|Northern Chapter By Laws|
Article I - Name and Purpose of Organization
Section A Name:
This organization shall be known as the Municipal Information Systems Association of California (MISAC), Northern Chapter.
Section B. Purposes:
To promote leadership, education and access to resources for local agency information technology professionals in order to enhance local government services and effectiveness.
Section C: Membership
The Municipal Information Systems Association of California Northern Chapter is one of three Regional Divisions within the State of California recognized by and affiliated with the Municipal Information Systems Association of California.
Membership shall be open to any California municipality, the League of California Cities, or special district engaged in providing services that may be normally performed by a municipality, hereinafter referred to as Agency listed in Section D Representation.
Section D: Representation
In meeting the purposes of this organization, the Municipal Information Systems Association of California, Northern Chapter, represents all general law and chartered cities (and other local governmental agencies that choose to join) in the counties of Alameda, Contra Costa, Del Norte, Humboldt, Lake, Marin, Mendocino, Napa, Monterey, San Benito, San Francisco, San Mateo, Santa Clara, Santa Cruz, Solano, and Sonoma.
In addition, any other city, local agency or district, may elect to join the Northern Chapter even if its location is within another Chapter's boundaries or another state. In this case, that member shall have the same representation, privileges and rights as any other member within the Northern Chapter's designated boundaries.
Article II - Membership and Dues
Section A. Qualifications
Every municipality or township within the Chapter’s Representation area is a member of the Association. Membership shall also be open to any local governmental agency located in the Counties as defined in Article I, Section D engaged in providing services normally performed by a municipality. Such services may consist of fire protection, police protection, water provision and/or quality control, sanitation, schools, or other special districts, hereafter referred to as municipal information systems.
Each Chapter has three types of membership:
1.) Primary Members
2.) Associate Members
Additionally the Association may grant:
3.) Special memberships
"Primary Member." Each member agency, upon payment of dues, shall have one primary member. The primary member must be a full time agency staff member and presently engaged in the field of municipal information systems. Primary Members have all rights of the Association including the right to vote on behalf of their agency and to hold any office in the Association.
"Associate Member." This classification shall be open to those persons, upon payment of dues, presently or formerly engaged in municipal information systems activities who do not qualify as the primary member but are interested in promoting the purposes of the organization. Such members have all rights of the Association including the right to vote on behalf of their agency and to hold any office in the Association.
No member agency can only have associate members.
Outsourced – Member agencies that have "out-sourced” their Information Systems or Technology functions/activities shall be eligible to have associate members only unless represented by a full time agency employee who would become the Primary member upon payment of dues. MISAC may, at the discretion of the State Board, limit the participation of "out-sourced” Associate Members, including, but not limited to, restricting certain online discussion forums to agency-employed MISAC members only.
Out-sourced members do not vote or hold office.
Lifetime Member - Upon dedicated service to the organization, the Chapter may appoint a member to become a Lifetime Member. This classification shall not be required to pay dues, shall not be a voting member or hold office. A Lifetime Member can be nominated by any member, however, he/she must be approved by the Officers of the Chapter (by at least a 2/3 majority vote). Once a Lifetime Member has been appointed, he/she cannot be de-commissioned unless he/she requests to be removed, or participates in activities that cause harm to the organization.
Transfer of Membership. Memberships for which the dues are paid by the employing institution remain the property of the institution and may be transferred from one person to another provided that the membership qualifications are met. Memberships for which dues are paid by the member remain the property of the member although a change of status from "primary” to "associate' membership shall occur should the primary member cease to meet the qualifications for primary membership.
Section B. Membership Annual Dues
1. Annual membership dues for Primary and Associate memberships are posted on the www.misac.org website.Dues which will be payable annually on a fiscal year basis, and will become due July 1 of each year. Members who permit their dues to remain unpaid for three months after receipt of invoice shall be automatically suspended from membership until all dues are paid.
