Standing Rules

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Standing Rules

Membership; Duties of officers; Elections; Committees; Chapters; Student delegate; Expenditures & budgets; Regional & committee property; Records; Programs & projects; Sexual Harassment; Honors & awards; Amendments

Membership
1. Application for membership
  1. Application for membership must be submitted on the official application form of this association and addressed to the Executive Director. The first year's dues must accompany each application.
2. Membership dues
  1. The membership dues shall be one hundred ten dollars ($110.00) per annum in U.S. funds, except for student members, who pay sixty-five dollars ($65.00) per annum in U.S. funds.
  2. Eighteen percent (18%) of each member's dues shall be allocated to the publication of News Photographer Magazine.
  3. Any two members who are married or co-habitate as "significant others" may apply for NPPA Family membership and be granted full membership benefits to each person, but only one joint News Photographer Magazine. This will result in joint dues of one hundred seventy dollars per year.
  4. International members shall pay dues in US funds of one hundred twenty-five ($125) dollars per year for surface mail delivery or may elect to pay premium dues of one hundred eighty ($180) dollars and receive their mailings via Air Mail.
  5. Retired division members shall pay dues in US funds at the same dues rate as student rate. This rate will include the monthly magazine. Membership in NPPA Retired Division will not count towards eventual Life membership.
3. Membership cards
  1. Membership cards with division designation will be issued to all members. All membership cards shall indicate that NPPA is a not-for-profit corporation.
4. Dues structure
  1. NPPA dues run for 12 months from the time the member initially sends in a completed application. All members in good standing as of June 1 each year will get the current copy of the Best of Photojournalism book. Any two members who are married or co-habitate as "significant others" may apply for NPPA family membership and be granted full membership benefits to each person, but only one News Photographer magazine and The Best of Photojournalism book. Both applicants must submit their original applications or renewal applications at the same time.
  - Domestic Professional Dues -- $110
  - Domestic Student Dues -- $65
  - International Professional Dues -- $125
  - International Airmail Professional Dues -- $180
  - Family membership -- $170
Duties of national officers, regional officers, executive director and Executive Committee
1. Duties of the National President are
  1. Preside at meetings of the Board of Directors and Executive Committee.
  2. Direct the operations of the association in the manner prescribed by the Board of Directors.
  3. Prepare quarterly reports of the administration to the Executive Committee, Board of Directors, chapters and national committee chairs.
  4. Retain copies of correspondence and records prepared in the performance of the President's duties.
  5. Prepare a statement containing a summary of the association's operations and accomplishments for the preceding year for the approval of the board. This summary will form Part 1 of the annual report, which shall be sent out to the general membership.
  6. Be a member of the Executive Committee.
  7. Establish and communicate a clear direction for the organization, which reflects the President's goals and those of the organization as a whole, consistent with NPPA's stated purposes.
  8. Be NPPA's representative and spokesperson at public meetings and before other journalistic groups.
  9. Provide leadership for the organization by example, and to coordinate the work of NPPA with similar professional groups.
  10. Appoint national committee chairs unless such appointment is otherwise directed by the Bylaws and/or Standing Rules.
  11. Supervise, along with the Board of Directors, the Executive Director.
  12. Authorize the payment of the Executive Director's salary. The President will also authorize the payment of any NPPA-employed relative of the Executive Director.
  13. Appoint temporary committees as is deemed necessary.
  14. Prepare annual business meeting schedules for the continual updating of the goals and plans of NPPA.
2. Duties of the National Treasurer are to:
  1. Make a report at each Board meeting
  2. Chair the Finance Committee
  3. Assist in the preparation of the budget
  4. Make financial information available to Board members and the public.
  5. Be a member of the Executive Committee.
3. Duties of the national Vice-President are to:
  1. Assist the President in his/her duties and preside at meetings in the absence, or at the request, of the President.
  2. Retain copies of correspondence and records prepared in the performance of his/her duties.
  3. Be a member of the Executive Committee.
  4. Learn the functions and responsibilities of the President and be prepared to exercise the duties of the President.
  5. Be chair of the committee on membership.
4. Duties of the National Secretary are to:
  1. Provide for a true recording of the proceedings of meetings of the Board of Directors and the Executive Committee, and to ensure that copies are furnished to members of the Board of Directors and standing national committee chairs within ten (10) days after such recordings are approved.
  2. Retain copies of correspondence and records prepared in the performance of his/her duties.
  3. Be custodian of NPPA records, except those essential to the President.
  4. Send out notices of meetings of the Board of Directors and Executive Committees.
  5. Be a member of the Executive Committee.
  6. Be responsible for preserving the integrity of the Bylaws and Standing Rules as they are revised by resolution.
5. Duties of the Immediate Past President are to:
  1. Serve as Honors and Recognitions chair.
  2. Be a member of the Executive Committee.
6. Duties of the Executive Committee Board Member representative are to:
  1. Be a member of the Executive Committee, and the Board of Directors.
  2. Perform duties at the discretion of the President.
  3. Retain all responsibilities and duties of his/her regional office.
  4. Keep the membership and the Board of Directors informed of the Executive Committee's actions through periodic letters or reports.
  5. Be the voice and representative of the International Membership.
7. Duties of the Board of Directors shall be to:
  1. Give consideration to and take steps necessary to provide for the care of properties of the association.
  2. Review, at each regular board meeting, the financial statement submitted by the Executive Director.
  3. Submit an annual report to the general membership, which shall include a summary of the association's activities and accomplishments of the preceding year, prepared by the President, and the annual financial statement as of the end of the month immediately preceding the board meeting.
