NSBE Boston Constitution

National Society of Black Engineers

Boston Professionals Chapter Constitution

Ratified June 13th, 2013

Preface
The National Society of Black Engineers (NSBE) Boston Professionals Chapter Constitution serves as the governing document for the chapter, and it defines the chapter’s structure. This constitution is intended to accompany, and be consistent with, the National Society of Black Engineers (NSBE) Constitution and By-Laws and Regional and National Alumni Operating Guidelines.

Article I – Name
The name of this organization is the National Society of Black Engineers Boston Professionals, hereafter referred to as NSBE Boston Professionals; a Professionals chapter of the National Society of Black Engineers, a student-based and student managed non-profit organization.

Article II – Mission and Focus
Section 1. The mission of NSBE Boston Professionals is to increase the number of culturally responsible Black engineers who excel academically, succeed professionally, and positively impact the community.
Section 2. The focus of NSBE Boston Professionals are government and civilian employees in the New England area. Activities shall be conducted to:
Encourage and enhance the technical, professional, and personal quality of Black civil service, contractor, and entrepreneurial science/engineering professionals, co-ops, and interns involved in the surrounding area:

  • Increase the number of Black students successfully pursuing engineering degrees at both the graduate and undergraduate level;
  • Encourage New England area Black youth to pursue careers in science and engineering;
  • Engage the African American community at large in the arena of science and technology; and
  • Apply our technical expertise for the betterment of the New England community and the world.

Article III – Membership
Section 1. Membership in NSBE Boston Professionals shall be open to all persons of high moral character who pay the appropriate dues and meet one of the following membership requirements:
Chapter Member

  • Must be an Alumni Member, as specified in the NSBE constitution; or
  • Must be twenty-one years of age or older, and be either a Lifetime, Honorary, or Affiliate member, as specified in the NSBE constitution; or an individual who has an Engineer-in-Training Certification or is a Licensed Professional Engineer.

Chapter members are not required to be employed within the New England community; however, chapter members should understand that chapter activities will be designed with the New England working community in mind.
Section 2. The NSBE Boston Professionals Chapter Executive Board, or a duly authorized representative, shall process applications for membership.
Section 3. Lifetime members who qualify for the Alumni membership category, as defined in the NSBE constitution, shall be considered equivalent to Alumni Members in this constitution and shall not be denied any opportunities afforded to Alumni Members by these or any other Alumni governing documents.
Section 4. Individuals who are active members of a different Alumni Chapter would be able to obtain membership with the New England Professionals Chapter by paying the Chapter Dues and following the By-Laws in the New England Chapter Constitution.

Article IV – Dues
Section 1. NSBE Boston Professionals dues shall be reviewed annually by the NSBE Boston Professionals Executive Board.
Section 2. Any dues imposed by NSBE Boston Professionals shall accompany any application for membership.
Section 3. Except as otherwise noted in this constitution, changes in the amount of dues shall require a 2/3 vote of present NSBE Boston Professionals membership, and shall take effect beginning in the upcoming operational year.
Section 4. The NSBE Boston Professionals Executive Board shall retain all decision-making authority concerning the deposit, budget, and withdrawal of all NSBE Boston Professionals dues.
Section 5. Recent college graduates shall be granted 1 year of free membership to NSBE Boston Professionals. This offer shall be good for 1 year from the date of their graduation.
Section 6. The NSBE Boston Professionals dues for national Lifetime members shall be discounted by 50%.

Article V – Administration
Section 1. There shall be a Chapter Executive Board of NSBE Boston Professionals called the CEB, which shall consist of the following elected offices:

  • President
  • Vice-President
  • Secretary
  • Treasurer
  • Programs Chairperson
  • Membership Chairperson

Section 2. The CEB shall determine and appoint any additional appointed offices. The CEB shall determine specific duties for any such offices.
Section 3. The CEB shall:

  • Determine all questions of policy and shall administer the affairs of NSBE Boston Professionals, according to this Constitution.
  • Be subject to the orders of NSBE Boston Professionals membership, and none of its acts shall conflict with decisions made by the vote of the general body, or the goals and objectives of the organization.
  • Not receive any salary for service
  • Coordinate NSBE Boston Professionals activities and programs.
  • Monitor the activity and progress of members and thereby assist in their development.
  • Facilitate communications between members and the National Society.
  • Make recommendations to the Alumni regional and national executive boards.
  • Initiate and execute policies as deemed necessary for the day to day operations of NSBE Boston Professionals
  • Produce the year’s agenda and budget no later than two months after taking office.

