Bylaws & Standing Rules
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
A. Active – Active members derive their income from professional photography and/ or are available for photographic assignments.
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.
Revised 07/18/13 (housekeeping)
C. Student – Individuals enrolled full- time in a state accredited school of photography.
D. Sustaining – Companies offering service, supplies or equipment to the photographic industry. Non-Competitive Supporting Vendor will have no membership rights or privileges.”
E. Service – Individuals offering services to professional photographers such as, but not limited to, colorists, retouchers, consultants, etc.
F. 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.
A. All members, except Sustaining 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 not 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 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, 2nd Vice President, Secretary, Treasurer, Chairman of the Board and four (4) Directors.
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 2nd 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(s) and Secretary.
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, 2nd Vice President, Secretary, Treasurer, Chairman of the Board and Directors.
Section 10. Should there be no qualified candidate nominated for a Board position at the time of an election, the Board shall have the option to fill the vacancy at any time throughout the term once a candidate, acceptable to the Board, is identified. The Board appointee will serve until the end of the term.
Section 11. 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.
Section 12. It shall be the duty of the Chairman of the Board to support the President, attend the Board Meetings, but the President will continue to run the meetings. The Chairman of the Board would be a voting position, offered to the outgoing President. For position of the Chairman of the Board, the nominee (out going president) must receive 50.1% of the ballots cast at the annual elections, otherwise the position of Chairman of the Board will remain vacant for that calendar year.
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, 2nd VICE PRESIDENT, SECRETARY, TREASURER, CHAIRMAN of the BOARD AND FOUR 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
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 rebutted, 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.
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 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 email@example.com
B. Board takes action to accept or deny application.
C. Prospective member is notified of acceptance or denial.
4. Membership dues are due January 1st 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
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. 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.
10. 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
11. New memberships will be prorated if application is accepted after March 1st.
12. 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.
13. Members of PPC Affiliates, in good standing, can attend CIPPA monthly meetings for $15.00 per meeting.
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 encompassing 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 $15 per print shall be charged for each print submitted for competition.
4. ENTRY REQUIREMENTS and INDENTIFICATION-
ALL entries must be submitted via e-mail one week (or date determined by the print comp chairperson) prior to the designated print comp chairperson.
5. SIZE and MOUNTING -
ALL print competition entrants must submit an 8x10 image at 300 dpi Jpeg file to the designated print competition chairperson one week prior to the competition.
Prints to be submitted titled as Category_Title_MakersName.jpeg
Commercial/ Industrial= C
Electronic Imaging= EI
Fashion/ Editorial= FE
New Artist= NA
Portrait Environmental= PE
Portrait High School Senior= PHS
Portrait Studio= PS
6.CERTIFICATION of RESPONSIBILTY: Entrants agree that they have created, composed and made the original 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. Any entry that has merited 80 or higher at CIPPA
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 (20)
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.
Architecture- Exterior and/or interior Images of a structure.
Animal- Images of animals created in a studio setting or outdoors. Man-made objects are permitted in the image.
Wedding – Images captured for a 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 (4)
The Classification of categories is now being offered for those who excel in the creation of electronically enhanced images in order to awared them for their expertise.
Nature/Landscape: Images where the flora and/or fauna are the dominant subject and no man-made objects are visible and/or Images or landscapes, seascapes, cityscapes, nightscapes being the dominant subject. People can appear in the image.
Portrait: Images captured of an individual or a group in a studio environment or an outdoor setting.
Commercial: Industrial, table-top, advertising, stock and aerial images. If there is a “tear sheet” of the image, please include it in a 9x12 envelope attached to the rear of the image.
Illustrative: Images representing an alternative type of creativity, photography, and/or not meeting the requirements of any other categories.
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.
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 for any of the Category Awards below, the photographer must have entered at least two (2) of the four (4) print competitions throughout the calendar 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 Non-wedding Photojournalism
Best of Nature
Best of New Artist
Best of Album
Best of Animal
Best of Architecture
Best of High School Senior Portrait
Best of E.I. Portrait
Best of E.I. Commercial
Best of E.I. Illustrative
Best of E.I. Nature/Landscape
The above awards require a photographer to enter a minimum of four (4) entries in a specific category spanning at least two (2) separate competitions (with the exception of album category, where only a total of two (2) entries are required in at least two (2) competitions).
The award is given based on the highest aggregate score of an individual’s four (4) entries in a single category. Only a photographer’s 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 above Category Award(s) are given only if there are four (4) or more images entries competing in that particular category throughout 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 any future competition.
Photographer of the Year Award is 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 spanning at least two (2) separate competitions to be eligible for this award. The first tiebreaker will be the next highest score in any category. The next tiebreaker will be the next highest score in a non-duplicated (twice scored) category
SECTION D– Procedures for Addressing Ethics Questions (PPA –rev. 7/04)
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 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:
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.
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:
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:
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.
Section E: Authority to Approve Transactions REV 09/02/12
8. Starting upon CIPPA receipt of two signature checks from CIPPA’s financial institution and continuing until modified by the Board of Directors, the following signature approvals are required:
 For example, the monthly Hotel meeting room fee may be approved for the whole year in advance by the Board of Directors, thereby allowing the Treasurer to pay the monthly bill without further approvals.