SAMPLE BYLAWS FOR LOCAL SIGs

Bylaws of the Columbus Special Interest Group on Computer-Human Interaction of the Association for Computing Machinery

Table of Contents

Article I - Name and Scope

1. This organization shall be called the Columbus Association for Computing Machinery Special Interest Group on Computer-Human Interaction also known as the {{your locality name}} ACM SIGCHI. In these bylaws it will be referred to as "the Chapter" and the Association for Computing Machinery will be referred to as "ACM".

[[It is recommended that a name such as Columbus ACM SIGCHI is preferred to a less easily identified name such as the Tri-State ACM SIGCHI.]]

[[If your special interest area is the same as the interest area of an ACM SIG, the short form designation you choose should be the same as the ACM SIG name.]]

Columbus ACM SIGCHI could also be an acronym, such as NYCSIGx.]]

2. The scope of the Chapter is the study of human factors in the human-computer interaction process, including research, design, development, and evaluation of interactive computing systems. The focus is on human communication and interaction with computer systems. SIGCHI will provide a forum for the exchange of ideas among computer scientists, behavioral and cognitive scientists, system designers, and end users, and it will serve as a clearinghouse of information for the field of human factors and user psychology research and development.

3. The Chapter will support activities complimentary to ACM SIGCHI, the ACM, and other ACM activities in the Central Ohio region.

((This chapter will serve persons within approximately 30 miles of Columbus, Ohio.))

Article II - Purpose

[[The following section is mandatory. The wording is specified in Bylaw 6 Section 2 the ACM Bylaws.]] 1. **The Chapter is organized and will be operated exclusively for educational and scientific purposes.** ((Specific objectives are:

A. To promote an increased knowledge of and greater interest in the science, design, development, and applications of modern computing in {{interest area}}.

B. To provide a means of communication between persons having an interest in computing.))

[[Specific goals are optional. You may change the above items or add to them as long as the general spirit is maintained. See the Constitution, Article 2, for other types of ideas you may include. Do not be too restrictive.]]

((2. The activities of this Chapter will include the following:

A. Collecting and disseminating information through a newsletter, announcements and other publications.

B. Sponsoring meetings, conferences, symposia, discussion groups and workshops.

C. Organizing sessions at ACM conferences.

D. Serving as a source of information for its members, other ACM units, and the general public.

E. Working with other ACM units on activities such as lectures, professional development seminars and technical briefings.))

[[This section is not required, but may help focus your activities. If you include this section, choose items that are appropriate to your group.]]

Article III - Charter

1. This Chapter is chartered by the ACM. It is formed and will operate under the sponsorship of the ACM, the Local Activities Board((, ACM SIGCHI)) and the SIG Board.

2. This Chapter can be dissolved by consent of its members, or by action of the Local Activities Board with the concurrence of the SIG Board.

3. These bylaws neither supersede nor abrogate any of the provisions in the ACM Constitution and Bylaws or Policies and Procedures of the ACM that regulate SIG or chapter affairs.

Article IV - Membership

[[The provisions of this section must conform to the membership provisions specified in ACM Bylaw 6, Section 5.]]

1. **Voting membership in the Chapter shall be open to all ACM members and ACM SIG members in the locality served by the chapter** upon request and payment of any local dues, as determined by the Executive Committee. ((Voting membership in the Chapter shall also be open to other interested persons in the locality served by the Chapter upon request and payment of local dues.))

[[The chapter may decide whether to extend voting membership to non-ACM members. The Chapter should also consider whether to charge higher local dues to members who are not ACM members. If affiliate or other special categories are desired, they should be specified in this article; e.g., as follows

((2. Non-voting affiliate membership may be granted to other interested persons, upon request and payment of dues.

3. Student membership shall be open to all full-time students; student membership dues shall be determined by the Executive Council, but shall not exceed 75 percent of regular member dues.))

