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SALGBA 2011 Conference
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SALGBA Governing Documents

Constitution :: By-Laws

  1. NAME

The name of the organization shall be the State and Local Government Benefits Association (SALGBA).

  1. OBJECTIVES

    The objectives of this Association shall be to:

      1. Provide valuable opportunities for the exchange of information, ideas, knowledge and expertise through networking and the use of electronic and print media.
      2. Be a collective voice on national employee benefit issues.
      3. Enhance and promote professional education through conferences and the Certified Government Benefits Administrator (CGBA) program.
      4. Create partnerships with professional, educational and other benefits-related organizations.

  2. MEMBERSHIP, VOTING RIGHTS AND MEMBERSHIP FEES

    Membership Definitions

    1. Jurisdictional Membership in this Association shall be restricted to states, counties, and municipalities or other political subdivisions created by any of the states statutes provided that such subdivisions otherwise qualify for membership.  Also eligible are health care related not-for-profit organizations (healthcare coalitions, joint insurance funds, etc.) and health care quality of care groups that primarily include public sector purchasers or whose primary interest is health care for a public sector jurisdiction.
    2. Non-voting Associate Membership shall be open to consultants, insurance companies, and other professional groups but shall not include unions or other employee organizations.
    3. All membership applications are subject to approval of the Board of Directors.
    4. If more than one representative from a member organization is present, there shall be only one vote for that organizationns delegation.
    5. Member fees shall be determined on an annual basis by a majority vote of the Board of Directors.
  3. OFFICERS

    4. The officers of this Association shall be a President, President-Elect, and Secretary-Treasurer, and each officer shall have the duties and functions usually attached to such office.  The specific function and responsibility of each officer shall be contained in the By-Laws.  The President and President-Elect shall be elected at the annual meeting, for terms of one year or until their successors shall have been elected.   The Secretary-Treasurer shall be appointed as an officer by the Board of Directors at the annual meeting for a term of three years or until a successor has been appointed.  No person shall serve as President more than once in a five-year period, unless an exception is approved by a majority vote of the membership.

  4. MEETINGS

      1. The annual meeting of the Association shall be held on a date set by the Board of Directors, giving at least ninety days notice to the membership.
      2. Special meetings of the Association may be called by the President with a 30-day written notice to the membership.
  1. BOARD OF DIRECTORS
      1. There shall be a Board of Directors consisting of three officers and four at-large members. The at-large members shall be elected by the membership at the annual meeting or, at the discretion of the Board of Directors, by written or electronic ballot submitted to the membership within 90 days of the annual meeting. Specific election procedures shall be contained in the By-Laws.
      2. At-large members shall be elected for three-year terms, except when elected to fill vacancies.  Short term members may be elected to full term seats at the appropriate election, or filled by the President subject to a vote of the majority of the Board of Directors.
      3. No more than one representative from a governmental unit shall serve as a Board member at the same time.
      4. The three most immediate past presidents who are not currently serving on the Board, but are active Jurisdictional Members, shall be non-voting ex-officio members of the Board, except in the case of a tie vote, when the most immediate past President shall have a vote to break the tie.  If the three immediate past presidents are not active Jurisdictional Members, then the President can appoint a (n) alternate(s) to serve in an advisory capacity.
      5. An Associate Member appointed by the President shall serve as a non-voting ex-officio member of the Board.  The Associate Member appointment is subject to approval of the Board of Directors.
      6. The Board of Directors is the governing body of the Association and shall give direction to the President for execution of such policy.
      7. The specific function and responsibilities of the Board of Directors shall be contained in the By-Laws.
      8. The Board shall have at least one member representative from the states, counties, and municipalities or other political subdivisions created by any of the states statutes provided that such subdivisions otherwise qualify for membership.  Also eligible are health care related not-for-profit organizations.
      9. Board members shall be required to serve on at least one of the eight standing committees.

