SIM Arizona Chapter By-Laws
BY-LAWS OF SOCIETY FOR INFORMATION MANAGEMENT ARIZONA CHAPTER
PURPOSE AND ACTIVITIES
SECTION 1. PURPOSE. This chapter shall be known as the Arizona Chapter
(the “Chapter") of the Society for Information Management (the “Society”). The Chapter is organized to bring together IT leaders to share, network, grow professionally and give back to their communities through the collaboration with other SIM chapters, as consistent with the purpose of the Society.
SECTION 2. ACTIVITIES. The Chapter shall strive to strengthen professional communications among senior IT professionals, academicians, consultants and other leaders responsible for directing the design and implementation of information technology in both private and public organizations through its activities. These activities will include:
1. Providing an interdisciplinary forum for those concerned with all aspects of information technology.
2. Providing an opportunity to hear presentations by leading information technology professionals and executive managers who are the beneficiaries of the product of information technology systems.
3. Providing an opportunity for critical examination of the problems and opportunities involved in the development of information technology for the improvement of management performance.
4. Providing an opportunity for the exchange of ideas concerning information technology with member counterparts and other IT professional networking organizations primarily within the Phoenix Metropolitan area.
5. Conducting programs for the education of executives, managers, educators and other professionals in the field, aimed at developing an understanding of information potentials and management considerations of systems development.
6. Identification and evaluation of existing and emerging practices and technologies of information resource management from an administrative perspective.
7. Promoting the highest moral and ethical standards in safeguarding and managing information resources.
8. Promoting the replenishment and education of future IT leaders through scholarships, mentoring, educational initiatives and by acting in an advisory capacity for university curriculum.
9. Additional activities as approved by the Chapter Board of Directors.
The activities of the Chapter will be addressed to persons from both the public and private sectors, including but not limited to:
1. Executive managers who are the beneficiaries of the product of information technology and who are responsible for authoring and controlling their development.
2. Supervisory managers who are responsible for the day-to-day functioning and aspects of the development of information technology systems.
3. Educators who are concerned with researching and teaching the theory, methodology, principles, and practices of information technology development and application for management.
4. Consultants and other leaders who are interested in promoting management aspects of information technology.
SECTION 1. QUALIFICATIONS. Any person who meets the applicable qualifications for membership in the Society is eligible for membership in the Chapter. A Chapter Member is any person who has been approved by the Chapter Board of Directors and has paid the current year’s dues.
Consistent with the national SIM organization, the local Arizona Chapter is a 501(c)(6) not-for-profit professional society comprised of, and operating for, executives, managers, educators, researchers, consultants and other leaders in the field of information resource management.
Members should understand that the primary objectives are to inform, educate, and involve members in the theory, administration, and technology of information resources management and not to sell services or products.
The specific criteria outlined below is intended to qualify a group of individuals who have a commonality of concerns, problems, and desires to enhance their knowledge and skills in information resources management and not to exclude any person who can contribute or benefit directly by participation in the local Chapter.
SECTION 2. CATEGORIES OF MEMBERS. Those qualifying for membership in the Society must fall within one of five categories of leaders as described below:
1. Senior information management professional currently or previously employed in major organizations in either the public and private sectors:
2. Corporate/Division Head: Corporate and divisional heads of organizations responsible for information management.
3. Member of an IT management team: In support of the Corporate/Division head with key management roles as certified by the head of the organization.
4. Academic: Fulltime college or university faculty members making a significant contribution to the field of information technology. An academician is someone: a) who is a recognized scholar and conducts practice-oriented research and/or is a leader in IT curriculum design initiatives, or b) who has reached a senior level in the academic community and has significant influence over the direction of IT education.
3. Consultant: Leading experts from consulting may also qualify for SIM membership by virtue of the contributions such individuals and their organizations make to the IT world. Leaders at the partner/principal level who influence the direction of their own company or the direction of their clients’ companies are qualified. These individuals must be able to demonstrate that they operate at the senior level to qualify and their responsibilities are primarily in delivering IT services, not primarily selling IT services.
4. Other Leaders: A vendor, recruiter, non-IT executive, or leader from another profession with a major role in matters that impact the strategic direction of technology will be considered for membership at the Chapter and National level.
1. Member Emeritus: Previous members in good standing or who fell into one of the previous categories during active service.
SECTION 3. APPLICATION FOR CHAPTER MEMBERSHIP. Applications shall be submitted, evaluated and approved per the Chapter Board of Directors’ approved policies and procedures.
SECTION 4. RIGHTS AND LIABILITY OF MEMBERS. Each Chapter member shall have the right to one electronic vote on each chapter matter as outlined in the bylaws. The members of the Chapter shall not be liable for the debts or obligations of the Chapter. No member shall receive compensation for services rendered to the Chapter except as otherwise approved by the Chapter Board of Directors. A member may be reimbursed for expenses reasonably incurred on behalf of the Chapter if approved by the Officers of the Chapter.
SECTION 5. MEMBERSHIP YEAR. The membership year for members of the Chapter shall be from January 1 of each year through December 31 of the same year.
