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CHSA Bylaws

Last Updated December 2, 2022 

Bylaws of the Congressional Hispanic Staff Association

ARTICLE I ORGANIZATION NAME

The name of the organization shall be the Congressional Hispanic Staff Association. Herein after  referred to as “CHSA”.

ARTICLE II PURPOSE

The Congressional Hispanic Staff Association (CHSA) is an official, non-partisan Congressional  staff organization whose mission is to advance the interests of current and prospective Hispanic  staffers and the Latino community at large. CHSA is dedicated to encouraging career  development, increasing opportunities, and advocating on behalf of the Latino community by  strengthening civic participation and representation at all levels.

ARTICLE III MEMBERSHIP OF ORGANIZATION

Section 1: General Member

A. Any person who is employed by the United States Congress, including the Library of  Congress, is eligible for general membership.

B. Payment of dues is required in order to be an active general member.  C. General Membership dues shall be paid as described in Article X.

Section 2: Intern and Fellow Membership

A. Any person who serves as an intern or fellow in the United States Congress, including the  Library of Congress, is eligible for general membership.

B. General Membership dues shall be paid as described in Article X.

Section 3: Membership shall not be restricted on the basis of race, sex, religion, national origin,  political party affiliation, economic status or sexual orientation.

ARTICLE IV OFFICERS

Section 1: The Board of Directors shall consist of the following elected officers:
A. President;
B. Vice President;
C. Treasurer;
D. Secretary;
E. Communications Director;
F. State and District Engagement Director;
G. Recruitment Director;
H. Professional Development Director;
I. Social Events Director
J. Placement Director; and,
K. Digital Director

Section 3: Each elected officer shall be limited to two terms in the same position and to four  terms as an elected officer.

Section 4: Vacancies

1. Should an officer position be vacated more than six months before the end of the current  term, the President shall announce the vacancy to the membership via e-mail and appoint  a member to fill out the vacancy, with the advice and consent of the Board of Directors.

Section 5: Other Appointed Officers

1. The President, with the advice and consent of the Board of Directors, shall have the  prerogative to select appointed officers to take on additional responsibilities within CHSA.

2. The term of appointed officers expires at the end of the President’s term.

ARTICLE V DUTIES OF OFFICERS

Section 1: The CHSA President shall:
A. Call and preside during all meetings;
B. Nominate officers, non-elected committee chairs, and ad-hoc task force chairs;
C. Have general supervision of the affairs of CHSA; and
D. Represent CHSA in external relations, including but not limited to the Committees of  jurisdiction as applicable.

Section 2: The CHSA Vice President shall:
A. Assume the duties of the President in the event of his/her absence;
B. Provide support to CHSA’s efforts and the Board of Directors members in the areas of  planning, management, program execution, and communications; and,
C. Assist the President as necessary.

Section 3: The CHSA Treasurer shall:
A. Collect membership dues;
B. Have charge of all funds of CHSA;
C. Deposit all monies in bank/trust as selected by Executive Board within 7 business days of  receipt of funds;
D. Pay authorized bills;
E. Maintain accurate records of all financial transactions;
F. Request and receive receipts for expenditures of CHSA;
G. Receive and give receipts for monies due and payable to CHSA from any sources;
H. Provide written monthly reports on expenditures and balances to membership; and
I. Manage the pay-it-forward program as described in Article X, Section 4.

Section 4: The CHSA Secretary shall:
A. Maintain the CHSA membership list and an accurate attendance record of all meetings;
B. Maintain copies of all CHSA correspondence and policy statements; and
C. Publish a regular membership e-newsletter, in addition to an agenda for each regular  membership meeting prior to the meeting and subsequent minutes after each regular membership  meeting.

Section 5: The CHSA Communications Director shall:
A. Develop, implement, and evaluate a communications plan to advance CHSA’s purpose,  broaden awareness of its programs and priorities, and increase visibility both on and off Capitol  Hill;
B. Manage the development, distribution, and maintenance of all print and electronic collateral  including, but not limited to, brochures, and the website;
C. Serve as a spokesperson and lead point person on media interactions that help promote  and/or impact CHSA.

Section 6: The CHSA State and District Staff Engagement Director shall:
A. Conduct outreach to CHSA members who are state and district staff;
B. Coordinate with the CHSA Recruitment Director to recruit and retain state and district staff;
C. Plan, direct, and coordinate events for state and district staff members;
D. Collaborate with other Directors on CHSA events; and,
E. Provide support to executive leadership in the areas of planning, management, program execution, and communications.

Section 7: The CHSA Recruitment Director shall:
A. Conduct recruitment initiatives to grow and retain membership;
B. Create and oversee a committee of CHSA members interested in volunteering in recruitment  efforts. Membership in the Committee shall expire at the end of the Board of Directors’ term;
C. Pursue nonpartisan, inclusive recruitment efforts to attract prospective CHSA members; and
D. Provide support to executive leadership in the areas of planning, management, program  execution, and communications.

