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Bylaws of the Society for Information Management Dallas-Fort Worth Chapter
Below is an HTML representation of the Bylaws as adopted September 9, 2013. The official version of the Bylaws can be downloaded in PDF format here. In the case of any conflict between the HTML representation on the website and the PDF version, the PDF version should be considered authoritative.
Table of Contents
ARTICLE I - PURPOSE AND ACTIVITIES
SECTION 1. PURPOSE
This chapter shall be known as the Dallas-Fort Worth Chapter (the "Chapter") of the Society for Information Management (the "Society"). The Chapter is organized for the educational purpose of fostering the management of information technology for the improvement of enterprise performance, as consistent with the purpose of the Society.
SECTION 2. ACTIVITIES
The activities of the Chapter shall strive to strengthen professional communications among management personnel responsible for directing the design, implementation and delivery of information technology products and services in both private and public organizations. These activities will include:
The contents of the activities will include:
The activities of the Chapter will be addressed to persons from both the public and private sectors, including:
ARTICLE II - MEMBERSHIP
SECTION 1. QUALIFICATIONS
The Chapter will maintain membership qualification standards that meet or exceed the qualification for membership in the Society: SIM International.
SECTION 2. CLASSES OF MEMBERS
The Chapter shall have two classes of members with the following designations and qualifications:
SECTION 3. APPLICATION FOR CHAPTER MEMBERSHIP
SECTION 4. RIGHTS AND LIABILITY OF MEMBERS
Each regular member of the Chapter shall have the right to vote on Chapter matters. The members of the Chapter shall not be liable for the debts of or obligations of the Chapter. No member shall receive compensation for services rendered to the Chapter except as otherwise approved by the Executive Committee. A member may be reimbursed for expenses reasonably incurred on behalf of the Chapter if approved by the Executive Committee.
SECTION 5. MEMBERSHIP YEAR
The membership year for members of the Chapter shall be from January 1 of each year to December 31 of the same year.
SECTION 6. MEMBERSHIP DUES
Annual dues for Chapter membership shall be set by the Executive Committee. Annual dues remitted to the chapter will include dues for SIM International affiliation.
SECTION 7. EXPULSION
A member may be expelled for cause by the affirmative vote of three-fourths (3/4) of the members of the Executive Committee. The member shall be invited to appear before the Executive Committee.
ARTICLE III - MEETINGS OF MEMBERS
SECTION 1. ANNUAL MEETING
An annual meeting shall be held for members to elect officers and conduct such other business as required.
SECTION 2. CHAPTER MEETINGS
Meetings of the Chapter shall be held for members and guests for the purpose of hearing presentations, exchanging ideas, and for transacting such business as may properly come before the meeting. The time of each meeting shall be as designated by the Chapter Executive Committee.
SECTION 3. PLACE OF MEETINGS
Meetings of the Chapter may be held at such place as may be designated by the Chapter Executive Committee.
SECTION 4. NOTICE OF MEETINGS
An electronic, written or printed notice stating the place, date, and hour of the meeting, shall be delivered not less than ten (10) nor more than thirty (30) days before the meeting. If mailed, such notice shall be deemed to be delivered when deposited in the United States mail, addressed to the member at his address as it appears on the records of the Chapter, with postage thereon paid.
SECTION 5. QUORUM
Prior notice of a meeting having been given, those regular members present in person, including at least one member of the Executive Committee, shall constitute a quorum.
SECTION 6. VOTING
Each regular member of the Chapter present in person shall be entitled to one vote on business pertaining to the Chapter. Unless otherwise decided by a majority of those present and voting, or by the Chair or his representative, decision shall be by a majority of those present and voting. All regular members have absentee ballot voting rights for election of officers. Absentee votes may be submitted to the Secretary via email prior to the vote taken at the designated Chapter meeting.
SECTION 7. GUESTS
Members may bring guests to Chapter meetings, consistent with policies published by the Executive Committee.
SECTION 8. NATIONAL MEETING
Chapter members are encouraged to attend and participate in the Society's annual conference held during the fall of each year at such time and place prescribed by the Society.
