Article 1 – Definition of Bylaws
These Bylaws constitute the code of rules adopted by the IT Pros of Tulsa Users Group (ITPTUG) for the regulation and management of its affairs
Article 2 – Mission
The mission of the IT Pros of Tulsa Users Group is to help the community become skilled with computers by providing a public forum to educate, exchange information, share expertise, and solve computer-related problems
Article 3 – Policies and Definitions
§ 3.1 – Policies
The IT Pros of Tulsa Users Group does not practice or advocate any particular religious, political, or computer industry-related agenda
Although the ITPTUG may feature commercial computer products in meetings and media, it shall be the policy of the ITPTUG to not endorse any commercial product or any service provider
§ 3.2 – Definitions
1) A Member is an individual who has joined the ITPTUG LinkedIn group.
2) The Board of Directors shall consist of the President, Vice President, Secretary and Past Presidents
3) An Officer is a member who has been duly elected by the membership to serve on the Board of Directors
Article 4 – Membership
§ 4.1 Eligibility
1) Any person over 13 years of age who desires to further the purposes of ITPTUG shall be eligible and may apply for membership
2) Membership shall be available without regard to race, creed, color, sex, national origin, or computer operating system
Article 5 – Meetings
§ 5.1 – Notice of Meeting
Written or electronic notice stating the place, day, and hour of any meeting shall be delivered to the members not less than 15 days before the date of the meeting.
Electronic notice shall be posted to ITPTUG’s LinkedIn discussion page.
§ 5.2 – General Meetings
1) General Meetings are the monthly meetings featuring Q&A, presentations, and such for the membership. General Meetings are conducted at OSU – Tulsa on dates set by the Board of Directors.
2) At the first Board Meeting following the election of officers, the Board of Directors shall designate one and only one particular monthly General Meeting as the General Meeting with Voting (as well as Q&A, presentations, and such). In this particular monthly General Meeting with Voting, the members present shall vote on any issues that require membership approval. This designation shall remain in effect until the first Board Meeting following the next election of Officers.
3) On the date for the election, determined by the Board of Directors, at and only at the General Meeting with Voting, Officers shall make end-of-the-year reports to the membership, the nominations of Officers shall be closed, and the election of Officers shall be conducted
4) Unless specified otherwise in these bylaws, a simple majority vote shall be required for the passage of each issue requiring membership approval
Article 6 – Nomination and Election of Officers
§ 6.1 – Nominations
1) Nominations for Officers shall be opened in the month prior to the date for the election (which is determined by the Board of Directors), at and only at the General Meeting with Voting
2) A nomination from the floor may be made by a member, and must be seconded by another member. Such nominations require the consent of the nominated person, either in person or in writing
§ 6.2 – Elections
1) Vice President and Secretary positions will be elected by ballot, or acclamation if only one candidate has been nominated, for a term of one year
2) The position of President will be filled by the previous year’s Vice President. This makes the total time served of someone running for the Vice President position 2 years
3) Persons receiving the highest number of votes win, ties being decided by coin toss. The term of office shall be from January 1 through December 31. All officers must be members in order to serve
4) The Board of Directors shall appoint a replacement for the remaining term of any office vacated due to removal or resignation of the Officer
§ 6.3 – Disputes
1) Any dispute with respect to election procedure, conduct, tabulation, or any other election matter shall be brought to the membership by the end of the next General Meeting with Voting
2) Any such disputes shall be resolved by the members present at that meeting
§ 6.4 – Absentee and Proxy Ballots
Absentee and proxy ballots are not permitted
Article 7 – Board of Directors
The Board of Directors will meet at least quarterly. Results and/or minutes of these meetings shall be reported to the membership and/or published on the ITPTUG website
§ 7.1 – Specific Duties of the Officers
1) The President shall 1.Serve as the Chief Executive Officer 2.Preside at all Steering Committee Meetings, General Meetings, and Board Meetings 3.Assure agendas for all Board Meetings are prepared 4.Oversee the arrangement for meeting presentations 5.Exercise supervision over the activities and operations of the IT Pros of Tulsa Users Group 6.Appoint, with the consent of the Board of Directors, committees, and recommend the appointment of committee chairpersons as required 7.Oversee all special events and new projects in which the IT Pros of Tulsa Users Group is involved 8.Have final responsibility for ensuring all meeting locations and availability 9.Introduce the meeting and act as Master of Ceremonies during the presentation of the program, or appoint a moderator 10.Upon completion of his/her term, deliver all relevant materials to his/her successor.
