STATUS User Group, Inc.
CONSTITUTION AND BYLAWS
Last revision: September 10, 2002
IV. Board of Directors
VIII. Annual Fee
IX. Standing Rules
XIII. Procedures for Amending the Constitution and Bylaws
XIV. Rules of Order
ARTICLE I – Name
The name of this organization shall be: STATUS User Group, Inc., here in after referred to as STATUS.
ARTICLE II – Objectives
The Purposes of this organization are:
To promote free interchange of information, education, and ideas to and among the member companies through regularly scheduled meetings and other methods of communication sponsored by the organization. This information exchange will be related to the technology available now and in the future to help meet the information processing needs of the member companies. It will include, but not be limited to information systems trends, hardware, and software of the past, present, and future.
ARTICLE III – Membership
Section I – Membership Categories
A. A Regular Corporate membership shall be extended to companies that have on order or installed IBM midrange computer equipment. Each Regular Corporate membership will be entitled to one Vote, and any interested employees of the organization may attend the meetings as a Regular member.
B. An Honorary membership shall be extended to local IBM employees and to employees of local
educational institutions that offer a data processing curriculum. These members will be able to
attend the meetings, but will have no voting rights.
C. An Associate membership shall be extended to consulting firms and other organizations
whose business and interest in membership are consistent with the organization’s purpose. This membership will apply to all members of the same organization. Each Associate membership will be entitled to one vote and any interested employees of the organization may attend the meetings.
D. An Associate Individual membership shall be extended to independent contract programmers and other interested individuals whose business and interest in membership are consistent with the organization’s purpose. If the individual becomes affiliated with another individual or company, then the Associate Individual membership may be converted to either a Regular Corporate membership or an Associate membership. Any person holding an Associate Individual membership may attend the meetings but will have no voting rights.
Section II – Application for Membership
All requests for membership in STATUS should be made to the membership director and shall be accompanied by payment of the annual dues (where applicable). The membership director shall, after
Section III – Suspension/Expulsion of a Member
The Board of Directors shall have the power to suspend or expel any member for conduct considered contrary to the best interests of STATUS. Such action is taken only after due written notice has been given to the member in question, and opportunity for the member to respond during a disciplinary hearing at the next scheduled meeting of the Board of Directors.
After hearing the member and reviewing the facts and issues, if the Board acts to suspend or revoke the member, the member has the right to appeal to the general membership at the next regularly scheduled general meeting after this disciplinary hearing. A simple majority vote of the members present is required to reinstate the member. Notification must be given to the Board of Directors ten (10) days prior to the meeting of the member’s intent to appeal.
ARTICLE IV – Board of Directors
The government of STATUS shall be vested in the Board of Directors.
Section I – Definition
The Board of Directors shall consist of not more than TEN (10) members with any more than three (3) representatives of a member company and no more than three (3) associate individual members serving concurrent terms. However, these limitations shall be waived in the following situation:
At the regularly scheduled election, if the number of director nominations from the floor combined with those from the nominating committee prior to that time, fails to produce the prescribed number of directors, then additional nominees shall be accepted without regard to limitations.
Directors shall be elected at the annual business meeting of the membership. Elections shall be by ballot unless the ballot election is waived by the membership present at the meeting. Election by ballot can only be waived in the event that the slate of candidates has the same number of candidates (or less), as there are openings on the board. A person may be elected to the board by a simple majority of the members companies present plus properly registered proxies. Newly elected directors shall take office on the first day of June. Their term in office shall be two (2) years.
The Board of Directors shall manage the affairs and assets of STATUS. A quorum of the Board of Directors must approve all expenditures, which shall not exceed available funds. In the case of dissolution of STATUS, the Board of Directors shall distribute the assets pro rata among all members in good standing at the time of dissolution.
Section II – Vacancy
In the event of a vacancy of the office of the president, the program chairperson will automatically assume the office of the president until the Board of Directors can elect a new president.
In the event of a vacancy on the board, the president, with the approval of the Board of Directors, shall have the power to fill each vacancy until the expiration of the term being vacated.
