MID OHIO CHAPTER HDI

Mid-Ohio Chapter, HDI Constitution and Bylaws

ARTICLE I. Name

Section 1. The name of this non-profit organization shall be Mid-Ohio Chapter, HDI (Help Desk Institute).

Section 2. For the remainder of this document the abbreviation ‘HDI' will refer to the National Help Desk Institute.

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 communication with corporate peers 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 for encouraging 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 industry; Maintaining relations and working closely with HDI. 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 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.

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 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 an officer fail to perform the duties of the office or is unable to fulfill those duties, the voting members may ask for that officer's resignation so that a vacancy can be created and filled.

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 3 rd Thursday of the odd months: January, March, May, July, September, and November

Section 2. Meeting dates may be changed by a majority vote at a regular meeting.

Section 3. Business meetings for officers shall be held before the regular chapter meetings on the odd months and the 2 nd Friday of the even months: February, April, June, August, October and December unless otherwise voted on by the officers.

Section 4. The time and place of the chapter meeting shall be the 3 rd 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 10:00 a.m. for the business meeting, a 11:30 registration and networking time, with a 1:00 p.m. start time for the membership meeting. 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.

Section 6. The Newsletter shall contain information regarding the time and place of the regular meeting 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 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:

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
Perform other duties as pertain to the office of President as defined by HDI.

Section 3. The Vice President of Membership shall:

Design and implement strategies for building local association membership
Keep membership records
Keep attendance records of the membership.
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:

Identify topics, speakers, and meeting agendas
Solicit hosts and presenters for each meeting.
Correspond with VP of Communications about the upcoming meetings and events.
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:

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.
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:

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.
Vote on issues only to break a tie
Perform other duties as pertain to the office of Treasurer as defined by HDI

Section 7. The Librarian shall:

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:

Maintain website.

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.

Section 2. Candidates must be a member in good standing with the National.

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 a Help Desk 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.

Section 6. Majority vote by show of hands elects the new officer.

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

ARTICLE XII. Order of Business

Call to order
Introduction of Guests
Reading of minutes
Reports of Officers
Reports of Committees
Unfinished Business
New Business
Business Adjournment
Program or activity

ARTICLE XIII. Affiliation with HDI
Section 1. Chapter license renewals must be made on or before 30 June of 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 and current local Chapter membership list to the National HDI Office at their current address maintained by the Vice President of Communications.

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 the National HDI.

ARTICLE XIV. Effective date and/or Amendment
Section 1. This document shall be in effect from 15 of January 2004.

Section 2. This constitution and bylaws may be altered or amended at any regular meeting of the association by the consent of two thirds (2/3) of the voting members on such changes, providing thirty (30) days notice of such intentions has been given each voting member in good standing.

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 the National bylaws this document shall automatically conform to the National bylaws.

ARTICLE XIV. 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 XV. 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.

Duly signed and ratified the 27 th of July, 2006 by the elected Officers of the Mid-Ohio Chapter, HDI:

Rusty Fries – President

Shauna Lieberman – Vice President of Programs

Ron Kibbe – Vice President of Membership

Sean Roush – Vice President of Finance

Todd Trauntvein – Vice President of Communications

Tom Lewis – Website Administrator

Tom Lewis – Librarian

LeeAnn McBride – Chapter Advisor