  4. Employ an auditor to audit the accounts of the association each year immediately before the issuance of the annual financial statement to the general membership. The board shall also be authorized to employ an auditor when a special audit is warranted, and report the results to the general membership.
  5. Employ an Executive Director.
  6. Notwithstanding anything else contained in the Bylaws and/or Standing Rules, the Executive Committee may, at the Executive Committee's sole discretion when the Board is not in session, terminate the Executive Director's employment any time and take all related actions.
8. Duties of the Regional Director are to:
  1. Supervise the affairs of the region under the direction of the President and the Board of Directors. He/she shall preside at all regional meetings and is ex-officio a member of all regional committees, except the nominations committee.
  2. Appoint a nominations committee of three (3) members to serve at least one (1) year before submitting the regional nominations. A candidate for regional office shall not serve on this committee.
  3. Shall send the names of regional members he/she deems worthy of national recognition, accompanied by documentation justifying the recommendations to the committee on Honors and Recognitions.
  4. Act as publisher of the regional publication, insuring that said periodical has an editor, and publishes on a regular schedule. The Director shall insure that the regional publication produces fair and equitable coverage of each candidate nominated for regional office.
  5. Be responsible for the preparation and forwarding of all reports requested by the national Executive Committee or required by NPPA Bylaws and/or NPPA Standing Rules.
  6. Receive and approve all expenditures of the region, by voucher to the Executive Director.
  7. Prepare and maintain a log of all property (non-consumable) purchased for NPPA use by the region or with NPPA funds, which shall include all original documentation and be filed with the Executive Director and updated on an annual basis.
9. Duties of the Regional Associate Director are to:
  1. Maintain a record of meetings held in the region and shall forward copies of meeting minutes to the national Executive Committee.
  2. Support and assist the regional director.
  3. Be the chair of the regional membership committee, and as such, be responsible for recruitment of new members and serve as an extension of the national membership committee.
  4. The associate director will be included in board list discussions.
  5. If and when the director cannot attend an official meeting or vote, the associate director will be given that authority.
10. Regional Associate Director assumption of Regional Director's duties at the direction of the Executive Committee
  1. In the event that a Regional Director has not carried out basic elective responsibilities of appointing committee members and approving the payment of regional debts, the Executive Committee, after all reasonable attempts to communicate with said regional director have been exhausted, may direct the Regional Associate Director to assume those duties on a temporary basis.
  2. The associate director must inform the regional director, by letter, of any action(s) taken.
  3. The regional director may re-assume his/her duties by informing the Executive Committee, by letter, of his/her intentions.
11. Duties of the Chapters Board Representative are to:
  1. Represent all chapters in good standing on all matters that come before the Board of Directors.
  2. Appoint a nominations committee of three (3) Chapter Presidents to serve at least one (1) year before submitting the Chapters Board representative nominations.
12. Duties of the Executive Director are to:
  1. Direct the administrative work of the national office.
  2. Collect monies payable directly to NPPA or its properly authorized committees and regions.
  3. Deposit funds in the association's bank account.
  4. Have custody of securities, including bonds and notes, for deposit in a safety deposit box in the name of the National Press Photographers Association, Inc.
  5. Provide for payments of bills of the association including those bills authorized by the Executive Committee; bills incurred by the regional officers for the normal operation of the regions and bills incurred by normal operation of authorized committees.
  6. Prepare a complete financial statement of this association every fourth month, closing in September, January, and May 31st.
  7. Prepare a complete annual financial statement of the association for the general membership as part of the annual report.
  8. Prepare an annual budget together with the incoming President to be submitted for the approval of the Board of Directors at its annual business meeting.
  9. Attend annual and special meetings of the Board of Directors at association expense and without vote.
  10. Work closely with the Board of Directors and President to carry out the policies of each.
  11. Report any irregular or excessive spending to the Executive Committee and Board of Directors.
  12. Receive approval of two-thirds (2/3) of the Executive Committee before mailing payment of any deficit spending of budgeted funds.
  13. Provide assistance for routine duties of the national offices with the approval of the Board of Directors.
  14. The Executive Director shall be bonded at association expense.
13. Duties of the Executive Committee
  1. Between the Board of Directors meetings the Executive Committee shall have the power to carry on and transact the business of the association in accordance with policies established by the Board of Directors.
  2. The members of the Executive Committee shall be ex-officio members of all committees unless otherwise stated by these bylaws and/or standing rules.
  3. The Executive Committee shall supervise the publication of News Photographer, the official publication of the association.
  4. The Executive Committee shall manage the finances of the association according to policies established by the Board of Directors.
  5. The Executive Committee may convene by conference telephone or similar communications equipment allowing all persons participating to hear each other at the same time. Participation by such means shall constitute presence in person at the meeting.
  6. Decisions of the Executive Committee shall be made by majority vote, unless otherwise directed by these Bylaws and Standing Rules.
  7. Expenses for the Executive Committee shall be paid by the Executive Director. The Executive Committee shall determine which of the national committee chairs may attend the annual meetings with expenses paid from national funds.
Elections
1. Election of national officers
  1. The National President and Vice-President, who serve for one year, shall be elected at the annual meeting of the Board of Directors. The National Secretary, who serves for two (2) years, shall be elected at the annual meeting of the board in even numbered years. The National Treasurer, who serves two (2) year terms, shall be elected on the odd numbered year. In the event a President is re-elected, the past-president would then serve another term, or should he/she opt not to serve another term nominations would be opened for a past past-president to serve the term instead.