Section 4. All Elected officers must be NSBE Professional members and must have satisfied all local chapter membership requirements.
Section 5. Elections of Chapter Offices-Elections of chapter offices shall take place during the month of May.
The following offices shall be elected:

  • President
  • Vice President
  • Secretary
  • Treasurer
  • Membership Chair
  • Programs Chair

The CEB shall appoint a Parliamentarian who will chair the Elections Committee, and govern the proceedings of this Association in all cases by the rules contained in the most current edition of Robert’s Rules of Order.

  • A simple majority of ballots received shall be necessary to elect each officer.
  • The CEB-elect shall take office thirty (30) days following the election and shall serve a one (1) year term.

Section 6. Vacancies

  • Should a vacancy occur in the office of President, the unexpired term shall be filled by the Vice President
  • Should a vacancy occur in the office of Vice-President:
  • The unexpired term shall temporarily be filled by appointment by the President and two-thirds approval by the CEB.
  • The CEB shall initiate a special election to fill the office within 90 days.
  • Should a vacancy occur in any other office of the CEB, the unexpired term shall be filled by appointment by the President and two-thirds approval by the CEB.

Section 7. Quorum
A quorum is necessary to conduct the official business of the NSBE Boston Professionals Chapter.
A quorum shall consist of:

  • General Membership meeting: Three Executive Board members including either the President or Vice-President, and at least five chapter members.
  • Executive Board meeting: Six (6) members of the Executive Board including either the President or Vice-President.
  • Standing Committee meeting: The Standing Committee Chairperson, and half (1/2) of the active committee members.
  • A quorum may also be established by way of motion and majority vote to accept the members present

Section 8. Nomination and Elections
Election of officers shall be conducted annually at the general meeting in the month of May.

  • A slate of candidates for election shall be circulated for receipt by all voting members no less than fifteen (15) days prior to the date on which elections will be held. Said circulation shall include the date, time and place of elections, and shall constitute full and proper notice of elections.
  • Nominations must be opened two months prior to elections. Therefore nominations must be opened at or before the March General Body Meeting. Nominations may be received from the floor immediately prior to the time of elections.
  • Election of officers shall be by ballot and shall be by a majority vote of the members present and in good standing.
  • The CEB shall appoint an elections committee to compile and disseminate documents and procedures to members seeking office. This election committee will also coordinate the election with supervision of the Parliamentarian.

Article VI – Officer Duties
Section 1. The duties of the CEB offices are:

President

  • Shall preside over all meetings of NSBE Boston Professionals
  • Shall serve as the official representative of NSBE Boston Professionals
  • Shall create committees, subject to confirmation by the CEB
  • Shall appoint members to committees as necessary and confirm/deny committee appointments made by zone leaders
  • Shall approve the chapter monthly report and submit it to the Region 1 Alumni Executive Board
  • Shall prepare a brief report for each business meeting highlighting chapter activities
  • Shall prepare an Officer Transition Report by May 31