2) The Vice President shall 1.Perform the duties of the President in his/her absence 2.Serve as President for the remainder of the President’s term of the office, if the Presidency becomes vacant after a 6 month period 3.Perform duties as directed by the President 4.Upon completion of his/her term, deliver all relevant materials to his/her successor
3) The Secretary shall 1.Perform the duties of the Vice President in his/her absence 2.Take the minutes of all official meetings, or appoint a substitute if not able to attend the meeting. If not able to do so, the presiding officer will arrange a substitute. 3.Make the minutes available for distribution within the IT Pros of Tulsa Users Group 4.Prepare, type, and handle all official correspondence 5.Maintain files, including minutes, incoming and outgoing correspondence, etc. as appropriate 6.Maintain the Articles of Incorporation, Corporate Seal, Bylaws, Standard Operating Procedures, and all other important ITPTUG documents 7.Prepare notices (as stated elsewhere in these Bylaws) and ballots for the annual election of officers 8.Notify the Board of Directors and appropriate chairpersons, of forthcoming events that may require action 9.Upon completion of his/her term, deliver all relevant materials to his/her successor
4) The Past President is a non-voting position on the Board, serving in a advisory capacity. In the event that a serving President resigns or is removed within the first 6 months of their term any serving Past President can at their discretion choose to serve as President through June 30th. At that time, the term would pass to the serving Vice President and a new VP will be appointed.
§ 7.2 – Delegation of Responsibilities
Each Officer may, with the approval of the Board of Directors, appoint assistants (who are members) as needed
The officer may delegate responsibilities to the assistants unless otherwise contravened by these bylaws
The assistants shall not serve on the Board of Directors
§ 7.3 – Resignations
An Officer may resign at any time by giving written notice to any member of the Board of Directors. Unless otherwise specified in the notice, the resignation shall take effect upon receipt thereof by the Board of Directors, and the acceptance of the resignation shall not be necessary to make it effective. The Board of Directors may appoint a successor to serve for the remainder of the term of any resigning officer.
§ 7.4 – Removal
Any member of the Board of Directors who fails in performing his/her assigned duties, or who misses three (3) consecutive Board Meetings, or misses a total of four (4) Board Meetings in one calendar year, may be removed from the Board of Directors, by a majority vote of the then-sitting Board of Directors members.
Notice of such intended action shall be sent ten days in advance by email to the Officer in question, and the other Officers of the Board of Directors, that such intended action will be included at the stated Board Meeting
§ 7.5 – Liability of Officers
No officer of the ITPTUG shall be liable to the ITPTUG or to its members for monetary damages resulting from official actions as an Officer of the ITPTUG. No amendment to or repeal of this Article shall apply to, or have any effect on, the liability or alleged liability of any Officer of the ITPTUG for, or with respect to, any acts or omissions of such Officer occurring prior to such amendment or repeal.
§ 7.6 – Conflict of Interest Statement
It is expected that each member will excuse himself/herself from voting on matters which could be a commercial conflict of interest. Also, by a two-thirds (2/3) vote of the Board of Directors, any member can be excluded from voting on a particular Board of Directors proposal if a commercial conflict of interest is determined to exist. The President is eligible to vote on this matter.
Article 8 – Appointments
The President may appoint committees or individuals as necessary. Such appointees serve at the pleasure of the President and the Board of Directors.
The Board of Directors may direct the President to appoint or remove such appointees
Article 9 – Special Interest Groups (SIGs)
A Special Interest Group is an informal group within the IT Pros of Tulsa Users Group that is formed to support the purposes of the IT Pros of Tulsa Users Group in a specific area of common interest among its members. Special Interest Groups may be established by the Board of Directors. The operation of the SIGs shall conform to the Standard Operating Procedures.
Article 10 – Financial Transactions and Operations
§ 10.1 – Fiscal Year
The fiscal year of the IT Pros of Tulsa Users Group will begin January 1st and end December 31st
§ 10.2 – Gifts
The Board of Directors may accept on behalf of the IT Pros of Tulsa Users Group any contribution for any purpose that does not conflict with the ITPTUG mission statement
Article 11 – Parliamentary Authority
§ 11.1 – Prohibited Activities
Notwithstanding any other provision of these Bylaws, the IT Pros of Tulsa Users Group shall carry on only activities permitted by applicable state and federal laws
Article 12 – Miscellaneous
§ 12.1 – Affiliation with Other Organizations
1) The Steering Committee may decide at a regularly scheduled meeting, by a majority vote of those in attendance, to affiliate with, join, or leave other organizations
2) An affiliation is not a merger. (An example of an affiliation is joining an alliance of computer clubs to obtain presentation speakers.)
§ 12.2 – Advertising Policies
All advertising submitted for publication shall be controlled by the Board of Directors or the designated committee
Article 13 – Transition to New Bylaws
This article addresses the special circumstances associated with the transition to operations under these bylaws
§ 13.1 – First Election Under New Bylaws
The first Board of Directors of three Officers shall be elected in February, 2013, and will serve for ten months, from March 1, 2013 through December 31, 2013
Article 14 – Amendments
These Bylaws may be amended at and only at a General Meeting with Voting, by a two-thirds (2/3) vote of members present, provided that the proposed amendment(s) have been provided to the membership no less than five days prior to the first of three consecutive General Meetings with Voting, at which the proposals may be discussed
They will be voted upon at the third such General Meeting with Voting
§ 14.1 – Effective Date of Bylaws
These Bylaws were approved by a two-thirds majority of Members present and voting on February 12, 2013 and will take effect on March 1, 2013