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Section 3.2 Student Membership. Student membership shall be open to any person interested in healthcare informatics who is enrolled in a formal educational program that will result in the granting of a degree.
Section 4.2 Disposition of Dues. All dues paid to INFO shall become the property of INFO and shall be used for INFO. No portion of dues shall be refundable.
Section 4.3 Donations. Any funds or property that may be donated to further the work or programs of INFO shall become the property of INFO and shall be used for the purpose designated by the donor if specified, or otherwise as determined by the Board.
Section 5.1 Administrative Year. The Administrative Year for INFO shall be from July 1 to June 30.
Section 5.2 Administration of INFO. The administration of INFO shall be managed by an elected slate of officers that will be called the Board. The Board shall be elected from the general membership by ballot.
Section 5.3 The Board. The Board shall be made up of at least the following personnel.
5.3.1 Elected Officers. These include the President, Vice-President, Secretary and Treasurer.
5.3.2 Member at large. A member at large shall be elected to the Board.
5.3.3. Past-President. The Past-President shall be an ex-officio member of the Board.
Section 5.4 Duties of officers
5.4.1 President. The President shall be the Chair of the Executive Board and shall preside at all of the meetings. The duties of this position are to execute policy, to provide leadership and direction, and other executive functions as may be required. The President may attend any and all committee meetings as an ex-officio member of that committee. The President shall be elected in even years.
5.4.2 Vice-President. The Vice-President shall assist the President, act in the absence of the President, and perform other duties assigned by the President. The Vice-President is responsible for reviewing and modifying, as necessary, the long-range plan for INFO and developing the operational plan for the following year. The Vice President shall be elected in odd years.
5.4.3 Secretary. The Secretary shall record minutes of all Board and Membership business meetings and make them available electronically to the general membership within 14 days after a meeting. The Secretary shall maintain any and all records pertaining to INFO's activities including an accurate list of members with email addresses and other appropriate contact information. The Secretary shall be elected in even years.
5.4.4 Treasurer. The Treasurer shall be the financial officer for INFO and shall be responsible for the management of all cash, bank accounts, and financial records and shall make a financial report to the membership at the annual meeting. The Treasurer shall maintain a bank account in the name of INFO and shall sign all checks authorized for disbursement by the Board and shall forward said checks to the President for co-signature. The Treasurer shall be responsible for all necessary income reports to the State and the Internal Revenue Service. The Treasurer shall turn over all records, bank accounts, cash etc. to his or her successor after a complete accounting of the cash on hand and verification of the disbursements by reference to invoices and other supporting data. This shall be completed by July 15 and shall be done with the successor. If the Treasurer succeeds him or herself, or in the even years, an accounting shall be made with a person appointed by the Board. The Treasurer shall be elected in odd years.
5.4.4 Past-President. The Past-President shall be the chair of the Nominating Committee. He or she is also responsible for developing recommendations to the Board on programs, policy, and other organization administrative functions, and assisting the President as requested. In the event that the President is re-elected the Immediate Past-President can choose to serve as chair of the Nominating Committee, or the individual with the highest number of votes for that committee will be chair.
Section 5.5 Term of Office. The term of office for all offices shall be two years and shall coincide with the administrative year of INFO. The term of office for the member at large shall be one year.
Section 5.6 Vacancies. Vacancies to the Board shall be filled by appointment of the President with majority approval of the Board.
Section 5.7 Records of INFO. All records of INFO including financial and minutes shall be open to inspection upon written demand by any Officer or member at any reasonable time and for any purpose reasonably related to his or her interest as an Officer or member. Such inspection may be made in person or by any agent or attorney designated by the Officer or member, and shall include the right to make extracts. Demands for inspection may be presented to the Board at any meeting, or the President, Past-President, or Vice-President, or if such demand relates to the books of account, the Financial Officer.
Section 5.8 Contracts - The Board may authorize any officer or officers and any agent or agents to enter into any contract or execute any instrument in the name of, and on behalf of INFO. Unless duly authorized by the Board, no officer, agent, or employee shall have the power or authority to bind or obligate the Chapter by any commitment, contract, or engagement, or to pledge its credits to render it liable for any purpose or in any amount.
Section 5.9 Communication - The primary means of communication for INFO shall be email.
Section 6.1. General. All committees shall serve concurrently with the President who appointed them. Unless specified elsewhere in these Bylaws, the president shall appoint all committee chairs. The appointment of other committee members shall be delegated to the committee chair if the committee membership is not specified elsewhere in these Bylaws. Officers are eligible to be chairs or members of committees.
Section 6.2 Web Committee. A web committee shall be appointed by the president. The responsibility of this committee shall be to keep our web page updated.
Section 6.2. Standing Committees.
6.2.1 Nominating Committee. The Nominating Committee shall be composed of at least 3 members, 2 elected and the Past-President. Officers may not be members of the nominating committee. Should vacancies for either of the two elected positions occur, the Chair of the Nominating Committee the shall appoint the necessary members with the objective of establishing a balance of members in terms of geography, places of, and types of employment. Those who where nominees for the Nominating Committee who meet the above conditions shall be the first people appointed with the nominee who would provide a balance with the highest number of votes being appointed first.
6.2.2 Planning Committee. The Planning Committee shall be chaired by the Vice-President and shall include the President, Past President and others appointed by the chair. This committee shall address planning for INFO.
6.2.3 Finance Committee. The Finance Committee shall be chaired by the Treasurer. Members shall consist of the President and Vice-President.