SECTION 6. MEMBERSHIP DUES. Annual dues for Chapter membership shall be set by the Chapter Board of Directors. Dues incentives may be set by the Chapter Board of Directors.
SECTION 7. EXPULSION. A member is automatically expelled without action of the Board of Directors for failure to pay applicable dues for more than 75 days, or failure to meet the eligibility requirements for membership. A member may be expelled by the Board of Directors for other reasons if the member is provided with advance written notice including the reason for the proposed expulsion, an opportunity to contest the proposed expulsion in writing or in person before the Board of Directors, and final written notice of the Board’s decision. A member may be expelled for cause by the affirmative vote of three-fourths of the members of the Chapter Board of Directors. The member may appeal to the Officers of the Chapter. The member will then be invited to appear before the Officers of the Chapter who may, as the final authority, reverse the expulsion.
MEETINGS OF MEMBERS
SECTION 1. ANNUAL MEETING. An annual meeting shall be held for members to finalize the election, announce the new officers and conduct other business as required.
SECTION 2. CHAPTER MEETINGS. Chapter meetings shall be open to members and guests approved by the Chapter Board of Directors. The purpose of Chapter meetings shall be to hear presentations, exchange ideas, and transact such business as may properly come before the Chapter. The time of each meeting shall be as determined by the Chapter Board of Directors.
SECTION 3. PLACE OF MEETINGS. Meetings of the Chapter will be held at such place and time as may be determined by the Chapter Board of Directors.
SECTION 4. NOTICE OF MEETINGS. An electronic notice stating the place, date, and hour of the meeting shall be delivered not less than fifteen (15) days before the meeting. The notice will be addressed to the member at the email address as it appears on the records of the Chapter.
SECTION 5. GUESTS. Chapter Members may bring guests to Chapter meetings, with the prior approval of the Chapter Board of Directors, but the number of guests may be limited at the discretion of the Chapter Board of Directors. The intent of guests is to provide insights to Chapter activities and benefits to potential new members. Guest fees will be established and determined by the Chapter Board of Directors.
CHAPTER BOARD OF DIRECTORS
SECTION 1. GENERAL POWERS AND DUTIES. The Chapter Board of Directors shall be the governing authority of the Chapter. The property, business, and affairs of the Chapter shall be managed by the Chapter Board of Directors, and may exercise all such powers of the Chapter as are by law, or by these by-laws, directed or required to be exercised by the Chapter Board of Directors.
The Chapter Board of Directors, in furtherance but not in limitation of its powers, shall have the power to:
1. Represent the members of the Chapter for all matters internal and external.
2. Establish the policies and practices of the Chapter.
3. Approve arrangements for all activities.
SECTION 2. REGULAR MEETINGS. There shall be at least four meetings of the Chapter Board of Directors in each membership year. Additional meetings may be held at the call of the Chapter President or at the request of any four (4) members of the Chapter Board of Directors. The meetings will be held at the time and method as prescribed by the Chapter President. Notice of the meetings shall be given electronically, in writing or verbally by the Secretary of the Chapter at least seven (7) days prior to the date of the meeting.
SECTION 3. QUORUM. A majority of the total number of Chapter Board of Directors members constitutes a quorum for the transaction of business at any meeting of the Chapter Board of Directors.
SECTION 4. VOTING. Voting may be electronic, decisions shall be by a simple majority of those voting except in the case of:
1. Membership criteria,
2. Assessment of dues, and
3. the chapter budget
where sixty-six and two-thirds (66 2/3) percent of Chapter Board of Directors approval is required.
OFFICERS AND DIRECTORS OF BOARD OF DIRECTORS
SECTION 1. OFFICERS AND DIRECTORS. The Officers of the Chapter shall be the President, Vice President, Treasurer and Secretary. The Directors will be as outlined in the Chapter Roles and Responsibilities. The number of Directors to be elected for the following term of office will be determined by the current Board of Directors along with their roles and responsibilities. The Officers and Directors shall be elected by the Chapter Members at end of term. The President, Vice President and Past President may each serve (1) two-year term and the Secretary, Treasurer and Directors may serve two (2) consecutive two-year terms. One person may not serve in two elected positions at the same time.
In order to be qualified for election, the President must be a current Officer or Director. All members of the Board of Directors shall be members of the Society in good standing and must remain so during the term of office.
SECTION 2. NOMINATION. A Nominating Committee, appointed by the President, shall nominate at least one (1) candidate for each of the positions at end of term and shall present the slate of candidates to the Chapter Board of Directors no later than forty-five (45) days prior to the election. Write-in votes may also be cast during the annual election providing the nominee has given prior consent.
SECTION 3. ELECTION. The election of the Chapter Officers and Directors will be held on the last meeting of the fiscal year. Voting shall be conducted by written ballot to be electronically mailed to members with each regular Chapter Member entitled to one vote for each position. Each position shall be filled by the nominee receiving the majority of votes cast.
SECTION 4. MEMBERSHIP FOR OFFICERS AND DIRECTORS. The Chapter Officers and Directors must be members of SIM National. The Chapter may pay all or part of the SIM National dues for Officers or Directors whose employers do not reimburse for such expenses.
