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BYLAWS

ARTICLE I – NAME

The name of this Association shall be CHANNEL ISLANDS PROFESSIONAL PHOTOGRAPHERS ASSOCIATION, herein called Association

ARTICLE II – MISSION

To enhance, support, and maintain the level of professionalism of the individual photographer as well as our association by education, inspiration, mentoring and sharing.  It is also our mission to maintain and support the inherent and monetary value of professional photography and photographic services.

ARTICLE III – CODE OF ETHICS

The code of ethics of the Professional Photographers of America, Inc. shall constitute the code of ethics for all members of this association and each member shall signify intention and willingness to abide by same, in manner hereinafter provided.

The code of ethics shall be incorporated in every application for membership and membership renewal and shall be signed by each applicant and member.

No member of this association shall enter into any agreement of any nature whatsoever, the object of which is to restrain trade, limit production, circumscribe competition, regulate prices, distribute business, or perform any act which is contrary to law.

All members of this association shall be at liberty at all times to conduct business as they see fit providing that in doing so they do not violate the code of ethics, and/or the provisions of CIPPA bylaws, Article XII.

ARTICLE IV – MEMBERS

Section 1. There shall be seven classifications of membership as follows: Active, Associate, Aspiring, Student, Sustaining, Service and Honorary.

A. Active – Active members derive the majority of their income from photography and are available for photographic assignments on a full-time basis.

B. Associate – An associate member shall be an employee of a currently active member who is directly engaged full time in the making, producing or selling of professional photography, and instructors of photography.

C. Aspiring – Individuals engaged in a trade or profession other than photography, but who derive some income from a phase of photography; and aspire to become a professional photographer. Aspiring membership status requires an initial qualifying period in which the perspective member must attend 4 out of 6 consecutive meetings and pay the $30 non-member meeting fee each time. Once these attendance requirements are met, then he or she can apply for aspiring membership status, at which time the money spent will be applied to the annual membership dues for the calendar year in which the majority of meetings were attended, with $120 being the most that can be applied. Following the year of Aspiring Status, the member can only apply for professional status, and cannot continue on at Aspiring level of membership. This regulation is put into place to assure the organization promotes its professional status and keeps the number of aspiring members to below 10% of its total membership.

D. Student – Individuals enrolled full- time in a state accredited school of photography.

E. Sustaining – Companies offering service, supplies or equipment to the photographic industry.

F. Service – Individuals offering services to professional photographers such as, but not limited to, colorists, retouchers, consultants, etc.

G. Honorary – Individuals elected by a two-thirds vote of the entire Board of Directors for outstanding service to professional photography and Past Presidents over the age of 65 of CIPPA.  In addition, any current officers of Professional Photographers of Calif. in good standing, are eligible for honorary CIPPA membership.

Section 2.

A. All members shall have the privilege of the floor and voting rights, but only Active and Honorary Members shall hold elective office.

B. The board of directors of this association, as they see fit, shall establish from time to time, such schedules of initiation fees and dues applicable to the various types of membership.

C. All days referred to herein are considered to be calendar days.

D. All applications for membership shall be submitted to the board of directors, and acceptance shall be by two thirds (2/3) vote of the board. An applicant’s ethical and professional behavior will be considered when reviewing qualifications for membership. An applicant may be rejected solely based upon either ethical or unprofessional issues. Upon acceptance of an application, the name of the applicant shall be announced at the next meeting and shall be published in the next following edition of the newsletter or by electronic means.  If no objections have been submitted to the board of directors within 30 days, the member shall be considered as accepted provided all other requirements have been fulfilled.

E. In the event that the board does not approve said applicant by two thirds (2/3) vote, the applicant will be notified within 14 days by any means deemed appropriate by the board, including by not limited to electronic, telecommunications, in person, or mail. The applicant may appeal the board’s decision in writing, within 21 days of notification of denial. If a specific(s) detail(s) were given for the denial, the applicant is encouraged to provide all documentation needed to support or correct the issue causing the denial.

