Unity Shoppe. More than 50 companies and individuals made donations to the Raffle.
▪ Committee made its own soundtrack; the only cost of AV was for a CD.
▪ The table centerpieces were toys and these were donated to the Unity Shoppe.
▪ A volunteer donated photography.
▪ The Logistics Coordinator handled table reservations.
Past President
History:
The incoming SBHRA President purchases a recognition gift for the outgoing president and presents it at the holiday party. Gifts in the past have been plaques with mention of appreciation and the year’s theme. SBHRA has an account with Tri-Valley Trophies, and our logo is in their files. ie, 2001 “Leadership Through an Extraordinary Odyssey” and 2002 “Got HR – it does an organization good.”
PROFESSIONAL DEVELOPMENT
Monthly Luncheons
▪ Arranges for speakers for 9 monthly luncheon meetings
▪ Solicits ideas for topics and names of speakers from the community at large and puts together monthly programs/speakers
▪ Once a topic has been determined, possible speakers are contacted and arrangements made. Alternatively, a speaker may approach a member about making a presentation to the Association. Such contacts should be referred to the Professional Development Team lead.
▪ Once speaker and topic have been confirmed, the Professional Development Team Lead solicits biographical and/or other appropriate information from the speaker and prepares and provides the SBHRA website. The Professional
▪ Prepares a short piece for the Marketing committee.
▪ Professional Development Team sees that speaker evaluation forms are prepared and placed on the luncheon tables prior to the beginning of the monthly meeting and encourages members to complete the forms before leaving the meeting. Professional Development Team collects and tallies the forms and presents a written summary at the Board meeting the following evening.
▪ A written thank you letter should be sent to the speaker within a week of the luncheon and should include any appropriate feedback from the evaluation forms.
▪ Professional Development Team should acknowledge receipt of suggestions for topics and speakers and thank the contributor (often an Association member). It is important that the Professional Development Team, have a clear understanding of what the membership wants to hear about and cultivate various sources of ideas, for example, SHRM, PIHRA, HR journals, and conference listings.
▪ Professional Development Team tends to interact with all members of the Board, but especially with the Vice President of Professional Development, the Hospitality Chair and Administrator. The Professional Development Team meets on a regular basis to review potential speakers and topics, review marketing strategies and schedule events.
Professional Development Seminars
▪ ½ Day Seminars
▪ Power Breakfasts
▪ Networking Event; HOT, HOT, HOT
▪ Typically, four to six seminars per year: events are scheduled throughout the year with a legal update in the spring (co-sponsored with Mullen & Henzell).
▪ Seminars are not scheduled in proximity to the annual business conference
▪ Proposed co-sponsorship with other organizations brought to Board for approval
▪ Committee responsibilities:
- Gather information regarding topics of interest to Association members
- Locate appropriate speakers
- Reserve meeting room and coordinate refreshments
- Confirm speakers and meeting space arrangements
- Generate flyer and other appropriate publicity, including E-Cast and E-Blast announcement(s)
- The Administrator coordinates receipt of registration forms and money
- Coordinate reception of attendees, seating, materials, etc.
- Solicit feedback from attendees and speakers
- Write “thank you” letters to speakers
- Report feedback to Board and account for money generated
- Committee chair is normally (but not necessarily) a Board member
- Name changed from Half-Day Seminars to Professional Development in 2003
Annual Conference
▪ Gather information regarding topics of interest to Association members and present ideas to the Executive Board
▪ Locate appropriate speaker(s)/seminar leader(s)
▪ Design the program
▪ Identify suitable sponsors and obtain sponsor support
▪ Set cost for attendees, exhibitors, etc.
▪ Send out solicitation flyer to potential exhibitors
▪ Reserve meeting room and coordinate meals
▪ Contract with speakers and for meeting space
▪ Generate flyer (to mail to all Association members) and other appropriate publicity, including Newsletter announcement(s) and website
▪ The Administrator coordinates receipt of registration forms and money
▪ Coordinate vendor participation
▪ Coordinate registration and reception of attendees, seating, materials, etc.