Vice President

  • Shall preside in the absence or inability of the President
  • Shall lead the activities of the administrative zone
  • Shall oversee the activities of all committees
  • Shall develop programs of interest for NSBE Boston Professionals in cooperation with the CEB
  • Shall prepare the chapter Annual Report/CDP
  • Shall require from relevant CEB officers proper documentation for all chapter programs, activities, meetings and events
  • Shall compile monthly reports from all zone leaders into a chapter monthly report
  • Shall keep an online record of all chapter monthly reports
  • Shall temporarily assume the duties of any Administrative Zone officer who is separated from office until a replacement is in place
  • Shall perform activities, duties, and responsibilities as designated by the President
  • Shall prepare an Individual Position Report by May 31
  • Secretary
  • Shall lead the activities of the Communications Zone and also serve as a member of the Administrative Zone
  • Shall appoint, subject to approval of the President, members of Communications Zone committees
  • Shall prepare a zone monthly report
  • Shall schedule and conduct Communications Zone meetings as deemed necessary
  • Shall record accurately the minutes of CEB meetings and general membership meetings and make available the minutes to all members upon request
  • Shall require minutes of zone and committee meetings from appropriate zone leaders and committee chairs and will maintain an online record of all such minutes
  • Shall temporarily assume the duties of any Communications Zone officer who is removed from office until a replacement is in place
  • Shall fill and countersign all certificates issued and keep documentations or records of all certificate issuances.
  • Shall maintain a copy of the most updated version of the Constitution, By-Laws, and Standing Rules of NSBE and the NSBE Boston Professionals
  • Shall publish and disperse to new and old members copies of the NSBE Boston Professionals Chapter and NSBE Constitution and By-Laws as necessary, required, or requested
  • Shall require from the CEB, standing committees, and special committees of the NSBE Boston Professionals Chapter, a record of the activities of said body.
  • Shall render reports and accountings to the General Membership, the Chapter Executive Board, and National Office as required by the National Operating Guidelines.
  • In case of absence, refusal or inability to act, the duties of the office may be performed by any person whom the CEB may direct.
  • Shall prepare an Individual Position Report by May 31

Treasurer

  • Shall lead the activities of the Finance Zone and also serve as a member of the Administrative Zone
  • Shall appoint, subject to approval of the President, members of Finance Zone committees
  • Shall ensure chapter compliance with all relevant financial laws, NSBE policies, and tax regulations
  • Shall maintain all NSBE Boston Professionals financial accounts
  • Shall make expenditures for NSBE Boston Professionals in a manner approved by CEB
  • Shall be responsible for maintaining accurate and complete financial records
  • Present a quarterly financial report identifying income and expenditures of NSBE Boston Professionals
  • Shall annually prepare a chapter budget and submit to the CEB for approval
  • Shall ensure chapter compliance with the chapter budget
  • Shall develop a chapter Solicitation Packet, proposals, and other funding requests
  • Shall develop an overall strategy for chapter financial growth, including but not limited to direct fundraising, solicitation, contract and grant activities, and investments
  • Shall oversee all chapter fundraising activities
  • Shall be responsible for collecting chapter dues and other payments to the chapter
  • Shall prepare a zone monthly report
  • Shall schedule and conduct zone meetings as deemed necessary
  • Shall assume the duties of any Finance Zone officer who is removed from office until a replacement is in place
  • Shall prepare an Individual Position Report by May 31

Programs Chairperson

  • Shall lead the activities of the Programs Zone and also serve as a member of the Administrative Zone
  • Shall appoint, subject to approval of the President, members of Programs Zone committees
  • Shall prepare a zone monthly report
  • Shall schedule and conduct zone meetings as deemed necessary
  • Shall assume the duties of any Programs Zone officer who is removed from office until a replacement is in place
  • Shall coordinate NSBE Boston Professionals implementation of programs and professional development activities that accomplish the mission and focus of the NSBE Boston Professionals Chapter.
  • Shall coordinate the implementation of NSBE Boston Professionals Chapter participation in selected partnerships and special events
  • Shall make necessary arrangements such as reservations, invitations, menu selections, etc.
  • Shall prepare an Individual Position Report by May 31

