Kentucky AssoCIATION OF GOVERNMENT Technology ProfeSSIONALs

Table of Contents:

ARTICLE I – Name of the Organization

ARTICLE II - Duration

ARTICLE III – Purposes of the Association

ARTICLE IV – Membership

ARTICLE V - Finances

ARTICLE VI – Membership Dues

ARTICLE VII – Meetings of the Membership

ARTICLE VIII – Board of Directors

ARTICLE IX - Parliamentary Authority

ARTICLE X - Association Communications

ARTICLE XI – Amendments

ARTICLE XII - Indemnification Statement

KYAGTP BYLAWS
Kentucky Association of Government Technology Professionals
Effective 05/27/2025 (Current)

PREAMBLE

We, the duly appointed Kentucky Association of Government Technology Professionals of the established Counties of the Commonwealth of Kentucky, do hereby establish this Constitution and By-Laws.

ARTICLE I – Name of the Organization

This organization shall be known as the “Kentucky Association of Government Technology Professionals,” (KYAGTP), hereafter referred to as the Association.

ARTICLE II – Duration

The duration of KYAGTP shall be perpetual.

ARTICLE III – Purposes of the Association

1. To promote and foster the improvement of the field of Government Information Technology through study, education, research, and the cooperative exchange of ideas

2. To assume responsibility for leadership and enlightenment of technical resources in areas where the membership has demonstrated a competency or interest

3. To promote a broader understanding and acceptance of information technology as an effective component of state and local government

4. To provide a forum for members to discuss their current problems and to provide a medium for mutual self-improvement

5. To facilitate inter-governmental and inter-agency cooperation in all phases of government information technology

6. To promote the uniformity of standards in government information technology

7. To encourage, establish, and maintain a high standard of professional education, competence and performance and to do all things that are lawful and appropriate in the furtherance of these purposes

ARTICLE IV – Membership:

The membership shall be composed of Regular Members, Commercial Members, Associate Members, Lifetime Members, Honorary Membership and Student Membership.

Section 4.1 -Application for membership shall be submitted online at the official Association website.

Section 4.2 - Approval of an application for membership only requires a cursory verification of membership eligibility by a member of the Board. The application shall be reviewed by the Board at the next scheduled Board meeting for approval.

Section 4.3 - Disapproved candidates will be given fifteen (15) days from the date of notification on which to appeal the action. Appeals will be heard by the Board of Directors with the candidate pre submitting documentation to support their claim. The Board of Directors has up to 30 days from the date of the appeal submission to provide a final answer.

Section 4.4 - Charter Membership

Any current governmental (e.g., state or local) employee within the state of Kentucky holding an official position in Information Systems, including Special Purpose Governmental Entities or a Quasi-Governmental Entity as approved by the Board of Directors and listed in the initial Articles of Incorporation shall be denoted as a Charter Member. Upon registration and payment of dues with KYAGTP, shall be a voting member with full and complete powers and privileges of the floor, acting on committees, and holding office in the Association. Charter Membership dues are $600 for the establishment of the Association and then will follow the yearly Regular Membership dues as set forth by the KYAGTP Board of Directors.

Section 4.5 - Regular Membership

Any current or former governmental (e.g., state or local) employee, within the state of Kentucky holding an official position in Information Systems, including Special Purpose Governmental Entities or a Quasi-Governmental Entity as approved by the Board of Directors can be a regular member. Upon registration and payment of dues with KYAGTP, full and complete rights. Regular Members in good standing shall have the right to vote, attend meetings, serve on committees, and be considered for election to the Board, unless otherwise restricted by the membership category. The yearly dues amount will be established by the KYAGTP Board of Directors.

Section 4.6 - Commercial Membership

Any licensed commercial organization interested in partnering with KYAGTP to advance and promote educational opportunities in Information Technology for all KYAGTP members can have a corporate membership which would cover up to three (3) personnel from that organization. Commercial Members do not have voting rights. The yearly dues amount will be established by the KYAGTP Board of Directors.

Section 4.7 - Lifetime Membership

A life Membership shall be granted to any person who has been a regular member in good standing for at least twenty (20) consecutive years. A life member shall not be required to pay annual dues and shall retain all the rights and privileges of a regular member at the beginning of their twentieth year.

Section 4.9 - Honorary Membership

Shall be an individual that has made a significant contribution to the overall effectiveness of KYAGTP. The Board of Directors shall submit the names of those individuals recommended for Honorary Membership (if any) to the KYAGTP members at the Annual Convention, and a majority of the voting members present shall be required to award an Honorary Membership. An Honorary Member is entitled to all rights and privileges of the Association except; the right to vote, hold office or be appointed to voting membership on a KYAGTP committee.