▪ Design evaluation form to solicit feedback from attendees and speakers
▪ Write “thank you” letters to speakers, sponsors, and vendors
▪ Report feedback to Board and account for money generated
▪ Prepare instructions for subsequent committee chair(s)
▪ Prepare budget and adhere to it
▪ Advertising and marketing of Conference
▪ Coordinate Conference Packet for attendees
Innovative Solutions
▪ Develop, publicize, and implement a program for recognizing business practices
▪ Solicit entries annually
▪ Determine award winners or appoint committee to determine winners
▪ Present awards
▪ Update and refresh the program as required
▪ Book to be published every 4 years – includes sponsors to help raise money for program costs
▪ Following year’s committee to market books and continue to bring in a profit to the association
▪ Electronic submissions only, limited memos and attachments (keep to only those items that pertain to the program)
▪ No previous submissions permitted
▪ CEO involvement – enhances awareness within their organization
▪ Featured speaker(s)
▪ Keep the star theme (Super Star, Shining Star, Rising Star)
▪ Non-member submissions not allowed
Presentation Guidelines:
▪ Concise, know what your winners will be presenting prior to the luncheon.
▪ Keep luncheon on time
▪ Thank you letters to speakers, sponsors and winners
Book Marketing Ideas:
▪ Chambers – SB, Carpinteria, Goleta, Cal Chamber
▪ Vendors – example insurance companies can use as a give away to their client
▪ PIHRA and SHRM
▪ New members for a reduced price
▪ Santa Maria HR Association
▪ UCSB Classes (Marilyn, Phylene)
▪ ½ Conference in June (for non-members awareness)
▪ Legal Update in March (for non-members awareness)
▪ Northern California HRA – San Jose
▪ Rotary Club
▪ Pop-Up Menu on SBHRA website
▪ Percentage discount on volume orders
Timeline
January: Recognize previous year’s winners and present awards, post submissions to the website
June: Committee is completely formed, appoint Co-chair
July: Market in a way to increase participation, find speakers
August Publicize event at luncheon
September E-cast Announcement, Request Nominations
October: Final call for submissions
November: Determine the winners, order awards, recruit sponsors for the event, book sales table at Annual Business Conference
December: Notify winners and CEOs, Update book file for future publication, Create Program Agenda
History:
▪ Established in 1998, this program was named Innovative Solutions to Business Challenges.
▪ 1998 - The Innovative Solutions Committee was formed; the awards were presented at a special educational seminar.
▪ 1999 – The committee continued with the same format and the awards were presented at the SBHRA Holiday Party. The committee made some recommendations and suggestions for the Board and the 2000 committee to consider.
▪ 2000 – The committee continued using the same format and the winners were announced at the Legal Update Conference and the awards were received at the SBHRA Holiday Party.
▪ 2001 – The committee members made many changes to the 2001 program.
o A collection of all entries from the previous years of submissions were compiled into one book, called – “Bright Companies, Smart Ideas.” The book was broken into categories, highlighting and recognizing the winners by a star.
o The committee kicked off the January 2002 luncheon with a fabulous awards celebration to recognize the leadership of our members and create awareness within their own organization.
o The CEO’s were invited and each winner presented the program.
o The committee worked closely with the Public Relations person. To ensure recognition, many articles were published announcing the winners in our local papers and had SHRM participation at the meeting.
o The committee sold ads to cover costs associated with the program.
▪ 2004 – The Professional Development committee made the decision to move the program from the January meeting to the April meeting.
Secretary
History:
Minutes for 2001 thru 2002 were delegated to Monica Bucher-Smith under paid services.
SHRM CERTIFICATION (PHR AND SPHR)
Responsibilities
▪ Encourage SBHRA members to obtain professional certification. Conduct ongoing needs assessment of membership and make recommendations for professional certification implications.
▪ Certification Efforts:
o Coordinate and/or facilitate study group meetings
o Provide study group members with HRCI study module materials and/or other select resources advantageous for passing the exam
o Conduct pre- and post- tests (Beats me what the post-test is all about!
o Keep study group participants motivated
▪ Recruit current certified SBHRA members to serve as a resource and support for study group members and recertification efforts.
▪ Marketing:
o Recognize newly certified & re-certified professionals at SBHRA luncheon
o Write newsletter articles on certification, study group participation and re-certification requirements
▪ Report to SBHRA Board at monthly Board meetings
▪ Maintain list of SBHRA’s certified members, study group size, pass rates, recertification schedule and all other related statistics
▪ Re-certification Efforts:
o Coordinate recertification forms distribution and approval for qualified SBHRA Professional Development Seminars and chapter-sponsored events.
o Maintain, audit and evaluate chapter approved provider status. Certifies SBHRA events for recertification credits.
o Based on needs assessment, work with other SBHRA committees to provide relevant activities meeting HRCI/SHRM re-certification criteria.