F. Upon appeal, the board, at the next regularly board meeting, will reconsider the applicant’s appeal, along with any written or documented information that may help support the applicant’s position. A two thirds (2/3) vote of the board is required to overturn the board’s original denial. Upon overturn of denial, the name of the applicant shall be announced at the next meeting and shall be published in the next following edition of the newsletter or by electronic means.  If no objections have been submitted to the board of directors within 30 days, the member shall be considered as accepted provided all other requirements have been fulfilled.

G. In the event that the board does not overturn the original denial by two thirds (2/3) vote, the applicant will be notified within 14 days by any means deemed appropriate by the board, including by not limited to electronic, telecommunications, in person, or mail. Within 21 days of notification of denial, the applicant may then request in writing to any officer that their application be presented to the CIPPA membership for consideration and vote at the next feasible monthly CIPPA meeting (not print competition). At that time, the application will be read aloud by an officer, with voting by secret ballot to immediately commence. Neither the board members nor the applicant will comment on the application, unless specific questions are asked by the membership prior to voting. A two thirds (2/3) vote of all attending members in good standing is required to accept the membership application. The decision of the voting membership is final.

H. If the application is declined this third time, the applicant can re-apply for membership status 12 months from the date of the last denial.

ARTICLE V – OFFICERS

Section 1. The officers of this Association shall consist of: President, Vice President, 2^nd Vice President, Secretary, and Treasurer.

Section 2. It shall be the duty of the President to preside at all meetings of the general membership and the Board of Directors; to direct the activities of the Association in the manner prescribed by the Standing Rules, the Board of Directors, and the Bylaws; to countersign all checks with the Treasurer; to act as a member ex officio of all committees except the Auditing and Nominating committees; and to perform other duties as may be requested from time to time by the Board of Directors.

Section 3. It shall be the duty of the Vice President to assume the duties of the President in the absence or inability of the President to serve.

Section 4. The 2^nd Vice President’s responsibility will be to organize the print competition programs, including acting as or arranging for a print moderator and assembling the panel of three judges.

Section 5. It shall be the duty of the Secretary to keep a record of all proceedings of the Association and the minutes of all meetings in a Minute Book available for inspection by any member at any scheduled meeting; keep a roster of all members including name, address, telephone numbers, classification of membership; and one book in which the Bylaws and Standing Rules are published; make required reports to PPA and PPC.

Section 6. The Treasurer shall have custody of the funds of this Association and shall pay all bills authorized by the budget or approved by the board with checks when countersigned by the President or Vice President; make a monthly statement of worth, a full financial report annually and to make such interim financial reports as the Association, the Board of Directors, or the President may direct; to notify the Credentials Committee of members who fall in arrears in dues payments; to bill members for their dues; to receive such payments, to maintain a ledger of each members accounts, and to perform other functions as the Bylaws or Standing Rules may provide.

Section 7. No member shall hold more than one office at a time, and no member shall be eligible to serve more than three consecutive terms in the same office.  One must be a member for a full calendar year prior to being eligible for any office, with the exception of Director.

Section 8. Election shall be by ballot except when only one person is nominated for an office, election may be by voice vote.

Section 9. Elections shall be in the following order: President, Vice President, 2^nd Vice President, Secretary, Treasurer, and Directors.

Section 10. Should an officer fail to, or become unable to, fulfill the duties as described in the Standard Operating Procedure Manual, the Board shall appoint a replacement officer to fulfill the term.

ARTICLE VI – MEETINGS

Section 1. There shall be at least one meeting in each calendar quarter.

Section 2. The Annual Meeting and election of the Board of Directors shall be held in November, nominations will be open to the floor at the October meeting.

Section 3. Special meetings may be called by the President, the Board of Directors, or upon written request of 10 members other than the Board of Directors provided that fourteen days notice has been sent to all members stating the purpose of the special meeting.

