MARINE CHEMIST ASSOCIATION, INC.
AMENDED BY MEMBER VOTE 9/15/18
1. NAME AND PURPOSE
1.1 The name of this organization shall be the Marine Chemist Association, Inc., and may be commonly known as the Marine Chemist Association (MCA).
1.2 The purpose of the Association shall be:
(a) To promote the science and improve the methods of evaluation that serve the purpose of eliminating health, fire and explosion hazards in marine and associated industries.
(b) To obtain and circulate information relative to these hazards and other information regarding the professional and ethical activities of its members.
(c) To enhance the general welfare of its members by promoting a closer relationship between marine chemists certificated by the National Fire Protection Association, and the various other industry and regulatory bodies involved with the marine industry.
2. MEMBERSHIP CATEGORIES
2.1 Categories of Membership. There shall be four categories of membership:
(a) Regular member
(b) Life member
(c) Associate member
(d) Affiliate member
2.2 Regular Member. A holder of a NFPA Marine Chemist Certificate shall be eligible for regular membership. A regular member, commonly known as a member, shall pay dues in an amount determined from time to time in accordance with Section 2.6 of this Article. Each such member shall have one vote in the affairs of the Association and shall be eligible for all other rights and privileges of membership.
2.3 Life Members. An Associate member may be elected to life membership by the members assembled at an Annual Meeting after having been recommended for life membership by the members of his section and having the Executive Committee endorse such a recommendation. A life member shall have all of the powers and privileges of a regular member but shall be exempt from paying dues. A Life Membership is considered to be a very special honor and should only be given to those whose service to the industry and the MCA is considered exceptional. (Typically, a member being considered for a life membership meeting the definition of extraordinary service would have served on the executive board, been a chairman and served on one or more committees serving the industry, such as the MCQB, MGHCP, 306 technical committee, Insurance fund, OSHA committees, local industry boards and made presentations to the MCA or other industry groups).
In order to become a life member a nominee must have:
- Twenty years of continuous membership.
- Retired from Marine Chemist Activities.
- Recommendation of three Certified Marine Chemists, one from each section.
- Endorsement of the Executive Committee.
- Membership election at the annual meeting.
- Has become an Associate member
2.4 Associate Member. An associate member, commonly known as an associate, shall be a former member whose certification as a marine chemist has expired and who has formally expressed an interest in maintaining an active involvement in Association activities. An associate will pay Association dues and may serve on committees but may not vote or serve as an elected officer or delegate to the Executive Committee.
2.5 Affiliate Member. An affiliate member, commonly known as an affiliate, shall be an individual who is employed in an occupation requiring interaction with and cooperation of NFPA Certificated Marine Chemists. An affiliate will pay Association dues and serve on committees but may not vote or serve as an elected officer or delegate to the Executive Committee.
3. DUES AND MEMBERSHIP
3.1 Dues for the various classes of membership shall be determined from time to time by the Association membership acting on the recommendation of the Executive Committee. The membership shall likewise determine the applicable period for dues and penalties for their non-payment. Members shall not be considered current unless the preceding five (5) consecutive years of both sectional and national dues are paid in full at the time of attendance of their section’s sectional training seminar. New members without 5 years of membership will be required to be current with regards to their years of membership. Discounts to members will not be available to those who are not current with their dues.
3.2 Admission to membership shall be by the Executive Committee or their nominee(s) as they shall from time to time determine. Application for membership shall be forwarded to the Secretary-Treasurer for action on behalf of the Executive Committee. A two thirds vote is required for acceptance to the MCA. Once a member is accepted the Secretary-treasurer will request dues from the new member. Once dues are received, the new member will become eligible for all membership privileges. The Executive Committee may deny membership in the Association to any person who in their determination has engaged in unethical conduct deemed detrimental to the Association or any of its members, or has evidenced a lack of good character which may be shown by conviction of a felony.
3.3 The Executive Committee by a two-thirds vote may rescind, suspend, terminate or cancel membership for acts or omissions deemed not to be in the best interests of the Association or its purposes, or has engaged in unethical conduct or has been convicted of a felony. These actions shall be taken only upon recommendation of the Ethics Committee in accordance with section 6 and due notice and opportunity by the individual to be heard before the Executive Committee.
3.4 Association and any sectional dues become payable upon receipt of an invoice. To be current, a member must pay dues by March 15th of the calendar year. A reinstatement fee will be imposed after March 15th of the calendar year. Failure to pay dues by this date will result in termination of membership in the MCA and its privileges. A reinstatement fee (set by the Executive Committee annually) along with any dues will be required for readmission to the MCA. (No vote by the Executive Committee is required for reinstatement for failure to pay dues if re-paid with the reinstatement fee in the same calendar year)
3.5 Admission to education seminars held by the Association, other than a designated Association business meeting, shall not be limited to those holding membership under this Article, fees for non-members shall be set by the Executive Committee.
