About Us

The St. Louis Chapter of ARMA was established in 1966 to promote and advance the profession of Information Governance, Records and Information Management, and related fields through study, education, and research to advance knowledge and techniques by sharing and exchanging experiences and information related to the profession for ARMA International members in the Greater St. Louis and surrounding areas. 

The St. Louis Chapter is part of the Midwest Rocky Mountain Region of ARMA International consists of thirteen chapters and over 900 members. Midwest Rocky Mountain Region of ARMA provides our board members with guidance, support and an opportunity to network with other chapter board members. 

Our Mission The St. Louis Chapter of ARMA is organized exclusively to:

  • Advance information governance, records and information management as disciplines and professions

  • Organize and promote programs of research, education, training, and networking

  • Support the enhancement of professional knowledge of the members of the St Louis Chapter of ARMA

  • Promote cooperative endeavors with related professional groups

For more information about the St. Louis Chapter of ARMA, please contact us using the Board Members page. We welcome feedback on our 

  • Monthly educational seminars, 
  • Chapter website, 
  • Bi-monthly newsletter, 
  • Special events
  • and any other topic that may arise. 

 

The mission of ARMA International is to educate, advocate, and provide resources that enable professionals to manage information as a critical element of organizational operations and governance.
The St. Louis Chapter of ARMA closely aligns itself with this mission, and strives to provide its members with quality educational opportunities.

 

ARTICLE I – Name

The name of this organization is the 

St. Louis Chapter of ARMA International, Inc.

 

ARTICLE II – Objectives

 

The Chapter is organized exclusively to promote and advance the profession of Records and Information Management (RIM), Information Governance (IG), and related fields through the study, education and research; to advance professional knowledge and techniques by sharing and exchanging experiences and information related to the RIM/IG profession; and to advance standards of professional competence in the field of records and information administration and management.

ARTICLE III – Members

Section 1 – Classes of Membership

  1. Professional Member:

A duly qualified individual in good standing with ARMA International (the Association) entitled to full voting and other rights and benefits of the Association.

 

  1. Associate Member:

A duly qualified individual in good standing with the Association is entitled to limited benefits of the Association.  Associate membership does not include the privilege of voting in an ARMA International election eligibility for certain benefits offered by ARMA International, or receiving the printed version of the International Association’s professional magazine.  Associate Members shall pay an Associate Member membership fee and Member program fees for monthly education programs.

Section 2 – Requirements

The requirements for each of the various classes of membership and the processes for application, in addition to those contained within these Bylaws and the Bylaws of ARMA International, shall be established and published by the ARMA International Board of Directors.  Membership in ARMA International or the St. Louis Chapter shall not be denied nor abridged on account of race, color, religion, sex, age, ethnicity, national origin, disability, sexual orientation, cultural identify, gender identify, physical ability, mental ability, or choice of life style. 

Section 3 – Qualifications

Any individual holding or occupying a position as manager, supervisor, educator, student or who is generally interested in the field of Records and Information Management or Information Governance, shall be eligible for membership.  Any individual so qualified may not be excluded from nor denied membership in ARMA International or a Chapter thereof, subject to the provisions of Section 2 of this Article.

Section 4 – Good Standing

A member in good standing is one whose current dues are paid to ARMA International and the St. Louis Chapter, and complies with the provisions and obligations of the Articles of Incorporation and the Bylaws.

Section 5 – Applications

Applications for Membership to the International Association shall be made through the online application system of ARMA International (https://www.arma.org/).   

Section 6 – Non-Renewal and Reinstatement

  1. Members whose dues have not reached ARMA International or the Chapter within one (1) calendar month following the expiration date of membership shall be considered non-renewed.
  2. A non-renewed member or a former member may re-apply for membership upon full payment of annual Association and Chapter dues.

Section 7 – Censure, Suspension or Expulsion

Any member may be censured or suspended by majority vote of the Board of Directors of the Chapter for good cause if according to its findings, a violation of any provision or obligation of the Articles of Incorporation, Bylaws, or rules and regulations has occurred.  

Any member may be expelled by a two-thirds vote of the Board of Directors of the Chapter for good cause if according to its finding a violation of any provision or obligation of the Articles of Incorporation, Bylaws, or rules and regulations has occurred.  Conduct unbecoming a member, conduct detrimental to the welfare of ARMA International or the Chapter, and indebtedness to ARMA International or the Chapter shall also be causes for such disciplinary action.  