Article V - Officers

1. The officers of this Chapter shall be: Chair, Vice Chair, Secretary, and Treasurer.

[[You must have at least two officers. If the Chapter has a treasury, you must define the office and duties of the treasurer. Some chapters combine the offices of Secretary and Treasurer into one position. Other offices, such as Second Vice Chair or Program Chair may also be established in this article. You may also include the Past Chair as an officer. Whatever offices are defined, there should be a corresponding section in the next article, Duties.]]

2. **All officers of the Chapter must be voting Members of the Association** ((and members of ACM SIGCHI)).

[[If there is no corresponding ACM SIG, then drop that membership requirement phrase.]]

[[Provisions for filling vacancies left by resignations should be included in this article. Provisions or limiting the number of terms a person can serve in a position also may be included in this article.]]

3. Officers shall be elected by a plurality of votes cast by the voting members of the Chapter.

[[It is recommended that the Chapter hold an election at the last or next to last meeting of the Chapter's fiscal year or by mail ballot with the results announced at the Election meeting. This provides or a period of transition from the outgoing officers/Council to the incoming officers/Council.]]

4. The officers shall take office on July 1 and serve for {{one/n}} year{{s}}.

[[Although it is discouraged, there may be Chapters that specify the term of office as Election meeting to Election meeting as indicated in the following:]] ((Alternate: They shall take office immediately upon election and serve until their successor is elected.))

Article VI - Duties of Officers

1. The Chair is the principal officer and is responsible for leading the Chapter and managing its activities in accordance with the policies and procedures of the ACM. The Chair shall preside at all meetings of this Chapter and of its Executive Council.

[[There is no requirement that there be an Executive Council, but if there is one, the Chair would be the presiding officer.]]

((With the advice of the Chapter's Executive Council, the Chair shall appoint all members of committees of this Chapter and all Committee chairs.))

[[You may assign other duties, e.g., calling meetings; further specify the details of the position, e.g. ensuring that all reporting requirements are met, monitoring the financial status, filling in for other officers, etc. However, many of the duties you could enumerate are covered under the "in accordance with the Policies and procedures of the ACM" phrase.]]

2. The Vice Chair shall preside at meetings in the absence of the Chair, assist the Chair in the management of the Chapter, and perform other duties that may be assigned by the Chair.

3. The Secretary shall keep the minutes of all business and Executive Council meetings of the Chapter. Other duties of the Secretary include:

[[Some reporting to ACM Headquarters is required by ACM Policies, including an annual activity report ((Bylaw 6, section 7)), officer information, and an annual financial report. It is common to assign the duties for the first two of those to the Secretary.]]

A.Maintaining the records of the Chapter.

B.Preparation of the Chapter's Activity Report and submission of this report to ACM Headquarters.

C.Notification to ACM Headquarters of any changes in the officers of the Chapter.

D.Submission of any proposed amendment to these bylaws to the Chairmen of the Local Activities Board and the ACM Constitution and Bylaws Committee for approval.

[[As noted, in Article XII of these sample bylaws, proposed amendments must be approved before they can be submitted to the Chapter's membership for a vote.]]

E. Performing other duties that may be assigned by the Chair.

4. The Treasurer is the chief financial officer of the Chapter. Duties of the Treasurer include:

A. Managing the finances of the Chapter according to the policies and procedures of the ACM, including collecting dues and paying all bills.

B. Keeping full and accurate accounts of receipts and expenditures of the Chapter.

C. Completing and submitting the Annual Financial Report to ACM Headquarters.

[[This is the third mandatory report - it is required by the Financial Accountability Policy referenced in Bylaw 6, section 6.]]

D. Performing other duties as may be assigned by the Chair.

Article VII - Executive Council

1. The Executive Council shall consist of the present officers of the Chapter, the immediate Past Chair, the chairs of the Chapter's standing committees and up to {{xx}} Members-at-Large.

[[The Executive Council is optional. Some Chapters' Executive Councils consist of the current officers, the Past Chair, the chairs of all committees, and representatives to other organizations. This structure is in lieu of any Members-at-Large. Others consist of just the officers and the Past Chair.]]