4. MEETINGS OF THE ASSOCIATION
4.1 There shall be an Annual Meeting of the Association to install officers, to determine the dues and to act on such other business as may properly come before the meeting.
4.2 A special meeting may be called by the Executive Committee or shall be called on written application to the Executive Committee of at least twenty-five percent of the membership entitled to vote at the time of such application. Notice of the time, place and purpose of a special meeting shall be sent to all members sixty days in advance of such meeting. No business other than that stated in the notice of the special meeting shall be conducted at that meeting. No special meeting shall be scheduled sooner than ninety days after the Executive Committee action or the receipt of the written application by the Secretary-Treasurer on behalf of the Executive Committee.
4.3 In order to transact business at any annual or special meeting of the Association there shall be present at least fifteen members present to vote.
4.4 Unless otherwise provided by these By-Laws, “Roberts Rules of Order (Revised)” shall govern the transaction of business at all these meetings.
4.5 A majority shall constitute a quorum at all Executive Committee meetings and a majority vote of those attending shall be required to pass a motion.
5. OFFICERS AND THEIR DUTIES
5.1 The officers of the Association shall be a Chairman, Chairman-elect, past Chairman and the Secretary Treasurer.
5.2 The chairman shall preside at all meetings of the Association and Executive Committee. The Chairman shall be responsible for all administrative matters, and shall undertake such additional activities and responsibilities as directed by the Executive Committee.
5.3 The Chairman-elect shall assist the chairman in administrative matters, and shall automatically succeed to the chairman position. In the absence of the Chairman, the Past Chairman shall take his place at board meetings. In the absence of both the Chairman and the Past Chairman the Chairman-elect shall assume the duties of the Chairman. The Chairman Elect shall be the chair of the Education Committee. He may use volunteers to aid in his duties as necessary. The Chairman Elect shall be responsible for all Association training activities.
5.4 Should the Chairman-elect be unable to fulfill his/her respective duties, then an appointment shall be made by and from the Executive Committee for the interim to undertake those duties until such time as the Chairman-elect shall resume such duties, or, until a new chairman-elect is duly elected.
5.5 The Past Chairman shall aid the Chairman and the Chairman elect with the transition, Chair the Ethics Committee and shall assume the responsibilities of Chairman in the absence of the Chairman.
5.6 The Secretary Treasurer shall be appointed by the Executive Committee to serve at their pleasure and shall be compensated for services and expenses as directed by the Executive Committee. The Executive Committee may, at their discretion, split the duties of the Secretary-Treasurer into two positions, however this second position will not be a voting member of the executive committee. The Secretary-Treasurer need not be a member of the Association.
5.7 The Secretary-Treasurer shall keep the minutes of all meetings and shall be responsible for all documents and archives of the Association. He/she shall be responsible for the collection of dues, assessments, and fees, and the payment of all debts as directed by the Executive Committee
5.8 The Secretary-Treasurer shall:
5.8.1 Have voting privileges only if an association member.
5.8.2 Serve as parliamentarian.
5.8.3 Send dues notices in December/January.
5.8.4 Present annual report and financial statement at annual meeting or as requested by the Executive Committee.
5.8.5 Circulate minutes of annual meeting no later than 60 days after adjournment.
5.8.6 Forward membership invitations and application to newly certified chemists.
5.8.7 Circulate all membership correspondences relevant to marine chemist professional or personal activities.
5.8.8 Investigate and recommend to Executive Committee sites and arrangements for annual seminars.
5.8.9 Arrange, publicize and record the proceedings of all association meetings. Minutes shall be distributed as directed by the Executive Committee.
5.8.10 Receive all funds, distribute as directed, and keep records of same
5.8.11 Ensure taxes are paid and maintain the Association as a non-profit business unit.
5.8.12 Have an outside auditing firm conduct audits of the Associations funds as directed by the Executive Board, but as a minimum every three years.
5.8.13 Provide records as requested by the Executive Committee.
5.8.14 Keep and maintain the MCA website.
5.8.15 Keep and maintain all Executive Committee records.
5.8.16 Generate an Association newsletter after each Executive Committee meeting and distribute it to the membership.
5.8.17 Distribute ballots, either electronic or paper for voting by the membership as directed by the Executive Committee or by-laws. Tally results and notify Executive Committee of results and membership of the election winner.
6. EXECUTIVE COMMITTEE
6.1 There shall be an Executive Committee which shall have general charge of the affairs of the Association.
6.2 The Executive Committee shall consist of the Officers of the Association (Section 5.1) and two (2) delegates from each section.
6.3 The Association Secretary-Treasurer shall serve as the secretary of the Executive Committee.
6.4 The Executive Committee membership shall be established no later than April 30th of each year.
6.5 The Executive Committee shall meet at least once a year
6.6 The Executive Committee may act between its meetings and shall report such activities as part of its report to the Annual Meeting of the Association. Any action taken by the Executive Committee without a meeting requires signed or electronic consent of at least two-thirds of the Executive Committee.