Membership Chairperson

  • Shall lead the activities of the Membership Zone and also serve as a member of the Administrative Zone
  • Shall assume the duties of any Membership Zone officer who is removed from office until a replacement is in place
  • Shall appoint, subject to approval of the President, members of Membership Zone committees
  • Shall maintain updated statistics with respect to Black employment statistics for the New England area
  • Shall prepare a zone monthly report
  • Shall schedule and conduct zone meetings as deemed necessary
  • Shall periodically develop and implement membership surveys
  • Shall develop and oversee quarterly membership drives
  • Shall design and staff a recruiting table(s) during membership drives
  • Shall be responsible for ensuring successful completion of chapter membership applications through the NSBE online system, coordinating with NSBE Headquarters to resolve any system problems.
  • Shall re-charter the chapter nationally
  • Shall maintain an updated roster of chapter members and publish a chapter directory
  • Shall maintain an updated roster of eligible voting chapter members
  • Shall recruit or help recruit manpower from the chapter membership for chapter projects/committees/etc.
  • Shall prepare and distribute event maps/directions for all chapter activities
  • Shall prepare an Individual Position Report by May 31

Article VII – Zone Structure
Section 1. NSBE Boston Professionals shall divide the CEB into the following zones:

Administrative Zone- Officers: President, Vice-President, President-Emeritus, Secretary, Treasurer, Programs Chair, Membership Chair, and Parliamentarian

  • Develop and update the chapter Strategic Plan
  • Recommend changes in chapter governing documents to the CEB for further action
  • Provide for the leadership development of chapter officers, delegates, and committee members

Communications Zone- Officers: Secretary, {if these officers are created: Publications Chair, Public Relations Chair, and Telecommunications Chair

  • Develop overall communications strategies for both internal and external communications
  • Develop a documentation system for chapter records
  • Maintain the chapter’s history
  • Develop a priority list of chapter external contacts and integrate this priority into the chapter Strategic Plan

Finance Zone-Officers: Treasurer {and Finance Chair, if this position is created}

  • Recommend chapter financial policies and activity
  • Manage the chapter’s financial status
  • Develop and implement short and long-range financial growth plans
  • Educate the CEB on laws and policies regulating nonprofit organizations

Programs Zone-Officers: Programs Chair, {if these officers are created: Chief Engineer, Professional Development Chair, Community Impact Chair, College Initiative Chair, and Pre-College Initiative Chair }

  • Develop an overall agenda for chapter programmatic activity and incorporate this agenda into the chapter Strategic Plan
  • Quarterly evaluate the chapter for its progress towards the NSBE mission

Membership Zone- Officers: Membership Chair, {if these officers are created: Professional Networking Chair

  • Develop an overall strategy for continual increase in the size and satisfaction of the chapter membership
  • Quarterly evaluate the chapter for its perceived effectiveness among both members and non-members

Article VIII – Committees
Section 1. NSBE Boston Professionals shall establish and disband committees as necessary for the conduct of NSBE Boston Professionals business.
Section 2. Committees may be established by the President or majority vote of the CEB, and may be disbanded by majority vote of the CEB; except in the case of the Elections Committee, which cannot be disbanded.
Section 3. The following are NSBE Boston Professionals standing committees and their duties:

Professional Development Committee

  • Shall assist the Programs Chairperson in the performance of his or her duties related to Professional Development
  • Shall endeavor to provide mentoring, coaching, technical assistance, resources and networking services to the NSBE Professionals Chapter members.
  • Shall act as an interface, resource, and support system for NSBE Boston Professionals and local companies & organizations.
  • Shall promote continuing technical education and careers
  • Shall aim to assist chapter members with technical career advancement

Pre-College and College Initiative Committee

  • Shall assist the Programs Chairperson in the performance of his or her duties related to pre-college and collegiate students, respectively.
  • Shall endeavor to provide a mentoring and support network to NSBE pre-college members.
  • Shall act as an interface, resource, and support system for NSBE student chapters.
  • Shall promote technical education and careers
  • Shall enhance the availability of scholarships to technical minority students
  • Shall interact with academia from pre-school to graduate school.
  • Shall assist the Programs Chairperson in the performance of his or her duties related to college students
  • Shall endeavor to provide a mentoring and support network to NSBE collegiate members.