Section 4.10 - Student Membership

Any individual who is a student at an accredited educational institution enrolled in an Information Systems Degree path at the time of their registration for membership can hold a student membership with the Association. Student Members who leave the Information System Degree path would be removed from the association. The exact criteria that must be fulfilled to qualify for and maintain this membership must be maintained by the Association’s board in a separate document made available to the public. These qualifications must be reviewed on an annual basis. While holding a student membership, an individual has all the rights and privileges of a regular member except for the ability to vote and be an officer. Student Members are exempt from paying annual dues.

Section 4.11 – Membership Suspension

Membership shall be suspended if payment of dues is not received by August 15th, any outstanding account balance is not received within the fiscal year. A suspended member shall lose all rights and privileges. A member shall be reinstated if all payments and fees are paid in full prior to the end of the fiscal year.

Section 4.12- Membership Termination

A membership is terminated when requested by a or recommendation of the Board of Directors in writing to the Association with no further obligation. Two-thirds (2/3) vote of the Board of Directors shall be required to terminate membership when A member has committed a breach of professional ethics, or A member exhibits behavior unbecoming of a KYAGTP member. Once a Membership is terminated indefinitely, all rights and privileges are revoked and the member can only be reinstated with a majority vote of the Board of Directors.

ARTICLE V - Finances

Section 5.1 – Fiscal Year

The fiscal year shall begin on July 1 of each year and close on the following June 30.

Section 5.2 – Financial Oversight and Control

The Treasurer shall ensure proper financial management, including the maintenance of accurate records, budgeting, and reporting. Annual financial statements shall be presented to the Board and membership. The Board of Directors shall establish and maintain internal controls to ensure the proper use of organizational funds.

Section 5.3 – Bank Accounts and Expenditures

The Association shall maintain its funds in one or more bank accounts at financial institutions approved by the Board of Directors. All accounts must be held in the name of the Association.

Section 5.4 – Check Signing Authority

All checks drawn on the Association's accounts must be signed by two (2) authorized signatories. Authorized signatories shall include the President, Vice President, Treasurer, and any other officer or staff member specifically designated by resolution of the Board of Directors. No individual may sign a check made payable to themselves or to any entity in which they have a financial interest.

Section 5.5 – Debit and Credit Card Use

The Association may issue a debit or credit card in the name of the organization for use in conducting official business. The card(s) may only be issued to and used by designated officers or staff as approved by the Board of Directors. All purchases must be accompanied by original receipts and documented with a description of the business purpose. The Treasurer shall reconcile all debit and credit card statements monthly and report any discrepancies to the Board.

Section 5.6 – Cash and Check Handling

All cash or checks received must be deposited into the Association’s bank account within ten (10) business days of receipt. Two individuals must be present during any cash counting, and both must sign a receipt or log noting the amount counted. No disbursements shall be made directly from cash receipts; all payments shall be made by check or authorized electronic means.

Section 5.7 – Audit or Review

The Board may authorize a periodic audit or financial review, especially if required by funding sources, legal obligations, or at the discretion of the membership.

Section 5.8 – Conflict of Interest

No individual involved in authorizing or disbursing funds may approve or sign on any expenditure from which they could personally benefit, directly or indirectly.

ARTICLE VI – Membership Dues

To ensure the financial well-being of the association, the Board shall review the annual dues amount each fiscal year and adjust as appropriate for the next fiscal year. The board may, at their discretion, offer discounted rates or other similar incentives regarding the various membership types that are not exempted from paying dues. Regular, Commercial, and Group members shall pay dues on an annual basis.

Life, Honorary and Student members are exempted from paying dues.

ARTICLE VII – Meetings of the Membership

Section 7.1 – Annual Business Meeting

The Annual Business Meeting shall be held once per year during the Annual Kentucky Association of Counties Conference. Should an annual conference not be held during a particular year, that year’s Annual Business Meeting should be held at the next quarterly meeting instead. The Annual Business Meeting of the membership shall be held at a time and place designated by the Board. Business shall include Board elections, reports, and other Association matters.

Section 7.2 – Special Meetings

Special meetings of the membership may be called by the Board, the President, or by petition of at least 25% of the members. Notice must be provided at least ten (10) days in advance.

