HRPCUG - By-Laws

	Heartland Regional PowerCAMPUS User's Group Serving the SunGard Higher Education PowerCAMPUS users of the Heartland
Home_ Conferences_ By-Laws_ Listserv_ Members_ Minutes_ Officers_ Links_		Heartland Regional PowerCAMPUS Users Group By-Laws (Last ratified June 27, 2008) Article I Name The name of the organization shall be Heartland Regional PowerCAMPUS Users Group. Article II Purpose The purpose of the HRPCUG shall be to Provide suggestions and guidance to SunGard Higher Education regarding the needs and uses of the PowerCampus software and any integrated system, for the improvement of the system(s) and for the benefit of the HRPCUG members; Foster and improve relationships and lines of communication among, HRPCUG members, and between members and SunGard Higher Education and Provide support, education and information to the HRPCUG members. Article III Membership 1. Qualifications Membership in the HRPCUG is open to all institutions which are presently using the PowerCampus system, upon payment of membership dues. Membership is to be renewed annually and includes all users from an institution. Institutions which are presently using the PowerCampus software but have not paid their annual dues may attend the annual HRPCUG conference but shall have none of the rights or privileges of paid members as listed in Section 2. Representative: A representative is an employee of a member institution. 2. Rights and Privileges Member representatives who attend the annual HRPCUG conference may nominate and elect Executive Officers, hold office, and serve on committees. All member representatives are encouraged to send any concerns or comments to the Coordinator of a Round Table, an Executive Officer, or SunGard Higher Education’s General Manager of Solutions Management. 3. Annual Dues The cost of annual dues for each member institution shall be set by the Executive Officers. The membership year shall run from July 1 through June 30. The annual dues will be prorated on a quarterly basis for those institutions that join the HRPCUG during a membership year. Article IV Membership Meetings 1. Number of Meetings a. There shall be an annual membership business meeting held during the annual HRPCUG conference or at an alternative site and time approved by the membership. b. Other business may, if the need arises, be conducted through Round Table Coordinators or Executive Officers. 2. Quorum a. A simple majority of HRPCUG member representatives at membership business meetings shall constitute a quorum. b. A majority of membership votes cast shall be required to carry an issue. 3. All HRPCUG representatives present at a membership business meeting shall have, by majority vote, the power to: a. Elect Executive Officers. b. Adopt the rules and agenda governing membership meetings. c. Amend the Bylaws in Accordance with Article VII. d. Refer any matter(s) to the Executive Officers, including recommendations for action, and may request the Officers to report on such matters at an agreed time. e. 4. SunGard Higher Education shall be invited to send representative to HRPCUG membership business meetings. SunGard Higher Education’s representatives may speak to any issue at any meeting of the HRPCUG. Article V Executive Officers The Executive Officers of the HRPCUG shall be a President, Vice President, Secretary, Treasurer, Communication Officer, and Conference Liaison. The Officers will work in conjunction with SunGard Higher Education’s General Manager of Solutions Management. Terms of Office The vice President shall serve one year as Vice President and the following year as President. Voting for Vice President will be held annually. The Secretary, Treasurer, and Communication Officer shall serve a term of one year, for as many terms as elected. The Conference Liaison shall be designated by the institution hosting the next annual HRPCUG conference. The Program Committee Handbook (see Qualification to Serve on the Committee”) and shall serve the term length listed in the Handbook (see “ Term”). Board members in other offices are allowed to also serve as Program Committee Representative. 3. Filling Vacancies a. Office of President i. The Vice President will assume the office, and the procedure in Article V, Section 3.b. will be followed to fill the Vice President position. b. Office of the Vice President i. The vacancy will be filled by the decision of the remaining HRPCUG Officers. 1. If decided on by the remaining Officers, the current President may remain as President for an additional year. c. Offices of Secretary or Treasurer or Communication Officer i. The vacancy will be filled by the decision of the remaining HRPCUG Officers. ii. The replacement Officer will serve until the next election at the annual HRPCUG conference, at which time the HRPCUG member representatives will elect an official replacement for the remainder of the term. d. Office of Conference Liaison i. A replacement will be selected by the host institution. 4. Duties of the Executive Officers a. President i. Preside at the annual HRPCUG conference membership meetings and Executive Board meetings. ii. Solicit agenda items and prepare the agenda for all membership and Executive Board meetings. iii. Appoint such standing or special committees as may be required to carry out the purposes of HRPCUG. iv. Perform other duties necessary and incidental to the office of President. b. Vice President i. Perform the duties of the President in the event of the President’s disability or absence from meetings. ii. Contact new SunGard Higher Education clients on behalf of the HRPCUG with information provided by SunGard Higher Education’s General Manager of Solutions Management. iii. Complete other assignments as designated by the President. c. Secretary i. Record and distribute minutes of all HRPCUG membership and Executive Board meeting. ii. Compile and maintain a current lit of all standing rules of HRPCUG. iii. Receive nominations at the annual HRPCUG conference, obtain consent of nominees and prepare ballots with the assistance of the host institution. iv. Perform other duties necessary and incidental to the office of Secretary. d. Treasurer i. Collect annual dues and other monies as required. ii. Keep an account of all monies received and expended. iii. Make disbursements as authorized by the President. iv. Prepare an annual report of the transactions and fiscal condition of HRPCUG. v. Deliver to the successive Treasurer or to the President all books, monies, and other property at the expiration of term of office. vi. Perform other duties necessary and incidental to the office of Treasurer. e. Communication Officer i. Manage the HRPCUG web site. ii. Work with secretary to store meeting minutes or other documents on the web. iii. Post conference information on the web site. iv. Assist with web-based applications, surveys, etc. v. Promote electronic communication. vi. Manage the HRPCUG email listservs. vii. Assist the next Communication Officer with procedures. f. Conference Liaison i. Investigate lower cost public transportation, alternative housing options and other arrangements for conference attendees. ii. Communicate options to attendees upon request. iii. Coordinate social events for conference attendees. iv. Coordinate printed materials for conference attendees. v. Coordinate conference mailings. vi. Work with the Treasurer to track monies received. vii. Assist the next appointed Conference Liaison with procedures. Article VI Nominations & Elections 1. Nominations a. For all positions other than Program Committee Representative i. Member representatives shall nominate candidates for Executive Office. ii. Member representatives shall nominate at least one candidate for each office. iii. The President will announce to all members of HRPCUG the intent to seek nominations at the annual HRPCUG conference. iv. Nominations may be submitted to any Executive Officer. v. No name shall be placed before the members for voting without the consent of the nominee. 2. Elections a. For all positions other than Program Committee Representative i. Elections shall be conducted at the annual HRPCUG conference. ii. All Executive Officers will be elected by a simple majority vote during the membership business meeting at the annual HRPCUG conference. iii. The ballots will be counted by the President and verified by the Vice President. iv. The President will announce the results at the conference after the election. b. Program Committee Representatives will be selected following the procedure in SunGard Higher Education’s Program Committee Handbook (see “Selection Process’). Article VII Amendments The Bylaws of HRPCUG may be amended, repealed, or altered in whole or in part by official ballot only. Amendments to the Bylaws require a simple majority vote of the HRPCUG member attendees at the annual HRPCUG conference. Article VII Parliamentary Authority The rules contained in the latest edition of Robert’s Rules of Order shall govern the organization when they are applicable and when they are not inconsistent with the Bylaws or any special rules which HRPCUG may adopt. Article IX Miscellaneous 1. Distribution of information to member representatives may be accomplished by normal mail delivery, by electronic mail, and/or other means as appropriate. 2. Updates to the membership directory will be published on the HRPCUG web site.
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