Section 8: The CHSA Professional Development Director shall:
A. Plan, direct, and coordinate all professional development activities for CHSA;
B. Coordinate with the Placement Chair to ensure activities meet the professional needs of  current members; and,
C. Provide support to executive leadership in the areas of planning, management, program  execution, and communications.

Section 9: The CHSA Social Events Director shall:
A. Plan, direct, and coordinate all social, athletic, and community service activities for CHSA;
B. Provide support to executive leadership in the areas of planning, management, program  execution, and communications.

Section 10: The CHSA Placement Director shall:
A. Be responsible for managing the CHSA resume bank;
B. Lead efforts to place CHSA members in hiring offices;
C. Coordinate with the Professional Development Director to ensure that professional  development activities meet the needs of prospective applicants;
D. Create and oversee a committee of CHSA members interested in volunteering in Placement  Committee efforts. Membership in the Committee shall expire at the end of the Board of  Directors’ term; and
E. Provide support to executive leadership in the areas of planning, management, program  execution, and communications.

Section 11: The CHSA Digital Director shall:
A. Be responsible for expanding and maintaining CHSA’s digital presence;
B. Coordinate with the Communications Director on CHSA’s communications and digital strategy;
C. Creates original digital content to be uploaded to CHSA’s social media accounts and  website; and,
D. Provides support to the executive leadership in the areas of planning, management,  program execution, and communications.

Section 12: Any expenditures made on behalf of CHSA shall be reviewed and approved by the  President, Vice President, and Treasurer.

Section 13: Board of Directors Transition
A. To facilitate the transition of duties from the current Board of Directors to the new Board of  Directors, the current Board of Directors shall, at the end of its term, prepare and make available  a Final Executive Summary Report to the new Executive Board.
B. The Final Executive Summary Report shall include all of the following items: all minutes  from meetings, a final budget report, a comprehensive membership list, a list of all Association  activities and events, access to any websites (including passwords), and any other information or  recommendations that the current Board of Directors sees beneficial to the transition.

ARTICLE VI COMMITTEES AND AD-HOC TASK FORCES
Section 1: The President, with the advice and consent of the Board of Directors, has the  prerogative to establish standing committees and ad-hoc task forces to assist in fulfilling the  mission and goals of CHSA.

Section 2: The President, with the advice and consent of the Board of Directors, will appoint the  non-elected chairs of committees and ad-hoc task forces.

Section 3: Committees can be established to carry out functions consistent with the goals and  mission of CHSA and shall exist for the duration of the Board of Directors’ term.

Section 4: Ad-hoc task forces can be established to carry out a temporary function, of less than  one year, consistent with the goals and mission of CHSA.

Section 5: Any active general member is eligible to be appointed chair of a committee or ad-hoc  task force.

Section 6: The membership of committees and ad-hoc task forces shall be determined by the  committee or ad-hoc task force chair, with the advice and consent of the Board of Directors.

Section 7: Any active general member is eligible to be serve on a committee or ad-hoc task force.

Section 8: The Board of Directors, with the advice and consent of the President, may appoint an  Advisory Committee Chair.

A. The Advisory Committee Chair shall work in conjunction with the Board of Directors to  create an Advisory Committee to assist CHSA in executing its mission.

B. The membership of the Advisory Committee must reflect the nonpartisan nature of CHSA’s  mission and should consist of at least one previous CHSA board member; and  C. The Advisory Committee Chair’s and the Advisory Committee’s terms shall expire at the  end of the Board of Directors’ term.

ARTICLE VII ELECTIONS

Section 1: Two Election Officers shall be appointed by the President with the advice and consent  of the Board of Directors within the first 30 days of each board term. The Election Officers shall:

A. Serve as a separate entity from the Board of Directors with no voting power;
B. Serve through the nomination, tallying, and completion of the annual and special  election(s), as well as any proposed amendments to the Bylaws;
C. Serve for one term and may serve two total terms if the Election Officers are re-nominated  and confirmed by the incoming President and the Board of Directors.
D. Should an Election Officer decide to resign, the Election Officer must notify the Board of  Directors in writing at least two weeks before the Election Officer’s intended resignation date.
E. Any disagreements between the Election Officers regarding decisions about the election  will be reconciled by the Chair of the CHSA Advisory Committee.

Section 2: The Election Officers shall not be eligible to run for any office or campaign for any  candidate running for office in the year of the current election.

Section 3: Elections for CHSA’s elected officer positions will be held annually at an election day  meeting in February. The exact date and time of the election day meeting and close of voting  shall be determined by the Elections Officer and communicated to the entire CHSA membership  at least 30 days before election day.