  2. At least nine (9) months before the election of national officers, it is the duty of the President to appoint a committee on nominations of at least three (3) news division members. Members of the national Nominations Committee (including the chair) shall not be eligible as candidates for national office during the year of their tenure.
  3. Notice of appointments to the committee on nominations shall be published on the NPPA Web site.
  4. The committee on nominations shall meet at least once as a committee of the whole; they shall consider and investigate all suggestions for nominations for various elective offices submitted by the general membership and shall, by majority vote, select at least one (1) candidate for President and two (2) candidates for each other office.
  5. After a thorough search by the nominations committee, if the deadline for nominations passes and a second candidate has not been found, the nominations chair may waive the requirement for a second candidate. Such a waiver shall not limit the right of a Board member to nominate a second candidate from the floor.
  6. The nominations chair shall issue a written report to the Executive Committee by March 1 and the names of candidates selected for national office shall be published on the NPPA Web site in April.
  7. Nominations from the floor by members of the Board of Directors will be accepted upon seconding.
  8. Should any candidate for national office, withdraw his/her name from the election, nominations will be reopened and the board members will nominate other candidates for that office.
  9. Should a Vice President decide to withdraw his/her name from election for the office of President, the board and election chair shall search for and submit names of two candidates for the office.
  10. In the event that it reaches an impasse, the Board of Directors shall postpone the election for a reasonable period of time not to exceed 24 hours to allow for a candidate search. After it reconvenes, if the Board again fails to nominate a second candidate, the Board shall elect an election chair.
  11. The chair of the committee on nominations shall seek and receive candidate nominations for a period of 30 days, at which time he/she will prepare a ballot to be mailed to directors and associate directors and the Chapters Board representative 31 days after the close of the national convention. Ballots shall be returned to the election chair for a vote tally.
2. Electors and election process
  1. The director for each region and the Chapters Board representative shall be the electors for the national officers.
  2. Election shall be by plurality vote on a secret ballot. All vote tallies will become part of the records of NPPA and will be published on the NPPA Web site.
  3. The President shall appoint a pollster to collect and count all secret and confidential ballots at the annual business meeting. This person shall not be a voting member of the board, a national officer or candidate for office. The ballots and results shall be presented to the secretary for recording.
  4. A member of the board who cannot be present for the balloting for national officers may present his/her verified secret ballot in advance to the pollster or to the National Secretary for forwarding to the polling officer.
3. Election of Executive Committee Board Member Representative
  1. An Executive Committee Board Member Representative shall be elected annually for a term of one year by a plurality vote of regional officers and Chapters Board representative.
  2. To be eligible for the position, the board member must not be going out of office during the term he/she will serve on the Executive Committee.
  3. Candidates for the position of Executive Committee Board Member Representative shall be nominated from the floor at the annual business meeting at the beginning of the election for national officers.
  4. A vacancy in the position of Executive Committee Board Member Representative shall be filled by mail ballot of the regional officers, and chapters board representative. The National Secretary will initiate proceedings within two weeks of the vacancy by receiving nominations from aforementioned board members, taking a mail ballot vote, and announcing the results immediately. The newly elected Executive Committee Board Member Representative shall serve out the remaining term.
4. Election of regional officers
  1. Elections of regional officers shall be held during November of each year.
  2. All regional officers shall be elected for a term of two (2) years. Regional officers shall be limited to serving for two (2) consecutive full terms in the same office. This article does not limit the right of a regional officer to seek reelection to a regional office previously held.
  3. Regional Officers and the Chapters Board Representatives shall be elected in alternate years. Election of officers for the even numbered regions shall be held in even numbered years. Elections of officers for the odd numbered regions and Chapters Board Representative shall be held in odd-numbered years.
  4. The candidate receiving the plurality of votes cast for each office shall be elected December 1st, and shall assume duties January 1st, to hold office until a successor is elected and qualified.
  5. If a candidate officially withdraws from an election (by notifying the Secretary by registered mail) after ballots have been mailed, but prior to their tabulation, the election shall be declared invalid, and the appropriate nominations committee shall reopen nominations for a period of two weeks. The committee shall then notify the National Secretary, by registered mail, of the results of the search. The ballots shall then be reprinted and remailed. Ballots must be returned to the National Secretary not later than midnight of the last day of the month, two (2) months following the date of the last scheduled election tabulation, at which time the National Secretary shall tabulate the votes and declare a winner.
  6. The National Secretary is designated as the official to count the ballots and notify each candidate and the national officers of the results of the elections.
  7. Rules pertaining to NPPA elections will be posted on the NPPA Web site. The candidate's photograph and biographical material submitted should be posted on the NPPA Web site.
  8. NPPA officers who serve more than two terms or four years on the Board of Directors shall be given the option of utilizing the title "Senior Board Member" to recognize their commitment to the organization.
5. Election of Chapters Board representative
  1. No less than two candidates shall appear on the ballot.
  2. To be eligible for election, the candidate must be a news division member in good standing for at least one (1) year prior to the election.
  3. A Chapters Board representative shall be elected by a plurality vote of the chapter presidents of chapters in good standing for a term of two years and limited to two (2) consecutive terms.
6. Nominations and ballots for regional officers and Chapters Board Representative
  1. In election years, the general membership shall be notified of the opening of board nominations by publication on the NPPA Web site in April. Such notice shall include June 1 as a deadline for nominations.