2. Dues increases may be assessed once within each 12-month period by a 2/3 vote of the Agencies in good standing in attendance at a regular meeting, returned paper ballots, or via e-mail or other electronic ballot. Any dues increase shall only be prospective, and any vote to increase dues shall take place no later than October of the year prior to any proposed increase, with any increase not to take effect until the following fiscal year (July). Each Agency has only one (1) vote.
3. Provided sufficient financial resources exist to maintain chapter operations, payment of dues may be suspended from time to time by affirmative vote of majority of the “agencies” in good standing in attendance at a regular meeting or said vote shall be taken by affirmative vote of returned ballots, or said vote shall be taken by affirmative vote “agencies” in good standing via e-mail or other electronic ballot. Each Agency has only one (1) vote.
4. No assessments, other than membership and dues, may be levied except by affirmative vote of majority of the “agencies” in good standing in attendance at a regular meeting or said vote shall be taken by affirmative vote of returned ballots, or said vote shall be taken by affirmative vote of “agencies” in good standing via e-mail or other electronic ballot. Each Agency has only one (1) vote.
ARTICLE III – Officers
The officers of this organization shall consist of a President, who shall automatically assume the office after serving one year as President-Elect, and a Vice-President-, a Secretary, and a Treasurer who shall be elected annually at large.
Candidates for Vice-President, Secretary and Treasurer shall be nominated by a nominating committee, or by any member in good standing in attendance at the meeting during which the election is conducted. The president shall appoint up to three active members at large to serve on the nominating committee. Said committee is to report its recommendations to the membership present at the regularly scheduled meeting to be held in September. At the September meeting, officers shall be elected by affirmative vote of members (one (1) vote per agency) in good standing present. In the event of cancellation of the September meeting, the President may call for election of officers via mailed or electronic ballot. Newly elected officers shall assume their duties January 1 of the next year.
Any "primary” member in good standing is eligible for election to any office.
The term of office of the President, the Secretary and the Treasurer shall be for one year. The term of office of the Vice-President shall be for one year at the conclusion of which said Vice-President shall assume the office of President by automatic right of succession.
If the office of President becomes vacant, the Vice-President shall forthwith succeed to the balance of the unexpired term, thereafter continuing as President for his/her regular one-year term.
2. If the office of Vice-President becomes vacant, the President shall call a special election to fill the vacancy at the next regular meeting by affirmative vote of the majority of the Voting Members in attendance.
3. If the Office of the Secretary or the Treasurer becomes vacant, the President shall appoint an active Voting Member in good standing to assume the office for the balance of the unexpired term.
Section F. Duties of Officers
1. The President shall:
a. Preside at all meetings of the general membership.
b. Appoint all committees other than membership.
c. Appoint an auditor to conduct a periodic review of the financial records and report back to the membership.
d. Carry out such other duties as given or assigned to him or her by vote of the membership.
2. The President-Elect shall:
a. Assume the office of President as provided in Section F, Item 1.
b. Assist the President in such manner as shall be requested by the President.
c. Discharge the duties of the President in the President’s absence.
d. Arrange the program, meeting facilities, etc., for all regularly scheduled meetings.
e. Carry out such other duties as given or assigned to him or her by vote of the membership.
3. The Secretary shall:
a. Keep a record of the proceedings of the meetings.
b. Issue notice of meetings.
c. Issue and conduct correspondence of the Association.
d. Prepare and sign all official documents.
e. With approval of the President, appoint or employ a person or persons to assist with his/her duties.
