BY-LAWS

BY-LAWS

By-Laws

(Approved as amended at the ISM general meeting held in Chicago, Illinois on September 2, 2009)

Article I - Name

The name of this organization shall be IT Solutions Management for Human Services (ISM), an affiliated organization of the American Public Human Services Associationwww.aphsa.org.

Article II - Definitions

Government entities – Government entities shall hereafter refer to federal, state and local governments, US Territories, Canada, and other countries.

Executive Committee – The Executive Committee shall be composed of the President, First Vice-President, Second Vice-President, Treasurer, Secretary, and the Immediate Past President.

ISM Board – The ISM Board shall be composed of the Executive Committee, all Regional Representatives and, at the discretion of the President, up to three members-at-large nominated by the President and approved by the Executive Committee.

ISM Conference Planning Committee – The ISM Conference Planning Committee shall be composed of the ISM Board, selected representatives of the private sector, and other members nominated by the President and approved by the Executive Committee.

Regional Representative – Each region will have a Regional Representative from the ISM membership.

State Representative – States and territories are entitled to have a State Representative from ISM membership. State Representatives may be designated to participate in the ISM Conference Planning Committee.

Nominating Committee – The Nominating Committee shall be composed of the President, the Immediate Past President, and at least one other ISM member appointed by the President.

Year – Since its founding, ISM has held annual conferences that occur approximately one year apart. The term “year” as used in these bylaws is defined to mean the period between the end of one ISM Conference and the end of the next ISM Conference approximately one year later.

Article III - Purpose

ISM is an association of health and human services information technology professionals from federal, state, and local governments, and from US Territories, Canada, other countries, and the private sector.

The purposes of this organization shall be to:

Section 1 - Foster partnerships between government entities and the private sector in order to improve the ability of government agencies to use information technology to help meet client service and administrative needs.

Section 2 - Promote understanding of the role of information technology within agencies that administer public human services and related programs. Educate agency staff about information technology, including the opportunities and challenges it presents.

Section 3 - Promote and exchange information about best practices in human services information technology.

Section 4 - Act as a conduit for exchange of information between government entities about human services information technology, including innovation, successes, and lessons learned.

Section 5 - Assist the American Public Human Services Association (APHSA), ISM’s sponsoring organization, by providing information and advice about human services information technology and by evaluating federal legislative proposals or recommended actions that relate to the delivery of human services in the United States.

Section 6 - Cooperate and participate with APHSA and its affiliates in furthering the goals and objectives of APHSA.

Article IV - Membership

Section 1 - A paid registration to the ISM Conference entitles the registrant to membership in both APHSA and ISM for a period of one year or until the next ISM Conference. All ISM members can submit proposed bylaws amendments to the ISM Board. All government members of ISM shall have voting rights at membership meetings.

Article V - Meetings

Section 1 – General Meetings – A general meeting of the ISM membership shall be held at the ISM Conference or at a time and place to be determined by the Executive Committee with due notice to the membership.

Section 2 – Regional Meetings - Each region may hold regional meetings either in person or via electronic means.

Section 3 – Board Meetings - The ISM Board shall meet at least two times each year and at other times as determined by the President. The two ISM Board meetings are intended to be in person, but at the discretion of the President, may be by telephone conference, or other electronic means. At least two-thirds of the ISM Board members shall constitute a quorum for ISM Board meetings.

Section 4 – Executive Committee Meetings - The ISM Executive Committee shall meet at least six times each year and at other times as determined by the President. The six ISM Executive Committee meetings may be in person, by telephone conference, or by other electronic means at the discretion of the President. At least two-thirds of the ISM Executive Committee members shall constitute a quorum for ISM Executive Committee meetings.

Section 5 – Special Meetings - Special meetings may be called at the discretion of the President.

Article VI - – Executive Committee

Section 1 – President - The President shall be the principal executive officer of ISM and shall oversee and coordinate the business and affairs of ISM. The President shall preside at all general meetings of the ISM membership, the Executive Committee, and the ISM Board; shall make a report at the general meeting concerning activities of ISM; and shall appoint members and designate chairs of such committees as may be necessary to perform the work of ISM. The President approves ISM documents and expenditures and shall perform all duties necessary to promote the objectives of ISM. 

At the expiration of his or her two-year term the President shall then serve as Immediate Past President.

Section 2 – First Vice-President - The First Vice-President shall assist the President in overseeing and coordinating the activities of ISM and shall perform other such duties as assigned by the President or by the ISM Board. In the event the President resigns or becomes incapable or ineligible to serve, the First Vice-President shall immediately assume the position and responsibilities of President for the remainder of the President’s term. Unless otherwise determined by the ISM Board and President; the First Vice-President shall serve as the ISM Conference Logistics Chair.

Section 3 – Second Vice-President - The Second Vice-President shall assist the President and First Vice-President in developing and carrying out the activities of ISM and shall perform such other duties as assigned by the President or by the ISM Board. Unless otherwise determined by the ISM Board and President; the Second Vice-President shall serve as the ISM Conference Program Planner.

Section 4 – Treasurer - The Treasurer shall maintain fiscal records of ISM and shall provide to the President and to other members of the ISM Board regular reports about the financial condition of ISM, including revenue, expenses, and assets. The American Public Human Services Association accountant will maintain all the official financial records and manage the funds of ISM.

