Adopted June 19, 2008
Section II: Members and Membership
Section III: Nomination and the Election of Officers
Section IV: Officers and Key Members
Section V: Scholarship Account
Section VI: Conference Reimbursement
a.
These standing rules are published in compliance with Article V; Section 2 of
the Bylaws of the Olympia Microcomputer Users Group (OMUG) adopted March 13,
2008.
b. They may be
revised at any time by simple majority vote of the OMUG Executive Board.
c.
A copy of the current standing rules
will be available at all general meetings, Business meetings, and on the OMUG
web site.
Section II: Members and
Membership
a. Membership dues
are $20.00 ($12.00 for students with valid ID card) for a 12-month period.
b. A 30-day grace
period will be allowed to pay renewal dues.
c. Members will be
issued membership cards when initially joining or when rejoining.
d. Active members whose
referral joins OMUG for the first time will be awarded three additional months
membership.
Section III: Nomination
and Election of Officers
a. Nomination
1.
The President will appoint a Nominating Committee by September of each
year. This will give the committee time to observe potential candidates.
The committee will consist of a chair and two to three Primary Members.
The Nominating Committee Chairman will name the committee members.
2. The Committee will
meet by October to organize and begin to consider possible candidates.
Each qualifying potential candidate will be queried as to his or her interest
and concurrence to run for the office in accordance with the bylaws.
Existing officers or key members may also run for any position, also in
accordance with the bylaws.
3. Nominations will
be presented to the President and membership for inclusion in the February
General Meeting Agenda.
4. Nominations of
qualified candidates for any office may be made from the floor at the February
and March meetings. As additional nominees are accepted, the Secretary
adds them to the list of nominees submitted by the Nominating Committee.
Nominations are closed at the end of the March Business meeting. Write-in
candidates are allowed at the election.
b. Election
1. The President will
appoint, with the consent of the Executive Board, the Chair of an Election
Committee after nominations are closed. The Chair establishes a
three-member committee that does not contain current Board Members or Nominees.
2. The Chair
of the Election Committee will provide a ballot form for the April Meeting
containing all of the nominees and a blank for each office. The ballot
form shall indicate on it the names of all nominees for the position of Director
at Large with instructions as follows:
Vote for three. (The top
three nominees for Director At Large shall be declared the winners.)
3.
Membership Committee members, at the member’s table, will hand a copy of
the ballot form to each active Primary Member as the member picks up his or her
name tag on the evening of the election. Ballots will be deposited in a
ballot box by 7:30 p.m. for subsequent counting.
4.
The committee counts the ballots and reports the results of the election
to the membership. Upon request of any active Primary Member, the count
for all candidates for any position will be provided. If the difference in
the count between the top candidates is less than 10% of those voting for that
position, a recount may be requested, and if so, shall be conducted.
5.
In the event of a tie vote for any position, the Chair of the Election
Committee will flip a coin to determine the winner.
6. The
President then declares the election over and the ballots are destroyed.
Section IV: Officers and Key
Members
a. President
1. Will write a
monthly column for the OMUG newsletter.
2. Will provide the
members of the Executive Board with an agenda prior to each business meeting of
the board.
3. Upon assumption
of office, will query currently serving SIG Leaders and other Key Members as to
their willingness to serve for the remainder of the Executive Board’s term.
Those affirming a willingness to continue will be reappointed at the earliest
opportunity of the new board’s tenure.
b.
Vice President
Will coordinate and track
product reviews and ensure that the reviews are sent to the product vendors.
c.
Secretary
1. Will provide all
officers with a copy of the draft minutes as soon as possible after each
business meeting to allow suggested corrections and additions prior to the
following business meeting.
2. Make changes and
corrections and send a copy to each member of the Executive Board.
3. Will include the
attendance in the minutes of each business meeting.
4. Will furnish the
official copy of the Standing Rules to the board members when amended.
d.
Newsletter
Editor
1. Ensure that no
copyrighted material is published in the newsletter without proper permission.
2. Ensure production
of the number of copies required.
3. Publish the
names, phone numbers, and email addresses of OMUG officers, SIG leaders, and
other key members.
4. Publish a
calendar of events in each newsletter with the dates, times, and locations of
all scheduled OMUG meetings, other activities and events.
5. Write an editor’s
column for each newsletter.
e.
