↑ Return to About

Constitution and Bylaws

ARTICLE I. Name

Section 1. The name of this non-profit organization shall be Mid-Ohio Chapter, HDI.

ARTICLE II. Purpose

Section 1. The primary purpose of this association shall be the encouragement and promotion of
actively representing the members and the Help Desk Profession at large.

Section 2. To facilitate communication with corporate peers and build on the dedication to
professionalism that is required to manage and/or work within a well run Help Desk/Support
Center.

Section 3. These goals shall be accomplished by: Providing quality communications and
educational activities to promote information exchange among members; Providing an
environment in which to build business alliances; Designing and implementing strategies to
encourage active participation; Providing effective chapter management; Providing the
opportunity to make connections with people of differing career paths and levels of experience in
the Help Desk / Service & Support industry; Maintaining relations and working closely with HDI
Global. Also, supporting publications consistent with above goals, and the making of distribution
to organizations that qualify as exempt organizations under Sect. 501(c)3 of the Internal Revenue
Code or the corresponding section of any future Federal Tax Code.

ARTICLE III. Membership, Guests, Voting Rights and Dues

Section 1. Any person, being of good character, interested in the objectives and activities of the
association shall be eligible for membership.

Section 2. Membership is open to individuals, both practitioners and vendors. Each Corporate
membership shall be entitled to one vote regardless of the number of active representatives. All
individual members have the right to vote. All active members are entitled to make
recommendations, and hold both elected office and appointed positions at all levels of the
association.

Section 3. All individual memberships are non-transferable.

Section 4. Application for and renewal of membership shall be made on the official form obtained
from the VP of Membership or downloaded from the HDI Web site and accompanied by the
required amount of dues for the current season. Dues will be paid directly to HDI.

Section 5. Membership is effective upon receipt of these items.

Section 6. In case an application for membership is rejected, the money accompanying the
application shall be promptly returned to the applicant.

Section 7. Dues shall be payable on or before the renewal date for National membership.
National will also set forth the rules for levels of membership

Section 8. All Paid Memberships, once accepted, are non refundable unless section 6 rule
applies.

Section 9. First time guests are always welcome at a local chapter meeting. Active members are
encouraged to bring guests to experience the value of the organization. Guests are entitled to
attend two (2) meetings as a non-member and then a membership in HDI will be required to
further participate in the local chapter activities.

ARTICLE IV. Officers

Section 1. The following officers shall be chosen from among the active representatives or
individual corporate members in good standing: President, Vice President of Membership, Vice
President of Programs, Vice President of Communications, Vice President of Finance, Librarian,
and Web Administrator.

Section 2. These officers shall be elected biannually and shall assume office and duties at the
time of election. They shall serve two (2) consecutive years or until successors are elected and
assume office.

Section 3. Only a previous or current board member can hold the office of President. If the
nominee is a vendor they must have substantial experience as a practitioner.

Section 4. No more than 4 offices may be up for election in one year under normal
circumstances.

Section 5. If a current board member is elected to office of President, then the office they
currently hold has to be duly elected.

Section 6. A vacancy in any office shall be brought before the membership for nomination and
election.

Section 7. If an officer fails to attend at least 4 regular meetings and 4 business meetings, the
officer must step down.

Section 8. Should it be determined by the majority of the Board of Directors that an individual
officer is failing to perform the duties of the office or is unable to fulfill those duties; the board has
the right to ask for that officer’s resignation so that a vacancy can be created and filled. A special
election will be held to fill the position as soon as possible, if vacancy occurs prior to the next
meeting of the membership.

Section 9. All past Presidents have the option of remaining on the Board of Directors as a
Chapter Advisor. This officer position is a non-voting position and will serve to keep knowledge
and consistency in the running of the chapter.

Section 10. All past Officers have the option of remaining on the Board of Directors as a Chapter
Advisor for the period of four months from the time of the election. This officer position is a nonvoting
position and will serve to keep knowledge and consistency in the running of the chapter.

ARTICLE V. Revenues

Section 1. Annual dues shall be established by HDI. Any member who has not remitted their
dues to HDI shall be dropped from membership.

Section 2. All revenues shall be for expenses incurred in the conduct of association activities
and for promoting the objectives of the association.

Section 3. No officer, committee member, or chapter member shall incur any expense in the
name of the association unless authorized by the Board of Directors.

ARTICLE VI. Governance

Section 1. The Governing power of the association shall be vested in a body known as the Board
of Directors. The board will consist of all elected officers.

Section 2. All actions of the Board of Directors will be transmitted to the association as a whole at
a regular business meeting for review.