ARTICLE VII – BOARD OF DIRECTORS

Section 1. The Board of Directors of this Association shall consist of: PRESIDENT, VICE PRESIDENT, 2^nd VICE PRESIDENT, SECRETARY, TREASURER, AND THREE DIRECTOR POSITIONS (a position may be filled by more than one person, but will have a single vote per position), one of which will assume the responsibility of Parliamentarian.

Section 2. These officers shall perform the duties prescribed by these Bylaws, the Standing Rules of the Association, and the Standard Operating Procedures (SOP’s) adopted by this Association.

Section 3. The Board of Directors shall be elected at the Annual Meeting in November and shall assume office on January 1st and shall serve until December 31st or until their successors are elected.

Section 4. In the event of the inability of any member of the Board of Directors to serve, the remaining Board of Directors shall appoint a member to fill the vacancy for the unexpired term of the absent member.

Section 5. Retiring officers of the Association shall deliver to their successors by January 1st, all books, funds, and/or properties belonging to or pertaining to the Association.

ARTICLE VIII – COMMITTEES

Section 1. The President, with the approval of the Board of Directors, shall appoint the following Standing Committee chairpersons, immediately after the beginning of the fiscal year: Bylaws, Standing Rules and Ethics; Ways and Means; Membership; Publication; Auditing Nominating; and Credentials.

Section 2. The term of the office of each committee chairperson shall coincide with that of the President unless otherwise discharged by the President or the Board of Directors.

Section 3. With the approval of the Board of Directors, the President may appoint additional special committee chairpersons deemed necessary for conducting the business of this Association.

Section 4. Special committees may be appointed by the Board of Directors.

Section 5. The Auditing and Nominating committees shall have a minimum of three members.

Section 6. Committee chairpersons may select members to assist on committee deliberations.

Section 7. The duties of all committees shall be prescribed in the Standing Rules of this Association. Additional duties may be ordered by the President or the Board of Directors.

Section 8. The President shall be ex officio member of all committees except the Nominating and Auditing committee, and no person authorized to sign checks or disburse funds of this Association shall be on the Auditing Committee.

ARTICLE IX – DUES

The dues and method of payment of all classifications of membership shall be proposed by the Board of Directors and listed in the Standing Rules of this Association.

ARTICLE X – FISCAL YEAR

The fiscal year of this Association shall be from January 1st through December 31st.

ARTICLE XI – QUORUM

A quorum shall consist of thirty percent of the voting members.

ARTICLE XII – ASSOCIATION EMBLEM AND ITS USE

A. Trademark device consisting of the acronym CIPPA and the words “Channel Islands Professional Photographers Association.” next to a stylized design looking like the Channel Islands arch of Ana Capa, with 2 palm trees shall be known as the association’s emblem and no alteration thereto shall be made without the approval of the board of directors.

B. All active, firm, service and those honorary life members so designated shall have the privilege of displaying the association emblem (hereinafter termed       “the emblem”) in or upon their premises, equipment, stationary, advertising, automobiles, etc., subject to the following regulations; a) The emblem shall only be used in the sizes, style, forms and manner authorized from time to time by the board of directors.  B) The emblem shall only be used by authorized members in or upon the premises of the studio or other business location at the address under which said membership is recorded upon the books of the association and upon the stationary and/or advertising matter of such studio or business establishment.

ARTICLE XIII – VIOLATION OF THE CODE OF ETHICS

Intent

It is CIPPA's policy to support and uphold the highest professional imaging and ethical standards. This policy extends to each member and encompasses that member's dealings with the Association, its members, and competitions. This policy also encompasses each member's dealings with their vendors, suppliers, clientele and the public. (See PPA’s Section 3. Code of Ethics in the Adopted Procedures).

A. Upon receipt of a complaint in writing to the secretary or any member of the board that a member of the association has violated the provision of Article 3 (code of ethics), the secretary shall submit the complaint and all evidence submitted to the Bylaws, Rules and Ethics (BRE) Committee, which shall conduct a thorough investigation as outlined in  the procedures established and used by PPA (Professional Photographers of America). A copy of those procedures are included for reference as an attachment to CIPPA’s Standing Rules.