  2. COMMITTEES

    There shall be eight standing committees of the Association as follows:

      1. Program
      2. Constitution and By-Laws
      3. Budget Review
      4. Member Services and Internal Communications
      5. Membership
      6. Nominating
      7. Continuing Education and Certification
      8. Conference Committee

    Committee chairpersons shall be appointed by the President annually except that the chairperson of the Nominating Committee shall be the immediate past president of the Association, the chairperson of the Program Committee shall be the President-elect, and the chairperson of the Budget Review Committee shall be the Secretary-Treasurer.  Standing committee members shall be appointed by the committee chairperson, subject to approval by the President, and will consist of a minimum of two members including the chairperson.

    Ad hoc committees to deal with special situations and problems may be appointed by the President.

    Committee vacancies may be filled by the President of the Association and the President may appoint additional members as needed.

  3. BY-LAWS

    1. There shall be established By-Laws, which shall act as standard operating procedures for all officers, committee chairpersons and the Board of Directors.
    2. By-Laws shall be based on, and not contrary to, the provisions of the Constitution.
    3. The Association shall be governed in all parliamentary matters by the most recent Roberts Rules of Order.”

  4. AMENDMENTS
    1. Upon approval by two-thirds of the Board of Directors, amendments to the Constitution shall be referred to the membership at an annual meeting or by mail.  Notice of such amendments must be supplied to the membership at least 30 days prior to the annual meeting at which the vote is to be taken, or at least 30 days prior to the date on which a vote by mail is to be tallied.  Amendments to the Constitution so referred to the membership shall require a vote of approval of two-thirds of the voting membership present at any annual meeting of the Association, or if the vote is held by mail, two-thirds of the members voting.
    2. Amendments to the By-Laws may be made by two-thirds vote of the Board of the Directors.
    3. Any member of the Association may propose a change in the Constitution or By-Laws by submission to the Chairperson of the Constitution and By-Laws Committee.  The proposed amendment must be submitted in writing and attested to by four (4) other members.  The said proposed change shall be presented to the next annual meeting of the Association and shall require approval by a vote of two-thirds of the membership present.

  5. QUORUM

    1. A quorum of the Board of Directors shall be four (4).

  6. DISSOLUTION
    1. In the event of dissolution of the State and Local Government Benefits Association, whatever funds are left after all debts are paid shall be donated to an organization or organizations that are tax-exempt under Federal statutes.  The Board of Directors, by majority vote, shall decide which organization or organizations are to be the beneficiaries of any funds that are to be donated as referred to in the foregoing sentence.

  7. INUREMENT

    1. No part of the net earnings of the Association shall inure to the benefits of, or be distributed to its members, trustees, officers or other persons, except that the Association shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance to the purposes set forth in Article II, Objectives of the Constitution.