Section 3. All business originating on the floor must be approved by a majority of the eligible
voting members in attendance at that meeting, subject to the quorum requirements outlined in
Article VIII.

ARTICLE VII. Meetings

Section 1. The regular chapter meetings of this association shall be held the 3rd Thursday of the
odd months: January, March, May, July, September, and November

Section 2. Meeting dates may be changed by a majority vote of the Board of Directors with
sufficient notice provided to the membership.

Section 3. Business meetings for officers shall be held to conduct the business of the chapter
The scheduling of these meetings shall be before the regular chapter meetings on the odd
months and at the discretion of the board on the off-meeting months: February, April, June,
August, October and December unless otherwise voted on by the officers.

Section 4. The time of the chapter meeting shall be the 3rd Thursday of the odd months, starting
with the board business meeting held prior to the membership meeting. Usual start time of said
meeting shall be 12:30 p.m. for the business meeting, with an 11:30 a.m. registration and
networking time, with a 1:00 p.m. start time for the membership program. Changes in this
schedule shall be an agreement between the company hosting the meeting, the board and the
membership.

Section 5. Chapter meetings will be held at any place within the Mid-Ohio region with care and
attention given to the regions in the chapter.

Section 6. The Newsletter and website shall contain information regarding the time and place of
the regular meeting. The website will contain this information at least 2 months prior and the
news letter will be published at least twenty-one (21) days before the event. Members will
receive 4 notices of the meeting. First in the newsletter, second as an invitation, third as a tickler
one week before the said event, and a fourth tickler sent prior to the final day to RSVP.

Section 7. Special meetings may be called by the president and shall be called upon written
request of the members. The purpose of the meeting shall be stated in the written request.
Except in cases of emergency, at least three (3) days notice shall be given.

Section 8. The local chapter will pay registration to the National Conference for one officer each
year.

Section 9. The local chapter will pay transportation and two nights lodging for at least one officer
or pay a stipend to all officers to attend the National Officers Summit meeting each year.

ARTICLE VIII. Quorum

Section 1. A Majority of the voting members present shall constitute a quorum for the transaction
of business at any meeting of members

Section 2. The members present at a duly called or held meeting at which a quorum is present
may continue to transact business until adjournment, even if enough members have withdrawn to
leave less than a quorum. Any new action must be approved by at least a majority of the
members required to constitute a quorum

ARTICLE IX. Committees

Section 1. The Presiding Officer may appoint such committees and appointed officers as are
deemed necessary subject to approval by the Board of Directors.

ARTICLE X. Duties of Officers

Section 1. Officers shall perform the duties prescribed by these bylaws and the bylaws of
National, the standing rules and the parliamentary authority adopted by the chapter.

Section 2. The President shall:

  • Create Agenda for Board and Membership meeting
  • Facilitate the business portion of the meeting
  • Facilitate elections for board positions except for office of President
  • Report on HDI Global updates
  • Facilitate the HDI AOY program for the Mid-Ohio Chapter.
  • Ensure that other e-mail requests sent to the board have been replied to and
    requests have been met.
  • Write “Letter from the President” for publication in the news letter.
  • Ensure that all other officer duties have been completed.
  • Respond to any e-mail request directed at the President.
  • Facilitate Board Meetings Set place/time and agenda
  • Report on MAB updates
  • Actively participate in the Regional Conference Calls held once a month.
  • Actively participate in the Local Chapter Officer Conference calls held once a
    month.
  • Follow up with board members to ensure duties are being completed on time.
  • Attend other industry events to promote HDI and the Mid-Ohio Chapter when
    needed
  • Contact Regional Director/HDI Global when needed for clarification or
    direction purposes.
  • Facilitate any disputes within the board when needed.
  • Schedule board meetings both on Membership meeting months and off
    months.
  • Set goals and direction for the chapter.
  • Preside over all meetings of the chapter and business meetings.
  • Ensure officer positions are filled and oversee Officer Nominations and
    election processes.
  • Represent the association on all official HDI matters
  • Oversee all association activities with and through the other officers
  • Take steps to ensure all officers and members abide by the HDI Local
    Chapter operating principles and policies agreement
  • Preside over all meetings of the association and the Board of Directors
  • Vote on issues only to break a tie
  • Obtain HDI updates on information regarding upcoming HDI events, and
    share them with the membership at local chapter meetings.
  • Perform other duties as pertain to the office of President as defined by HDI.