B. If evidence submitted with the complaint is to prove a Prima Facie* violation, the secretary shall communicate in writing with the accused member.

*Latin term meaning: ‘At first face’, i.e., evidence, unless rebuted, that would be sufficient to prove a particular position or fact).

ARTICLE XIV – PARLIAMENTARY AUTHORITY

In all questions of parliamentary authority not covered by these Bylaws, Sturgis Standard Code of Parliamentary Procedure, Newly Revised, shall prevail.  

ARTICLE XV – AMENDMENTS

A. These by-laws may be amended at any regular monthly meeting, a quorum being present, by two thirds vote of all active members present, provided that these changes have been submitted to the board of directors and have been read to the membership or posted or emailed for the membership to read at least 14 days prior to a regularly scheduled monthly meeting, or an emergency membership meeting. Emergency membership meetings can be called together as deemed necessary by either the President or a two thirds (2/3) vote of the board of directors.

B. Emergency membership meetings may be virtual, and can be held via teleconference, WebEx, or any other means deemed appropriate by the board of directors.
 

STANDING RULES

SECTION A – MEMBERSHIP

1. The Board of Directors shall act upon all proposals for membership. An affirmative vote of a majority of the entire Board of Directors shall be required to elect an applicant for membership.

2. The procedure for accepting new members shall be as follows:

A. Prospective member submits at a monthly meeting: payment of appropriate dues, along with a completed application, a copy of current business license and California resale tax certification, and a printed portfolio (10 - 8x10’s of current work) or an electronic portfolio (10 images at 2100 pixels on the longest side)  e-mailed to info@CIPPA.org . 

B. Board takes action to accept or deny application.

C. Prospective member is notified of acceptance or denial.

3. One year’s dues shall be paid with the application. For members joining after the beginning of the fiscal year, dues shall be prorated for the following year.

4. Membership dues are due January 1^st and will become delinquent the day following the February monthly meeting. Delinquent dues on the part of the member shall result in loss of membership and all privileges of the association. Reinstatement may occur with Board approval. A late fee of $25 on all delinquent dues will be incurred.

5. Nonmember guests will be charged a $30.00 program fee per meeting attended.

6. Members in good standing may bring two guests complimentary per calendar year. 

7. Fees for membership dues shall be as follows:

8. Spouses of all members are included at the monthly evening meetings no additional charge. 

9. An application must be submitted each new calendar year, regardless of membership classification.

10. Website listings of members will be categorized by membership type and will include general contact information. Only Active members will have website links included in their contact information. 

11. Sustaining Membership $250 a year dues or Vendor donation of at least $400 donations in the form of services, products, and, or, gift certificates.  Sustaining members may attend all meetings (no assigned dates), a table to display their products & logo on front page of the www.cippa.org website with business website link

12. New memberships will be prorated if application is accepted after March 1st.

13. Requests for a Leave of Absence must be presented in writing to the Board for approval, and may be granted for up to 3 months of dues reimbursement. The reimbursement will be in the form of a pro-rated monthly credit to be applied to the next consecutive year’s dues.

SECTION B– DUTIES OF COMMITTEES 

1. BYLAWS, RULES and ETHICS (BRE) – To study the bylaws and rules of this association and to submit to the Board of Directors and general membership such amendments and rules as it deems available, or as referred to it by the Board of Directors. Also, to investigate and rule on issues emcompassing each member’s dealings with the Association, its members and competitions, vendors, suppliers, clientele and the public.

2. PRINT COMPETITION – To conduct the print competitions, keep the records of print competition entries and award winners, select the judges for the panel and one month prior to competition, maintain all necessary supplies, and to conduct the print competition according to the rules pertaining to print competition.