Timeline:
January or July/August
▪ Decide on approach for local study group--HRCI Study Module to use, other State SHRM Council materials, etc.– Have Board purchase updated materials if needed (done about every other year, every year if major changes)
▪ Submit article in e-casts encouraging members to get certified, use HRCI promotional materials at monthly SBHRA meetings, including PowerPoint presentations.
▪ Coordinate/Set up date for first logistical meeting with study group members (day, place, time)
▪ Prepare study group fact sheet (not sure what this was—any insight?
▪ Introduce study group to HRCI website materials, application materials, study materials.
▪ Route local study materials to study group members
Early February or September
▪ Conduct logistical meeting
▪ Recruit certified SBHRA members to act as resource/support during one or more study group session
▪ Start study group – first meeting do pre-test, introduction to the test, set up participant schedules
▪ Start making weekly cheerleading phone calls.
February – April or September – November
▪ Continue weekly cheerleading meetings
▪ Follow up with resource/support members – thank them
▪ Visit study group sessions as needed
▪ Present certificates to newly certified members who took and passed the December exam at SBHRA luncheon
▪ Submit articles on re-certification requirements and congratulations to newly certified members
Late April or November
▪ Have SBHRA Board sign good luck cards to participants
▪ Attend last study group meeting, give post-test, present cards to participants
▪ Submit newsletter article recruiting people for next study group
After Exam
▪ Call participants to get feedback, wish them luck.
History:
▪ In 1998, it was determined that newly certified members would receive free admittance to our annual business conference and a certificate presented at our December holiday meeting. Recognition awards are reviewed each year and certification chair may make recommendations to the Board.
Vice President, Professional Development
In 1998, the Board decided that the Vice President would be Education Chair, overseeing and coordinating programs committees, each of which would have its own Chair. (See Succession Planning below). The Insurance Academy was instituted in 2000. Additional committees were assigned for 2002 (e.g., Diversity, Innovative Solutions, etc.) In 2002 the name was changed from Education Chair to Professional Development.
WORKFORCE READINESS
Student participation
▪ Students pay reduced dues
▪ Students may pay reduced rate for Annual Business Conference (reviewed annually by Conference Committee and Board).
▪ Scholarship recipients pay no dues, attend monthly luncheons free of charge, and receive Newsletter
▪ Required to re-apply each year
Student Chapter(s)
▪ UCSB, SBCC, Westmont and Antioch receive updated information annually in January with the name of the new committee chair and updated literature if appropriate.
▪ Scholarship Flyer is updated and distributed to the local high schools and colleges by mid-November of each year.
Board Intern(s)
▪ Pay no dues, attend monthly luncheons free of charge (however, they pay the late fee surcharge if they don’t RSVP) and receive Newsletter and Directory
▪ Assist Board committees and do research projects
▪ May attend Board meetings, may be asked to take BOD minutes
▪ (See Job Description attached)
▪ The Board may choose to award an intern a gift for service to the Association. It is recommended that this be done for interns who have served the Board for a year and who have made a substantial contribution to the activities of the Association. Gift could be an annual membership in SBHRA, PIHRA, or SHRM, or an HR magazine subscription, etc.
Scholarships
Funding for scholarships is determined by the balance of Association funds on 31 December of each year. 10% of the total balance is set aside for scholarships. One half is earmarked for the Scholarship Foundation of Santa Barbara (SFSB). The other half is to be used for professional development for members. The amount pledged to the SFSB is conveyed in January. To be considered for a “Grant Matched” SBHRA Scholarship (association funds are matched by the SFSB) students must apply directly to the Scholarship Foundation by February 1st each year and meet the following criteria:
▪ Must be a full-time student of a local high school
▪ Must have a financial need
▪ Must have an interest in a career in HR field
▪ Undergraduate or re-entry student OK if local resident for 3 years
▪ Child of SBHRA member OK if other criteria are met
▪ Awards cover such expenses as tuition, books, transportation, lodging
▪ Awarded in quarter or semester increments after enrollment
▪ Applications are due to SFSB by February 1st of each year
▪ Awards are granted in spring are for following fall entrance
To be considered for a “Direct Scholarship” (funds not matched by SBSF) students may apply at any time directly to the committee and meet following criteria:
Must have a financial need
Must have an interest in a career in HR field
Member of SBHRA OK for advanced or continuing education
Must submit written essay covering future plans, specialization if any, current and ongoing goals and define the benefit of receiving SBHRA scholarship
Awards cover such expenses as tuition and books
Awarded in quarter or semester increments after enrollment directly to the school
History:
▪ In 2001, the School-to-Work Committee was initiated. In 2004, the School-to-Work Committee Chair was renamed the Workforce Readiness Advocate.