ARTICLE IV - OFFICERS AND MEMBERS OF THE EXECUTIVE COMMITTEE
SECTION 1. OFFICERS
The officers of the Chapter shall be the Chair, Vice Chair, Treasurer, Secretary, and Past Chair. The officers shall be elected annually.
SECTION 2. NOMINATION
A nominating committee, appointed by the Chair, shall nominate at least one candidate for each of the five officer positions, for the Chairs of the Program, Marketing, Communication, Community Outreach and Membership committees and members-at-large. The nominating committee shall present the slate of candidates to the Executive Committee no later than thirty (30) days prior to the annual election. Nominations may also be made from the floor during the annual election providing the nominee has given prior or gives concurrent consent to the presiding executive officer.
SECTION 3. ELECTION
The annual election of the Chapter officers and other members of the Executive Committee will be held at the November meeting of the Chapter. Each member of the Chapter present in person shall be entitled to one vote. The nominations will be distributed to the members at the October meeting. Voting shall be conducted by show of hands. Any member may call for a written ballot, with the approval of the majority of the members present. Each position shall be filled by the nominee receiving the majority of votes cast.
SECTION 4. REMOVAL
Any officers or other members of the Executive Committee may be removed by the vote of a majority of the members of the Chapter attending any Chapter meeting. Such a vote must be recommended and scheduled by the Executive Committee. Notification to membership that an election will be conducted on removal of an officer or member of the Executive Committee must be included with the notice of Chapter meeting.
SECTION 5. RESIGNATIONS
Any officer or other member of the Executive Committee may resign at any time by giving written notice to the Chair 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 6. VACANCIES
Any vacancy occurring in the elected officers for any reason, shall be filled by appointment by the Chair with the approval of the majority of the Executive Committee. Such appointment shall continue until the next annual election.
SECTION 7. DUTIES OF THE CHAIR
The Chair shall be the Chief Executive Officer of the Chapter. The Chair shall perform all duties that pertain to the office of Chair and that may be assigned by the Executive Committee. In furtherance but not in limitation of the office, the Chair's primary duties shall be to:
SECTION 8. DUTIES OF THE VICE CHAIR
The Vice Chair shall have all the powers and perform all duties of the Chair in the absence or incapacity of the Chair. In furtherance but not in limitation of the office, the Vice Chair's primary duties shall be to:
SECTION 9. DUTIES OF THE TREASURER
The Treasurer shall be the financial officer of the Chapter and shall perform all duties that pertain to the office of the Treasurer and that may be assigned by the Chair and Executive Committee. In furtherance but not in limitation of the office, the Treasurer's primary duties shall be to:
SECTION 10. DUTIES OF THE SECRETARY
The Secretary shall be the administrative officer of the Chapter and shall perform all duties that pertain to the office of Secretary and that may be assigned by the Chair and Executive Committee. In furtherance but not in limitation of the office, the Secretary's primary duties shall be to:
SECTION 11. DUTIES OF THE MEMBERS-AT-LARGE
The Members-at-Large shall perform such duties as may be assigned to him or her by the Chair and the Executive Committee. NOTE: Members-at-Large are selected annually by the Chair and the Executive Committee.
SECTION 12. DUTIES OF THE PROGRAM CHAIR
The Program Chair shall be responsible for the administration and program content of Chapter meetings and shall perform all duties that pertain to the Chair of the Program Committee and that may be assigned by the Chair and Executive Committee. In furtherance but not in limitation of the office, the Program Chair's primary duties shall be to:
SECTION 13. DUTIES OF THE MEMBERSHIP CHAIR
The Membership Chair shall be responsible for the identification of prospective members and timely processing of all applicants and shall perform all duties that pertain to the Chair of the Membership Committee and that may be assigned by the Chair and Executive Committee. In furtherance but not in limitation of the office, the Membership Chair's primary duties shall be to:
SECTION 14. DUTIES OF THE MARKETING CHAIR
The Marketing Chair shall be responsible for the promotion and marketing of the chapter and chapter events both internally and externally. In furtherance but not in limitation of the office, the Marketing Chair’s primary duties shall be to:
SECTION 15. DUTIES OF THE COMMUNICATION CHAIR
The Communication Chair shall be responsible for all chapter communications and the chapter web site and act as the liaison with SIM National with respect to the web site. The Communication Chair shall also evaluate all tools to provide communication through various media.