Section 4: Any general member who has been an active member for at least 15 days before an  election is eligible to vote. General members who have been recently employed in the two  months prior to an election are exempt from this member activity period and shall be eligible to  vote.

Section 5: Any general member who has been an active member for at least 90 days and who is  currently employed by the United States Congress and is not the Election Officers is eligible to  run for office.

Section 6: Any candidate who wishes to have their name appear on the ballot must make a  written statement of their candidacy to the Election Officer at least 15 days prior to election day.

Section 7: The Election Officers shall notify all CHSA members 14 days prior to election day via  e-mail which candidates have chosen to place their name on the ballot.

Section 8: There shall be a meeting in-person or virtually, with a virtual option available should  it be held in person, 7 days before Election Day at which candidates are given the opportunity to  address the membership.

Section 9: A candidate whose name does not appear on the ballot may run as a write-in  candidate.

Section 10: The Election Officers shall send a sample ballot and voting instructions via e-mail to  all CHSA members at least 10 days prior to election day. This communication must include  written notification in Spanish that the sample ballot and voting instructions are available in  Spanish upon request.

Section 11: It is the responsibility of the Election Officers to make any elections-related  materials available in Spanish upon the request of any active member.

Section 12: All active members will be provided with a secret electronic ballot 7 days before  election day.

Section 13: All ballots must be returned to the Elections Officers by the close of voting on  election day.

Section 14: No votes shall be counted until after the close of voting.

Section 15: The Elections Officers shall begin counting the ballots immediately after the close of  voting and announce the results at the election day meeting.

Section 16: New officers will take office 7 days after the announcement of election results.

Section 17: Any active member may vote electronically.

Section 18: Any active member may give their electronic ballot to someone else to submit on  their behalf to the Election Officers.

Section 19: Special Elections

1. If an officer position is vacated less than six months before the end of the current term,  the Election Officers shall announce and conduct a special election to fill the vacancy following the same guidelines used during a general election.

2. Officers presently serving on the Board of Directors are not eligible for candidacy during  a special election of a vacant officer position within their current term.

3. Officers who resign their position prior to the end of their current term are not eligible for  candidacy during a special election of a vacant officer position within their current term.

ARTICLE VIII MEETINGS

Section 1: The CHSA Board of Directors shall meet formally at least once a month and in  addition can be convened at any time by the President to address issues requiring immediate  attention.

Section 2: CHSA shall hold regular membership meetings, with a virtual option available for  members to attend, at least once a month.

Section 3: Regular membership meetings shall be held for the purposes of hearing and approving  actions taken by committees and ad-hoc task forces; discussing issues of relevance;  announcements; receiving presentations from special guests; amending CHSA bylaws; and other  business as agreed to by the Board of Directors.

Section 4: A meeting notice and agenda will be sent to members via e-mail at least 6 days before  the meeting is scheduled.

ARTICLE IX POLICY POSITIONS

Section 1: CHSA will not take public positions on any policy issues.

ARTICLE X DUES

Section 1: Annual membership dues for general members is $20 of which shall be paid by  personal funds.

Section 2: Annual membership dues for State and District staff and fellows is $10 of which shall  be paid by personal funds.

Section 3: Annual membership dues for interns is $5 of which shall be paid by personal funds.

Section 4: Upon payment of dues, an individual will be considered a member from the date of  payment received through January 31st of the subsequent calendar year. 

A. For individuals that join after June 1st of any given calendar year, the Board of Directors  may reduce dues payable to be considered an active general member at its discretion.

Section 5: The Board of Directors may instate a “pay-it-forward” program in which active paid  members may contribute additional personal funds to CHSA to offset membership dues of an  intern, fellow, or designated junior staffer who is eligible for membership under Article III,  Section 2.

A. The pay-it-forward funds will be tracked, managed, and disbursed by the CHSA Treasurer.

B. With the advice and consent of the President, the Treasurer will determine eligibility for  receipt of funds from the program on an individual basis.

ARTICLE XI AMENDMENTS

Section 1: Any active member may propose an amendment to the CHSA bylaws at a regular  membership meeting.

Section 2: No vote can be held on the proposed amendment until a subsequent regular  membership meeting.

Section 3: A proposed amendment must be approved by a vote of two-thirds of the active CHSA  membership at a regular membership meeting to be adopted.

Section 4: Once an amendment is adopted, the current term’s Board of Directors will hold discretion on the implementation of the amendment. Should the Board of Directors not implement an amendment during their term, the amendment must be implemented immediately  at the start of a new Board of Directors term.
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  • Home
  • About
  • Membership
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    • Amendement Request
  • Contact the CHSA Board
  • Bylaws