Chapter Policy :: Council of Representatives

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Chapter Policy

7.1 Chapter Meetings and Chapter Members

1. ASHI chapters and meeting groups (MG) may conduct meetings at a physical location, by using electronic communication, or by any combination of these methods.

2. An ACI, ASHI Member, or ASHI Associate (collectively referred to as an ASHI member for purposes of this section) may be a member of one or more ASHI chapters and MGs regardless of the location of the ASHI member and of the ASHI chapter and MG.

3. An ASHI member shall not be a member of more than one ASHI chapter or MG for purposes of CoR representation.

4. CoR representation shall be determined by the ASHI Bylaws. This includes determining ASHI members eligible to be counted when determining CoR representation, and includes the quantity of CoR representatives for which an ASHI chapter or group is eligible. Cross reference: Chapter Rosters and CoR Representatives, Section 7.9.

7.2 Meeting Groups (MG)

1. A MG shall be defined as a group of ASHI members, the purpose of which is to provide education to its members, or for CoR representation.

2. A MG may be formed as a precursor to forming an ASHI chapter or as a permanent independent group.

3. A MG shall have at least three (3) members representing at least two (2) different inspection businesses.

4. A MG shall have a group leader and an assistant group leader.

5. A MG is not an ASHI chapter, shall not identify itself as such, and shall not publically promote itself and its members using ASHI intellectual property.

6. A MG shall not request or accept dues or money, except to defray actual out-ofpocket expenses, shall not establish a bank account, shall not incorporate, and shall not engage in other activities that are reserved to ASHI chapters.

7. A MG shall be entitled to CoR representation as specified in the ASHI Bylaws.

8. ASHI members who propose to form a new MG shall submit a written application to both the ASHI staff and to the CRC chair. This application shall include: a. a list of ASHI members who will be members of the proposed MG, and b. acknowledgement of the MG viability policies.

9. The CRC shall review the proposed MG’s application to determine if the proposed MG complies with the requirements to form a new MG, and to determine if forming the proposed MG is in the best interest of ASHI, and of ASHI members.

10. The CRC may recommend that the ASHI Board approve or deny the proposed MG.

11. The ASHI Board may approve one of the options by majority vote, and may impose conditions.

7.3 Requirements for New Chapter Formation

1. At least ten (10) ASHI members representing at least five (5) different inspection businesses shall be required in order to form a new ASHI chapter.

2. ASHI members who live outside of the United States may form an ASHI chapter or a meeting group (MG) in accordance with ASHI Bylaws and policies.

7.4 Chapter Formation

1. ASHI members who propose to form a new ASHI chapter shall submit a written application to ASHI staff, and to the CRC chair. This application shall include: a. identification of the geographic area that the proposed chapter intends to serve, including the city where the chapter intents to have its mailing address, b. a list of ASHI members who will be the proposed chapter members, c. a plan to increase the proposed chapter membership, and d. acknowledgement of the chapter viability policies.

2. The CRC shall review the proposed ASHI chapter’s application to determine if the proposed ASHI chapter complies with the requirements to form a new ASHI chapter, and to determine if forming the proposed chapter is in the best interest of ASHI, and of ASHI members.

3. The CRC shall recommend that the ASHI Board: a. approve the proposed ASHI chapter, in which case the proposed ASHI chapter shall be granted two (2) year conditional status, or b. deny the propose ASHI chapter, in which case the ASHI members may form or continue a MG, and reapply in not less than one year.

4. The ASHI Board shall approve one of the options by majority vote.

5. The CRC shall retain jurisdiction over a conditional ASHI chapter, and shall monitor the ASHI chapter’s viability and compliance with ASHI policies.

6. Conditional ASHI chapters may submit an application to the CRC for recognition as an unconditional ASHI chapter after functioning for two (2) years.

7. The CRC shall review the conditional ASHI chapter’s viability and compliance with ASHI policies.

8. The CRC shall recommend that the ASHI Board: a. approve the conditional ASHI chapter’s application to become an unconditional ASHI chapter, or b. continue the ASHI chapter’s conditional status, in which case the conditional ASHI chapter may reapply in not less than one year, or c. disqualify the conditional ASHI chapter, in which case the ASHI members may form a MG, or may dissolve the ASHI chapter.

9. The ASHI Board shall approve one of the options by majority vote.

7.5 Chapter Incorporation, Taxes, and Insurance

1. ASHI chapters shall be incorporated in accordance with the laws and regulations governing nonprofit corporations in the state where the chapter is located.

