IT Solutions Management for Human Services

By-Laws

(Approved as amended at the ISM general meeting held in Minneapolis, Minnesota on September 13, 2006)

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 Association.

ARTICLE II - PURPOSE

The purposes of this organization shall be to:

Section 1 - Cultivate understanding of the role of information technology within the agencies administering public human services and related programs;

Section 2 - Promote education, training, and knowledge exchange in the areas of management, information sciences, and information technology;

Section 3 - Exchange technical and systems design information about applications employed by agencies among members; and

Section 4 - Cooperate and participate with APHSA and its affiliates in furthering the goals and objectives of APHSA through the use of advanced information technology.

ARTICLE III - MEMBERSHIP

There shall be two classes of membership - Regular (voting) and Agency (non-voting).

Section 1 - Regular membership shall be open to all individual members of APHSA with responsibilities at the professional, administrative and information technology levels in or for state, local, and private agencies administering public welfare programs. The professional level is further defined as including information technology managers and their staff including systems analysts, computer programmers, data control supervisors, operations supervisors, and other executive staff in the direct line of command. Regular members shall have all voting rights. A paid registration to the annual ISM conference entitles the registrant to membership in both APHSA and ISM for a period of one year or until the next annual conference.

Section 2 - Agency membership shall be open to all state and local government entities that use information technology to support human services programs.

Section 3 - All membership applications shall be approved by a membership committee appointed by the Chair.

ARTICLE IV - MEETINGS

Section 1 - General Meetings - A meeting of the membership-at-large shall be held yearly at a time and place to be determined by the Executive Committee with due notice to the entire membership. Such meetings shall be open to the entire membership and to the public.

Section 2 - Regional Meetings - ISM shall use the same regional structure as the federal Department of Health and Human Services. Each region may hold annual regional meetings and such meetings shall be open to any regular, agency, or associate member and members of APHSA.

Section 3 - ISM Board Meetings - The ISM Board shall meet at least six times annually and at other times as determined by the Chair. The six ISM Board meetings may be in person, by telephone conference, or other real time electronic means at the discretion of the Chair. The lesser of 5 ISM Board members, or one-third of existing ISM Board members, shall constitute a quorum for meeting purposes.

Section 4 - Special Meetings - Special meetings may be called at the discretion of the Chair.

ARTICLE V - Executive Committee

Section 1 – The Executive Committee shall consist of the Chair, First Vice-Chair, Second Vice-Chair, Treasurer, Secretary and the Immediate Past-Chair. The members of the Executive Committee, except for the Immediate Past-Chair, shall be elected by the general membership at the general meeting held in an even-numbered year for a two-year term of office. The Chair, at the expiration of his or her 2-year term, shall then serve as Immediate Past -Chair.

Section 2 - The Chair shall preside at all general meetings and at the ISM Board meetings; 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 promote the objectives of ISM.

Section 3 - The First Vice-Chair shall perform the official functions of the Chair during the temporary absence or incapacity of the Chair.

Section 4 - The Second Vice-Chair shall be responsible for planning the program for the yearly general meeting.

Section 5 - The Treasurer shall maintain fiscal records of ISM and shall provide to the Chair 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. The Treasurer shall deposit with APHSA all ISM funds for use by ISM only. The ISM’s funds will be managed by APHSA subject to APHSA's fiscal management guidelines.

Section 6 - The Secretary shall prepare and submit to the Chair and to the Executive Committee minutes of the general meetings and executive committee meetings, and shall be responsible for correspondence and other related matters as referred by the Chair. The Secretary shall also advise the Chair about the content and meaning of the By-Laws as requested.

ARTICLE VI - ISM Board

Section 1 - The ISM Board shall be composed of the Executive Committee and one person representing each region and at the discretion of the Chair, up to three members at-large, appointed by the Chair and approved by the Executive Committee. Regional representatives shall be nominated by the Chair and approved by the Executive Committee.

Section 2 - The ISM Board shall identify issues and items requiring a vote for presentation to the membership at the general meeting, shall approve plans for regional structure, and shall share responsibility with the Chair for the business transacted at and between general meetings and for the overall conduct of the affairs of ISM.

ARTICLE VII - NOMINATIONS AND ELECTIONS AND SUCCESSORS

Section 1 - The term of office for officers shall be two years, or until the next election of officers, to commence following the election of officers at the even numbered year general meeting.

Section 2 - The Nominating Committee shall be composed of the Chair, the Immediate Past Chair, and one other regular member appointed by the Chair. The Committee shall prepare a slate of candidates with at least one nominee for each of the offices, and shall present this slate to the general membership prior to or at the even numbered year general meeting. Further nominations for office may be made from the floor during the business portion of the meeting.

Section 3 – To be eligible to serve on the Executive Committee or to serve as a Regional Representative, the candidates must be members of APHSA and ISM and an active or retired (but not working for a private vendor) human services professional in a state or local agency. The exceptions being the at-large positions which can come from the private sector and a past chair, whose ex officio status makes him or her eligible to serve in any capacity deemed appropriate by the Executive Committee despite of his or her employment status.

Section 4 - The election shall be conducted at or around the time of the even numbered year general meeting. A majority vote of the regular members present and voting shall prevail. If voting is conducted by mail ballot, the majority vote of returned ballots shall prevail.

Section 5 - In the event the Chair resigns or becomes incapable or ineligible to serve, the First Vice-Chair shall immediately assume the position and responsibilities of Chair for the remainder of the term of service.

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

Immediately on vacating their offices, the Chair, the Secretary, and the 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 6 - ISM Board members 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(s) of the ISM Board by submitting a written request to the Chair and the First Vice-Chair. Within 30 calendar days of receipt of the written request, the Chair shall call a meeting of the ISM Board, unless the request pertains to the Chair in which case the First Vice-Chair shall call a meeting, for purposes of reviewing and acting upon the request. A two-thirds majority vote of the ISM Board shall be required to remove an ISM Board member from the Committee. In the event a member is removed, the Chair shall nominate and the ISM Board shall approve a successor. The approved successor shall complete the unexpired term of office of the removed ISM Board member.

ARTICLE VIII - AMENDMENTS

The By-Laws may be amended by a majority vote of the regular membership. A majority vote of the regular members present and voting will prevail. All proposed amendments shall be submitted for review to the ISM Board at least three months prior to the annual meeting. The ISM Board may waive the requirement for prior review by majority vote.