When such disciplinary action is considered, the Chapter Board of Directors shall provide written notification to the party concerned and afford an opportunity for a hearing before the Board or a Special Committee appointed by the Board for this purpose.  A hearing will be conducted within 30 days of the written notification, if requested by the party.  Should membership cancellation result, any dues paid to a date beyond such revocation will not be refundable.

Section 8 – Honorary Membership

An individual who has been granted life membership by the Association’s Board of Directors and as defined by ARMA International’s  policies and procedures.  Honorary members are entitled to full voting rights and benefits of ARMA International.

 

ARTICLE IV – Chapter Officers and Their Duties

 

Section 1 – Chapter Executive Officers

The Executive Officers of the Chapter shall be President, President-Elect, Secretary, Treasurer and Immediate Past President.

Section 2 – Chapter Governing Body

The Board Directors of the Chapter shall consist of the President, President-Elect, Secretary, Treasurer, Immediate Past President and up to 4 Directors:

  1. Education and Programs
  2. Membership
  3. Communications/Marketing  (Webmaster)
  4. Sponsorship 

Section 3 – Chapter Qualifications

All Board Officers shall be Professional Members in good standing of ARMA International and the Chapter.  Directors may be Professional or Associate Members or ARMA International in good standing with the Chapter.



Section 4 – Chapter Nomination and Election

There shall be a Nominations and Elections Committee which consists of at least one Professional Member in good standing who serves as the Committee Chairman and shall be appointed by a majority vote of the entire Board of Directors.

Nominations for office shall be made by any Professional Member or Associate Member in good standing via a survey application, email or in writing (via US Postal Services or electronically) to the Chairman no later than thirty (30) days prior to the Annual Business Meeting.

Professional Members and Associate Members may cast one (1) vote electronically during the time period allowed for voting, which shall be no less than five (5) business days.  The results of the election shall be announced no later than the Chapter Year-End Meeting of the Chapter Year.

The newly elected board will be installed at the Chapter Year-End Meeting or as soon as feasibly possible after the election.

The Officers and Directors are elected by a majority vote of the Professional and Associate Members  whose votes were cast electronically prior to voting deadline. 

Section 5 – Chapter Term of Office

All Officers shall assume office on July 1.  The Treasurer and Secretary shall serve for a term of two years.  The President-Elect shall serve for three years as the incumbent progresses from President-Elect to President to Past President. No Officer shall serve more than two consecutive terms in the same office and no more than 4 consecutive terms on the board.  Board members who have served four consecutive terms are required to sit off the board for one year before serving on the board for another term.  An Officer who has served for more than half a term shall be considered to have served a full term.  Board members will serve in staggering terms.  Directors shall serve for a term of at least 1-2 years as specified in the Duties and Responsibilities Section.

Section 6 – Chapter Vacancies

A vacancy in any office, except that of President, shall be filled by election by the Board of Directors for the unexpired term.

 

Section 7 – Chapter Duties and Responsibilities

The Officers and Directors shall perform the duties provided in this section and such other duties as prescribed in these Bylaws, by the Board of Directors, in the adopted parliamentary authority, or by ARMA International.

7.1 Chapter Officers

  1.  President – The President shall:
  1. Preside at all meetings of the Board of Directors and of the members.
  2. Appoint the chairmen of all Standing Committees with the approval of the Board of Directors.
  3. Appoint all Special Committees.
  4. Be an ex-officio member of all Committees, except the Nominating Committee.
  5. Annually update all state required registrations (Corporate Registration Report, Officers, etc.)
  6. Other assigned duties.

 

  1.  President Elect – The President-Elect shall: 
  1. Be an aide to the President.
  2. Perform the duties of President in the absence of the President and in the case of permanent disability or resignation of the President, shall succeed to that office for the unexpired portion of the term.
  3. Identifies Members worthy of Chapter awards
  4. Other assigned duties.

 

  1.  Secretary – The Secretary shall: 
  1. Record the minutes of all meetings of the Board of Directors and the membership and send a copy of the minutes to the President within 10 days following the meeting.
  2. Preserve all the books and papers belonging to the Chapter.
  3. Conduct the official correspondence of the Chapter.
  4. Other assigned duties.