ARTICLE V – Officers
The officers of STATUS shall be president, program chairperson, secretary, and treasurer.
The officers shall be elected from among the Board of Directors at the annual Board of Directors meeting each year.
Officers of STATUS shall be elected for a one (1) year term only.
The president can succeed himself one (1) term only. The president may serve only two (2) consecutive terms.
All officers are voting members of the Board of Directors.
Section I – Duties of the President
The president shall be the chief executive officer of STATUS. (S)he shall preside at all meetings of STATUS and its Board of Directors., and shall call such meetings as (s)he deem necessary. It shall be his/her duty to exercise general supervision over the activities and Welfare of the organization and keep in constant touch with the other STATUS officers and Board of Directors relative to matters of policy. (S)he is an ex-officio member of all STATUS committees, with the exception of the nominations committee. (S)he is authorized to co-sign checks drawn on the general account.
Section II – Duties of the Program Chairperson/Vice President
The program chairperson shall be responsible for the programs at each of the monthly meetings. (S)he has the responsibility of establishing a committee to assist him/her in preparing for the programs as deemed necessary. (S)he shall conduct the monthly meetings in the absence of the president. (S)he is authorized to co-sign checks drawn on the general account if the president is absent.
Section III – Duties of the Secretary
The secretary shall be responsible for the written minutes of the Board of Directors’ meetings and the annual business meeting. (S)he shall keep track of terms of service of the board members.
Section IV – Duties of the Treasurer
The treasurer shall receive and disperse the funds of STATUS. (S)he shall keep and preserve proper vouchers and books of accounts, which shall be open to inspection by the Board of Directors and subject to audit at any time by an auditing committee duly appointed by the president. (S) He shall gather mail received at the post office box and make sure the annual rent on the post office box is paid.
(S)He shall deposit funds of STATUS in such bank as may be approved by the Board of Directors and disperse money only upon approved vouchers. The treasurer and the president or the program chairperson shall sign all checks written, if the president is absent. The treasurer shall submit a monthly financial report to the Board of Directors.
ARTICLE VI – DIRECTOR RESPONSIBILITIES
Section I – Director Responsibilities
The president shall assign director responsibilities for the following areas from among the Board of Directors of STATUS. The directors may recruit committees to assist them with these responsibilities as needed. In that event, the board member will be the chairperson of the committee.
The duty of the membership director shall be to investigate applications for membership and recommend acceptance or rejection to the Board of Directors in accordance with the provisions of membership.
The membership director shall greet new members and guests at the door of each regular meeting.
The membership director will work with the publications director in the periodic development, publication, and distribution of advertising materials designed to encourage new memberships.
The duty of the nominations director shall be to prepare nominations for directors and to ascertain the availability and consent of the nominees to serve in these positions. The number of nominees required will be equal to the number of directors completing their second year in office. The slate of nominations should be completed at least one month prior to the annual business meeting.
The duty of the arrangements director shall be:
• To arrange for the meeting place approved by the Board of Directors;
• To select the dinner menu:
• To approve the meal charges;
• To collect for the meals at the door of the meeting place;
• To account to the treasurer for the money collected;
• To receive reservations from the members;
• To acquire and maintain nametags; and
• To arrange for program support equipment and supplies as needed.
The publications director shall publish a monthly newsletter prior to each month’s meeting, which contains a notice of the monthly meeting and other activities, and articles that would be of interest to the membership. The newsletter will be mailed to all member companies no later than two (2) weeks prior to the next general meeting. Publications other than the monthly newsletter may be published with the approval of the president.
The publications director shall work with the membership director to develop and distribute advertising and recruiting materials.
The Parliamentarian shall be responsible for making changes to the Constitution and Bylaws in accordance with article XIII. (S) He is also responsible for seeing that all member companies are offered copies of the Constitution and Bylaws.
The education director shall be responsible for arranging the annual STATUS scholarship. Arrangements include: publicity at area colleges (approved by the Board of Directors); screening applicants with the assistance of the officers of the Board of Directors; designing and managing fund raising activities to support the scholarship; and presenting qualified applicants to the Board of Directors for a final decision.