  2. Nominations for regional office and Chapters Board Representative shall be made by a nominations committee, appointed pursuant to Article IV, at least one (1) year before preparation of the ballots, or by petition signed by at least fifteen (15) news division members in good standing with the region and meeting all other petition requirements. Candidates shall not be members of their respective nominations committee. All write-in candidates must meet all requirements as specified by the Bylaws and Standing Rules. Should a regional candidate running for election withdraw from the election after the June 1 nomination deadline, nominations will be reopened for a two-week period up to September 1 upon the notification of the regional and national nominations chairs and the national Executive Committee.
  3. The nomination chair shall send nominations to the National Secretary not later than June 15. These nominations shall be published on the NPPA Web site in September.
  4. Nominations by petition must be sent by registered mail to the appropriate regional director postmarked before June 1. The regional director will forward petitions to the nominations chair by June 15, with a notice to the nominations chair and the Executive Director.
  5. The National Secretary shall forward the nomination information to the Executive Director who shall prepare and mail ballots with names of candidates for each office.
  6. No less than two candidates must be listed on the ballot for each regional office.
  7. Ballots are addressed and mailed to the last known address of each member on November 1. Ballots must be received on or before November 30th at the designated office or depository.
  8. The ballots will list all qualified candidates, in addition, a means shall be provided on each ballot that will permit a member to write in the name of a candidate not nominated under the provisions of the regional nominations committee or the petition method, and a means will be provided to permit a member to vote for such a write-in candidate.
Meetings
1. Board and committee meeting guidelines
  1. Notice of meetings will be posted on the NPPA Web site.
  2. Agendas will be provided to guests at the beginning of the meeting.
  3. Guests may comment to the board only at the designated section on the agenda or when the board/committee requests public comment.
  4. The committee chair will be responsible for maintaining a file containing the minutes of each meeting that will be available upon request to committee members and board members.
2. Closed meetings
  1. All regular meetings of the board will be open to members and the public except as specified below. The board will close its meetings only when discussion by the board could harm the reputation and character of any person; information discussed by the board could have an adverse legal impact on the organization's legal position if the information were public knowledge; and information discussed by the board could have an adverse financial impact on the organization if the information were public knowledge.
  2. To close a meeting, a motion must be made and approved by a majority of the board stating the specific reasons for closing the meeting. Business conducted in the closed session must pertain directly to the stated purpose for closing the meeting. No votes may be taken in closed session. All votes must be taken in open session and must be included in the official minutes of the meeting.
National and regional committees
1. Duties and responsibilities of standing national committees
  1. Committee on Advocacy shall serve as an umbrella group where members can go for help on any issue that may fall under several NPPA committees in existence, and operate in cooperation with those committees. This committee shall also assist the NPPA President in issuing statements and forming positions regarding problems and issues photojournalists face.
  2. Committee on Business Practices shall develop a program that will assist the membership to understand their rights under current copyright law.
  3. Committee on Chapters shall be responsible for maintaining a continuous campaign to interest groups at the state and local levels to organize chapters.
  4. Committee on Convention/Trade Shows shall be responsible for coordinating NPPA convention trade shows.
  5. Committee on Education shall be responsible for all activities aimed at improving the professional competence of photojournalism through education.
  6. Committee on Finance shall be chaired by the National Treasurer and populated by the vice president and at least two (2) other members to be appointed by the Treasurer. The finance committee shall, over the course of the year, review the annual budget and report out recommendations prior to the budget's consideration at the next annual meeting. The Finance committee shall also routinely review the expenses of the members of the Executive Committee. The National Treasurer, in his/her capacity as Chair of the Finance committee shall be responsible for all committee assignments.
  7. Committee on Freedom of Information shall be responsible for a program designed to maintain the rights of a free press guaranteed under the Constitution of the United States as they pertain to visual information, and to resist unwarranted restrictions of these rights.
  8. Committee on Government-News Media Relations shall be responsible for conducting a program to improve understanding between the press and civic agencies.
  9. Committee on Honors and Recognitions shall be composed of past Presidents of the National Press Photographers Association. It shall be composed of at least three (3) members. The committee, after deliberation, shall present its selection for the recipients of the NPPA awards to the national Executive Committee. Nominations for awards may be received from any member of the association. The committee shall be responsible for the selection of the recipients of the Legion of Honor Award.
  10. Committee on Job Information shall be responsible for maintaining a free listing service of job opportunities and available photographers desiring employment.
  11. Committee on Judiciary shall carry out all duties as is provided in the Bylaws and Standing Rules.
  12. Committee on Membership shall be responsible for maintaining a continuous campaign to contact and recruit new members, and shall be responsible for investigating and terminating memberships because of ineligibility. The Vice-President shall be the chair and shall appoint two committee members.
  13. Committee on Diversity shall be responsible for administration of diversity programs.
  14. Committee on The NPPA Monthly Newspaper Clip Contest shall be responsible for administration of said competition.
  15. Committee on Nominations shall have all duties as is provided for in the standing rules.
  16. Committee on Personnel shall advise the Board of Directors on matters of management structure and to assist on any search committees in personnel matters. Committee shall also administer any contingency fund. A committee of three NPPA members shall be nominated by the Board on the floor of the annual convention, and accepted at the time by a majority of the Board.
  17. Committee on The Best of Photojournalism shall be responsible for the administration of said competition.
  18. Committee on Public Relations shall be responsible for conducting a program of public relations to improve public knowledge and understanding of photojournalism.