By-Laws :: Constitution

  1. Membership
    1. Jurisdictional Membership
      1. Definition of Jurisdictional Membership in this Association shall be restricted to
        1. States, counties, and municipalities, or other political subdivisions created by any of the state’s statutes provided such subdivisions otherwise qualify for membership.
        2. Benefit related not-for-profit organizations / political subdivision (benefit coalitions, joint insurance funds, etc.) and health care quality of care groups that primarily include public sector purchasers or whose primary interest is benefits for a public sector jurisdiction.  The entity must not sell a benefit product nor have any interest in soliciting SALGBA for any profit-related motive.
      2. Qualifications
        1. The entity must employ a full time staff member who devotes a major part of his or her time to the administration of life, health, retirement, or related benefits.
        2. The entity must be willing to have the staff member referred to above, or a qualified assistant, represent it in the Association.
        3. The entity must have at least one (1) or more of the following major benefits programs now in force:
          1. Health and Related Insurance Benefit Programs
          2. Life/AD&D Insurance Benefit Programs
          3. Disability Benefit Programs
          4. Retirement and Deferred Compensation Programs
          5. Wellness, Health Promotions, and Employee Assistance Programs
          6. Cafeteria/Flexible Benefits (IRC Section 125) Programs
          7. Purchasing of Benefit Programs and Service Contracts
          8. Benefit Plan Accounting Procedures and Financing
          9. Specialized Programs (includes, but is not limited to the following sub-topics)
            1. Workers Compensation
            2. Dental Insurance Benefit Programs
            3. Long Term Care Benefit Programs
            4. Vision Care Benefit Programs
            5. Quality-of-care initiatives.
            6. Human Resources Management.
            7. The entity through its representative, must agree, subject to law or organizational policy, to participate in exchanges of information relative to insurance coverage, methods of purchase, cost containment programs, and premium and operational costs.  Requests for withholding names of states, counties, municipalities or other political subdivisions participating in such exchanges will be honored.
      3. Associate Membership - Definition/Qualifications
        1. Non-voting Associate membership shall be open to consultants, insurance companies, and professional groups but shall not include unions or other employee organizations.  Membership is subject to the approval of the Board of Directors.
      4. Honorary Membership- Definition/Qualifications
        1. A member who would not otherwise qualify for membership as an Associate or Jurisdictional Member, and has attained a minimum of six (6) years of professional membership in SALGBA may apply for honorary membership.  Membership is subject to the approval of the Board of Directors.  When approved, the honorary member’s name will be maintained on the membership list and will receive all SALGBA mailings.  Honorary members shall be entitled to all privileges of membership except the right to vote or hold office.
      5. Membership Fees
        1. Membership fees shall be determined on an annual basis by a majority vote of the Board of Directors.
      6. Board of Directors
        1. The Board of Directors shall meet at least twice a year.  The Board may also meet at the call of the President or upon request of a majority of Board members.  At Board meetings, in addition to a review of the general policies, the Board shall hear reports from all committees and may take action on any recommendations made by them.  The Board shall review any proposed changes to the Constitution or By-Laws and shall consider all recommendations brought before it by the President.
          At-large voting members shall consist of four representatives elected for three-year terms.  The last three Past Presidents shall serve on the Board as Ex-officio members.
        2. At its discretion, the Board may delegate certain duties and functions to the Association’s Administrative Services Contractor (ASC).
      7. Administrative Services Contractor (ASC)
        1. The Board of Directors may contract for administrative services and other services it deems appropriate.  The ASC contract will specify the required services and will be signed by the President.
      8. Board Duties
        1. President
          The President of the Association is the elected official responsible for directing all operations of the Association, under the guidance of the Board of Directors, and shall:
          1. Preside over and establish the agenda for all business meetings of the Association.
          2. Act as chairperson of all meetings of the Association and of the Executive Committee
          3. At the annual meeting, present for membership approval the minutes of the business meeting(s) of the Association which have not been previously approved by the membership.
          4. Appoint board members as chairperson except for the Nominating and Budget Review chairpersons.
          5. Advise, counsel and give direction to all committee chairpersons in the performance of their duties.
          6. Establish ad hoc committees (in addition to standing committees) as needed for any special problems or situations.
          7. Approve committee members and appoint additional members if the need arises.
          8. Recommend to the Board new initiatives and expenditures.
          9. Be the spokesperson for the Association and release press releases and marketing materials with Board review and approval.
          10. Perform such other duties which seem a natural function of the office and which are in the best interest of the Association, as determined and directed by the Board of Directors.