3. WAYS AND MEANS – To be in charge of all programs designed to raise money for the association.

4. MEMBERSHIP – To coordinate their efforts in gaining new members, assist at meeting registration table.

5. PUBLICATION – Shall be responsible for designing and publishing the monthly news bulletin and any other publications requested by the Board of Directors or the General Membership.

6. AUDITING – To audit the Treasurer’s accounts at the close of the fiscal year and to report at the first meeting of the Executive Board after the start of the new fiscal year.

7. NOMINATING – To make nominations for the offices of this association and to submit not less than one nominee for each office to the general membership at the annual meeting. the consent of the nominee to serve, if elected, shall have been obtained.

8. CREDENTIALS – To report to the secretary the number of members in attendance at a meeting and to certify that these members are qualified to vote.

9. CERTIFICATION – Coordinate their efforts in generating interest in the certification program.

10. VIDEO LIBRARY – Shall be responsible for maintaining video library, keep record of all tapes on loan, send reminder notices.

11. RAFFLE – Shall be responsible for selling raffle tickets at monthly meetings and to secure raffle donation prizes.

12. PHONE – Shall be responsible for calling membership when necessary and confirm RSVP attendance for general meetings.

13. SPECIAL EVENTS – Coordinate and assist with association special events, i.e. summer picnic in August, end of year party in December.

14. PHOTOGRAPHER – Shall be responsible for recording association events and providing photographs for publication.

SECTION C – PRINT COMPETITION RULES & REGULATIONS

There will be (4) four print competitions per year: February, May, August and November (or as adjusted by the Board of Directors). Category winners from the November competition will be awarded the CIPPA Photographer of the Year award for that category at the January Awards Dinner Gala.

1. ELIGIBILTY – Any member in good standing. All Active, Associate, Aspiring and Student members may enter prints in competition.

2. ENTIRES ALLOWED- The total number of entries allowed at one competition shall be four. More than one photograph of the same subject must be created in such a way as to produce entirely different photographs.

3. ENTRY FEE and CD-ROM - An entry fee of $8.00 shall be charged for each print submitted for competition. ALL print competition entrants must submit an 8x10 or 5x7 high-resolution image at 300 dpi on CD-ROM of each print submitted on the evening of competition. The makers name must be on the disk and the image file name must the title of the image as it is entered in the print competition.  This includes the annual November print competition regardless whether or not a CD was submitted for earlier quarterly competitions. In the event that CD is not submitted the evening of competition, the maker will be responsible to deliver a CD to the print comp chairman within 48 hours; otherwise the image will not be displayed on the CIPPA website nor will it be included in the CIPPA annual.

4. ENTRY REQUIREMENTS and INDENTIFICATION- All entries must arrive between 6:15 – 6:45 p.m. Once a category has been selected, images MAY NOT be moved to different category. All entries must be titled. The title, classification and name of maker must appear on the entry form and taped to the back of the print. Important: titles, ribbons, seals, studio name or name of maker must be removed or covered if they appear on the face of the print. The print competition chairperson in conjunction with the president can make exceptions to the above rules in extenuating circumstances.

5. SIZE and MOUNTING - Prints shall be not less that 80 square inches but not larger than 16 x 20 inches. All prints shall be permanently mounted on 16 x 20 mat board or gatorboard. Foam board will also be accepted, however, please be advised that foam board is easily damaged. Combined thickness of print and mount may not exceed one-quarter inch.

6. CERTIFICATION of RESPONSIBILTY- Entrants agree that they have created, composed and made the original within the last 24 months and that the processing, printing and any special effects were made by the person submitting the print or under their direction. Photographs made under the supervision of an instructor are ineligible for print competition.

7. CLASSIFICATION OF ENTRIES
Color, black and white, hand-colored or any photographically derived, print is eligible. Because CIPPA’s print competition is often times used to prepare for State and National competitions, CIPPA has adopted PPA/PPC’s classifications. The classifications are as follows:

Photographic Categories (16)

Portrait (Studio) – Images captured in a studio environment.

Portrait (Environmental) – Images captured in an outdoor setting.

