Bylaws

In August 2006, the Publicity Club board of directors voted to approve the latest version of the Club's bylaws. Posted below in its entirety, the bylaws define our mission, goals and the process from which the Club operates. If you have any questions, please contact the Publicity Club's president, Michael Dowding, at president@pubclub.org.

The Publicity Club of New England Organization Bylaws
(August 2006)

ARTICLE I

Name

The name of this not-for-profit 501(a) professional organization shall be The Publicity Club of New England, Inc.

ARTICLE II

Purposes

Section I - To promote and encourage the professions of publicity and public relations within the public interest.

Section II - To create, in New England, a lasting organization of persons engaged in the professions of publicity and public relations, and to provide a forum for the discussion of professional problems.

Section III - To promulgate a code of ethics, standards, and fair practices for all its members.

ARTICLE III

Membership

Section I - Classes of Members

• Individual - any individual who is active in, or retired from, the profession of publicity and public relations, and 75 percent of whose earned income is or was derived from the practice of those professions.
• Corporate - any company or corporate department engaged in public relations work can join as a corporate member at one of three levels determined by the Board of Directors, and its employees enjoy the benefits of that level.
• Student - any college or university-level full-time undergraduate or full-time graduate student majoring in a subject related to publicity and public relations may apply for non-voting membership at a reduced rate so specified by the Board of Directors.
• Life - any individual who has been an active member in good standing may be unanimously voted life membership by the Board of Directors. Past presidents may be designated Life Members by a vote of the Board of Directors. Life members are exempt from payment of annual dues.
• Honorary - any individual unanimously voted a member in recognition of achievement of service without the usual prerequisites.

Section II - Member Rights and Privileges
The right to hold club office, to sponsor applicants for membership and to vote on club matters shall be limited to individual, corporate, and life members. Corporate members get the number of votes corresponding to their level of membership as determined by the Board of Directors. Members also get exclusive access to the members-only section of the Web site, which contains the member roster, newsletter, and job bank. Members receive a user name and password, and are responsible for keeping their listing in the roster up to date. Members also receive a discount on club programs, and Bell Ringer entries and event tickets.

Section III - Member Application, Election and Expulsion
Application for membership in The Publicity Club of New England shall be acted upon by the Board of Directors, which shall have the authority to accept, reject or table applications. Two recommendations shall be required. The executive director may obtain written references from the person for submission to the Board along with the individual's application for membership. Election to membership in the Club shall be only by vote of the Board of Directors, upon recommendation of the executive director.

Individual membership shall be only on an individual basis, and shall not be transferable within a firm, even though dues are paid by the firm and not by the individual.

The Board of Directors may expel any member by a two-thirds vote of the Board's membership. A quorum of the Board must be present before a vote can be taken.

ARTICLE IV

Fiscal Year and Dues

The Club's fiscal year shall be from September 1 through August 31. Payable in advance, the amount of annual dues shall be determined by vote of the membership of the Club, upon recommendation of the Board of Directors. Dues invoices are sent out by the executive director within 30 days of membership expiration date, and are due 30 days after membership has expired. If payment is not received within that time period, the member listing is deleted from the roster, and that member is no longer entitled to member privileges. The Membership Roster is published on www.pubclub.org, and is viewable only by club members. Membership is good for one full year.

Article V

Board of Directors

Composition
The Board of Directors shall consist of the Club's president, a president elect, eight vice- presidents, a secretary, a treasurer, an immediate past president, and up to eight members-at-large, voted by the Active and Life membership at the Annual Meeting of the Club. The Board may nominate two vice-presidents for each position if there are two candidates who can share the tasks. The president shall serve as chairperson of the Board of Directors.

Vacancies and Succession
In the event of the removal, expulsion, resignation or inability to serve of any officer or director of the Club, the Board of Directors shall nominate at least one candidate for each vacant office for election at the next general membership meeting. Additional nominations may be made at that meeting by any member in good standing.

Meetings
The Board of Directors shall meet monthly, or more often as necessary, with a minimum of five meetings per year. The place of the meeting may be determined by the president. The Board shall meet at the call of the president or three of its members. Notice of meetings shall be communicated to Board members at least seven days prior to the meeting via e-mail. Board members are expected to attend at least 75 percent of all board meetings, and can conference in via telephone if they cannot attend in person. 50 percent of the current roster of the board is necessary - either in person or by conference call - for a quorum to held a board meeting at which votes and motions are binding.