Section 6.3. Other Committees. The President may appoint other committees or advisory boards, such as education, publication, or web page, subject to Board approval, as deemed necessary to achieve the objectives of INFO.
Section 7.2 Candidate for Office. Members of the Nominating Committee may not be candidates for office.
Section 7.3 The Nominating Committee shall add to the ballot the names of consenting individuals proposed by at least three members (one can be the individual) before March 30th.
Section 7.4 Informing electorate. The proposed candidates' names and bibliographical information shall be distributed electronically to the membership by the 15th of March. This shall be the responsibility of the chair of the Nominating Committee.
Section 7.3 Ballot.
7.3.1 Actual Ballot. The actual ballot shall be distributed via regular mail to the membership by April 30th. The member will vote and seal the ballot in an unmarked envelope that will be provided with the ballot. The sealed ballot must be returned by regular mail in an envelope with the member's name on the outside. This shall be the responsibility of the Chair of the Nominating Committee.
7.3.2 Composition of the Ballot.
7.3.2.1 General. The ballot shall contain at least the names of candidates for each office, the member at large and nominating committee.
7.3.2.2 Write-ins. The ballot shall provide for write-in votes for each position.
7.3.2.3 Time Limit. The ballot shall include notice that only ballots received by May 15th will be considered valid.
Section 7.4 Counting the votes. The President shall appoint a committee of two persons, who are not on the ballot, to count the ballots. The committee will not start counting ballots until AFTER the close of balloting. This committee will report to the President by May 30th. The candidate for each office receiving the highest number of votes shall be elected. Nominating Committee members selected by election shall be those receiving the highest number of votes.
Section 7.5 Disposition of Ballots. Ballots and the outside envelopes, shall be kept available for inspection by any group of three members for thirty days after the June General Business Meeting. Failure to make the ballots available for inspection shall result in the election outcome being declared invalid and a new election held within 60 days of the June meeting. At the end of 30 days, if there are no questions about the outcome of the election, the ballots shall be discarded in a manner respecting their confidential nature.
Section 7.5 Tie Votes. Tie votes shall be settled by a vote of the Board. Any board member who is a candidate for one of these offices is not eligible to either vote or be part of the discussion for such a vote.
Section 7.6 Results of the election will be disseminated at the General Business Meeting in June, distributed electronically to members, and posted on the web site, when one is available.
Section 8.1 Board Meetings.
8.1.1 The Board shall meet at least two (2) times during the administrative year at such times and place as the President may determine. Special meetings of the Board may be held upon the call of the President or any two (2) INFO officers.
8.1.2 Quorum. One-half of the voting members of the Board shall constitute a quorum for any vote.
8.1.3 Conflict of Interest. In matters of conflict of interest in which a Board member is the subject, the Board member shall not be allowed to vote. The Board, may at its discretion, ask said member to be excused during debate and voting on such an issue.
8.1.4 Notice of Board Meeting. Notice of all regular and special meetings shall be provided via email to each board members at least seven (7) days prior to the date of such a meeting.
8.1.5 Meeting Electronically. Some or all members of the Board or any committee may participate electronically in any act at any meeting of the Board or committee provided that all persons participating in the meeting can communicate with each other. A special meeting (not a regular meeting) can be held asynchronously provided all members can see all statements concerning the issue(s).
8.1.6 Action of the Board. Except as otherwise provided, the act of a majority of Board members at a meeting at which there is a quorum, shall be the action of the Board. In the case of ties, the President will make a decision.
Section 8.2. General Membership Meetings
8.2.1 Business Meeting. INFO shall conduct an annual business meeting in June and such other business meetings as determined by the Board.
8.2.2 Notification of Meetings. The membership shall be notified by email of the date of annual or special meetings not less than 30 days prior to such a meeting.
8.2.3 Eligibility to Vote. Only regular members, in good standing, shall have the right to vote. Members may not vote by proxy.
8.2.4 Action shall be decided by a majority of those present at a meeting at which a quorum is present. A quorum shall consist of a majority of the Board and 20 percent of the members.
8.2.5 Dispersed Meetings. INFO may conduct business requiring membership approval by email provided an open forum in a mailing list is held for at least fourteen (14) days prior to any votes being accepted. The outcome of a vote will be decided by a majority of those votes received by a date not less than seven (7) days after the initial notification of a vote.
Section 9.2 Organizational Assets. In the event of the dissolution of INFO, all assets shall be distributed to tax exempt non-profit organization(s) in accordance with the United States Internal Revenue Service Code governing dissolution of Non-Profit, Tax exempt or for-Profit corporations.
10.1.1 Written Petition. A written petition signed either by at least two (2) percent of the members or by a majority of the Board.
10.1.2 Discussion of the Issue. Notice of the change shall be made available electronically to all members at least 30 days before a vote is taken. The vote may be at a general meeting or by email.
10.1.2.1 If the vote is taken by email, at least fourteen days of open comment in a mailing list forum for all the members shall be available before any votes are accepted.
10.1.2.2 If the vote is taken at a general meeting, there shall be a discussion of the amendment or revision before the vote is taken.
10.1.3 Membership Affirmation. The amendment or revision shall receive an affirmative vote from two-thirds of all regular members voting, or at a general meeting.
These bylaws took effect at a general meeting October 9, 1998
| Organization | Officers | Nominating Committee |
Date Created: March 31, 2004 Date Last Updated: April 2, 2004
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