SECTION 16. DUTIES OF THE COMMUNITY OUTREACH CHAIR
The Community Outreach Chair shall be responsible for all chapter community outreach programs, including but not limited to:
ARTICLE V - EXECUTIVE COMMITTEE
SECTION 1. MEMBERS OF EXECUTIVE COMMITTEE
The Executive Committee shall consist of the officers of the Chapter, the past Chair, the Chairs of the Program, Marketing, Communication, Community Outreach and Membership Committees, and non-voting Members at Large. The Chair of the Chapter shall also serve as Chair of the Executive Committee. No organization shall be represented by more than one member on the Executive Committee.
SECTION 2. GENERAL POWERS AND DUTIES
The Executive Committee shall serve as the Board of Directors of the Chapter and shall be the governing authority of the Chapter. The property, business and affairs of the Chapter shall be managed by the Executive Committee. The Executive Committee may exercise all such powers of the Chapter as are given by law, or by these by-laws directed or required to be exercised by the Executive Committee.
The Executive Committee, in furtherance but not in limitation of its powers, shall have the power to:
SECTION 3. REGULAR MEETINGS
There shall be at least four (4) meetings of the Executive Committee in each membership year. Additional meetings may be held at the call of the Chair or at the request of any three (3) members of the Committee. The meetings will be held at the time and place as prescribed by the Chair. Notice of the meetings shall be given in writing or verbally by the Chair at least seven (7) days prior to the date of the meeting.
SECTION 4. QUORUM
A majority of the number of Executive Committee members constitutes a quorum for the transaction of business at any meeting of the Executive Committee.
SECTION 5. VOTING
Decisions shall be by a simple majority of those present and voting.
SECTION 6. ELECTRONIC MEETINGS AND VOTING
The Executive Committee may transact some business between regular meetings by the exchange of electronic messages. Where electronic voting is required, decisions shall be by a majority of the number of Executive Committee members serving at the time. Issues put to an electronic vote must be copied to all members of the Executive Committee. Votes on such issues must also be copied to all members of the Executive Committee and must also include clear reference to the issue being voted on (e.g., via the use of a reply-with-copy-of-original-message function). These votes and other important announcements will be included in the minutes of the next regular meeting.
ARTICLE VI - COMMITTEE MEMBERSHIP
SECTION 1. SPECIAL COMMITTEES
The Chair may establish and appoint special committees not having and exercising the authority of the Executive Committee in the management of the affairs of the Chapter.
SECTION 2. NOMINATING COMMITTEE
Sixty (60) days prior to the October meeting the Chair shall, with the consent of the Executive Committee, appoint a Nominating Committee for selection of the next year's officers.
SECTION 3. MEMBERSHIP COMMITTEE
The Membership Committee shall be directed by a Chair elected from the membership. The Committee shall have the responsibility to identify prospective members and move on the acceptance or rejection of applicants for membership.
SECTION 4. PROGRAM COMMITTEE
The Program Committee shall be directed by a Chair elected from the membership. The Program Committee shall have the responsibility for the advance planning of the Chapter meetings to include arrangements for facilities, quality speakers and programs.
SECTION 5. MARKETING COMMITTEE
The Marketing Committee shall be directed by a Chair elected from the membership. The Marketing Committee shall have the responsibility for the promotion and marketing of the chapter and chapter events both internally and externally.
SECTION 6. COMMUNICATION COMMITTEE
The Communication Committee shall be directed by a Chair elected from the membership. The Communication Committee shall have the responsibility for all the chapter communications and the chapter web site.
SECTION 7. COMMUNITY OUTREACH COMMITTEE
The Community Outreach Committee shall be directed by a Chair elected from the membership. The Community Outreach Committee shall have the responsibility for all chapter community outreach programs.
ARTICLE VII - FISCAL MATTERS
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 qualified depositories. Any funds acquired by the Chapter shall be clearly marked for and deposited to the account of SIM-Dallas-Fort Worth 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 Chair.