  19. Committee on Regional Publications shall be responsible for coordinating NPPA's regional publications, including the regional publications' national advertising recruitment efforts. In any region where the regional publication has failed to publish in four consecutive months, the Chair of the Committee on Regional Publications shall make every effort to encourage the appropriate regional director to insure timely production. If said publication fails to publish in a six-month period, the chair shall appoint an editor on a temporary basis. Such an appointment shall continue until such time as the editor is replaced by the Regional Director, who shall insure that the publication resumes a normal publishing schedule.
  20. Committee on Resolutions and Bylaws amendments shall be responsible for researching all resolutions, including bylaws and standing rules amendments. The committee shall advise the authors of said proposed resolutions and the Board of Directors of any conflicts between the proposed resolutions and current Bylaws and Standing Rules. The committee shall make these notifications at least sixty days before the convening of the annual NPPA business meetings. During this time the authors of the legislation shall make revisions, eliminating any conflicts with the Bylaws and Standing Rules. The committee shall negotiate only with the various authors and attempt to consolidate their proposals. The committee shall be chaired by a past President of NPPA. This committee shall act in an advisory capacity only and all resolutions shall go before the Board for vote unless withdrawn by the author(s).
  21. Committee on Telecommunications shall be responsible for administering and coordinating existing and future general on-line NPPA projects and programs and for exploring new communications technologies with the intent of adopting them for NPPA use.
  22. Committee on The NPPA (Norman, Oklahoma) Television News Video Workshop shall be responsible for directing that annual workshop.
  23. Committee on The Best of Television Photojournalism shall beresponsible for the administration of said competition.
  24. Committee on The NPPA Television Quarterly Clip Contest shall be responsible for the administration of said competition.
  25. Committee on Women shall be responsible for the administration of the women's program.
  26. The committee on Mentorship shall be responsible for the oversight and management of the NPPA Mentor Program.
2. Temporary committees
  1. The President may appoint temporary committees as he/she deems appropriate, with the advice and consent of the Executive Committee.
3. Committee finances and obligations
  1. All committees empowered to handle association monies are required to submit a financial report at the conclusion of each project and at the request of the Executive Director.
  2. No unbudgeted expense may be incurred by any committee without approval of the Executive Committee.
  3. Committee chairs shall be subject at all times to the direction of the President, unless otherwise directed by the bylaws and/or standing rules, and must submit records of committee activities at the annual meeting.
  4. Committee chairs shall insure that the NPPA name and logo appear on all published matter under their control. Committee chairs shall also insure that information about how to become an NPPA member shall be included in all NPPA-generated promotional materials and be made available at all NPPA-sponsored events.
4. Functions of certain regional committees
  1. The regional standing committees shall perform duties within the regions comparable to the duties of the corresponding national committees and under the direction of the chairs of the corresponding national committee.
  2. The regional Committee on Nominations, consisting of three (3) members appointed by the regional director, shall perform regional duties as set forth in the Standing Rules. The committee shall accept, investigate, and consider all suggestions for nominations for the regional offices.
  3. The regional committee on Public Relations shall perform duties stated by the national chairperson of this committee. The regional chair may name other members of the committee. The duties shall include gathering news, promoting the sale of advertising for News Photographer, promotion, distribution, and sale of NPPA publications, and acting as regional correspondents for the regional newsletter.
  4. The regional director shall appoint chairs for temporary regional committees, including the committee on sports.
  5. The chairs of regional committees shall forward copies of correspondence between their committees and the national chairpersons to the regional director.
  6. Chair of regional committees shall make annual reports of their activities to the regional director thirty days before the regional Executive Committee meeting.
  7. When a regional Executive Committee meeting is planned, the time and place shall be designated by the director, and the national officers shall be notified.
Chapters
1. All NPPA chapters shall be subject to the following rules
  1. Before application of a chapter charter can be processed, the applying organization must have a minimum of 50% of its membership be members of NPPA in good standing, committed as members of the proposed chapter.
  2. Existing chapters that fall below NPPA membership minimum will be given one year to attain the necessary members. Chapters not maintaining a minimum of 50% NPPA members will have the charter withdrawn.
  3. Chapter offices shall be President, Vice President, Secretary and Treasurer. Chapter Presidents and Vice Presidents must be NPPA members in good standing. Other offices may be as provided by the Chapter's Bylaws. Chapter committees may be provided as necessary. Chapter officers shall be sworn in by taking an oath of office similar to that prescribed for NPPA officers.
  4. NPPA student chapters may be formed on college and university campuses offering courses in photojournalism. Chapter activities and elections shall be under the direction of a member in good standing of the NPPA. Chapter members shall be NPPA student members in good standing. The student chapters shall derive funds from individual assessments and projects.
  5. Dues of the chapter will be in addition to NPPA dues. All monies due NPPA collected by the chapter treasurer or other officers shall be forwarded to the NPPA without delay.
  6. The Chapters Board Representative will grant an annual stipend upon application, in writing, as part of the annual NPPA budget process to an NPPA chapter in good standing. This request must specify how the funds will be used. This stipend will be in the amount of $2 per member or $400, whichever is the greater amount. This stipend will be granted once during NPPA's fiscal year per chapter. The Chapters Board Rep. will forward all requests by chapters to the Treasurer as part of the NPPA budgeting process.