Article VI

Officers and Duties

Terms of Office
The officers of the Club shall be a president, vice president/programs, vice president/Bell RingerAwards,vice president/media relations, vice president/Web site, vice president/membership, vice president/standards and practices, vice president/Bell Ringer Awards elect, vice president/newsletter, secretary, treasurer, immediate past president and up to eight members-at-large, all of whom shall be elected by the Club's active, associate and life membership at its annual meeting and shall serve for a period of one year beginning July 1, or until their successors are elected and installed. No member shall hold the same office for more than two consecutive terms with the exception of the treasurer unless the Board determines there are no other nominated candidates for the office.

Expenditures

The board is responsible for collecting, maintaining, and disbursing member funds which are collected for membership fees, programs, Bell Ringer entries, and Bell Ringer Awards dinner. While the treasurer is the guardian of these funds, the board as a whole allocates and regulates membership money, and must vote to either spend or not spend money in any area. Board members should request funds from the treasurer for their specific areas based on a previously-submitted and approved budget presented at the first board meeting of the fiscal year. Changes in that budget must be approved by a majority vote of the board. Any expenditure over $500 must be signed by both the president and the treasurer. Any dispute between the board member and the treasurer over the expenditure of funds must come to the board for discussion and a majority vote.

Job Descriptions

Descriptions of each office are listed below - these descriptions can be changed and updated by a majority vote of the Board.

All Board Members will be required to attend at least 75% of the monthly board meetings. Every effort will be made to coordinate a time that works for as many members as possible. When in person attendance is not possible, it is expected that all Board Members will make every effort to join the meeting via conference call. In addition, all Board Members are required to attend major Bell Ringer events including drop-off day, judges day and the awards ceremony.

President
The President of The Publicity Club of New England will oversee all board positions. The President acts as the Club spokesperson at events and programs throughout the year. The President will attend as many programs and events as possible, preside over board meetings and speak at the Bell Ringer awards. The President will author a "President's Message" for the monthly newsletter and will act in absence of other board members throughout the year. All financial, administrative and other decisions made on behalf of the Publicity Club must be approved by the President.

Vice President, Bell Ringers
The VP, Bell Ringers is responsible (with the President and the Executive Director) for the planning, management and execution of the yearly Bell Ringer competition. Duties include but are not limited to Call for Entries updating and dissemination, drop off day and judge's day coordination, judge and presenter recruitment, recruitment of sponsors and attendees, oversight of special awards (Bronze Bell, Scholarship, Crystal Bell) secure trophy order, recruit scholarship applicants, purchase promotional items and manage the event day process. The VP, Bell Ringers may appoint a committee to assist in the event and should train and utilize the VP, Bell Ringer Elect in all efforts. In addition, the VP, Bell Ringers will be required to attend at least three programs and write at least one newsletter article.

Vice President, Media Relations
The VP, Media Relations will be responsible for all media communications for the Club. Press releases, calendar announcements and/or media alerts should be distributed for all club programs and events, as well as the Bell Ringer awards and new Board of Directors appointments. The VP, Media Relations should maintain the Club's yearly clip book and file that book with the office at the end of the year. The VP, Media Relations will be required to attend at least three programs and write at least one newsletter article.

Vice President, Membership
The VP, Membership's primary goal is to help increase membership. This position will recruit companies to become corporate members through letters, phone calls and/or networking. In addition, the VP, Membership will be required to attend at least three programs to entice those non-members in attendance to become members. In addition, the VP, Membership will utilize the registration lists from programs and the Bell Ringers to recruit non-members who attended again in hopes of enticing them to join. The VP, Membership will be required to write at least one newsletter article during the year.

Vice President, Newsletter
The VP, Newsletter will be responsible for distributing nine to ten "Bellringer" newsletters throughout the year. The VP, Newsletter will be responsible for generating a theme for each newsletter, assigning writers, managing the editorial calendar and covering programs. In addition, the VP, Newsletter will be assigned the Club's digital camera for use at programs and events and will be required to attend at least three programs throughout the year.