Section II – Special Committees
The president, with the approval of the Board of Directors, shall appoint any other committees deemed necessary.
ARTICLE VII – MEETINGS
Section I – Annual Business Meeting
An annual business meeting shall be held during the month of May each year. At this meeting the membership will elect the appropriate number of directors to replace any directors whose term expires as well as any directors who have resigned. This meeting will also be used to transact any other business relative to the affairs of STATUS.
A notice shall be distributed prior to the annual business meeting listing the members nominated to run for the open positions on the Board of Directors.
Directors elected at the meeting, in addition to directors with another year of eligibility, shall meet prior to June 1 following the business meeting to elect the officers for the next fiscal year.
Section II – Board of Directors Meeting
The Board of Directors shall meet a minimum of six (6) times per year, of which one of these meetings shall be the annual board of directors meeting. The annual board of directors meeting shall be held after the annual business meeting and prior to June 1 following the annual business meeting to elect new officers for the next fiscal year.
Section III – Regular Meeting
There should be regular meetings of the organization at least eight (8) months of the year starting in September. The board of directors shall approve the time and place of the meetings. The membership shall be notified of the time, place, and program for each meeting via the monthly newsletter.
Section IV – Absentee Ballots
Absentee ballots may be made available on special issues,
ARTICLE VIII – ANNUAL FEIE
Section I – Charges
The board of directors for each membership category shall set an annual fee. The fee will authorize any interested employee of a member company to attend the meetings.
Section II – Coverage
The purpose of the fee is to cover the costs incurred by the organization in these major areas: – Collecting and disseminating information contributed and desired by members. – Publishing and distributing the STATUS newsletter and other correspondence as required. – Obtaining speakers for meetings. – Any other costs incurred as approved by the Board of Directors.
Section III – Invoicing
Each member company shall be invoiced at the beginning of each fiscal year. Member companies who have not paid their dues within (90) days of the billing date shall automatically cease to be members.
ARTICLE IX – STANDING RULES
Section I – Guidelines
The board of directors may formulate standing rules to supplement these bylaws.
Section II – Voting Requirements
Standing rules may be adopted by a simple majority vote of the entire Board of Directors.
ARTICLE X – RESTRICTIONS
This organization shall be nonracial, nonsectarian, and shall wholly abstain from a political or labor affiliation or endorsements from public office.
ARTICLE XI – RECORDS
The organization shall keep correct and complete books and records of account. It shall keep minutes of the proceedings of its members, Board of Directors, and committees having any of the authority of the Board of Directors, and it shall keep a record giving names and addresses of the members entitled to vote. Any member company or their agent or attorney may inspect all books and records of the organization for any purpose at any reasonable time.
ARTICLE XII – QUORUM
A simple majority of the entire Board of Directors, including properly registered proxies, shall constitute a quorum at a board meeting.
ARTICLE XIII – PROCEDURES FOR AMENDING THE CONSTITUTION AND BYLAWS
Section I – Proposals
Proposed amendments to this Constitution and Bylaws may be submitted in writing to the Parliamentarian by any member of the Board of Directors or by any member of STATUS. The Parliamentarian shall promptly notify all directors of said proposal.
Section II — Time Requirements
Any proposed amendment must be submitted to and approved by the Board of Directors at least 30 days in advance of the annual business or designated meeting. A copy of the proposed amendment shall be sent to each member company at least ten (10) days in advance of the meeting at which any amendment is to be submitted to a vote.
Amendments to this Constitution and Bylaws may be made at the annual business meeting, or any designated meeting of the organization, by a simple majority vote of the member companies present, including properly registered proxies.
ARTICLE XIV – RULES OF ORDER
Rules contained in Roberts Rules of Order (Revised) shall govern this organization in all cases to which they are applicable, and in which they are not inconsistent with the Constitution and Bylaws or standing rules of STATUS.
ARTICLE XV – Years
Section I – Fiscal Year
The fiscal year of the organization shall be from January 1 to December 31.
Section II – Term of Office
The term of office for the Board of Directors and officers shall be from June 1 to May 31.