2. ASHI chapters shall obtain an FEIN (Federal ID Number).

3. ASHI chapters shall file tax exemption documents in order to obtain 501 (c) (6) tax exempt status for both Federal and State tax exemption, as required by then current laws and regulations.

4. ASHI chapters shall file both Federal and State tax returns, and shall pay taxes as required by then current laws and regulations.

5. ASHI chapters shall obtain and maintain the following documents, and shall provide ASHI staff with a copy when the document is first obtained, and when the information on the document changes:

• certificate of incorporation,

• IRS 501 (c) (6) Federal tax-exempt status and State tax-exempt status, or evidence of group tax exempt status,

• chapter balance sheet and income statement as of the chapter’s fiscal year end,

• chapter membership roster,

• chapter officers and CoR representatives

• chapter checking account,

• FEIN Number,

• State & Federal tax returns, and

• recommended liability insurance/treasures bond, if any, not required

6. ASHI shall make available Directors and Officers Insurance (D&O) to all ASHI chapters, at ASHI’s expense.

a. Coverage shall be provided under the ASHI D&O policy.

b. Coverage shall be subject to the underwriting criteria established by the ASHI insurance carrier.

c. Coverage shall be subject to the ASHI chapter’s compliance with Section 8.5 # 1 through 5 inclusive.

d. ASHI chapters shall have the same D&O insurance coverage and limits.

e. Chapters shall provide financial statements and other information as required by the ASHI insurance carrier to ASHI headquarters no later than 31 January of each year.

7.6 Chapter Finances and Accounting

1. ASHI chapters may establish the amount of dues, if any, and may establish the amount of payment for chapter activities.

2. ASHI chapters shall establish and maintain accurate accounting records.

7.7 Chapter Bylaws and Policies

1. ASHI chapters shall adopt chapter Bylaws. ASHI chapters may adopt a policy manual.

2. New ASHI chapters, and existing ASHI chapters that do not have chapter Bylaws, shall submit draft chapter Bylaws to ASHI staff, and to ASHI Legal Counsel, for review and approval prior to adoption by the ASHI chapter. The ASHI chapter shall review the draft chapter Bylaws for conformity with ASHI Bylaws, and for conformity with ASHI policies.

3. ASHI chapters shall submit chapter Bylaw amendments to ASHI staff, and to ASHI Legal Counsel, for review and approval prior to adoption by the ASHI chapter. The ASHI chapter shall review the chapter Bylaws amendments for conformity to ASHI Bylaws, and for conformity with ASHI policies.

4. ASHI chapter Bylaws and policies shall be consistent with ASHI Bylaws and policies, and with ASHI Board directives pertaining to ASHI chapters.

5. ASHI chapters shall conduct business meetings according to Robert's Rules of Order, most current edition, except where inconsistent with the chapter’s Bylaws.

6. ASHI chapters shall conduct annual elections for chapter officers and directors.

7. ASHI chapter elections should occur in June so that all ASHI chapters will be on the same election cycle. The same election cycle allows for identification of ASHI chapter leaders prior to LDC, and prior to the ASHI election cycle.

7.8 Complaints and Member Discipline

1. ASHI chapters shall not discipline ASHI chapter members, except for failure to pay chapter dues and other financial obligations.

2. ASHI chapters shall refer disciplinary actions to the appropriate ASHI committee including, but not limited to, complaints involving violations of the ASHI SoP and CoE.

3. ASHI chapters shall not deny ASHI chapter membership, and shall not terminate chapter membership, to an ASHI member in good standing with ASHI, except for failure to pay chapter dues and other financial obligations.

4. The CRC shall review all complaints against ASHI chapters, and shall provide recommendations regarding appropriate action to the ASHI Board.

7.9 Chapter and MG Roster and CoR Representatives Reports

1. ASHI chapters, and MGs with CoR representatives, shall submit to the ASHI staff member in charge of chapter relations the names of chapter/MG members and the names of the chapter/MG CoR representatives annually on or before 31 December. ASHI chapters/MGs may include this information with the Viability Report. Cross reference: Chapter and MG Viability Reports, Section 7.10.

2. ASHI staff shall send a written notice to the last known chapter president/MG leader, and to the last known chapter treasurer, if the chapter/MG has not complied with 7.9.1 by the due date. ASHI staff shall also notify the CoR Speaker and the CRC Chair. ASHI staff shall send this written notice to the chapter/MG on or before 10 January. ASHI staff may use any appropriate means to send this written notice. This written notice shall include a request that the chapter/MG comply with 7.9.1 on or before 31 January.