Vice President, Programs
The VP, Programs will be responsible for planning and executing at least eight educational programs throughout the year. The VP, Programs will develop a yearly calendar for approval by the President and the Board of Directors in the early part of the program year. The VP, Programs will secure speakers and assign a moderator for each program throughout the year with at least four weeks lead-time for promotional activities. The VP, Programs will be required to attend all educational programs but is not responsible for networking/social gatherings. The VP, Programs will be required to write at least one newsletter article throughout the year.

Vice President, Standards & Practices
The VP, Standards of Practices will be responsible for ensuring that the Board of Directors follows all chapter bylines and policies. He/she will provide counsel on business affairs and board and member conduct to promote the high standard of ethics and quality by which the Publicity Club of New England abides. The VP will be required to attend three programs and write at least one newsletter article.

Vice President, Student Liaison
The VP, Student Liaison will be responsible for increasing student memberships through college and university networking. The VP will meet with as many local colleges' PRSSA groups to discuss Pub Club membership benefits. The VP will also be responsible for planning and executing at least one networking event for students and the annual Career Fair in the Spring. The VP will be required to attend three programs and write at least one newsletter article.

Vice President, Web site
The VP, Web site will be responsible for direction, navigation and functionality of the Web site. The VP will also be responsible for any changes made to the Web site other than the administrative section. The VP will make recommendations for major changes, keep all programming updated and continually provide materials to keep the site up to date and fresh. Assisting the Executive Director and the Webmaster, the VP may also make changes to the programming templates. The VP, Web site will be required to attend three programs and write at least one newsletter article.

Secretary
The Secretary will keep the minutes of both the Club and the Board of Directors, issue notice of all meetings and perform other such communication activities as requested by the President and Executive Director. The Secretary will be required to attend at least three programs and write at least one newsletter article throughout the year.

Treasurer
The Treasurer is responsible for planning and managing the Club's yearly budget with the President and Executive Director. The Treasurer will review and approval invoices for payment by the Executive Director. The Treasurer will review monthly financial reports provided by the Executive Director and present those reports at board meetings. The Treasurer will be a signer on all Pub Club accounts, advise on financial decisions including major asset purchases and investments and will oversee all financials conducted by the Executive Director. The Treasurer will be required to attend at least three programs and write at least one newsletter article throughout the year.

President Elect
The President Elect is responsible for preparing him/herself for the coming year. The President Elect will assist the current President and other board members. The President Elect will be required to attend at least three programs and write at least one newsletter article throughout the year.

Vice President, Bell Ringers Elect
The VP, Bell Ringers Elect is responsible for preparing him/herself for the coming year. The VP, Bell Ringers Elect will assist the current VP, Bell Ringers in all Bell Ringer planning and execution. The VP will be required to attend at least three programs and write at least one newsletter article throughout the year.

Immediate Past President
The Immediate Past President's role is to support the current President and other board members with his/her experience. In addition, it is the Immediate Past President's responsibility to recruit new board members before each Annual Meeting. The Immediate Past President will be required to attend at least three programs and write at least one newsletter article throughout the year.

Member at Large
The Members at Large assist the other board members at programs, the Bell Ringers, and with newsletter writing. Members at large will be assigned workshops, programs, events or membership as their responsibilities for the year. All Members at Large will be required to attend at least three programs and write at least one newsletter article throughout the year.

Executive Director Job Description
To support its efforts to deliver excellent programs, services, and information to members and the greater PR community in pursuit of its mission, The Publicity Club shall engage the services of an Executive Director who will be the ClubÕs sole paid employee as defined by relevant employment law. The Executive Director will work on behalf of the Club on a part-time basis consisting of no more than 30 hours per week. The Club will withhold and pay appropriate taxes on earnings as required by law. The Executive Director will nominally report to the Club President. Compensation will be determined by the President of the Publicity Club in consultation with the Finance Committee. No additional employment benefits, including, but not limited to retirement plan contributions; and medical, dental, disability, life, or other insurance, will be provided by the Club to the Executive Director. Compensation will be reviewed with the Executive Director by the President through a formal evaluation during the period of July 1-Aug. 31 annually. The executive director attends all board meetings, but is not a voting member of the board.