SECTION 5. REMOVAL. Any Officer or other member of the Board of Directors may be removed by the vote of a majority of the Board of Directors. Such a vote must be recommended and scheduled by the Board of Directors. Notification to Chapter members that an election will be conducted on removal of an Officer or Director must be included with the notice of the Chapter meeting.
SECTION 6. RESIGNATIONS. Any Officer or Director may resign at any time by giving written notice to the President or Secretary of the Chapter. Such resignation shall take effect at the time specified therein; and, unless otherwise specified therein, the acceptance of such resignation shall not be necessary to make it effective.
SECTION 7. VACANCIES. Any vacancy occurring in the elected Directors for any reason, shall be filled by appointment by the President with the sixty-six and two thirds (66 2/3) percent approval of the Board of Directors. Such appointment shall continue until the next scheduled election for that position. If the vacancy is the President, the vacancy shall be filled by the Vice President or Secretary or Past President in that order.
SECTION 8. TERM. The term of the Officers and Directors of the Chapter will begin January 1 following their election.
SECTION 1. COMMITTEE FORMATION AND MANAGEMENT. The Chapter Board of Directors will form committees as outlined in the Chapter Roles & Responsibilities.
SECTION 2. SPECIAL COMMITTEES. The President may establish and appoint special committees. These committees will not have and cannot exercise the authority of the Board of Directors in the management of the affairs of the Chapter.
SECTION 3. DEPUTIES. Each member of the Board of Directors, excluding the President, Past President, Vice-President, and Secretary, shall have a Deputy who is authorized to represent that Director at Chapter/Board meetings when that Director is unable to attend, whereupon the Deputy shall temporarily have all the rights provided to that Director when representing that Director. Deputies must be nominated by the Director and approved by the Board of Directors.
SECTION 4. COMMITTEE MEETINGS. Committee meetings shall be held Quarterly upon notification of at least seven (7) days in advance of the meeting by the Chairman of the committee.
SECTION 5. REMOVAL FROM COMMITTEES. The Chapter Board of Directors shall have the power and authority to remove any committee Chairman for cause and to remove any committee member upon recommendation by that member`s committee Chairman.
SECTION 1. FISCAL YEAR. The Chapter’s fiscal year shall be January 1 through December 31.
SECTION 2. FUND DEPOSITS. All funds of the Chapter shall be promptly deposited in a qualified depository which has been approved by the Board of Directors. Any funds acquired by the Chapter shall be clearly marked for and deposited to the account of SIM Arizona Chapter.
SECTION 3. FUND DISBURSEMENTS. All disbursements of funds of the Chapter shall be made by checks signed by the Treasurer or, in the event the Treasurer is unavailable, by the Secretary.
SECTION 4. TREASURER`S REPORT. The Treasurer shall provide to each Board of Directors meeting a report of the Chapter’s financial status, which any member of the Chapter may inspect upon request. The Treasurer’s accounts shall be audited annually at the end of the fiscal year, or at the discretion of the Board of Directors, by any independent representative appointed by the Board of Directors.
SECTION 5. DISSOLUTION. Upon dissolution of the Chapter, all assets remaining after disposition of all liabilities will be distributed to a charity designated by the Board of Directors.
LIMITATION OF LIABILITIES
Nothing herein shall constitute members of the Chapters as partners for any purpose. No member, officer, agent, or employee of this Chapter shall be liable for the acts or failure to act on the part of any other member, officer, agent, or employee of the Chapter. Nor shall any member, officer, agent, or employee be liable for his acts or failures to act under the By-Laws, excepting only acts or omissions to act arising out of his willful misfeasance.
MEETING GUIDELINE AND BY-LAWS
SECTION 1. Meeting Guidelines. Meetings of the duly constituted bodies of the Chapter may use the guidelines found in “Robert’s Rules of Order Revised”, provided the same are not superseded by the By-Laws and are applicable. The use of the guidelines is optional and at Chapter Board of Directors discretion.
SECTION 2. SUSPENSION OF BY-LAWS. The By-Laws may be temporarily suspended by a two-thirds (2/3) vote of those present at any meeting of the Board of Directors or any Chapter meeting.
SECTION 3. INTERPRETATION OF BY-LAWS. The Board of Directors shall be the final authority for the interpretation of the By-Laws.
SECTION 4. NON-CONFLICT WITH NATIONAL CONSTITUTION AND
BY-LAWS. The By-Laws of this Chapter shall not conflict in any manner with the Constitution and By-Laws of the national Society for Information Management except as may be approved in writing by the Society, and the national constitution and By-Laws shall govern and prevail in all matters.
SECTION 1. PROPOSALS.
A. Amendments to these By-Laws shall be proposed in writing to the Chapter Board of Directors, a special By-Laws Committee, or by a request signed by five (5) or more members in good standing.
B. The Board of Directors shall authorize the Secretary to submit proposed amendments electronically via email to the entire membership at least thirty (30) days prior to the date on which the votes are to be counted.
SECTION 2. VOTING. An affirmative vote of sixty-six and two-thirds percent (66 2/3%) of the members shall be required for the adoption of an amendment to these By-Laws.