4. The Treasurer shall:
a. Collect all assessments and dues for the Municipal Information Systems Association of California, Northern Chapter and collect dues on behalf of the Municipal Information Systems Association of California and forward to the Treasurer of MISAC.
b. Maintain the financial records for Municipal Information Systems Association of California, Northern Chapter, and membership dues records for Municipal Information Systems Association of California and forward an updated membership list, together with dues, to the Treasurer of MISAC.
c. Render a statement each meeting of the financial status of the Municipal Information Systems Association of California.
d. Control and make all disbursements of the Municipal Information Systems Association of California as authorized by the membership.
e. Prepare an annual report as of June 30 each year to be presented to the general membership of the Municipal Information Systems Association of California at the first meeting after July 1.
f. With approval of the President, appoint or employ a person or persons to assist with his/her duties.
g. Prepare an annual budget for the MISAC Northern Chapter Officers to approve and submit to the Northern Chapter voting membership for ratification.
Section G. Reimbursement of Expenses Incurred by Chapter Officers
Chapter Officers are eligible to receive reimbursement for expenses incurred during the performance of their duties as outlined, approved and ratified in the annual budget. Such reimbursements will be processed in accordance with the Chapter’s expense reimbursement policy. If such policy is not in place, the Chapter will utilize the expense reimbursement policy of the MISAC State Board.
ARTICLE IV – Meetings
Section A Number of Meetings:
May not be less than four (4) per year. Set by membership.
Section B Quorum:
A quorum for conduct of business at a regular meeting shall consist of one-fourth (1/4) of the Voting Members.
Section C Voting:
There shall be one vote per agency in good standing in attendance at any regular meeting on any matter presented to the group. Voting may take place at a regularly scheduled meeting, by mailed ballot, e-mail, or other electronic ballot.
Article V – ELECTION OF STATE BOARD REPRESENTATIVES
1. Representatives shall be elected to the State Board of the Municipal Information Systems Association of California by an affirmative vote of the Voting Members present at the September meeting of the Northern Chapter. Three representatives, serving alternate two-year terms, shall represent the Chapter.
2. Any Member in good standing may be nominated to serve on the State Board in accordance with the procedures in Article III, Section B. Newly elected representatives shall assume their duties on January 1 of the following year. , State Board terms and assignments shall be determined in accordance with the by-laws of the Municipal Information Systems Association of California.
3. Vacancies shall be filled within sixty (60) days of occurrence, by affirmative vote of the majority of Voting Members in good standing present at any regularly scheduled, or special, meeting provided said meeting is announced at least two (2) weeks in advance, or by mailed, e-mailed, or other electronic ballot.
4. Should any representative of the Northern Chapter fail to properly discharge his/her duties as a member of the Municipal Information Systems Association of California, or fail to attend a majority of the regularly scheduled meetings of the Northern Chapter, the President may remove said member from office by affirmative vote of the majority of the Chapter Officers. In such event, the vacancy shall be filled following the procedures outlined in Item 3 above.
Article VI – Amendments
Amendments must be introduced at any regular, general membership meeting of the Northern California Chapter of the Municipal Information Systems Association of California, provided the proposed amendment has been given to all regular members, in good standing, in writing at least two (2) weeks prior to the meeting.
Amendment(s) may be voted upon and passed by a majority vote of the "agencies” present or responding. Amendments may also be voted on by written or electronic ballot, and can only be passed by a 50% plus one vote of all "agencies” of the Association as certified by the Secretary the date the vote was sent.
Article VII Committees
Section A – Standing Committees. There shall be two permanent standing Committees of the Association. One shall be the Nominations Committee and one shall be the Program Committee. The Nomination Committee’s membership and duties is outlined in Article III Section B. The Program Committee shall be chaired by the Vice-President and shall develop and coordinate the programs and facilities of the general membership meetings. Other standing Committees can be added from time to time by a vote of the general membership at any general membership meeting of the Association.
Section B – Ad-Hoc Committees. The Executive Board can form other committees as needed to carry out the Association’s business. These committees are for project specific or short-term issues only that last no longer than a year. The Executive Board must approve the duties and number of committee members of these committees. The President shall appoint the members of these committees. If Ad-Hoc committees last longer then one year, they can be extended by a vote of the general membership at any regular meeting of the membership.
Amended October 2014 and Approved December 2014