  7. Student Chapters shall be awarded a stipend of $100 annually on receipt of a satisfactory annual report by the National Student Chapter Chair. Such funds will be distributed by the National Student Chapters Chair
  8. In addition to the voting Chapters Board Rep, each chapter in good standing shall be entitled to non-voting representation on the Board of Directors and will be responsible for bearing the expense of sending that delegate to board meetings should it wish to do so. Notice of a delegate to be seated must be sent to the President prior to the start of the business meeting, and carry the signature of the chapter President.
  9. Chapters must provide a roster of all members and their NPPA numbers with their annual report, indicating new members for that year.
  10. Chapters that fail to carry out membership requirements shall be declared not in good standing by the Chapters Board Rep.
  11. An annual report of progress and activity of each chapter must be received by the Chapters Board Rep sixty (60) days prior to the annual business meetings in order that a chapter will remain in good standing. This report must also include a listing of officers, their terms in office, the names and addresses of all chapter members, the identification of newly enrolled members and other information that may be required. The Chapters Board Rep. shall compile the information in the chapter reports into a summary report to the Board of Directors. If a chapter is declared not in good standing, and wishes to appeal that declaration for the purpose of seating a delegate at the annual board meeting, the chapter must notify the Chapters Board Rep, and decision on the appeal will be made as a part of the normal delegate certification procedure. The chapter delegate may be seated during any official day of business.
NPPA student delegate
1. The NPPA student delegate to the annual board business meeting shall be governed by the following
  1. Each year, the student membership shall be notified of the opening of student delegate nominations by publication on the NPPA Web site in February. Such notice shall include March 31 as a deadline for nominations.
  2. To be eligible for election, a candidate must be, prior to election, both a student division member in good standing and enrolled full time as a college student. The candidate must also have a class standing of junior or greater at the time he/she is to be seated.
  3. The Student Chapters Chair shall be the committee chair for the Student Delegate Nominations Committee. The chair shall also select two NPPA student members in good standing from student chapters in good standing to serve as the remaining members of the committee. Candidates may also be nominated by petition signed by at least five student members in good standing. Candidates for the committee shall not be from the same student chapters.
  4. Candidates shall not be members of the nominations committee.
  5. Nominations by petition must be sent by e-mail to the Student Chapters Chair by March 31 and must include the names, NPPA membership numbers, e-mail and contact information for the nominee as all signers of the petition.
  6. No less than two candidates must be listed on the ballot.
  7. The Student Chapters Chair shall e-mail nominations to the National Secretary postmarked not later than April 1. The National Secretary shall forward the nomination information to the Executive Director who shall prepare and mail ballots with names of the candidates to the advisor of each student chapter in good standing. The president of each student chapter shall serve as the electors of the Student Delegate. The ballots shall be mailed by April 15 and must be returned to the National Secretary on or before May 15. The candidatereceiving the plurality of votes cast shall be elected May 16 and shall assume duties August 1, to hold office until a successor is elected and qualified.
  8. The National Secretary is designated as the official to count the ballots and notify each candidate and the national officers of the results of the elections.
  9. All details necessary to make this article effective are the responsibility of the Student Chapters Chair.
  10. The student delegate term of office shall be one year. A student delegate shall be limited to two (2) consecutive 1-year terms
  11. Expenses of the student delegate to and at the annual business meeting shall be considered an expense of the board meeting.
  12. It is the duty of the student delegate to represent all student members in good standing on all matters that come before the Board of Directors.
Expenditures and budgets
1. All expenditures and budgets shall be subject to the following rules
  1. All withdrawals of investments or depositories, excluding the working fund, must carry the signature of one (1) member of the Executive Committee and signature of the Executive Director.
  2. The Executive Director shall pay obligations incurred by members of the Executive Committee, the Board of Directors and committees. Payment of any budget line items in deficit greater than 10 per cent must seek unanimous approval of the national Executive Committee. The approval should be obtained prior to the expense being made.
  3. The Executive Director must report any irregular or excessive spending to the Executive Committee and the finance committee.
  4. A line item, once budgeted, may not be transferred to any other line items without the unanimous approval of the Executive Committee.
  5. No member of the Executive Committee, acting in that capacity, shall approve or submit for payment, any expense from a budget line other than those over which he/she is authorized by the bylaws and/or standing rules. Members of the Executive Committee not acting as officers of the organization, but as individuals, may be invited to actively participate (i.e.: staff member, speaker) in NPPA programs. Individuals responsible for a budget line shall have full discretion over their funds, and shall retain the option of accepting or rejecting said expense in this circumstance.
  6. A line item (such as Marketing, Miscellaneous, Miscellaneous Education, etc.) that is not under the direct control of a single individual, shall be defined as an unassigned budget line. Expenses submitted for payment against an unassigned budget line shall only be approved by a majority vote of the Executive Committee.
  7. All contracts on behalf of NPPA shall be in writing. Only the Executive Director shall be empowered to sign all routine contracts and operating agreements on behalf of NPPA, unless otherwise directed by the bylaws and/or standing rules. All contracts in excess of $50,000, all partnership contracts and agreements with organizations outside of NPPA, and all contractual agreements which substantially change an NPPA program or activity shall be signed by the Executive Director and the President with the advice and consent of the Executive Committee. In all cases involving a contractual agreement which substantially changes a NPPA program or activity, the individual(s) responsible for that budget line shall be given a copy of the contract, and shall be given a reasonable time to respond in writing, prior to acceptance of said contract. Upon approval, the individual(s) responsible for the budget line shall, in writing, be promptly informed of and provided with any revisions to that contract.