SECTION 4. TREASURER'S REPORT
The Treasurer shall provide to the Executive Committee meeting a written report of the Chapter's financial status, which any member of the Chapter may inspect upon request. The Treasurer's accounts may be audited annually at the end of the fiscal year by an independent representative appointed by the Executive Committee.
SECTION 5. DISSOLUTION
Upon dissolution of the Chapter, all assets remaining after disposition of all liabilities will be distributed to the Society.
ARTICLE VIII CHANGES TO THESE BYLAWS
These by-laws may be altered, amended, or repealed, and new and other by-laws may be adopted by resolution or resolutions duly adopted by a majority of the Executive Committee members present in person, and submitted to and duly adopted by a two-thirds (2/3) vote of the membership present and voting at any meeting of the Chapter, with thirty (30) days advance notice of such vote to members.
MEMBERSHIP COMMITTEE GUIDELINES
The Dallas-Fort Worth (DFW) Chapter membership guidelines are designed to attract senior information management (IM) executives from as broad a spectrum of industries, academia, and consulting as possible. It is believed that members can achieve the greatest benefit from SIM membership if the programs and interaction are focused on diverse senior IM executives. These guidelines are not intended to be rigid rules to be applied mechanically; in all cases, membership applications will be reviewed and approved by the DFW Executive Committee to insure that emphasis on senior IM executives is preserved.
To qualify for SIM membership, individuals must fall into one of the Individual or Group Membership Categories as described below.
INDIVIDUAL MEMBERSHIP CATEGORIES
1. Practitioner Member
Senior executives in private or public sector organizations who are the corporate or division head of an IM organization; senior information executives' direct reports; and others with significant IM responsibility are qualified for membership. As noted in the bylaws, each member gets one vote. The Practitioner Member category includes: a. Chief Information Officers (CIOs) and Chief Technology Officers (CTOs) b. CIO's or CTO's direct reports c. Graduates of SIM International's RLF program.
Normally, only two members from the same organization may be members of the DFW Chapter; however, for large organizations (i.e., those with more than $1 Billion in sales or expenses and with a major information management facility in the Dallas-Fort Worth area), up to 4 members will be allowed. While it is normally expected that members of the chapter will be the CIO, the CTO, or a direct report of the CIO or CTO, exceptions will be considered for large organizations.
2. Academic Member
Full-time university or college faculty members may also qualify for membership in SIM's DFW chapter. Academic members should be recognized scholars who conduct practiceoriented research and/or are leaders in IM curriculum design initiatives. These members should have achieved senior levels in the academic community and have significant influence over the direction of IM education. The Academic Member category includes: a. program heads and 18 b. full time professors
Normally, only two professors from the IM disciplines at a DFW four-year college or university can be Academic Members.
3. Business Leader Member
Business leaders who have a significant interest in and impact on the use of information technology and its management may also qualify for SIM membership. Senior business executives from public or private organizations with annual revenue that exceeds $5M, employs a minimum of 5 full-time employees, and whose primary responsibility is not information management, but whose company is typically classified as a technologyrelated service organization, qualify for membership.
Other leaders who shape or influence law and governmental policy in the areas of professional concern to information managers may also qualify. The Business Leader Member category includes but may not be limited to: a. Chairman b. Chief Executive Officer c. Chief Operating Officer d. President e. Owner f. Principal/Partner
Leaders at the partner/principal level who influence the direction of their own company and client companies may qualify for membership. These individuals must be able to demonstrate that they operate at the senior level to qualify, and that their responsibilities are primarily in DELIVERING IT services, not primarily selling IT services. Consultant Members must not engage in marketing at meetings or they will put their membership at risk. Information management practitioners (that is, CIOs or CTOs or their direct reports) for consulting or vendor firms may apply for membership in the DFW chapter as Practitioner Members.
Normally, only one senior executive from a consulting, integration, outsourcing or recruiting firm may be a member of the Dallas-Fort Worth Chapter.
5. Fellow - Member Emeritus
As recommended by the Membership Committee, and approved by the Executive Committee, active and retired former members in good standing are invited to continue to participate in the DFW Chapter at all levels as voting, paying members. The Membership Committee shall 19 create guidelines for members to be considered as Fellow – Member Emeritus, which may include years of membership and service provided to the organization. Once voted into this category, no subsequent verification of qualifications will be required for Fellow – Member Emeritus members as long as they remain active, paying members.