PROTOCOLS HISTORY
ANNUAL RESOURCES DIRECTORY
▪ In 1997, the Board approved in principle that advertising be allowed in the directory. Ads appear in all SBHRA directories, beginning in 1998.
▪ In 1999, the Board agreed that non-members, as well as members, may advertise in the directory and that all advertisers are to receive a copy of the directory. Occasionally members have asked for additional copies of the directory for a home or second office. There has been discussion about selling additional copies to members.
▪ The 1999 Board adopted the following protocol for use of the directory
“Reproduction or sale of this directory is strictly prohibited. Use of this directory – other than by current SBHRA members or a current advertiser is strictly prohibited. Our members request that all service providers promoting goods and services use only the mailing addresses provided in this directory, rather than Phone, FAX or e-mail.”
▪ In 2000, the Membership/Directory committee decided not to sell a second copy of the directory to members.
▪ In 2005, the name of the Membership Directory was changed to SBHRA Resource Guide.
ASSOCIATION COUNSEL
▪ In 1998, the Board accepted a proposal for affiliation from the law firm of Mullen & Henzell. The initial agreement ran through December 31, 1999, subject to annual renewal thereafter.
▪ In 1999, the Board and Mullen & Henzell agreed that that the annual renewal date would be August 1.
▪ In 2005, the renew date changed to July 1
ASSOCIATION MAILING LIST
▪ In 1996, the Board approved sending PIHRA a copy of the mailing list for a mailing regarding their annual seminar.
▪ The 1999 Board agreed, in concept, that it is acceptable to sell the mailing list, but that the Board must approve each request. They also agreed that non-profit organizations whose use of the list was approved would not be charged.
CAREER TRANSITION TRAINING
▪ In 1996, a program was begun to offer career transition training, focusing on job search techniques and trends. A member of Lee Hecht Harrison offered the sessions following the monthly luncheon meeting.
▪ In 2005, DBM provided a similar program
CHANGES IN BYLAWS
History:
▪ In November 2003, the entire Bylaws were revised and adopted by the membership. One of the significant changes was to allow the current Board to adopt minor changes by Board vote.
▪ In November 2006, the Bylaws were revised to reflect SHRM requirements and the new Board of Directors structure.
INSURANCE ACADEMY
▪ In 1999, one of our service provider members, MFC&V (insurance brokers), established a “Benefits Academy” program for SBHRA members, which is now called the Insurance Academy.
▪ In 2004, MFC&V’s name was changed to Brown & Brown Insurance Services.
▪ In 2005, the renew date changed to July 1
MEMBER OF THE YEAR AWARD
At the recommendation of the Strategic Focus (formerly Professional Development) Advisory Group, this award was established in 1996 to step up the Association’s formal recognition of contributions made by members. The 1996 Award Committee recommended that the award be comprised of an engraved plaque and $250. The Board accepted the recommendation with the intent that this should be the standard award.
The criteria used by the 1996 committee were as follows, though the list is not all inclusive and future committees will need to use their discretion:
▪ Active participation on committees
▪ Creation of a new service for members
▪ Responsible for a significant improvement to an existing service
▪ Implementation of a specific SBHRA objective or special project
▪ Length of service and regular meeting attendance.
NEW MEMBER ORIENTATION
▪ 1998 to 2000 - Held quarterly, prior to the regular luncheon meeting, for the purpose of helping new members feel welcome and become assimilated. Ultimate responsibility is the Membership Committee's, though any knowledgeable, willing and committed individual could provide the actual task.