Section 5 – Secretary - The Secretary shall prepare and submit to the President and to the Executive Committee the minutes of general meetings, executive committee meetings, and board meetings and shall be responsible for correspondence and other related matters as assigned by the President. The Secretary shall also advise the President and Executive Committee about the content and meaning of the bylaws as requested.

Section 6 – Immediate Past President - The Immediate Past President shall be available to the President, Executive Committee and Board to provide advice and counsel, historical perspective, and institutional knowledge about ISM. The Immediate Past President shall perform such other duties as assigned by the President.

Article VII - ISM Board

Section 1 - The ISM Board shall perform the following activities: Review and approve the submission of proposed changes to the ISM bylaws and other items which require a vote of the membership and which will be acted on at the next general meeting; approve plans for ISM’s regional structure comprised of states and territories; and be responsible for conducting the affairs of ISM under the leadership of the ISM Executive Committee.

Section 2 - The ISM Board shall participate in the planning of the ISM Conference and other ISM meetings as requested by the President.

Article VIII - Nominations and Elections and Successors

Section 1 – Executive Committee - The members of the Executive Committee, except for the Immediate Past President, shall be elected by the ISM membership at the general meeting for a two-year term of office or until replaced at the next election. A majority vote of the ISM members present and voting shall prevail. If voting is conducted by mail ballot (US Mail or Email), the majority vote of returned ballots shall prevail. To be eligible to serve on the Executive Committee, a candidate must be a member of APHSA and ISM and a current employee of state or local government. 

In the event the President resigns or becomes incapable or ineligible to serve, the First Vice-President shall immediately assume the position and responsibilities of President for the remainder of the President’s term. 

In the event an Executive Committee member, other than the President, resigns or becomes incapable or ineligible to serve in office, the President shall nominate, and the ISM Executive Committee shall approve a successor by majority vote. The approved successor shall complete the unexpired term of office. 

Immediately on vacating their offices, the President, First Vice-President, Second Vice-President, Secretary, and Treasurer shall surrender all records and documents of ISM and shall arrange for the prompt and safe delivery of said to their successor, or to an individual designated by the Executive Committee.

Section 2 – Regional Representative - Regional Representatives will be appointed to represent groups of states and territories according to the ISM Regional structure. Regional Representatives shall be nominated by the President and approved by a majority vote of the ISM Executive Committee. The term of office for Regional Representatives shall be two years. The terms of the Regional Representatives shall be staggered so that the two-year term for one half of the Regional Representatives begins in even numbered years and the two-year term for the other half of the Regional Representatives begins in odd numbered years. To be eligible to serve as a Regional Representative, a candidate must be a member of APHSA and ISM and a current employee of state or local government. 

In the event a Regional Representative resigns or becomes unable or ineligible to serve, a successor, nominated by the President and approved by the Executive Committee, shall be appointed to serve for the remainder of the term of the Regional Representative.

Section 3 – State Representative - State Representatives will be appointed to represent each state so that the needs and interests of the states are included in the activities of ISM. Regional Representatives will assist in the identification of candidates for State Representative. State Representatives will be nominated by the President and approved by the Executive Committee. 

To be eligible to serve as a State Representative, a candidate must be a member of APHSA and ISM and a current employee of state or local government. 

In the event a State Representative resigns or becomes unable or ineligible to serve, a successor will be nominated by the President and approved by the Executive Committee.

Section 4 – ISM Board - Members of the ISM Board are expected to serve with distinction, and to bring honor and integrity to the organization through their service. Any ISM Board member may be removed from office for just cause. Any ISM Board member may request the removal of a member of the ISM Board by submitting a written request to the President and the First Vice-President. Within 30 calendar days of receipt of the written request, the President shall call a meeting of the ISM Executive Committee, unless the request pertains to the President in which case the First Vice-President shall call a meeting, for purposes of reviewing and acting upon the request. A two-thirds majority vote of the ISM Executive Committee shall be required to remove an ISM Board member. A member of the Executive Committee whose removal has been requested may not vote on his or her removal. In the event a member of the ISM Board is removed, the President shall nominate and the ISM Executive Committee shall approve a successor. The approved successor shall complete the unexpired term of office of the removed ISM Board member. 

Employees of the private sector are not eligible to serve on the Executive Committee or to serve as a Regional or a State Representative.

Section 5 – Nominating Committee – The Nominating Committee shall prepare a slate of candidates with at least one nominee for each of the following offices: President, First Vice-President, Second Vice-President, Treasurer, and Secretary. The Nominating Committee shall present this slate to the ISM membership prior to the general meeting. Additional nominations for office may be made from the floor during the business portion of the meeting. Nominations from the floor shall include the professional affiliation (name of employer and job title), a brief description of the professional background of the nominee, and the number of years active in ISM.

Article IX – Amendments

The bylaws may be amended by a majority vote of the ISM membership. Voting may be conducted at the ISM meeting or by use of other means, including email. A majority vote of the ISM members who vote shall prevail. At least three months prior to the vote by the ISM membership, all proposed amendments shall be submitted to the ISM Board for approval to submit to the membership. Upon recommendation by the President, a majority vote of the ISM Board may waive the three month requirement. 

After approval by the ISM membership, amendments to the ISM bylaws must be submitted to the APHSA Board for final approval. Bylaws amendments go into effect upon approval of the APHSA Board.


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2015 NAPCWA Conference