Section 3. The Vice President of Membership shall:

  • Name Badges
  • Guest Sign-in/ Guest Introduction
  • Welcome Notices to Prospective Members
  • Encourages member companies to increase participation
  • HDI National Database
  • Track Your Membership
  • Follow Up on Past Members
  • Watch for Signs of Inactivity
  • Follow Up with Guests
  • Membership List – Verification/Updating
  • Design and implement strategies for building local association membership
  • Keep HDI membership database current and accurate
  • Keep attendance records of the membership and forward same to HDI and
    the regional director.
  • Solicit new members
  • Vote on issues only to break a tie
  • Perform other duties as pertain to the office of VP of Membership as defined
    by HDI.

Section 4. The Vice President of Programs shall:

  • Provide Webmaster with meeting details (locations, times, etc.)
  • Help with securing lunch (if provided)
  • Report on Program status – this would include future meeting sites and
    program topics
  • Make sure program presenter is given a gift
  • Coordinate meeting room with host
  • Coordinate AV needs with program presenter
  • Work with host site for meeting room setup
  • Work with program presenter on presentation setup
  • Provide any feedback requested to host site and/or program presenter as
    well as officers
  • Ask for officer feedback on possible committee members, program topics
    and/or meeting sites
  • Survey membership for future programs
  • Act as a back up to the President in presiding over all chapter business and
    business meetings in their absence.
  • Maintain the meeting schedule
  • Identify topics, speakers, and meeting agendas
  • Solicit hosts and presenters for each meeting.
  • Correspond with VP of Communications and the Webmaster about the
    upcoming meetings and events. This should include directions, bios of the
    host and presenter.
  • Serve as primary contact person for fielding educational program ideas and
    requests
  • Vote on issues only to break a tie
  • Perform other duties as pertain to the office of VP of Programs as defined by
    HDI.

Section 5. The Vice President of Communications shall:

  • Regularly Contacts Membership via e-mail or other media
  • Send out reminders (at least three) of upcoming meeting
  • Send out meeting reminders to the membership and the board
  • Use Local Publications to promote chapter meetings
  • Review the meeting agendas with the President
  • Bring copies of the approved agendas to the meetings
  • Bring copies of previous meeting minutes and agenda to the meetings
  • Serve as the timekeeper for the meeting agenda
  • Record minutes of the meeting proceedings
  • Distribute minutes of the meetings to the Officers and to HDI Corporate
  • Provide content to the Webmaster for publication on the Chapter Website
  • Edit and Distribute the newsletter to the membership on odd months, by the
    3rd Thursday of each month
  • Report on communications status in the Chapter
  • Report on the progress of Communications in the chapter.
  • Advise the membership of their open channels of communication in the
    Chapter
  • Answer requests for addition to our e-mail listing
  • Take minutes of every meeting, publish them in the newsletter and present to
    the Web Administrator for publication on the Chapter Web page.
  • Design and maintain the newsletter.
  • With the consensus from the other board members, edit and include all
    articles submitted for publication in newsletter.
  • Maintain association records of activities
  • Submit to HDI at least one copy of all announcements, newsletters and other
    materials that are produced and distributed by the local chapter
  • Communicate with National for information regarding upcoming National
    events.
  • Send all correspondence to members regarding meetings, special events
    etc.
  • Actively solicit advertisements for the newsletter at the established rates
  • Vote on issues only to break a tie
  • Perform other duties as pertain to the office of VP of Communications and
    Newsletter Editor as defined by HDI.

Section 6. The Vice President of Finance shall:

  • Report on financial status
  • Research fund raising possibilities
  • Prepare guidelines for budget
  • Reconcile statement to account.
  • Payment of current expenses
  • File appropriate tax forms
  • Be custodian of all association funds.
  • Receive all monies and disburse funds only upon the sanction of Officers
    and/or membership.
  • Pay dues as required.
  • Release funds as necessary for the health of the Chapter.
  • Submit written financial reports quarterly to National.
  • Submit books and records for audit when required.
  • File all tax forms required.
  • Provide an annual budget for the board to review and approve
  • Provide the Monthly Budget at each chapter meeting
  • Vote on issues only to break a tie
  • Perform other duties as pertain to the VP of Finance as defined by HDI

Section 7. The Librarian shall:

  • Set up library
  • Report on library status
  • Review the contents from specific material in the library or from material that
    would be of interest to the membership
  • Hand out information that is relevant to the membership
  • Respond to member requests from the on-line library
  • HDI National Database
  • Send out reminders to membership for the return outstanding library
    materials
  • Purchase additional materials based on the requests of membership, current
    industry trends and the approval of the Board
  • Locate and prepare material to be distributed to the membership in
    attendance at the upcoming meeting
  • Locate and prepare handout containing information that is relevant to the
    membership
  • Update library portion of the web site to reflect materials that have been
    return and distributed at the meeting
  • Purchase additional books based on conversations
  • Research
  • Get consensus from the board for library material purchases
  • Purchase and prepare electronic media from National Conference
    presentations
  • Get consensus from Board and/or members for Library purchases.
    Purchase materials.
  • Maintain and track said materials to remain an asset of the chapter.
  • Vote on issues only to break a tie
  • Perform other duties as pertain to the office of Librarian as defined by HDI