Portrait (High School Senior) – Images of High School Seniors captured in a studio or outdoor setting.

Children – Images of a child or children.

Family – Images of a family group of two or more people.

Fashion/Editorial – Any image of a person or persons that would be considered fashion, high-fashion or glamour in nature.

Illustrative – Images representing an alternative type of creativity, photography, and/or not meeting the requirements of any other category.

Commercial/Industrial – Tabletop, advertising, stock, aerial, architecture or industrial images. If there is a "tear sheet" of the image, please include it in a 9x12 envelope attached to the rear of the image.

Wedding – Images captured for a wedding.

Non-Wedding Photojournalism – Images captured of a candid moment that reflects the storytelling. No posed images, studio produced images or digitally manipulated subject matter will be allowed in this category.

Landscape – Images of landscapes, seascapes, cityscapes, nightscapes being the dominant subject. People may appear as a very small part of the image.

Nature – Images where the flora and/or fauna are the dominant subjects and no manmade objects visible.

New Artist – First-time entries in competition may be entered in this category.

Album - Album entries in 5x5 and larger sizes.  All photographs must be from the same social function, individual, family group or non-wedding event.

Electronic Imaging (E.I.) Categories

The Classification of categories is now being offered for those who excel in the creation of electronically enhanced images in order to award them for their expertise.

Criteria: Images that fit the following descriptions must be entered in the above 4 Electronic Imaging categories and do not qualify for Photographic Categories.

For more information on E.I. images, please see PPA’s State Print Competition Category Clarification.

The maker of the photograph shall designate the classification in which the print is to compete.

8. JUDGING PROCEDURES

All prints that receive an average score 10 points higher or lower than any judge’s score will automatically be challenged. A judge or judges may discuss or critique prints only after all scores have been recorded. Judges may challenge another judge's score decision. All photographs receiving initial scores of 78 and 79 shall be automatically reviewed. On the re-judging, a change of a score shall be by a two-thirds vote. Approved prints shall receive a score of 80. The judges’ decision on the re-judged score shall be final.

Judges Comments – It will be up to the print competition monitor to either limit the time allotted per judges comments or the number of judges allowed to comment at each print competition.

Print Competition Monitor – the Print Competition Chairperson or designee.

Selection of Judges –  The Print Competition Chairperson shall select at least three, but not more than five judges.

Final Decision –  The print jury shall decide any questions not covered in these rules and their decision will be final.

Notification of judging results  –  The award winners shall be published in the following issue of the association newsletter and/or website. The number of points awarded each print by the jury shall be written on the back of each entry.

9. AWARDS

Images receiving a score of 80 or above shall be awarded an "Award of Merit" corner. The top print in each class shall be awarded "Best of Class" corner. In case of tie scores, the judges shall decide by a process of elimination the Best of Class. The prints from Best of Class, scoring 80 or above will then be judged by a process of elimination, for Best of Show.

Eligibility- To be eligible, you must have entered at least two (2) of the four (4) print competitions through out the current competition year. 

Category Awards and Criteria-

Best of Studio Portrait

Best of Environmental Portrait

Best of Children

Best of Family

Best of Fashion/Editorial

Best of Illustrative

Best of Commercial/Industrial

Best of Wedding

Best of Landscape

Best of Photojournalism

Best of Nature

Best of New Artist

Best of Album

Best of High School Senior Portrait

Best of Electronic Imaging (E.I.O

The above awards require a minimum of four (4) entries in a specific category in at least two (2) separate competitions. (with the exception of album category, where only two (2) entries are required in at least two (2) competitions). The award is given based on the highest aggregate score of an individuals four (4) entries in a single category .  Only the four (4) highest scores are totaled if more than four (4) entries were submitted. If there is a tie between two or more photographers in any category the photographer with the highest scoring print will be the winner of that category. 

The award is given only if there are four (4) or more images entries competing in that particular category through out the year with at least one image scoring 80 or above.  If any image scores 79 or below it can be re-entered again in a following competition in the same competition year. 