2. The term of the members of the Council shall be coincident with the terms of the officers. They shall take office on the first day of the fiscal year and serve for one year.

Article VIII - Standing Committees

The Standing Committees of the Chapter shall be ((Program, Arrangements, Education, Membership, Publicity, etc.)).

[[The number and functions of committees is determined by your Chapter's activities and goals. Think about what you want to do this year and the in the foreseeable future and establish standing committees that correspond to those activities and the corresponding assignment of duties. Then define the general duties of the committees.]]

1. The Program Committee shall plan and make arrangements for the technical programs of the Chapter's meetings in accordance with the membership's interests and the aims of the Chapter as set forth in Article II.

[[Include the descriptions of the other standing committees here.]]

Article IX - Temporary Committees

1. With the advice of the Executive Council, the Chair may appoint such temporary committees as appropriate.

2. A Nominating Committee, consisting of at least three members of this Chapter, at least two of whom shall not be members of the Executive Council, shall be appointed by the Chair at least two months prior to the time the election is to be held.

[[Some Chapters assign this function to the Past Chair, if available, as the person with no other required duties who knows what all the jobs require. You can also include when the slate of officers must be presented. The Committee can also be responsible for identifying people who may serve on the various committees.]]

((3.An Audit Committee shall be appointed by the Chair at the close of the fiscal year to assure the accuracy of the accounting of the Chapter's funds for the year. This Committee should also verify the accuracy of the Financial Report prepared by the Treasurer for submission to ACM.))

[[Descriptions of other Temporary Committees should be included in this Article.]]

Article X - Meetings

1. Meetings shall be held as planned by the Program Committee. The Chapter will conduct at least two meetings a year for the general membership.

2. Written notices of all meetings shall be distributed to all members at least one week prior to any meeting.

3. **The Chapter shall hold meetings only in places that are open and accessible to all members of the Association.**

[[ACM Bylaw 12, section 1. You may have additional local government requirements about openness to the public and accessibility for the handicapped.]]

4.((The Annual Business meeting shall held at the last meeting of the program (fiscal) year. At this meeting, the Secretary and Treasurer each shall present a report. Also, the election of officers shall be held.))

[[This ties to Article V, Officers, and their election. If you choose an alternative there, this section should be changed accordingly. For Chapters that conduct their elections by mail ballot, this section could read: Also, the Chair shall announce the results of the election of officers for the coming year.]]

Article XI - Disbursements and Dues

1. Disbursements from the Treasury for expenditures of the Chapter shall be made by the Treasurer with authorization of the Executive Council and shall be included in the minutes of its meetings.

2. Dues shall be fixed annually by the Executive Council.

Article XII - Amendment and Election Procedures

1. **All proposed changes to these Chapter Bylaws shall have been approved by the Chairmen of the Local Activities Board and the ACM Constitution and Bylaws Committee before being presented to the Chapter membership for a vote.**

2. No official business of the Chapter shall be conducted unless a quorum of the Chapter is present. 3. A quorum of the Chapter shall be defined as {{xx}} percent of the voting membership of the Chapter or {{at least 10}} voting members, which ever is greater.

4. A simple majority of the members present and voting shall be required to carry a motion.

[[To vote on the Bylaws, the Chapter should have a quorum ((50% of the members present unless specified otherwise)) and the action will be passed by a plurality of affirmative votes ((majority of those voting yea or nay)).]]

5. Officers will be elected by a plurality of votes cast. If the election is conducted by mail ballot, sufficient ballots must be returned to have constituted a quorum.

[[If elections are conducted by mail ballot, specific procedures should be included here, including prepares the ballot, how ballots are distributed, and how long the membership has to return the ballots.]]

Article XIII - Dissolution of the Chapter

1. Dissolution of this Chapter by consent of the members shall consist of unanimous agreement of all its officers together with a majority vote at a meeting which has been publicized in advance to all members of the Chapter for the purpose of taking this vote.

2. **Should this Chapter be dissolved, its assets and liabilities shall be transferred to ACM and shall be supervised by the Local Activities Board.**

Annotation Conventions

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