Section 8. The Website Administrator shall:

  • Take Photographs of the meetings
  • Update Next Meeting Information
  • Update all known information about Future Meetings
  • Report to attendees all things Web
  • Report to attendees Benefits of completing Meeting Surveys
  • Get consensus from the board for Web content and functionality
  • Post Meeting Notes
  • Post Presentations
  • Close current Survey
  • Create New Survey
  • Open Current Survey
  • Post Photographs
  • Report on Survey Results
  • Maintain website.
  • Work with the VP of Communications and the VP of Programs to ensure that
    information posted on the site is correct and accurate.
  • Get consensus for posting items from Board and/or members.
  • Keep Board apprised of changes.
  • Vote on issues only to break a tie
  • Perform other duties as pertain to the office of Web Administrator as defined
    by HDI

ARTICLE XI. Nominations and Elections

Section 1. When there is a vacancy, nominations for office will be heard from the floor at any
meeting or via e-mail from the membership.

Section 2. A candidate must be a member in good standing with HDI.

Section 3. To keep the chapter focus on practitioners, there will only be 3 vendor board
members to 5 practitioner board members at any given time. Note: A Practitioner – any member
who actively works in the IT Service and Support or Call Center environment. A Vendor – any
member who sells any product including but not limited to software, hardware or temporary
employees to work at the Help Desk or Call Center businesses.

Section 4. Only paid members may vote for officers, and only one vote will be counted per paid
membership.

Section 5. One or more candidates may be nominated for each position.

Section 6. Majority vote by written ballot elects the new officer.

Section 7. Each candidate nominated will have consented to serve.

ARTICLE XII. Order of Business at bi-monthly meeting of the membership

  1. Call to order
  2. Introduction of Guests
  3. Reports of Officers
  4. Reports of Committees
  5. Unfinished Business
  6. New Business
  7. Business Adjournment
  8. Host site/company introduction
  9. Program or activity

ARTICLE XIII. Affiliation with HDI

Section 1. Chapter license renewals must be made each year. License renewals consist of
having newly elected officers sign the operating policies and procedures agreement and
submitting the executed agreement along with a signed financial statement to HDI.

Section 2. The Vice President of Communications shall keep a copy of our license agreement
and make sure that the association maintains all policies and procedures agreements with HDI.

ARTICLE XIV. Effective date and/or Amendment

Section 1. This document shall be in effect from this date.

Section 2. This constitution and bylaws may be altered or amended by the consent of two-thirds
of the voting members on such changes, providing them (30) days notice of such intentions has
been given each voting member in good standing. Notice of such intentions must be made in the
newsletter and through the standard method used to communicate association meetings.
Consent may be granted at any regular meeting of the association by voting members, or their
proxy, in attendance. Consent may be granted between regular meetings of the association
through the means of electronic balloting.

Section 3. Approved amendments shall become effective immediately unless otherwise
specified in the amendment. If any amendment to these bylaws causes them to conflict with HDI
bylaws this document shall automatically conform to the HDI bylaws.

ARTICLE XV. Dissolution of the Association

Section 1. Upon dissolution of the association, the assets shall be distributed for one or more
exempt purposes within the meaning of Sect. 501(c) 3 of the Internal Revenue Code, or
corresponding section of any future Federal Tax Code, or shall be distributed to the Federal
Government, or to a state or local Government, for a public purpose. Any assets not so disposed
of shall be disposed of by the Court of Common Pleas of the county in which the principal office
of the association is then located, exclusively for such purpose or to such organization or
organizations, as said court shall determine which are organized and operated exclusively for
such purpose.

Section 2. Nothing herein shall be in conflict with or circumvent the articles of the Incorporation.
Any such case or event that may occur, the articles of Incorporation shall prevail.

ARTICLE XVI. Parliamentary Authority

Section 1. The rules contained in the latest edition of Roberts Rules of Order, Newly Revised
shall be the parliamentary authority for all matters of procedure for this association not specifically
covered by its bylaws and standing rules.

 

Leave a Reply

Your email address will not be published. Required fields are marked *

You may use these HTML tags and attributes: <a href="" title=""> <abbr title=""> <acronym title=""> <b> <blockquote cite=""> <cite> <code> <del datetime=""> <em> <i> <q cite=""> <s> <strike> <strong>