          11. Review and sign off on contracts.
        2. President-Elect
          1. In the absence of the President (for any reason), is responsible for directing the operations of the Association and shall assume all responsibilities outlined for the President, under the guidance of the Board of Directors.
          2. Participate on the Program Committee.
          3. Work closely with the Treasurer to develop, maintain and monitor budgets.
          4. Participate on the Budget Review Committee.
          5. Review and sign off on a quarterly basis, the bank account including disbursements and deposits of all revenue resulting from Association operations or other sources.
          6. Perform the duties of Treasurer in his/her absence.
          7. Assist in preparation of proposals for contracts and services to be presented to the Board.
          8. Sign off on an annual basis the financial report prepared by the Treasurer indicating the previous cash balance on hand at the last annual meeting, disbursements made or payable and the actual or projected cash balance as of the current meeting.
          9. In addition to the above, this officer shall also perform such other duties, which seem a natural function of the office and which are in the best interest of the Association, as determined and directed by the President.
        3. Treasurer
          The Treasurer of the Association is an appointed Ex-Officio Board Member responsible for the financial operations of the Association.  The Treasurer shall:
          1. Propose/monitor approved budgets and make recommendations as necessary concerning funds availability.
          2. Receive and deposit all revenue resulting from Association operations or other sources and maintain bank account.
          3. Disburse funds for Association expenses based on guidelines adopted by the Board of Directors.
          4. Review and sign off on all contracts, certifying funds for contracts valued at over $7,500. 
          5. Obtain an annual review of the Association funds and present such review to the Board of Directors.
          6. At the annual meeting, present a report indicating the previous cash balance on hand at the last annual meeting, disbursements made or payable and the actual or projected cash balance as of the current meeting.
          7. In the event the State and Local Government Benefits Association would dissolve, any assets after creditors will be donated by the Treasurer to an organization or organizations that are tax-exempt under Federal statutes in accordance with instruction from the Board of Directors.
          8. Transfer all official records concerning Association funds to an appointed successor within thirty (30) days following the appointment.
          9. Serve as Chair of the Budget review Committee.
          10. In addition to the above, this officer shall also perform such  other duties, which seem a natural function of the office and  which are in the best interest of the Association, as determined and directed by the President.
        4. Past-Presidents
          There shall be three Past Presidents serving as Ex-Officio Board Members.
          1. The most immediate Past-President on the board shall serve as Chair of the Nominating Committee.
          2. The most immediate Past-President shall serve as an ex-officio, non-voting member of the Executive Committee.
          3. One of the Past-Presidents shall be appointed by the President to participate on the Budget Review Committee.
          4. Past-Presidents may be considered as appointees for the Treasurer’s position when a vacancy occurs.
        5. At-Large Board Members
          1. Serve on or chair a committee.
      9. Committees
        The committees of the Association shall have the following functions and responsibilities:
        1. Program Committee
          1. This committee is responsible for the annual conference program content, including subject speakers.
          2. Submit a report to the President indicating the proposed program, including subjects, and if available, the names of the speakers.  The report shall be reviewed and approved by the Board.
          3. The committee shall also perform such other duties which seem a natural function of the committee and which are in the best interest of the Association, as determined and directed by the President.
        2. Constitution and By-Laws Committee
          1. The function of this committee shall be to maintain the Constitution for the Association and the chairperson shall act as parliamentarian for the President at all business meetings of the Association.
          2. Then requested to do so by the President, the chairperson shall render all official decisions concerning operational questions based on the current Constitution and By-Laws.
          3. The committee shall also perform such other duties which seem a natural function of the committee and which are in the best interest of the Association, as determined and directed by the President.
        3. Budget Review Committee
          1. This committee shall act as the fiscal arm of the Association.  All budgets of the standing or any ad hoc committees shall be reviewed by this committee for operations based on the fiscal year July 1 through June 30.
          2. Shall consist of the Treasurer, President-Elect, one Past-President currently serving on the board and one member at-large.
          3. Based on the financial status of the Association as reported by the Treasurer, the committee shall recommend budgets within the amount requested or in a reduced amount.
          4. The committee shall forward all recommended budgets to the President for review and recommendations to the Board of Directors.
          5. In the event the Association would dissolve, the Budget Review Committee will supervise the distribution of funds by the Treasurer.
          6. The committee shall also perform such other duties which seem a natural function of the committee and which are in the best interest of the Association, as determined and directed by the President.