Public Relations/ Publications Committee

  • Shall assist the Secretary in the performance of his or her duties.
  • Ascertain and represent the social and networking interests of the membership to the Membership Chairperson
  • Shall assist in the development and the implementation of innovative, efficient, and effective marketing campaigns
  • Shall monitor the professional relationship between the external sectors (i.e. local business community, media, suppliers, etc.) and the National Society of Black Engineers.
  • Shall be responsible for publishing and coordinating press releases and kits.
  • Shall be influential in establishing and maintaining media contacts.
  • Shall be influential in administering news conferences.
  • Shall help to project as well as protect a positive, corporate image.
  • Shall coalesce pertinent marketing and demographic information.
  • Shall measure consumer awareness, interest, and attitudes by conducting opinion surveys, focus groups, and other suitable measurement techniques.
  • Shall identify and interface with other technical organizations, Black professional associations, and civic organization.
  • Shall be responsible for frequent, internal grass-roots communications, especially monthly newsletters.
  • Shall be responsible for external correspondence and print-making (i.e. pamphlets, brochures, programs, annual reports, tickets, quarterly newsletters) that are distributed to members, contributors, and other groups.
  • All correspondence must be prior approved, at a minimum, by the president and /or the CEB.

Telecommunications Committee

  • Shall assist the Secretary in the performance of his or her duties.
  • Design, develop and maintain a professional and attractive website and presence.
  • Communicating with CEB to insure the most relevant and up to date information is posted on website
  • Stay current with latest software and hardware to support website and servers
  • Develop, maintain and relay responses to on line chapter forms

Finance Committee

  • Shall assist the Treasurer in the performance of his or her duties.
  • Shall identify, secure and maintain new financial resources
  • Preserve financial relationship with sponsors
  • Shall review short, intermediate, and long-term financial goals and objectives; measure performance; assist members to the fullest extent possible in goal obtainment; and institute control systems to facilitate the administrative process
  • Responsible for the development, coordination and execution of fund raisers

Elections Committee

  • Shall assist the Parliamentarian in the performance of his or her duties
  • Shall prepare and coordinate all aspects of the NSBE Boston Professionals chapter election.
  • Shall publish an Elections Packet containing all relevant documents and procedures.
  • Shall publish the results of the NSBE Boston Professionals Chapter election to all members
  • Section 4. The following NSBE Boston Professionals special committees may be regularly created for specific purposes and shall exist for the duration of their designated purpose(s):

Engineering Project Committees

  • Shall perform research, design, development, evaluation or other engineering activities related to a designated chapter technical endeavor.
  • Conference Planning Committee
  • Shall coordinate all aspects of a NSBE Boston Professionals sponsored conference.
  • Section 5. All Committees’ chairs and their respective committees shall carry out assignments deemed necessary by the Executive Board:
  • Shall execute the duties of the committees.
  • Shall render reports and accountings to the General Membership, the CEB, and National Office as required by the National Operating Guidelines.
  • Shall administer any official meeting of NSBE Boston Professionals Chapter after being provided consent/appointment and approved agenda from president.

Article IX – Delegates
Section 1. The President shall appoint, with approval of the CEB, two NSBE Boston Professionals Members to serve as delegates in regional and national business. At least one NSBE Boston Professionals Delegate must be a CEB member. A third individual may optionally be appointed as an alternate.
Section 2. Delegates shall serve for one year. In the event that a delegate resigns his or her duties, a replacement must be appointed within one week.
Section 3. Delegates are expected to attend at least one Region 1 Conference or the National Convention, and are expected to attend all Delegate business sessions at those events.
Section 4. Delegates are responsible for becoming familiar with NSBE governing documents and with Robert’s Rules of Order, as they are heavily used in NSBE regional and national business.

