Bylaws

Bylaws 2017-01-12T09:40:52+00:00

BYLAWS OF THE HILG

Article I: Name

The name of this organization shall be the Hawaii Industry Liaison Group, “HILG”. The HILG is a non-profit organization and is a separate and distinct entity from any and all regional and local Industry Liaison Groups, hereinafter referred to as ILGs.

Article II: Purposes

The purposes for which the HILG was established are as follows:Section A – Liaison with OFCCP and EEOC. To liaison with the Office of Federal Contract Compliance Programs (OFCCP) and the Equal Employment Opportunity Commission (EEOC) to enhance the implementation of both the spirit and intent of equal employment opportunity and affirmative action, through the following activities:1.     Providing a linkage to the above-named federal agencies through various communication vehicles;2.     Periodically meeting with representatives from said agencies to share ideas and foster a collaborative working relationship between these federal enforcement agencies and the federal contractor community;3.     Providing comments, feedback and suggestions to the aforementioned federal agencies regarding the impact on the contractor community of proposed regulations and agency guidelines; and,4.     Serving as a resource for the leadership in the aforementioned federal agencies by providing a forum for on-going dialogue, exchanges of best practices, and effective approaches for equal employment opportunity and affirmative action.

 Article III: Officers

Section A – Officers. The Elected Officers of the HILG shall be Chair and Treasurer. The Elected Officers and HILG Counsel shall constitute the members of the Executive Committee. The duties and responsibilities of these Officers shall be those customarily associated with such offices and including those duties as prescribed within these Bylaws.Section B – Duties. The duties of the Officers shall be as follows:1.     The Chair shall preside at all meetings of the HILG. The Chair shall have general authority to execute all contracts and written instruments on behalf of the HILG up to $2,500 without Executive Committee approval, and to perform all other duties commonly incident to the office of Chair. The Chair shall have authority to appoint all ad-hoc committees that he or she may deem as necessary. The Chair shall have the authority to appoint committee chairs in the absence of volunteers. The Chair shall have the authority to co-sign checks in accordance with Article VII, Section D hereof;2.     The Treasurer shall serve as a member of the Executive Committee. He or she shall have charge of all funds of the HILG, and shall perform such duties which are customarily incident to the office including, but not limited to, fulfilling statutory organizational requirements to maintain professional standing; invoicing and collecting membership dues and keeping appropriate records thereof; and, ensuring that no financial liability is accrued to the HILG resulting from overdrafts or unnecessary fees, etc. The Treasurer shall have the authority, with the consent of the Chair to act as an agent of the HILG in all matters relevant to administering his or her fiduciary duties. The Treasurer shall render a written statement regarding the finances of the HILG at each meeting. The Treasurer shall draft a proposed annual budget and a proposed dues assessment for consideration by the Board. The Treasurer shall render a special financial report whenever called upon to do so by the Chair. The Treasurer shall ensure that tax returns are prepared, if appropriate, on behalf of the HILG.Whenever transition to a new Treasurer occurs, the departing Treasurer shall render all records, including historical records, to the new Treasurer within two weeks of the request date. Likewise, the new Treasurer shall ensure that all required “notifications of change” are made to the appropriate parties (e.g., banks, IRS, etc.) within two weeks of receipt of these records;Section C – Absence of Executive Members. In the event that the Chair is not in attendance during a meeting or a conference call, the Treasurer shall assume the duties and authority of the Chair. In the event none of these Officers is in attendance, the meeting shall be rescheduled for a more suitable time.Section D – Terms of Office. All Officers shall serve in their elected capacity for a term of five years or until their successor assumes office. The election of Officers shall occur annually at the annual meeting and their term of office will begin 30 days after the election.Section E – Election of Officers. The Officers of the HILG shall be elected by a majority vote of the members during the annual meeting. In the event a member is unable to attend the annual meeting the member may forward a proxy to a member of his/her choosing stating his or her voting preference prior to the beginning of the annual meeting.Section F – Interim Vacancies. The Treasurer shall provide written notice as soon as possible to all members when a vacancy occurs in one or more of the Officer positions. The notice shall solicit nominations for the vacant position and announce a special meeting toElect an interim Officer by a majority vote of the members. The elected Officer shall fulfill the remainder of the term of the position vacated.Section G – Removal of Officers. In the event it becomes necessary to remove an Officer from the Executive Committee, the Chair will first request a resignation. In the event a resignation is not forthcoming, the Chair shall make a proposal to the Board to remove the Officer and shall schedule a special meeting for that purpose. In the event it becomes necessary to remove the Chair, the Treasurer shall fulfill the obligations of the Chair for this section in that instance. Any Officer may be removed upon a super majority vote.Section H – Compensation. No Officers or members of the HILG shall receive monetary compensation for their services as Officers or members.Section I – Expenses. Expenses incurred by members for travel and meals are in some cases reimbursable by the HILG. Also reimbursements may be made for incidental personal expenditures (i.e., retirement gifts, etc.) incurred on behalf of the HILG.

Article III: Membership

The membership of the HILG shall consist of representatives from or acting on behalf of a current federal contract entity or entities.

Article IV: Meetings

Section A – Number of Meetings. One regularly scheduled face-to-face meetings of the HILG shall occur each year, at a time and place to be determined by the Chair. The Chair may schedule other meetings as needed

Article V: Financial Management

Section A – Fiscal Year. The fiscal year for the HILG shall be from January 1 to December 31 of each calendar year.Section B – Account Name. All HILG financial accounts shall bear the name “The Hawaii Industry Liaison Group”.Section C – Deposits. All funds of the HILG shall be deposited by the Treasurer in a banking or financial institution within fourteen business days after receipt.Section D – Financial Transactions. Financial transactions drawn against any HILG account must be authorized by the Chair. Amounts up to and including $1,000 shall bear the signature of the Chair. For amounts greater than $1,000, the signature of the Treasurer and the Chair shall be required. The authority of the HILG to expend or encumber funds extends only to those funds resident in the HILG account(s).Section E – Expenditures. The Treasurer, following authorization by the Chair Committee, shall pay normal operating expenses of the HILG. Normal operating expenses shall include all of the expenditures designated in the annual budget.Section F- Dissolution. If for some unforeseen reason the HILG is dissolved, remaining assets of the organization must be used exclusively for exempt purposes

Article VI: Parliamentary Authority

These Bylaws, as adopted by the membership, shall be the authority or law of the HILG. Wherever these Bylaws do not specifically make provision for a particular point or situation in question, the governing authority shall be Robert‑s Rules of Order, Revised Edition.

Article X: Super Majority

A super majority shall consist of 75 percent of the voting members.

Article XI: Quorum

A quorum shall be fifty percent plus one of the voting members.

Article XII: Amendments

These Bylaws may be altered, amended or repealed and new Bylaws may be adopted by a majority vote, provided the proposed changes have been circulated to its members at least 30 days prior to the meeting at which the amendment is to be voted upon.

The foregoing Bylaws were adopted by the HILG on this 1st day of January, 2011