Webmaster
1. Ensure that no
copyrighted material is published on the web site without proper permission.
2. Publish the names
and email addresses of OMUG officers, SIG leaders, and other key members, with
permission of the individuals, unless an alias is provided.
3. Publish the
dates, times, and locations of all OMUG meetings and other activities and
include a calendar of upcoming events.
4. Will publish the
current OMUG bylaws and standing rules.
5. Keep the
reflector list current.
6. Will add new
members to the reflector list when names and email addresses are received from
the database manager, or upon request of the new member, whichever occurs first.
f.
SIG Coordinator
1. Will seek out and
recruit SIG leaders.
2. Will locate and
maintain a list of suitable meeting locations.
3. Will maintain the
file of SIG attendance lists for use by the Executive Board.
g.
SIG Leaders
1. Will provide an
attendance list of each SIG meeting to the SIG Coordinator.
Each attendance list will include the name, whether or not an OMUG member
and the e-mail address of each attendee.
2. Insure the
accuracy of the SIG description in the newsletter and OMUG home page.
h.
Database Manager:
1. Will design,
construct, and maintain a database of relevant data on OMUG members.
2. Will work with
the Executive Board, key members, and committees to design surveys and produce
reports.
3. Will provide
information or phone numbers from the database only to other OMUG members as
needed or to nonmembers approved by the Executive Board.
i. Committee Chairs:
1. Will ensure
accomplishment of the committee’s purpose.
2. Will provide
monthly status reports to the Executive Board.
3. Will create and
monitor subcommittees as needed.
4. Will coordinate
with other committee chairs as appropriate.
j.
Scholarship Committee
1. The Committee
must be made up of at least the Chair (appointed by the President and approved
by the Board), a member of the Board, and one other member at large. In
addition, it may contain one member from the community at large.
2. The OMUG
Executive Board will review the Committee recommendations and by motion,
designate the Administrator of the Scholarship Grant.
3. The Committee
establishes and documents, for Board Approval, the following:
a) The nature and
amount of the scholarship gift.
b) The terms and
conditions governing the use of the scholarship.
c) The means by which the
availability of the scholarship should be publicized to encourage applications
from all eligible persons, including minorities, women, and physically
challenged individuals.
d) The
inclusion of a one-year OMUG membership in the award.
4. The Committee
will assist the recipient school in evaluating applications. The school
has the authority to select the final recipient. The Committee evaluation
of scholarship applications should take into account at least the following
factors:
a) Eligible
applicants may not be members or relatives of members of the Scholarship
Committee, or of the Executive Board.
b) Eligible
applicants must have been residents of Thurston/Mason counties in the State of
Washington for at least 1 year at the time of grant award.
c) Race,
nationality, gender, age, or OMUG membership is not a factor in selection of a
successful applicant.
d) How the
applicant’s goals further the enhancement of computer use in the community.
e) How the
applicant’s education, community service, and employment history indicate a
trend toward furthering computer use and advancement of computer applications.
f) The degree to
which the applicant’s past or proposed coursework, education, or training
focuses on or relies heavily on computer use. Examples of such uses
include, but are not limited to, the areas of computer science, computer
programming, database management, information systems technology, network
administration, art, engineering, humanities, science, software development, and
hardware design/engineering.
Section V: Scholarship
Account
a) A separate
Scholarship Account will be maintained to fund scholarships in accordance with
the criteria established under the Scholarship Committee, section IV-j.
b) Net proceeds derived
from the I-5 Rests Stop Fund-raiser will be allocated to the Scholarship Account
until a balance of $3000.00 is in the Scholarship Account.
Monies in excess of $3000.00 will be deposited in the General Fund.
Section VI:
Conference Reimbursement
When
funds are budgeted to help defray the cost of conference attendance, they are
given with the understanding that those receiving funds use the knowledge gained
to enhance their OMUG leadership. To qualify for a portion of the funds,
the participants must meet these conditions:
a) Be a current paid
member of OMUG.
b) Be in a
leadership role defined as an Officer or Key member.
c) Submit receipts
to the Treasurer for reimbursement for conference registration fee, hotel
charges, and total miles traveled or gas receipts, parking fees, ferry receipts,
or any other pertinent charges pertaining to the trip.
d) Present a report
at the next general meeting following the conference.