CISD By Laws

Effective: June 3, 2003

ARTICLE I--NAME

The name of the organization shall be Council of Information Services Directors, hereinafter referred to as CISD or Council.

ARTICLE II--PURPOSE

The purpose of the Council shall be to foster communication, provide educational opportunities in information technology and promote the sharing of ideas and experiences among the agencies and higher education institutions (hereinafter referred to as “Agency”) of state government.

ARTICLE III--MEMBERSHIP

The Information Technology Director or highest-level Information Technology professional in each major state agency or higher education institution shall be eligible for membership. Nomination for membership for a prospective new member agency shall be made by a current member and voted upon by the membership at its regular monthly meeting. Membership will be approved by a majority vote of those present providing a quorum is present. The Official Membership Roster listing active CISD members and member organizations will be maintained by the Secretary on the CISD Web Site. Only members of the Council as listed on the Official Membership Roster are eligible to vote on Council matters

ARTICLE IV--DUES

Unless otherwise determined by the Council, there will be no dues assessed to the membership. On an annual basis, the Secretary will send out a “Notice of Membership” to each member. In order to maintain an agency’s membership, this notice must be returned with an indication that the agency elects to retain their membership. The “Notice of Membership” will be distributed each January and will be due by the end of February. Members not responding to the Notice of Membership will be removed from the Official Membership Roster no later than March 15 of each year.

ARTICLE V--LEADERSHIP

There shall be a President who will be the chief executive officer of the Council. The President will chair all meetings of the members and of the Executive Committee. The President will also arrange for facilities and equipment for all meetings, arrange programs for all meetings, and notify the membership of the time and location for each meeting.

There shall be a First Vice-president who will perform the duties of the President in the absence of the President. The First Vice-President will serve as Conference Chairman for the Annual CISD Conference and will be responsible for coordinating all activities of the conference.

There shall be a Second Vice-President who will coordinate the activities of all committees, serve as chairperson for the Financial Review Committee, and perform such other duties as are assigned by the President.

There shall be a Secretary who will record and distribute to all members the minutes of each meeting, maintain the by-laws, maintain the Official Membership Roster on the CISD Web Site, and notify the membership of nominations for elected office prior to the annual election of officers.

There shall be a treasurer who shall collect and disburse all funds, maintain the Council's bank account, prepare and manage the budget for the annual CISD Conference, and present a financial report at each monthly meeting.

There shall be an Executive Committee which will be the governing and planning body of the Council. The Executive Committee will be composed of the elected officers of the Council and the Immediate Past President of the Council.

The Immediate Past-President shall prepare and present nominations at the November meeting for the offices of President, First Vice-President, Second Vice-President, Secretary, and Treasurer. In the event that the Immediate Past-President is not available to prepare and present nominations, the Executive Committee will appoint a member who is not an officer to prepare nominations. Nominations may also be made from the floor by any member during the November meeting. The Secretary shall notify all members in advance of the names of the nominees and the election of officers shall be held at the December meeting. Election will be by a majority vote of the members attending the meeting with a quorum present. Officers will assume their duties on January 1st following their election and serve for a term of one year.

Any elected office which is vacated, excluding the Presidency, shall be filled by a majority vote of the remaining members of the Executive Committee to serve for the remainder of the unexpired term. If the office of the President is vacated, the office shall be filled in the following order of succession: First Vice-President, Second Vice-President, Secretary, Treasurer.

ARTICLE VI--MEETINGS

A meeting of the Council will be held each month. The President may call special meetings as deemed necessary to conduct the business of the Council.

Twelve (12) members shall constitute a quorum for the transaction of business at any meeting. A majority of the members of the executive committee shall constitute a quorum for the transaction of business at any meeting of the executive committee.

ARTICLE VII--AMENDMENTS TO BY-LAWS

Amendments to the by-laws may be proposed by any member on the Official Membership Roster or by a committee appointed for that purpose. Such proposals shall be submitted to the President who shall notify all members of the proposed changes and the date of the meeting at which a vote will be taken on the proposed amendments.

The by-laws may be amended at any regular meeting of the Council by a majority vote of the members present and voting, provided that a quorum is present and that advance notification has been provided to all members as specified above.

ARTICLE VIII – RECORD RETENTION

All records of the Council will be retained for a period not less than the current year plus three past calendar years.

The Treasurer will maintain all financial records. This will include all financial transactions including, but not limited to, bank statements, the check registers, monthly Treasurer’s reports, documentation of all CISD Conference receipts and expenditures, and detailed receipts for other expenditures.

The Secretary will maintain a copy of the official minutes of the monthly meetings and any other non-financial related documents.

All records will be maintained by calendar year and marked as such. The official records of the Treasurer and Secretary will be given to the newly elected member of each respective office each year.

ARTICLE IX – FINANCIAL REVIEW

A committee chaired by the Second Vice-President will conduct a financial review on an annual basis. Two additional committee members will be appointed by the Second Vice-President and will be non-officer members. The Financial Review Committee will examine all expenditures, receipts, and bank transactions for the prior calendar year. A written report will be prepared and presented to the Council at its March meeting of the financial status of the Council.

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