The Executive Director is responsible for the implementation of policies set by the Board of Directors as well as the annual goals and objectives, financial, program and administrative management of the Club. Guidance and direction is provided by the President and the Board of Directors.

Essential duties and Responsibilities
Include the following. Other duties may be assigned

• Responsible for the overall development and implementation of short and long range plans and policies and other activities
• Responsible for the financial management of the Club, including the development and implementation of the annual budget
• Responsible for the development, implementation, and accomplishment of the annual work plan of the Club as approved by the Board of Directors
• Responsible for providing information, advice, and counsel to the President of the Board, Board Committees, and the Board of Directors in the creation of policies, programs and strategic direction of the corporation
• Responsible for the support of all activities associated with the Board of Directors, including staffing for all Board and Committee meetings, meeting schedules, locations, development of agenda and meeting materials
• Responsible for the administration of the overall operation of the corporation, including: reviewing and evaluating the results of program activities, ensuring that continuing contractual obligations are being fulfilled, allocating resources for greater program effectiveness and efficiency and developing organizational and administrative policies and program objectives for Board consideration.

Tactical Elements of Job Description

Membership
Responsibilities:

• Assist in recruiting new members
• Create and manage membership database
• Develop and maintain membership levels
• Maintain membership mailing and email lists
• Handle all new member and renewal invoicing
• Coordinate all Club news to membership
• Continually market to non-member program and Bell Ringer attendees/entrants

Newsletter
Responsibilities:

• Produce minimum of eight newsletters each year.
• Layout and produce monthly newsletter
• Photography for newsletter
• Distribute to membership via Web site
• Coordinate newsletter upload to Web site

Bell Ringers
Responsibilities:

• Manage overall competition and ceremony coordination
• Update yearly Call for Entries and coordinate upload to website
• Market CFE to like organizations, media, etc.
• Coordinate drop-off day and Judges Day
• Recruit judges, assign categories, etc.
• Execute all entry, scoring and winner databases
• Produce all event signage.
• Edit and design programs
• Create approx. 250 slide presentation, manage A/V at event
• Develop sponsorship levels
• Be the point of contact for sponsors
• Produce certificates and coordinate trophies
• Draft scripts and coordinate with emcee
• Coordinate Super Bell Judging process.
• Coordinate Crystal Bell, Bronze Bell and Scholarship process.
• Assist VP in event logistics, set up, planning, etc.
• Coordinate ticket sales and table assignments
• Execute certificate and trophy reorders
• Maintain Bell Ringer Profit & Loss statement

Programs/Workshops
Responsibilities:

• Maintain yearly schedule, goal of 10-12 programs/workshops per year.
• Assist VP in topic selection, speaker recruitment, coordination.
• Coordinate dates, location, site selection, etc.
• Coordinate refreshments/dinner.
• Create/copy handouts, name tags, table tents.
• Produce program evaluations and follow up.
• Send speaker thank you notes.
• Manage A/V if needed.
• Email to member/non member database.
• Coordinate all RSVPs and manage check in.
• Manage and track budget, invoices, etc.

Media Relations
Responsibilities:

• Assist VP with press releases.
• Coordinate press release upload to Web site.
• Track media coverage.

Job Fair
Responsibilities:

• Site selection, planning and assignment of tasks and contacts.
• Execute all rental, refreshment ordering, etc.
• Manage spreadsheet of exhibitor contacts.
• Create all collateral, signage, maps, etc.
• Follow up with non-member attendees.

Web site
Responsibilities:

• Coordinate upload of all information to the Pub Club Web site.
• Manage job bank.
• Post newsletter and repurposed copy.
• Manage overall site with VP.
• Manage membership database.

Events
Responsibilities:

• Coordinate all board meetings, annual meetings and social events.
• Create all agendas, flyers, signage and/or invitations for meetings.

Fiscal
Responsibilities:

• Invoice for all program sponsorships, program attendees, membership.
• Manage all Accounts Payable.
• Manage and maintain yearly budget.
• Reconcile bank accounts, Authorize.net transactions and credit card transactions.
• Track all income and payments through Quicken.
• Provide monthly Profit/Loss statements to Treasurer.

