By-Laws of the Gateway/400 Group

OBJECTIVES OF THE ORGANIZATION

To exchange information relevant to the use of IBM AS/400 computers.

To provide a forum whereby users can make known their various applications and machine modifications.

To keep members informed of support available for their AS/400 by both IBM and other sources.

To support AS/400 users who encounter problems dealing as individual companies with IBM.

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MEMBERSHIP ELIGIBILITY

Membership is limited to companies and independent consultants who are users of AS/400 computers.

Those ineligible are suppliers, service representatives, and employment agencies who are not actually users of AS/400 computers.

Employees of IBM who have direct responsibility for the AS/400 will be invited to attend meetings as guests of the users' group.

Each eligible organization which paid its annual dues will be considered a member for the fiscal year. The fiscal year begins January 1 and ends on December 31.

 

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REPRESENTATION

Each organization which has paid its dues, has one vote, regardless of the number of representatives that company has attending a meeting.

A simple majority is required to pass any motion brought to the floor during a meeting. A simple majority is required to pass any slate proposed to the membership.

Voting on regular motions shall be determined by a show of hands. If necessary, a roll call of members may be taken.

Voting on officers of the organization shall be conducted by ballot.

 

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GOVERNMENT

The government and administration of the organization is vested in the Executive Board. The Executive Board shall consist of six persons, all elected from and by the membership, at the April meeting.

The six person Executive Board shall be the President, Vice-President, Secretary, Treasurer, Program Director and the Webmaster.

In the event of a vacancy on the Board, other than President, the position shall be filled by the Board from the membership.

In the event of the vacancy of the Presidency, the Vice-President shall assume the office of President. Another Vice-President shall be elected by the membership at the next regularly scheduled meeting of the users' group.

 

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PRESIDENT

The President shall preside at all meetings of the organization and shall act as Chairman of the Executive Board.

The President shall carry out assignments and instructions given to him/her by the vote of the organization

 

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VICE-PRESIDENT

The Vice-President shall assist the President in planning meetings and conducting the business of the organization. The Vice-President shall preside at any meeting at which the President is not able to attend.

The Vice-President shall become the President of the organization if the duly elected President is unable to complete the term of office.

 

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SECRETARY

The Secretary shall keep the minutes of all Executive Board meetings, and shall record the minutes of any business conducted during a regularly scheduled meeting.

The Secretary shall work in conjunction with other officers to maintain the membership database and mail, fax, or send by E-Mail newsletters, notices and general correspondence as needed.

 

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TREASURER

The Treasurer shall review all moneys payable to the organization, and shall be responsible for the disbursement and accounting thereof.

The Treasurer shall deposit all receipts in a selected banking institution approved by the Executive Board.

The Treasurer shall submit a written financial report to the membership on an annual basis. The Treasurer may be requested to make financial reports at any regularly scheduled meetings, and should be prepared to make the report.

 

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PROGRAM DIRECTOR

The Program Director shall be directly responsible for arranging speakers for selected topics at each meeting. The Program Director shall work with the Executive Board and the membership to determine possible topics for meetings.

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WEBMASTER

The Webmaster shall be directly responsible for filing and distributing materials including media tapes and/or handouts used by speakers at technical presentations. Originals should be kept on hand for distribution to members upon request.

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ELECTIONS

The officers of the organization shall be elected from the membership every other year. The nominations for officers will be held during the March meeting. These nominations may come from the floor, or be submitted to the Executive Board in writing.

The election of officers shall be held during the April meeting. The election shall be conducted by secret ballot. Ballots shall be mailed to the membership in the April newsletter. The completed ballot may be returned to the Executive Board by mail, or hand carried to the April meeting.

Write-in candidates for offices shall be allowed.

The results of the election shall be announced in the May newsletter, and a formal introduction of the new officers shall be made at the May meeting.

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TENURE

Officers shall serve a term of two years beginning with the 2005-2006 term. The officers shall assume responsibility after the May meeting. An Executive Board meeting shall be held after the May meeting in which all necessary transfer of authority and control shall be completed.

Any officer shall be allowed to run for any office. There is no limit on the number of consecutive terms an officer may hold. It is to the advantage of the user's group to have some rotation of different members on the Executive Board.

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DUES

Dues shall be recommended by the Executive Board and voted upon by the membership. The revenue from the dues shall be used to offset the cost of the meetings for the regular members of the users' group.

The current dues are $175.00 per year for a membership with one person attending the meetings. Additional personnel are eligible to attend all meetings for $150.00 per year per person.

The membership dues identifies the company as a member and not the individual; therefore the member company can send its representatives to the meeting at its discretion.

Additional personnel may be brought to a regularly scheduled meeting. The cost for the additional personnel will be $20.00 each, payable at the door.

Membership renewal notices shall be mailed, faxed or sent via E-mail with the November newsletter. A second notice shall be sent with the December newsletter. A third and fourth notice shall be sent with the January newsletter. Any member company not paid in full by the time the February newsletter is scheduled for distribution shall be marked inactive and dropped from the monthly newsletter circulation.

Interested or prospective members will be allowed to attend one meeting for the same fee established for an extra member attending a meeting, at which time a voucher will be issued to be applied toward one company membership.

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REGULAR MEETINGS

The Executive Board shall attempt to schedule all regular meetings on the second Thursday afternoon of the month. Scheduled meeting months shall be September through May; with no regularly scheduled meetings for June, July and August.

The time and place of the meeting shall be announced in the newsletter sent to the membership prior to the meeting.

The users' group meetings are sponsored by the membership itself through the assessment of dues. No additional sponsorship is allowed. No soliciting will be allowed.

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SPECIAL MEETINGS

Additional meetings may be scheduled during the summer months if the Executive Board feels such a meeting would benefit the membership. Notification of any special meeting shall be announced through a newsletter to the membership.

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EXECUTIVE BOARD MEETINGS

The Executive Board shall meet as determined by the officers. A joint meeting of the old and new officers shall take place at some scheduled time after the meeting when the election of the new officers is announced. At this meeting the transfer of authority and responsibilities from the old officers to the newly elected officers shall take place.

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REPRESENTATION AT COMMON

Gateway/400 Users Group shall fund 1 admission to a Common Conference  for 1 member of the executive board every other year beginning with the 2005-2006 term.  This will only include admission to the conference.  Food and travel will be the responsibility of the member attending.

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BY-LAW COMMITTEE

The Executive Board may appoint a By-Laws Committee to review and make recommendations for changes to rules governing this organization. This committee needs to be formed only when the membership indicates the need for a change or to clarify a portion of the By-Laws.

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AMENDING THE BY-LAWS

The By-Laws may be changed by simple majority of the membership attending a regularly scheduled meeting. The proposed change to the By-Laws must be mailed, faxed or sent by E-mail to each member company prior to the meeting when the vote shall be taken. Any By-Laws change shall be effective as soon as the change is voted upon and is passed by the membership.

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