3. ASHI staff shall send a written notice to the last known chapter president/MG leader if the chapter/MG has not complied with 7.9.1 and 7.9.2 by the due date. ASHI staff shall also notify the CoR Speaker and the CRC Chair. ASHI staff shall send this written notice on or before 10 February. ASHI staff shall send this written notice to the ASHI chapter/MG using a traceable transmission method that requires a signature for delivery. This notice shall contain a statement that the chapter/MG may be suspended if it does not comply with 7.9.1 on or before 28 February.

4. ASHI staff shall compile a list of chapters/MGs that have not complied with 7.9.1, 7.9.2, and 7.9.3 by the due date. ASHI staff shall send this list to the ASHI President, CoR Speaker, CRC Chair, and ASHI Executive Director. ASHI staff shall send this list on or before 10 March.

5. The ASHI President shall include the list of non-compliant chapters/MGs on the agenda of the April ASHI Board meeting.

6. The ASHI Board shall determine whether or not to suspend non-compliant chapters according to the ASHI Bylaws. The ASHI Board shall determine whether or not to suspend non-compliant MGs according to ASHI policies.

7. CoR representatives from suspended chapters/MGs shall not be eligible to run for the ASHI Board, and shall not be eligible to serve on the ONC or the Director Nominating Committee (DNC). The CoR shall replace ineligible ONC and DNC members in a manner determined by the CoR.

7.10 Chapter and MG Viability Reports

1. ASHI chapters and MGs shall send a Viability Report to the ASHI staff member in charge of chapter relations, and to the CRC Chair, annually on or before 31 December. The Viability Report shall:

• show substantial compliance with the applicable chapter/MG viability guidelines, and

• contain the names of chapter/MG members, chapter financial statements for the most recent chapter fiscal year end, and the names and contact information for chapter officers/MG leaders, and for the CoR representatives (if applicable). Chapters/MGs may include the names of chapter/MG members and the names and contact information of chapter officers/MG leaders and the CoR representatives in the Chapter and MG Rosters and CoR Representatives Report. Cross reference: Chapter and MG Rosters and CoR Representatives Reports, Section 7.9.

2. ASHI staff shall send a written notice to the last known chapter president/MG leader and to the last known chapter treasurer if the chapter/MG has not complied with 7.10.1 by the due date. ASHI staff shall also notify the CoR Speaker and the CRC Chair. ASHI staff shall send this written notice to the chapter/MG on or before 10 January. ASHI staff may use any appropriate means to send this written notice. This written notice shall include a request that the chapter/MG comply with 7.10.1 on or before 31 January.

3. ASHI staff shall send a written notice to the last known chapter president/MG leader if the chapter/MG has not complied with 7.10.1 and 7.10.2 by the due date. ASHI staff shall also notify the CoR Speaker and the CRC Chair. ASHI staff shall send this written notice on or before 10 February. ASHI staff shall send this written notice to the ASHI chapter/MG using a traceable transmission method that requires a signature for delivery. This notice shall contain a statement that the chapter/MG may be suspended if it does not comply with 7.10.1 on or before 28 February.

4. ASHI staff shall compile a list of chapters/MGs that have not complied with 7.10.1, 7.10.2, and 7.10.3 by the due date. ASHI staff shall send this list to the ASHI President, CoR Speaker, CRC Chair, and ASHI Executive Director. ASHI staff shall send this list on or before 10 March.

5. The ASHI President shall include the list of non-compliant chapters/MGs on the agenda of the April ASHI Board meeting.

7.11 Chapter Viability Review

1. ASHI staff shall assist the CRC in conducting an annual review of the viability of each ASHI chapter, and the compliance of each ASHI chapter with ASHI Bylaws and ASHI policies.

2. ASHI staff and the CRC shall complete this review on or before 31 May.

3. ASHI staff and the CRC shall, as part of this review, determine which chapters are non-viable.

4. ASHI staff and the CRC may use, but shall not be limited to, the following viability guidelines:

• increasing chapter membership,

• conducting regularly scheduled meetings,

• providing approved CE,

• mentoring ASHI Associates,

• maintaining a chapter website with chapter members listed,

• participating in LDC, CoR, and InspectionWorld,

• encouraging chapter members to serve as ASHI officers, directors, and on ASHI committees,

• filing required documents to maintain chapter incorporation and tax-exempt status,

• filing required chapter tax documents,

• preparing at least annual chapter financial statements,

• publishing at least an annual chapter membership roster,

• conducting annual chapter elections,

• maintaining a chapter checking account with dual signatures required for all financial transactions and other commitments over $500,

• having a FEIN Number, and

• participating in ASHI’s umbrella insurance coverage for chapters, or obtaining similar coverage for the chapter.