Photographer of the Year- Awarded to the individual with the highest aggregate score of their four (4) best scores in three different categories.  An individual must have entered at least six (6) entries  in print competition to be eligible for this award.  The first tie breaker will be the next highest score in any category. The next tie breaker will be the next highest score in a non-duplicated (twice scored) category. 

Top Three Images (per Competition). The top three entries at each print competition will receive a ribbon and will be recognized as the Best of Show, plus 2 Judges’ Choice awards (New!). All such images will also be recognized at the end-of-year Gala, and will be eligible for a completely new award described below…

Image of the Year Award. The top 12 three images of the year (top 3 x 4 print comps) will be sent to independent judges for outside review to determine the Image of the Year award. This award will also be recognized at the end of year Gala with a traveling trophy (to be circulated each year to the next winner), and a plaque for its maker to keep. This award is completely separate from, and in addition to, the coveted Photographer of the Year award.

SECTION D – Procedures for Addressing Ethics Questions (PPA – rev. 7/04)

Intent

CIPPA is committed to upholding its reputation and that of its members by enforcing this policy against any member action, whether ethically, civilly or criminally questionable, that may portray the Association or its members in a negative way.

Once begun, the Due Process will continue regardless of membership status.

Procedure for Submitting a Claim

Any individual or individuals can make an ethics complaint about a member. Complainants do not need to be CIPPA members.

Complaints must be received in writing and will be accepted into the official record of the

proceeding. When submitting a complaint, the complainant should first show physical evidence that they tried to come to a resolution with the Subject on their own. No action can be initiated until a signed, written complaint is received.

The Bylaws, Rules and Ethics Committee (BRE) is responsible for investigating a complaint received against a member.

The Bylaws, Rules & Ethics Committee shall withhold rendering a decision on an ethics complaint if there is pending civil or lower court litigation. The BRE will consider ethics complaints after adjudication.

When the BRE Committee is made aware of an information filing or a criminal indictment against a PPA member, the Committee is to notify the Board of Directors. The President of the Board shall notify the member of his/her automatic suspension until the member can show due cause why the member should not be suspended. Upon the rendering of a legal decision, an ethics case can be instituted.

Procedure for Following Up on a Complaint

The BRE Chairman and/or the committee have the right to determine if the case has merit. If it is determined that the case has merit, within 21 days of CIPPA receiving a complaint, the BRE Chairman will notify the member accused (Subject) via certified mail. The certified return mail stub becomes part of the official case file. This notification may, or may not, include the Complainant's name, depending on circumstances.

The Subject notification should include:

·         The specific charges or allegations

·         The purpose of CIPPA's Ethics Policy

·         An explanation of possible actions

·         A request for a response to the charges or allegations to be received within 14 days of

·         the delivery of this notification

·         Any other information pertinent to the case

The Subject will be given 14 days to respond in a signed writing to the charges or allegations outlined. If no response is received, the BRE Chairman will assume the Subject has no response and will continue with the process.

If a response is received, the BRE has a minimum of 21days to conduct follow up interviews to determine whether a hearing should be held. At this point, the committee may decide:

a.      To discontinue any further action and end the process. If this is the case, the

·         committee should notify the Subject and Complainant that there is not sufficient cause

·         to continue, and extend the Association's appreciation to all parties for their input.

b.      To continue the process and schedule a hearing at the regularly-scheduled BRE

·         meeting. A special BRE meeting may be convened at the expense of the

·         Complainant.

·         NOTE: The BRE is permitted to suspend the accountability time line or investigation of a case if

·         there is a compelling reason to do so.

Conducting a Hearing

NOTIFICATION Notification that a hearing has been scheduled should be sent promptly to the Subject and Complainant via certified mail. The return mail stubs are to become part of the official case file.

VENUE The hearing may be held in person or by telephone conference call. If the

decision is made to hold the hearing in person, every effort should be made to accommodate all parties. CIPPA is not responsible for travel costs if Subject or Complainant choose to attend the hearing.