        4. Member Services and Internal Communications Committee
          1. In cooperation with the President, this committee shall act as the publicity and membership information arm of the Association.
          2. The chairperson, with the approval of the President, shall authorize the issuance of appropriate news releases concerning meetings and activities of the Association to appropriate newspapers, periodicals, and other media.
          3. The chairperson shall coordinate any internal communications with the membership.
          4. Oversee maintenance of the association website.
          5. The committee shall also perform such other duties which seem a natural function of the committee and which are in the best interest of the Association, as determined and directed by the President.
        5. Membership Committee
          1. This committee will solicit and recruit members.
          2. The committee shall also perform such other duties which seem a natural function of the committee and which are in the best interest of the Association, as determined and directed by the President.
        6. Nominating Committee
          1. The committee is responsible for arranging and overseeing the election process.
          2. The Committee shall be composed of the Chair and at least two additional members, one of whom shall have served on the prior year’s Nominating Committee.  The Chair of the Nominating Committee is the most Immediate Past President participating on the Board of Directors.
          3. In the event any member of the Nominating Committee resigns or is proposed as a candidate for a Board position and agrees to be placed on the ballot, the Chair shall appoint a replacement.
          4. At the annual conference business meeting or as provided in this section, the committee shall seek qualified candidates from the membership for the Board of Directors, provided that such nominees do not violate item VI, paragraph C of the Constitution.
          5. The committee shall evaluate and validate qualified candidates according to the Board’s Policies & Procedures and as set forth in this section.
          6. The committee shall notify SALGBA membership of the Board positions to be elected and prepare an application form that is used to solicit, through written or electronic media, nominations for Board positions at least 90 days prior to the annual meeting.
          7. The committee shall distribute a written or electronic ballot including all qualified candidates and instructions for voting to the membership within 90 days of the annual meeting.
          8. The Chairperson shall tally ballot votes and notify elected board member(s) prior to announcement of newly elected board member(s) to the membership.  The candidate(s) receiving the largest number of votes shall be elected to those positions.  Results of the election shall be announced within 10 days after the election.
          9. The committee shall also perform such other duties which seem a natural function of the committee and which are in the best interest of the Association, as determined and directed by the President.
          10. SALGBA Awards Program – The committee shall review all nominations and select the winners in each category.  The committee will verify with the SALGBA national office that all award winners are Association members in good standing.
        7. Continuing Education and Certificate Committee
          1. The primary function of this committee is to provide a coordinated continuing education/certification program for the members of the Association.
          2. The committee shall provide general oversight for the certification program and evaluation of applicant credentials.  Members of the committee are appointed for one year terms and it is chaired by a CGBA certified member of the Board of Directors. Committee membership shall include at least one state jurisdictional member, at least one local jurisdictional member, at least one associate member, and a representative of the governing university for the certification program.
          3. The Continuing Education Program shall be known as the SALGBA Certified Government Benefits Administrator (CGBA) program and shall be developed and maintained by an accredited college or university, which will be the governing institution.
          4. The committee is responsible for insuring that the CGBA program is administered in compliance with the guidelines and procedures approved by the SALGBA Board of Directors.
        8. Conference Committee
          1. This committee will recommend the site for the annual and regional conferences. The recommendation will include ideas for pre-conference activities and the Tuesday night event for the annual conference.  The committee will also consider availability of local members to assist with the conference in recommending a location.
          2. If a site visitation is required, SALGBA will pay the reasonable expenses for a member to make the site visitation upon approval by the President.
          3. The committee will be responsible for the coordination of the annual conferences.
          4. The committee will review the hotel contract prior to signature by the President.
          5. The committee will coordinate any regional conferences with the local host.
          6. The committee shall also perform such other duties which seem a natural function of the committee and which are in the best interest of the Association, as determined and directed by the President.
        9. Executive Committee
          The Executive Committee shall be composed of the officers and the most immediate past-president.  The Executive Committee shall conduct the business of the organization as necessary.  Recommendations and decisions made by the Executive Committee must not conflict with the goals, missions, or intentions of the SALGBA Board of Directors.