  8. Individual Executive Committee members shall be permitted to sign their own expense vouchers. Each committee member shall, however, simultaneously submit a duplicate expense voucher marked "copy" and copies of all applicable receipts to his/her assigned finance committee member. If the finance committee member approves the expense, he/she takes no action. In the case of a questionable expense where the appropriate finance committee member has not received an adequate explanation from his/her assigned Executive Committee member, said finance committee member shall bring his/her concerns forward to the entire finance committee for review under executive session. Upon a finding of financial concern, the finance committee shall put the matter before the Executive Committee for action under executive session.
  9. A region derives operating funds from national allocations based on membership. Money allocated from the national budget shall be carried over from period to period, but not from fiscal year to fiscal year. Five/twelfths (5/12ths) of the national dues allotted to a region during the final year of a director's term shall be held in escrow to allow the incoming director to have operating funds during the first five months of his/her term.
  10. Money budgeted in the national budget in a given fiscal year to any individual region shall be expended by the region before any funds which were generated from within the region are spent except where national guidelines on the expenditure of national regional funds exclude such spending.
  11. Regional officers upon approval of the Executive Committee, may request from the Executive Director, funds to offset any debt incurred as a result of a regional educational program. A region may not receive in any fiscal period funds in excess of the amount given to the National Press Photographers Association, Inc., by the sustaining members of the region for the purpose of education.
Regional and committee property
1. Accountability and transfer of regional or committee property
  1. Regional directors, Executive Committee members and committee chairs shall send a copy of any lease agreement, rental agreement or purchase order to the Executive Director with any request for payment of NPPA property.
  2. Regional directors, Executive Committee members and committee chairs shall prepare and maintain a log of all property (non consumable) purchased, leased or rented for NPPA use or with NPPA funds, which shall include all original documentation and be filed with the Executive Director and updated on an annual basis.
  3. The Executive Director shall be empowered to establish procedures necessary for the accountability and insurability of said property. Such procedures shall not inhibit the discretionary use of regional funds by regional directors or committee funds by committee chairs, but shall be created solely for the purpose of accountability.
  4. All expenditures from all budgets, officers, regions and committees must be submitted to the Executive Director within 90 days of the purchase, lease or rental date, with proper NPPA voucher approval, except that the 90 day time limit may be waived, but only under extraordinary circumstances, by appeal to the Executive Committee. No more than two waivers per person may be granted in a year.
Records
1. All records shall be governed by the following rules
  1. All outgoing officers of the NPPA must turn over records of their office to their duly elected or appointed successor within twenty-one (21) days from the day of succession. Failure to comply shall result in the offending officer's membership in NPPA being terminated. In addition, a civil action may be instituted at the discretion of the national Executive Committee to recover the records in question and the offending officer shall be responsible for the cost of such action.
  2. All national officers, regional directors, committee chairs, chapters board representative and the student delegate to the Board of Directors shall submit an annual report to the Executive Director by May 1st for proper distribution to the Board of Directors prior to the annual meeting.
Special programs and projects
1. The Special Programs and Projects of NPPA are:
  1. News Photographer Magazine
  2. The Best of Photojournalism Competitions
  3. The NPPA Booster Club
  4. The NPPA Convention Education Seminar
  5. The NPPA Visual Edge Workshop
  6. The NPPA Web Site
  7. The NPPA Flying Short Course
  8. The NPPA Monthly College Contest
  9. The NPPA Monthly News Clip Contest
  10. The NPPA (Norman, Oklahoma) Television News Video Workshop
  11. The NPPA Northern Short Course in Photojournalism
  12. The NPPA Picture Editing Quarterly Contest
  13. The NPPA Television Photographer of the Year Competition
  14. The NPPA Television Quarterly Clip Contest
  15. The NPPA Women's Conference on Photojournalism
2. During initial planning stages of any NPPA event a regional officer in the region concerned must be contacted by the event planners.
Sexual Harassment
1. The NPPA takes the following position on sexual harassment
  1. The National Press Photographers Association is committed to providing its employees a workplace that is free from harassment, in any form. In furtherance of this goal, the National Press Photographers Association will not tolerate harassment of National Press Photographers Association employees or volunteers in any form. Employees, directors or officers engaging in such conduct will be subject to disciplinary action, which may include termination. Harassment can take many forms, and may be, but is not limited to: words, signs, jokes, pranks, intimidation, physical contact, or violence as it relates to race, national origin, religion, age, disability, sex or any other classification protected by local, state or federal laws. Sexual harassment towards an employee or volunteer may include unwelcome sexual advances, requests for sexual favors, stalking, other verbal or physical contact of a sexual nature (including brushing against or tickling an employee) when such conduct creates an intimidating environment, prevents individuals from effectively performing the duties of their position, or when such conduct is made a condition of employment or compensation, either implicitly or explicitly. Finally, any conduct of a sexual nature (including, without limitation, sexually abusive, vulgar or offensive language) that interferes or could interfere with an employee's performance, or creates, or could create a working environment that is intimidating, hostile or offensive to an individual employee, or to employees, is prohibited. Each employee is personally responsible for ensuring that his/her workplace is free from harassment in any form. An employee who believes that he/she has been the subject of any form of harassment by anyone, including members of the association, directors, officers or volunteers, should report such conduct to his/her immediate supervisor, the Executive Director, or any member of the Judiciary Committee. It is the responsibility of all employees to report harassing conduct so that the National Press Photographers Association can take appropriate action. The National Press Photographers Association will investigate all reports of harassment or sexual harassment promptly and will keep the identity of the individual making the report and all aspects of the report and investigation confidential to the greatest extent possible. The National Press Photographers Association will take appropriate action to remedy substantiated complaints. Employees should rest assured that the National Press Photographers Association will not take any action, nor will it permit any action to be taken by its employees, in retaliation or reprisal for reports of harassment or sexual harassment that are made in good faith.