6. RLF Members
Due to their interest in creating possibilities in the Technology arena as illustrated by their 9 month commitment to the RLF program, any RLF program attendees are granted an automatic 2 year dues paying membership in SIM National beginning with the year they are in RLF RLF attendees will be counted in the overall chapter headcount, but will not be factored into the category percentages. They must pay any other chapter meeting fees in accordance with other dues paying member requirements, and they are granted all rights that any dues paying members are afforded. To be granted regular membership, they must re-apply for membership the third year after commencement of their initial RLF session.
7. Chapter Advisors
Chapter Advisors are resources that provide guidance, insight, and advice to both individual members and the chapter as a whole based on well defined roles outlined by the Executive Committee.
These respected experts in their areas of service will have all the privileges of membership and pay regular membership dues each year. Although they will be counted in membership totals, they will not be counted against any other category limits. Normally the number of Chapter Advisors will not exceed 6 in number.
They will be called upon from time to time to host a topic at a monthly meeting, and/or provide activity reports illustrating how they have assisted members of SIM.
The Membership Committee will create and follow written procedures and recommend individuals for membership to assure that at least 70% of the members are Practitioners or Fellow – Emeritus members, where Chapter Advisors and RLF members are not counted in those percentages. The Membership Committee shall set limits and create procedures on accepting new individuals for membership in Academic, Business Leader and Consultant categories, as necessary.
GROUP MEMBERSHIP CATEGORIES
1. Academic Institutional Membership
Academic institutions with a significant investment in accredited undergraduate and/or graduate level IM education programs may also qualify for group SIM Membership.
These institutions can provide five designees who can fit either of the following descriptions: a. Practitioners working in the IT organization of an academic institution who satisfy the Practitioner category criterion; or b. University or college faculty members who satisfy the Academic category criterion. To be eligible for this membership category, at least one designee must fit the Academic Member criterion and this person must be designated as the primary contact person. Voting rights will also be granted to any of the five members who satisfy any individual membership criteria of the Society or who are designated as academic leaders by the primary contact.
2. Enterprise Membership
Enterprise Members are public or private organizations that display an interest in and a support for the work of the Society. Enterprise Members may provide five or seven designees who must satisfy the Society's individual membership criteria. At least one representative must be a chief information or technology officer (CTO or CIO) or a divisional information officer (DIO) within their enterprise who is responsible for information management. This member will be designated as the primary contact person. Voting rights will be granted to the remaining four (or six) qualifying members designated by the primary contact.
GENERAL TRANSITION ISSUES FOR INDIVIDUAL MEMBERS
The DFW Chapter bylaws state that, unless specifically indicated otherwise at the time of application, all memberships are considered paid through the sponsorship of the individual member's employer. In the event that a member leaves the employment of the sponsoring company, or the member's duties and responsibilities with that employer are changed to the extent that he/she no longer qualifies for membership in the Chapter, the sponsoring company may reassign that membership for the remainder of the membership year to another employee meeting the membership qualifications of the Chapter.
When a member leaves the employment of the sponsoring company, he/she may continue as a dues-paying member for at least 18 months, or until they obtain permanent employment. Temporary work performed by a member in transition will not require a membership reclassification. However, the nature of work in the new permanent work assignment will form the basis for continuing membership eligibility during subsequent annual membership recertification.
ANNUAL VERIFICATION OF INDIVIDUAL MEMBER QUALIFICATIONS
As stated in the DFW Chapter bylaws, during the membership renewal process each November through March, the membership qualifications of current individual members will be verified. The Membership Committee will create a Consent Agenda summary recommendation for all members for recertification, including their membership classification. Any member of the Executive Committee may remove an individual from the Consent Agenda; instead requiring that member’s recertification be evaluated individually. The Executive Committee will approve or disapprove the continuance of each membership, either by Consent Agenda approval, by individual consideration, by oral vote, or by silent ballot, as required by the Executive Committee Chair.
Honorary, Academic, Business Leader and Consultant members shall not be disapproved for continuing membership solely to adjust membership category percentages.
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