6.7 The Secretary-Treasurer shall submit any business deemed necessary by the Executive Committee, to a vote of all members in accordance with Section 5.8.14.
6.8 The Executive Committee shall determine the time and place of the Annual Meeting of the Association and the sectional seminars. Typically, the sectional seminars are held at the locations suggested by each section, but the executive committee has final discretion on locations due to trainer availability, budget constraints or other issues.
6.9 Expenses of officers, delegates and authorized representatives to the annual meetings, and other meetings or duties deemed necessary by the Executive committee, shall be paid by the Association according to the most up to date Executive committee ratified “Expense Policy”. Reimbursement for such expenses will be based on the financial ability or the Association.
6.10 The Ethics Committee shall be made up of three members, one per section: The past chairman, will serve as chairman. In making determinations the committee shall use the current MCA Ethics Policy and Cannons as a guide.
7.1 The Marine Chemist Association shall consist of three (3) sections: namely, Atlantic, Gulf-Inland and Pacific.
7.2 Each section shall meet annually and elect one executive committee delegate to serve a two (2) year term. Each section must also elect an alternate who will automatically move the officer position when current delegate terms expire. Sectional delegates shall be members elected by the respective Sections and shall be considered members of the Executive Committee on April 30th of the year elected
8.1 Amendments to the By-laws may be submitted to the Secretary-Treasurer, in writing, by petition of two (2) or more members. Such amendments when approved by the Executive Committee shall be submitted to the members by letter-ballot.
8.2 Affirmative votes representing two-thirds (2/3) of the returned ballots of members in good standing shall constitute approval of by-laws changes.
9.0 ELECTIONS AND COMMITTEE APPOINTMENTS
9.1 The immediate Past National Chairman shall serve as nominating Committee chairman. The nominating chairman can seek volunteers from the Executive Committee to aid in the search as necessary. The Nominating Chair shall seek out qualified individuals to run for National Chairman as directed by the Executive Committee.
9.2 Individuals wishing to run for Association Chairman Elect shall submit a letter to the nominating Committee Chairman by January 1st The letter must contain biographical information of their qualifications and must state their willingness to serve in the position. The Nominating Committee Chairman will then follow section 9.4
9.3 Individuals wishing to run for a position on the Marine Chemist Qualification Board (MCQB) shall submit a letter to the nominating Committee Chairman which contains biographical information on their qualifications and must state their willingness to serve in the position. An election will be held in accordance with section 9.4.
9.4 MCQB representatives are initially elected as an alternate to the MCQB and will automatically succeed the principal when their term expires. A normal term as a principal and alternate on the MCQB is six years, however, after each two year term on the MCQB the executive board will vote to affirm its wishes for the current principal and alternate representative to continue to serve. If the current representative is not reappointed, the alternate will automatically move up and an election for a new member will be held in accordance with 9.3, 9.4 and 9.5
9.5 The Nominating Committee Chairman shall submit a list of members seeking election in Sections 9.2 and 9.3 to the Secretary-treasurer for voting by members in accordance with section 5.8.17. Nominees will be listed numerically according to certificate number. A simple majority is required for election. In the event of a tie or if only one individual volunteers, the election will be determined by (through) a majority vote of the Executive Committee, without membership balloting.
9.6 There shall be a 6o day window for nominations for National Chairman Elect prior to the election voting which shall start on about January 1st of the election year and be completed by about March 1st. The Chairman-elect shall be installed at the annual meeting and serve for a period of two (2) years or until their successors have been elected and installed and shall become National Chairman in accordance with Section 5.3.
9.7 Sectional election procedures shall be at the discretion of the sections, but must follow 7.2
9.8 When an individual is required to represent the MCA on a committee (other than the Marine Chemist Qualification Board and the Executive Committee) it will be the responsibility of the Executive Committee to seek and elect volunteers by a simple majority.
10.0 SECTIONAL DEGELATE
10.1 Sectional Delegates are expected to perform the following duties during their term of office:
10.1.1 Inform their constituents of pending EXCOM meetings and inquire if they have concerns, comments or questions to be brought forward.
10.1.2 Attend the EXCOM meetings.
10.1.3 Report back in a timely manner to constituents, the information discussed at EXCOM meetings, including but not limited to minutes, financial reports, etc.
10.1.4 Delegates should be prompt and plan to stay for the entire Executive Committee meeting.
10.1.5 If unable to attend delegates should contact the secretary-treasurer and their alternate.
10.1.6 Delegates should read the agenda, hand-outs and other forwarded meeting information. They should be familiar with agenda items and be prepared to discuss them.
10.1.7 Delegates should contact the secretary as soon as possible if you would like items included on the agenda.
10.1.8 Delegates should take an active part in the discussions.
10.1.9 Delegates should consider serving as a members or chair of subcommittee when needed by the EXCOM.