 

  1. Treasurer – The Treasurer shall: 
  1. Have custody of all the Chapter funds, which shall be deposited in a federally-insured institution.
  2. Keep a full and accurate account of receipts and expenditures.
  3. In accordance with the budget adopted by the Chapter, make disbursements as authorized.
  4. Present financial report at all monthly Board of Director meetings.
  5. Prepare an Annual Report, which shall be submitted, along with the financial records, to the Auditing Committee.  The Committee will conduct a review of the Chapter financial records, in accordance with the “Internal Audits of Financial Records” Standard Operating Procedure.  When the Committee is satisfied that the Treasurer’s Annual Report is correct, members shall sign a “Statement of Completion and Accuracy”, which shall become part of the Chapter’s permanent financial records.
  6. Submit reports as required by ARMA International.

 

  1. Immediate Past President – The Immediate Past President shall: 
  1. Act in an advisory capacity to ensure continuity.
  2. Be a voting member of the Board of Directors.
  3. Perform other duties as designated by the Board of Directors.

 

 

  • Chapter Directors

 

  1. Education and Programs Director:  The role of the Education and Programs Director shall be to:
  1. Identify and recruit speakers for Chapter meetings.
  2. Prepare the meeting announcement and speaker introduction.
  3. Secure continuing education units for Chapter meetings.
  4. Arrange for venues, food and beverage, and audiovisual equipment.
  5. Performs other duties as assigned.
  6. This position serves the chapter at least 1 year.

 

  1. Membership Director: The role of the Membership Director shall be to: 
  2. Seeks input from the current membership about services the Chapter should be offering, 
  3. Identifies individuals in the community that could benefit from an ARMA Membership and attendance at Chapter events, 
  4. Follows up with members whose memberships have lapse, and assists the President-Elect in identifying individuals worthy of awards. 
  5. This position serves the chapter at least 1 year.  
  6. Perform other duties as assigned.

 

  1. Communications/Marketing Director (Webmaster): The role of the Communications Director shall be to:
  2. Maintain and update the Chapter website.
  3. Post announcements and distribute announcements to the 

membership and other potential members.

  1. Sustain and enhance ARMA St. Louis Chapter membership 

and attendance at events by creating relevant and compelling messaging to ARMA Members and Prospects.  

  1. This position serves the Chapter at least 2 years.
  2.   Perform other duties as assigned.

 

  1. Sponsorship Director: The role of the Sponsorship Director shall be to:  
  2. Identify entities that recognize the value of the ARMA St. Louis Chapter and will demonstrate support of the Chapter’s goals by providing financial funding.
  3. This position serves the Chapter at least 1 year.
  4. Performs other duties as assigned.

 

Section 8 – Removal

  1. Any Chapter Officer  or Director whose conduct shall be considered detrimental to the best interest of the ARMA International or Chapter, or who shall willfully exploit the organization for personal gain, or otherwise violate the Bylaws as they are written or other rules or regulations may be removed from office by a majority vote of the Board of Directors.
  2. When such disciplinary action is considered, in the case of an Officer, he/she shall be entitled to receive specific charges in writing from the Board of Directors and shall, if he/she expresses a desire in writing, be afforded an opportunity for a hearing before the Board of Directors of a Special Committee appointed by the Board of Directors for this purpose.
  3. Any Officer or Director removed from office under this section shall be ineligible for election to any office for at least one term.

 

ARTICLE V – Meetings

 

Section 1 – Regular Meetings

Regular meetings of the members shall be held at least every month, except for the months of December, July and August.  The dates and the arrangements for these meetings shall be determined annually by the Board of Directors.  The President, at his/her discretion, may cancel a meeting in the event of an emergency public health crisis or inclement weather.  Meetings may be conducted in-person or virtual format.

Section 2 – Special Meetings

Special meetings may be called by the President or by a majority of the Board of Directors.  Three business days’ notice of meeting shall be given to Professional Members and Associate Members in good standing.