5. ASHI chapters that fail to comply with any of the following may be considered nonviable:

• do not have at least ten (10) members, or

• do not submit a sufficient Viability Report, or

• do not substantially satisfy the chapter viability guidelines.

7.12 Meeting Group Viability Review

1. ASHI staff may assist the CRC in conducting an annual review of the viability of each MG and the compliance of each MG with ASHI policies.

2. The ASHI staff and the CRC shall complete this review on or before 31 May.

3. ASHI staff and the CRC shall, as part of this review, determine which MGs are nonviable.

4. The ASHI staff and the CRC may use, but shall not be limited to, the following viability guidelines:

• maintaining at least three MG members,

• conducting regular meetings,

• participating in LDC and InspectionWorld,

• encouraging MG members to serve as ASHI officers, as directors, and on ASHI committees, and

• participating in the CoR, if applicable.

5. MGs that fail to comply with any of the following may be considered non-viable:

• do not have at least three (3) members, or

• do not submit a Viability Report, or

• do not substantially satisfy the MG viability guidelines.

7.13 Chapter and MG Viability Improvement Plan

1. ASHI staff and the CRC shall assist non-viable ASHI chapters/MGs to develop a plan to correct viability deficiencies so that the chapter/MG may become viable by 31 December of the year after the CRC determines that a chapter/MG is non-viable.

2. ASHI staff shall send a written notice to the last known chapter president/MG leader and to the last known chapter treasurer if the CRC determines that a chapter/MG is nonviable. ASHI staff shall also notify the CoR Speaker. ASHI staff shall send this written notice to the chapter/MG on or before 10 June. ASHI staff may use any appropriate means to send this written notice. This written notice shall:

• identify the viability deficiencies that the chapter/MG shall improve to be considered viable, and

• request that the chapter/MG work with the CRC to send a written viability improvement plan to the ASHI staff member in charge of chapter relations on or before 31 August.

3. ASHI staff shall send a written notice to the last known chapter president/MG leader if the chapter/MG has not complied with 7.12.2 by the due date. ASHI staff shall also notify the CoR Speaker and the CRC Chair. ASHI staff shall send this written notice on or before 10 September. ASHI staff shall send this written notice to the chapter/MG using a traceable transmission method that requires a signature for delivery. This notice shall contain a statement that the chapter/MG may be suspended if it does not comply with 7.13.2 on or before 30 September.

4. ASHI staff shall compile a list of chapters/MGs that have not complied with 7.13.2 and 7.13.3, by the due date. ASHI staff shall send this list to the ASHI President, CoR Speaker, CRC Chair, and ASHI Executive Director. ASHI staff shall send this list on or before 10 October.

5. The ASHI President shall include the list of non-compliant chapters/MGs on the agenda of the October ASHI Board meeting, or at other ASHI Board meetings.

8. ASHI staff and the CRC shall review the Viability Reports of non-viable chapters/MGs according to the provisions of Section 7.11 and Section 7.12, as applicable.

9. ASHI staff shall compile a list of chapters/MGs that the CRC determines remain non-viable after completing the chapter/MG viability improvement period. ASHI staff shall send this list to the ASHI President, CoR Speaker, CRC Chair, and ASHI Executive Director. ASHI staff shall send this list on or before 10 October.

10. The ASHI President shall include the list of non-viable chapters/MGs on the agenda of the October ASHI Board meeting, or at other ASHI Board meetings.

11. The ASHI Board shall determine whether or not to suspend or disqualify non-viable chapters according to the ASHI Bylaws. The ASHI Board shall determine whether or not to suspend or disqualify non-compliant MGs according to ASHI policies.

7.14 Chapter and MG Suspension or Disqualification

1. The ASHI Board may suspend or disqualify a chapter according to the ASHI Bylaws. The ASHI Board may suspend or disqualify a MG by a two-thirds affirmative vote of those ASHI Board members present.

2. The ASHI Board may suspend a chapter/MG for a period of not more than six (6) months from the date of the ASHI Board meeting when the chapter/MG is suspended.

3. A chapter/MG that has been suspended or disqualified may submit a written petition to the ASHI Board requesting reinstatement not more than five (5) months after the date of the ASHI Board meeting when the chapter/MG was suspended or disqualified.

4. The ASHI Board may reinstate a suspended or disqualified chapter according to the ASHI Bylaws. The ASHI Board may reinstate a suspended or disqualified MG by a twothirds affirmative vote of those ASHI Board members present.