Honors and awards
1. The honors and awards of this association
  1. The Joseph A. Sprague Memorial Award, to not more than two individuals each year and granted only if achievement is a sufficiently high standard in the opinion of the committee. "We are dedicated to guard the integrity of the Joseph A. Sprague Memorial Award, richly deserved as the highest honor in the field of photojournalism."
    1. To an individual, not working news photographer: a plaque and a citation for unusual service or achievement beneficial to news photography or for an outstanding technological advance in equipment or processes of news photography.
    2. To a working news photographer: a plaque, a citation, a gold ring to an individual who advances, elevates, or attains unusual recognition for the profession of news photography by his/her conduct, initiative, leadership, skill and devotion of duty.
  2. The Joseph Costa Award, consisting of one award each year given to an individual for outstanding initiative, leadership, and service in advancing the goals of NPPA in the tradition of Joseph Costa, founder, first President, and chair of the Board until his retirement.
  3. The J. Winton Lemen Fellowship Award, which may be presented to those giving continual outstanding services in the interests of press photography and for outstanding technical achievement in photography.
  4. The Kenneth Paul McLaughlin Award of Merit is to be presented to those individuals giving continual outstanding service in the interests of press photography whether or not they are members of the craft.
  5. The Burt Williams Awards shall be given to press photographers who have completed forty years of service in press photographer whether or not they are members of NPPA. This award has been established to honor the memory of Burt Williams, founder and first National Secretary of the NPPA.
  6. The Robin F. Garland Educator Award is presented to an individual that has given outstanding service and leadership in advancing photojournalism through education of the photojournalist.
  7. The Editor of the Year Award, an NPPA citation, is given annually to a newspaper or magazine editor for outstanding service to the profession of photojournalism, and to the progress and ideals of NPPA.
  8. The President's Medal, awarded at the discretion of the President, for special services to NPPA.
  9. The Regional Publication Award, an NPPA citation, given annually to the editor of a regional or chapter publication who has contributed the most to communicating news and information about news photography to the membership.
  10. NPPA's Morris Berman citation shall be given to individuals or organizations for special contributions advancing the interests of photojournalism.
  11. A citation, established in 1958 to honor the memory of Samuel Mellor, NPPA's second national treasurer, who set an example of devotion to the NPPA ideals. Awarded to an associate director at the discretion of the Honors and Recognition committee, the award need not be given every year.
  12. The NPPA Humanitarian Award, given to a working news photographer who has saved a life or made an effort to do so, rather than continue to take pictures when confronted with a lifesaving situation. The award shall be given at the discretion of the Executive Director and the President of the Association at any time of the year and not be restricted to NPPA members.
  13. The NPPA Outstanding Student Chapter award given to the student chapter whose activities are of superior quality in furthering the education and professional goals of its membership and NPPA.
  14. John Durniak Mentor Citation, is given to an individual who has served as an outstanding mentor, either to a specific individual or to photojournalism in general. Nominations for his/her award are to come from working photojournalists. The recipients of the award may have, but need not have, any formal connection to photojournalism.
  15. The Legion of Honor award is an award to honor and eternalize the memory of news photographers who have given their lives while performing their duties as a working news photographer.
    1. Recipient need not be a NPPA member, but a star will be placed by the name of NPPA members.
    2. He or she must have been working as a staff member or a clearly defined free-lance members of a recognized news media organization to be eligible for his/her honor.
    3. Any person or organization may submit a candidate for consideration. The following information should be submitted:
      1. Person's full name.
      2. Year of birth and death.
      3. Name or organization he/she represented.
      4. Explanation of situation surrounding his/her death.
      5. Location of his/her death.
      6. A recent photograph and a biographic record.
    4. A special "Legion of Honor" certificate of the NPPA showing the name of the individual and proper wording to honor the person and his/her dedication to news photography, along with the proper basic facts, will be presented to closest surviving relative.
    5. The date of inception of the "Legion of Honor" award will be 1945, the NPPA's founding year. The NPPA historian will be responsible to contact all sources to update the record from the year 1945 to date, and will maintain the record thereafter.
Amendments
1. These Standing Rules may be adopted, amended, altered, repealed or superseded, either in whole or part, by a majority vote of a quorum of the Board of Directors present at the annual or special meeting.
2. Procedural requirements
  1. Written notice containing any proposed amendment, in whole or part, to the Standing Rules, shall be sent to each member of the Board of Directors, at least 25 days prior to the meeting.
  2. A resolution containing a proposed amendment to be presented a the annual meeting must be sent to the chairman of the committee on resolutions by 25 days prior to the meeting. The chair of the committee on resolutions shall prepare the resolution for distribution by the National Secretary. All such resolutions must contain the exact wording of the affected section of the Standing Rules that are to be changed as well as the wording of the proposed amendment.
  3. The National Secretary shall send each board member a complete copy of the proposed amendment. A vote by a majority of the quorum shall occur at annual or special meetings of the Board of Directors.
3. All amendments shall become effective upon the adoption by a majority vote of a quorum of the Board of Directors present at the annual or special meeting, or on the date as otherwise provided for in the resolution.