Section 7.3 – Notice and Quorum

Notice of all membership meetings shall be at least seven (7) days in advance. The official meeting notice shall be the association’s website. A quorum for the conduct of business at an Association meeting shall be a majority of Board Members.

Section 7.4 – Committee and Ad Hoc Meetings

Standing Committee and Ad Hoc committee meetings shall be scheduled at the discretion of the committee chair.

Section 7.5 – Notice of Intent

Any official meeting held by the Association may be conducted in person, through a virtual meeting, conference call or a hybrid of these options so long as the following criteria is met, the meeting link is posted online at the Official Association Website in accordance with Public Meeting Laws.

Section 7.6 – Voting

Each member shall have one (1) vote. Voting may occur in person, by proxy, or electronically if authorized by the Board.

ARTICLE VIII – Board of Directors

Section 8.1 - Composition

The Association shall be governed by a Board of Directors composed of no more than seven (7) members, each with equal voting rights.

Section 8.2 - Term of Office

Each Director shall serve a term of three (3) years and may be re-elected. Directors shall serve until their successors are elected and assume office.

Section 8.3 - Staggered Terms for Founding Board

To establish continuity, the initial Founding Board of Directors shall serve staggered terms as follows:

After these initial terms, all subsequent terms shall be for three (3) years.

Section 8.4 - Term Limits

There are no term limits.

Section 8.5 - Election of Directors

Directors shall be elected by membership at the Annual Business Meeting, in accordance with procedures established by these bylaws.

Section 8.6 - Election of Officers

At the first Board meeting following the Annual Business Meeting, the Board shall elect from among the current Board of Director members the following officers, each to serve a one (1) year term:

Officers may be re-elected annually. Officer roles shall be filled by current Board of Director members.

Section 8.7 - Duties of Officers

Section 8.8 - Vacancies

Vacancies on the Board or among officers may be filled by a majority vote of the remaining Directors. Appointees shall serve the remainder of the unexpired term.

Section 8.9 - Removal of Directors or Officers

A Director or Officer may be removed for cause, including but not limited to misconduct, dereliction of duty, or violation of the bylaws, by a two-thirds (2/3) vote of the full Board of Directors at a duly called meeting. The Director in question must be given notice and an opportunity to respond before a vote is taken.

Section 8.10 - Conflict of Interest

All Directors and Officers shall disclose any potential conflicts of interest and recuse themselves from any discussions or votes on matters in which they have a personal, financial, or competing interest. The Board may adopt a formal conflict of interest policy to supplement this section.

Section 8.11 - Meetings

The Board of Directors shall meet Monthly including one meeting following the Annual Business Meeting for officer elections. Special meetings may be called by the President or by a majority of Directors with at least seven (7) days' notice.

Section 8.12 - Quorum and Voting

A quorum shall consist of a majority of Directors then in office. Decisions require a majority vote of those present, unless otherwise specified in these bylaws.

ARTICLE IX - Parliamentary Authority

All meetings of the Association and the Board shall be governed by the rules of order as prescribed in "Roberts' Rules of Order - Revised", provided the same are not superseded by the By-Laws.

Section 9.1 - The rules of order and/or By-Laws may be suspended by a two-thirds (2/3) vote of the Regular Members present at any meeting.

ARTICLE X - Association Communications

Any communication distributed under the name of the Association, except for pre-approved correspondence, shall have the approval in its final form by a two- thirds (2/3) votes of the Association Board of Directors.

ARTICLE XI – Amendments

A. Amendments to these By-Laws shall be proposed by the Board of Directors, with notification of proposed changes being sent to the President and Regular Members.

B. The Board of Directors shall hear the recommendation at the next meeting of the Board;

C. The Board shall direct the Secretary to submit the proposed amendment to all Regular Members at least ten (10) days prior to the next monthly Board meeting.

D. Passage of the amendment shall require a two-thirds (2/3) vote of the Board of Directors present.

ARTICLE XII - Indemnification Statement

The Association shall indemnify to the extent allowed by the corporation statutes of the State of Kentucky any person who was or is a party or is threatened to be made a party to any threatened, pending or completed action, suit or proceeding, whether civil, criminal, administrative or investigative due to the fact that the person is or was a director, officer, employee or agent of the Association or served any other enterprise at the request of the Association. The person to be indemnified must have acted in good faith and in a manner, she/he reasonably believed to be in or not opposed to the best interests of the Association or its members, and with respect to any criminal action or proceeding, had no reasonable cause to believe her/his conduct was unlawful.