▪ This practice was discontinued in 2000 and replaced with the Ambassador Program.
▪ The Ambassador Program was discontinued in 2004.
▪ We need to look at this important process in 2005.
PEER TO PEER COMMITTEE/STRATEGIC BUSINESS PARTNER
▪ In 1999, the Education Committee, of which Peer to Peer was a part, decided to change the name and direction of this committee to “Strategic Business Partner.” The intent was to offer SBHRA members presentations in areas outside of human resources (e.g., marketing, finance, information systems) which would, in turn, help them develop business partner relationships within their own companies.
▪ There was minimal participation in the two programs offered in this format, and the Education Committee therefore decided to disband the committee in June, 1999.
▪ The original protocols for the Peer to Peer Committee are left in tact below for historical and reference purposes. (For additional reference, the very first generation of this committee was known as “HR Fundamentals” and concentrated on basic HR topics/tools for the SBHRA members newer to the HR profession).
Purpose
To focus on the professional development needs of SBHRA members, particularly in the areas of basic HR functions, and provide educational programs and networking opportunities designed to meet those needs.
This Committee works within the framework of the overall education and professional development plan developed under the leadership of the Education Chair and coordinated with the Association's other education committees.
▪ Meetings/discussions facilitated by experience Association members
▪ Format is group study - allows for discussion and networking, with topics drawn from HR audit checklists, meetings, for SBHRA members and guests, are held at various company sites, discussions are led by SBHRA members (could provide HRCI certification credits)
Possible handouts: HR audit lists, agency/resource lists, list of major HR laws and respective regulatory agencies
RELATIONSHIP WITH PIHRA
Agreement to conduct one joint half-day legal update seminar in June each year to be held at the Lions’ Club in Carpinteria. Expenses and profits historically have been split between the two chapters. This practice started in 1999.
Relationship with shrm
▪ In 1996, the Board approved a subsidy of $25 to any SBHRA member joining SHRM for the first time in 1996.
▪ The 1999 Board voted to continue this practice annually, with no need to hold an annual vote unless or until a Board wants to review the arrangement. The Membership Committee was responsible for sending the member's name and SHRM number to the Treasurer for payment of the subsidy. This practice was discontinued in 2000.
PARTICIPATION IN STATE COUNCIL
In 1996, the Board voted to support and budget for the participation of our Legislative Liaison (or other designated representative) to the CHRMC State Legislative Conference and to do the same for the President’s attendance at the CHRMC fall meeting.
PARTICIPATION IN SHRM CONFERENCES/MEETINGS
SHRM Annual Conference
In 1996, the Board voted to support and budget for the President’s registration fee for the SHRM annual conference.
SHRM CHAPTER MERIT AWARD
SBHRA has been named a “Merit” or a “Superior Merit” chapter for several years running by SHRM. The Association was named a Superior Merit Chapter for the years 1995, 1998, 1999, 2000, 2001, 2002, 2003, 2004 & 2005.
SBHRA ADMINISTRATORS
In 1998, the Board engaged the services of an administrative services company (Affordable Office Support) to perform the following duties: take event reservations, prepare event attendance lists, produce the monthly newsletter, do special mailings, update mailing labels, prepare member badges/name tags, and other services as needed. This relationship was terminated in 1999 and replaced with an individual contracted arrangement to provide similar services. In 2002, the SBHRA signed an agreement with HRxpress to provide administrative services (listed above) for the Association. The contract was renewed in 2003.
SBHRA E-CAST AND E-BLAST
▪ In October 2001, the Newsletter was converted to electronic format and renamed SBHRA E-Cast.
STRATEGIC FOCUS ADVISORY GROUP
▪ In April 1997, the group discussed changing its name to Leadership Council, but the directory had already been printed.
▪ In 1998 it was decided to call it the Strategic Focus Advisory Group.
VOLUNTEER COORDINATOR
▪ In 2001, the position of Volunteer Coordinator was established, a direct outcome of the January 2001 Board Retreat. The purpose of the newly created position was to help committee chairs recruit committee members and to provide a central contact and conduit through which members could become involved in SBHRA.
▪ In 2003, this position was assigned to the Ambassador Chair. In 2004 the responsibilities shifted to all Board Members and Committee Chairs to recruit volunteers throughout the year.
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Board of Directors
Handbook
2007
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