THOSE ATTENDING It is NOT necessary for the Subject or Complainant to attend the hearing in person. Either or both may be invited to attend by telephone conference call. Lack of attendance by any party will not be considered in the committee's deliberations. They may present witnesses at their own expense, if they so choose. The Subject may also choose to be represented by counsel, at his own expense. A majority of the BRE must be in attendance; however, some members may participate by telephone conference call. If obtaining a majority is not possible because of absences, the President may appoint others as substitutes.

EVIDENCE Materials and evidence that could have a bearing in the hearing should be distributed to the committee and Subject at least 14 days prior to the hearing.

PROCEDURE The BRE Chairman conducts the hearing. If the Chairman is unable to attend, the Vice-Chairman will conduct in the Chairman's stead. The Chairman will review the complaint with the committee and submit any related materials. If the Complainant is in attendance, the Chairman will call on the Complainant to add additional appropriate information. Committee members will then be given the opportunity to ask questions of the Complainant.

If the Subject is in attendance, the Chairman reviews the complaint with the Subject. The Subject is then invited to respond to the complaint. Committee members will then be given the opportunity to ask questions of the Subject. The Subject and Complainant are excused. The Chairman invites comments from the committee. After sufficient deliberation, the Chairman may entertain a motion from any member of the committee.

Possible Findings

The committee may recommend to the Board of Directors imposition of a number of penalties in cases where an ethics violation is found.

Those penalties include:

a.      No action

b.      Censure. The Subject may be publicly reprimanded for specified conduct for violation of the Code of Ethics or for other just cause.

c.      Suspension. The Subject is removed from active membership during suspension.

d.      Existing merits, degrees and certification, if applicable, are also suspended.

e.      Payment of membership dues is still required during the period of suspension.

f.        The Subject may not participate in competitions, speak at CIPPA-merited events, reference or advertise CIPPA membership or certification, nor hold leadership positions. Suspension shall last until such time as recommended by the BRE

g.      Committee and approved by the Board of Directors.

h.      Termination. The Subject's membership is revoked, resulting in the loss of merits, degrees and certification. A time period after which the Subject may reapply MAY be attached in this case.

i.         Once a decision and recommendation have been reached, the committee will notify the Subject and Complainant on CIPPA letterhead via certified mail. The certified return mail stub becomes part of the official case file. A copy of the letter is sent to the President for communication to the Board of Directors. The notification should specifically outline the findings of the committee, the penalty recommended (if any), and should carefully outline the appeals process.

Appeal Process

The Subject may ask to appeal the committee's decision and recommendation by making that request in a signed writing to the President within 14 days of receipt of notification. The President will schedule a hearing to occur during the next regularly scheduled meeting of the Board of Directors.

During the appeal hearing, the Board of Directors will review the written proceedings of the hearing as well as any written or recorded responses from the Subject. The Subject may choose to appear in person at his own expense, or to appear via telephone conference call. The Board is given the opportunity to discuss the case. After sufficient deliberation, the President may entertain a motion.

The Board may decide:

a.      To reverse the findings of the BRE

b.      To uphold the findings of the BRE

c.      To alter the penalty recommended by the BRE the President is responsible for notifying the Subject via certified mail and the BRE Chairman of the Board's decision, which shall be final. The certified return mail stub becomes part of the official case file.

Form for Filing an Ethics Complaint

1. Your name (Complainant’s) _____________________________________________________

2. Name & address of the Subject of the Complaint_____________________________________

3. Your reason for filing the complaint (if this has already been outlined in a written and signed complaint, please state so) ______________________________________________________

_____________________________________________________________________________

4. What, if anything, has been done to resolve the complaint?____________________________

­­­­­­­­­­­­­­­­­­­­­­

5. How would you (the Complainant) like to resolve the matter?___________________________

_____________________________________________________________________________

6. Please attach additional supporting information.

Please return this form to the CIPPA Secretary.

REV2010