Article X – Meetings
Section 1. The CEB shall set a regular meeting schedule to consist of a minimum of one executive board meeting, and one General Members meeting per month. Meeting time and place should be determined by consensus, voting, or the discretion of the President or Chairperson. There shall be a minimum of two Executive Board Workshops per year to conduct officer training, set chapter goals, and evaluate progress towards those goals. Quorum shall be defined as one-third of the board, including at least two executive officers.
Section 2. Special meetings may be called by either the president, two (2) of the Chapter Executive Board, or a majority of the General Members, provided that written notice is given at least three (3) business days in advance. In order to transact business at such meetings, a quorum must be present.
Section 3. Each Zone shall set their meeting schedules as deemed appropriate by that zone. Zone leaders may modify meeting times and locations as necessary. Quorum shall be defined as the Zone leader and at least one Zone member.
Section 4. NSBE Boston Professionals business meetings shall be held once per month. These meetings may also include items of general interest to the membership. Quorum shall be defined as one-third (1/3) of the board, including at least two executive officers, and at least two paid chapter members.
Section 5. Meetings shall be conducted using parliamentary procedure unless waived by the chair of the meeting.

Article XI – Conferences
Section 1. NSBE Regional and National Conferences
NSBE Boston Professionals shall conduct incentive and recruiting activities to increase chapter attendance at NSBE regional and national conferences.
Section 2. Technical Conference Support
NSBE Boston Professionals shall provide manpower at least bi-annually to at least one technical conference held in the New England area. This support shall be negotiated in a manner to help the chapter prepare to take the lead role in hosting future conferences.
Section 3. Chapter Conferences
NSBE Boston Professionals shall endeavor to conduct at least one conference every five years. This may involve hosting a NSBE Region 1 conference or may be a technical conference of the chapter’s creation.

Article XII – Removal
Section 1. A member of the CEB may be removed from office with a two-thirds (2/3) vote of the CEB.
A quorum must be present, excluding the CEB member in question, to vote.
Members of the CEB can be considered for removal for the following reasons:

  • Failure to adhere to the duties of the office held as stated in this constitution.
  • Failure to show progress towards completion of written personal goals and objectives.

Section 2. Removal Procedures:
To remove the President

  • CEB member submits letter of concern to the Vice President about the President.
  • The Vice President will discuss the letter with the President.
  • The Vice President will establish a time period in which the President must show improvement.
  • If the Vice President deems that the President in question has not shown improvement, the Vice President will bring the issue before the entire CEB.
  • The Vice President will call for a vote to remove the President.

To remove any other CEB member:

  • CEB member submits letter of concern to the President about the CEB member in question.
  • The President will discuss the letter with the CEB member in question.
  • The President will establish a time period in which the CEB member in question must show improvement.
  • If the President deems that the CEB member in question has not shown improvement, the President will bring the issue before the entire CEB.
  • The President will call for a vote to remove the CEB member in question.

Article XIII – Awards
Section 1. The CEB shall establish annual awards to recognize significant contributions from NSBE Boston Professionals members.
Section 2. The CEB shall establish annual awards to recognize performance above the call of duty from CEB members.
Section 3. The CEB may establish annual awards to recognize New England community members or partners who has contributed a great deal to advance the mission and focus of NSBE Boston Professionals.

Article XIV – Amendments
Section 1. Amendments to this constitution may be proposed by:
A two-thirds vote of the CEB, or
One-third vote of NSBE Boston Professionals members during a regularly scheduled meeting, or
Joint proposal by the NSBE Boston Professionals delegates
Section 2. Propose amendments must be submitted in a written proposal to the CEB to be reviewed at least two weeks prior to the meeting in which a vote will occur. The proposal must be clearly stated and justified.
Section 3. Ratification of any amendment to this constitution shall be contingent upon a two-thirds (2/3) vote of the voting paid members present at a regularly scheduled meeting {or on approval of the CEB provisions can be made for Absentee ballot}, provided the proposed amendment has been submitted to the NSBE Boston Professionals CEB at least sixty (60) days prior to its consideration for adoption.

Article XV – Interpretations
Section 1. All questions of interpretation of the NSBE Boston Professionals Constitution and By-Laws shall be decided by the NSBE Boston Professionals Chapter Executive Board.