  1. Special meetings may be held in-person or conducted virtually.
  2. No other business but which has been specified in the notice may be transacted at such special meetings.
  3. Professional and Associate Members in attendance shall constitute a quorum.  Each Professional and Associate Member will be entitled to one vote.
  4. The majority vote of the Professional and Associate Members present at the special meeting shall be necessary for the adoption of any matter voted on.  Voting on matters at special meetings may be also conducted electronically.
  5. No response to a request for a vote on any matter shall automatically be considered a “yes” or an “affirmative” vote.

Section 3 – Annual Business Meeting

  1. The Chapter’s Annual Business Meeting is the Chapter’s Year-End Meeting, which shall be held in June. Annual reports from the Chapter Officers and Directors shall be presented at that time.
  2. Chapter Awards shall also be distributed.  Chapter award categories shall be approved by the Board of Directors.  

Section 4 – Quorum

A quorum is to be defined as a majority of Professional and Associate Members in good standing and present for the transaction of business in any Chapter meeting.

 

ARTICLE VI – Board of Directors

 

Section 1 – Composition

The Board of Directors, which is governing body of the Chapter, shall consist of the elected Officers and Directors.

Section 2 – Duties.  The Board of Directors shall: 

  1. Manage the activities of the Chapter.
  2. Appoint the Auditing and Nominating Committees and approve their reports.
  3. Approve an annual budget.
  4. Select the dates and make arrangements for meetings of the members.
  5. Establish Committees.
  6. Other duties.

Section 3 – Meetings

  1. The Board of Directors shall meet at least 5 times annually; specific dates and times will be decided at its first meeting.
  2. A majority of the Board of Directors present shall constitute a quorum.
  3. Special meetings of the Board of Directors may be called by the President or by a majority of its members.  Three business days’ notice shall be given.
  4. The President, at his/her discretion, may cancel a meeting in the event of an emergency or inclement weather.

ARTICLE VII – Finances

Section 1 – Fiscal Year

The fiscal year of the Chapter shall begin on July 1st and end June 30th of the following year.

Section 2 – Membership Dues

Membership dues for the Chapter shall be set by the Board of Directors in advance of the new fiscal year.  The amount will be in addition to that designated and paid to ARMA International.  The Chapter shall notify the ARMA International of any changes in local Chapter dues no later than May 1st.

The Board may approve waiving of Chapter Associate Membership fees for individuals interested in participating in the Chapter but unable to do so due to financial hardship.  The application process for an individual to request waiving will be described in the Chapter policies and procedures. 

 

ARTICLE VIII – Committees

Section 1 – Committees

The Board of Directors may create such Standing or Ad Hoc Committees, as it may deem necessary, to promote the goals and carry on the work of the Chapter.  The term of each Standing or Ad Hoc Committee Chairman shall be for one year or until a successor has been selected.

 

Section 2 – Duties of Committees

Committees shall perform duties as specified by Board of Directors.

 

Section 3 – Plan of Work

The Chairman of each Standing Committee shall present a plan of work to the Board of Directors for approval.  No Committee work shall be undertaken without the consent of the Board of Directors.

 

Section 4 – Ex-officio Member

The President shall be a member ex-officio of all Committees.

ARTICLE IX – Dissolution

In an event of dissolution of the Chapter, all of its assets shall be paid over or transferred to one or more exempt organization of the kind described in Section 170(b)(1)(A) of the Internal Revenue code 1954, as amended, and the regulations promulgated there under, as both now exist or may hereafter be amended.  These assets are to be paid over or transferred to ARMA International as prescribed in its Policies.

 

ARTICLE X – Parliamentary Authority

The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the proceedings of the Chapter in all cases not provided for in these Bylaws or its Articles of Incorporation, and ARMA International Policies and Procedures.

ARTICLE XI – Amendment

These Bylaws may be amended by a two-thirds vote of the Chapter Board of Directors, provided that notice of the proposed amendment(s) has/have been sent in writing to ARMA International and the ARMA Regional Office at least thirty (30) days prior to the meeting at which the amendment is to be considered and voted.  Proposed amendments shall be reviewed by ARMA International’s Director of Member Services and the Region Manager prior to notice being sent to the members to ensure that the proposed amendment does not conflict with ARMA International Policy.

 

07/27/2021 Approved by the Membership

08/19/2021 Approved by the St. Louis Chapter of ARMA Int’l Board of Directors

Follow Us

 

 

 

 

Sign Up for Our Newsletter