Board Management
Responsibilities:

• Identifies and cultivates member involvement by those who can represent the interests of the Club on the board or on a committee
• Work with Board volunteers to build and maintain a vital committee structure through which to accomplish Society objectives
• Provide guidance to volunteers to ensure that roles and responsibilities are defined within a healthy organization

Administration
Responsibilities:

• Handle all phone and email inquiries.
• Oversee and assist board members with the President.
• Manage relationship with PRSA/Boston.
• Assist Treasurer in creating and maintaining yearly budget.
• Attend all board meetings, programs and other events.

ARTICLE VII

Nominations and Elections

All officers shall be elected annually by ballot at the Club's annual meeting held at the meeting prior to the last regular meeting of the Club year, or by absentee ballot. Officers shall assume office on September 1. Voting is restricted to Active and Life members in good standing. There shall be a Nominating Committee of five Active or Life members selected and chaired by the immediate past president and announced to the club membership at least 15 days in advance of the election meeting, and voted on by the Active and Life membership present at that meeting.

Nomination procedures shall be as follows: At least 30 days prior to the election meeting, the Nominating Committee shall publish an invitation to the general membership to submit applications for nomination. Members will be urged to enter the names of those eligible to hold office or their own names if they are eligible to hold office. In either case, the applications must be made in writing and submitted to a board member or the executive director 20 days in advance of the election meeting.

In selecting the nominees to be presented to the membership, the Nominating Committee shall consider the extent to which each candidate has participated in club activities within the past two years.

Nominations for any office at a duly constituted election may be made from the floor at the election meeting only by Active and Life members in good standing.

ARTICLE VIII

Meetings

There shall be an annual meeting of the club's general membership at the beginning of the fiscal year- usually sometime in August, for the purpose of electing the new Board and discussing any club business. Members shall be given at least 14 days notice of this meeting via e-mail and announcement on the web site.

Members are always invited to all club programs and activities, and can request that the board schedule a general membership meeting to discuss an important issue. Also, any member may submit a request to attend the monthly board meeting to discuss a proposal or concern. This request can come through the executive director or any board member.

When circumstances dictate (as determined by the president or executive director), the Board will have the option of conducting votes on important issues via e-mail. The e-mail ballots will consist of clearly worded descriptions of the issues being voted on and shall be distributed by the executive director to all current Board members in good standing. Board members must return their e-mail vote within five business days to the executive director to have their vote tallied.

ARTICLE IX

Committees

While every segment of Board activity should have a committee of people, both from the board and from the membership at large, to help with their tasks, the committees below should be determined at the first board meeting and be meet regularly throughout the year:

• Bell Ringer Awards
• Programs
• Scholarship
• Finance

The Publicity Club shall have a standing Finance Committee consisting of the following Board officers: president, past president, president-elect, treasurer, and secretary. The treasurer will be the head of the Finance Committee. The executive director will be a non-voting member of the Finance Committee on issues not related to executive-director compensation. The Finance Committee will develop and present an annual budget to the Club for review and approval. The Finance Committee will also be responsible for reviewing the performance of the executive director and negotiating an annual compensation plan for the executive director. In addition, the Finance Committee will provide the Board with recommendations relating to significant financial decisions and expenditures.

The president may, at his or her discretion, appoint special committees whose purposes are for a limited period only.

ARTICLE X

Amendments

Amendments to the Club's bylaws shall be voted at any meeting of the Active and Life membership of the Club, for which a 14-day notice shall be provided in writing, or by e-mail ballot with a 14-day deadline for return submission.

Proposed amendments, submitted in writing shall be filed with the Board of Directors which, in turn, shall publish these proposed amendments, together with the recommendations of the Board to the general membership, not less than 14 days in advance of the meeting or e-mail ballot in which action may be considered.

The bylaws may then be amended by a majority vote of Active and Life members in good standing, present and voting; or, in case of e-mail ballot, those responding.

Miscellaneous

An accepted manual of parliamentary procedure shall govern the conduct of all meetings, and shall govern in any question of parliamentary procedure.

Notwithstanding any of the foregoing information, the Board of Directors shall have the responsibility of the general welfare of The Publicity Club of New England to decide any matters requiring interpretation, to decide upon club policies, and to present recommendations to the membership according to the established purposes and principles of the club.

Bylaws on file
The full text of The Publicity Club of New England bylaws is available to interested members and the public at large on the club's Web site - www.pubclub.org.