Bylaws

S W A R U G 2000
Bylaws

SOUTHWEST AREA RELATIONAL USERS GROUP BYLAWS

ARTICLE I NAME OF ORGANIZATION

A. The name of the organization shall be the Southwest Area Relational Users Group (SWARUG).

ARTICLE II PURPOSE

A. The purpose of the organization is to provide a forum for the exchange of information about IBM's relational products and other products which support them. This forum includes representation from IBM as well as the membership at large.

ARTICLE III MEMBERSHIP REQUIREMENTS

A. The only requirement for membership is that the members employer has a relational database license from IBM.

B. Members from a single installation/site shall identify an installation representative(s) for the SWARUG secretary to correspond with and act as liaison to all members in the installation/site.

ARTICLE IV OFFICERS

A. The officers of SWARUG shall consist of a Chairperson, Vice-chairperson, and a Secretary. The officers must be a member in the installation/site.

B. The offices of Vice-chairperson and Secretary shall be elected annually for a one (1) year term starting in January. At the completion of the Vice-chairperson term, he/she shall become Chairperson for a one (1) year term. The elections will be held as part of the business section of a regularly scheduled SWARUG meeting.

C. Vacated offices during the elected term will be filled by an election which will he held as part of the business section of a regularly scheduled SWARUG meeting. The term of the office shall run through December when the normal election process will fill the office. If the office of Chairperson is vacated during the term, the Vice-chairperson will become Chairperson, with the officers determining the length of term for the incoming Chairperson.

ARTICLE V DUTIES OF THE OFFICERS

A. CHAIRPERSON
The duties of the chairperson will include, but are not limited to the following:

1. Conduct the meetings of SWARUG
2. Provide leadership and direction for SWARUG
3. Establish the agendas for the meetings
4. Plan meetings, future topics, provide for future speakers and coordinate meeting location arrangements with the host

B. VICE-CHAIRPERSON
The duties of the vice-chairperson will include, but are not limited to the following:

1. Insure that all meeting arrangements are provided
2. Conduct meetings in the Chairperson's absence by prior arrangement with the Chairperson
3. Review the status of Special Interest Groups (SIG) and standing committees
4. Conduct regular surveys of member interests
5. Provide an annual composite profile of member installations
6. Assist the host in greeting attendees at meetings

C. SECRETARY
The duties of the secretary will include, but are not limited to the following:

1. Handle correspondence
2. Compile and publish membership and installation statistics
3. Maintain a current list of installation representatives
4. Maintain a composite survey of all installations
5. Provide a mailing list, previous meeting minutes and the agenda for the next meeting to the meeting host
6. Maintain SWARUG archives and historical records
7. Compile and distribute the results of the surveys conducted by the vice-chairperson

ARTICLE VI SPECIAL INTEREST GROUPS AND STANDING COMMITTEES

A. The SWARUG officers are entitled to establish both standing Committees and Special Interest Groups.

B. All SIGs and standing Committees will establish officers who will be responsible for conducting the business of the group and reporting to SWARUG at large during normal business meetings. Major presentations or findings will be reviewed by the officers of SWARUG for inclusion in the agenda.

ARTICLE VII REGULAR MEETINGS

A. Initially, six (6)meetings per year will be held. This can be revised at any time by a majority vote of the members at a regularly scheduled meeting.

B. Each meeting will have a designated host. The meeting host shall provide the meeting site.

C. Anyone interested in the topics presented at SWARUG may attend the meetings, providing any RSVP's have been forwarded as requested.

D. Meetings will normally be held on Thursday afternoons, modifiable by the concurrence of the officers if speakers or meeting arrangements cannot be made. Friday afternoons are to be avoided.

ARTICLE VIII DUTIES OF THE MEETING HOST

A. The duties of the meeting host are as follows:
1. Arrange for necessary meeting space
2. Provide for any equipment required by the speaker(s)
3. Mail invitations, based upon mailing list provided by the secretary of SWARUG
4. Meet the attendees at the door with a handshake, a smile and a name tag.
5. Open the meeting by describing any physical facilities information, such as smoking arrangements, etc.
6. Turn the meeting over to the Chairperson
7. Announce the meeting arrangements at prior business meetings

ARTICLE IX LIMITATION OF ACTIVITIES AT SWARUG MEETINGS

A. Attendees at SWARUG meetings will be prohibited from recruiting for purpose of employment

B. Vendor presentations must be of a non-marketing nature, contributing to the general knowledge and understanding of either IBM relational products or a vendor product which supports them.

C. Any person or company found to be in violation of this article by the officers will be permanently restricted from future meetings.

ARTICLE X VOTING FOR OFFICERS

A. All voting shall be conducted based upon one (1) vote per member attending a business meeting.

ARTICLE XI DUES

A. There shall be no dues to either the members nor the members installation.

ARTICLE XII IBM REPRESENTATION

A. IBM will attend SWARUG on a regular basis to provide information and assistance where required. They shall have no voting rights but they may offer opinions on any business at hand.

ARTICLE XIII PROCEDURES FOR AMENDING THE BYLAWS

A. Amendments to the bylaws may be adopted by a majority vote of hose members present at a regularly scheduled meeting.

ARTICLE XIV PROCEDURES FOR ADOPTING THE BYLAWS

A. A majority vote of those persons excluding IBM representatives, present at a regularly scheduled meeting will adopt the bylaws. The office of Chairperson will be filled by election upon the adoption of the bylaws, with installation occurring in January 1983, with the other elected officials. AMENDMENT 1

Add AMENDMENT SWARUG STEERING COMMITTEE

The purpose of a SWARUG Steering Committee is two fold.
First, to provide help and direction for the officers of SWARUG and help locate speakers for the meetings.
Second, to give active corporations and individuals a chance to help steer the direction of SWARUG.

SWARUG Steering Committee requirements:
A. The current Vice-chairperson will chair the SWARUG Steering Committee.

B. There will be a maximum number of ten (10) people on the committee:
1. Three (3) officers of SWARUG
2. One (1) previous year chairperson
3. One (l) IBM representative
4. Five SWARUG general members

C . To be a SWARUG general member:
1. The nominee's company must have hosted one (1) meeting in the last two (2) years or offered in the
last two (2) years.
2. The nominee must have served or accepted a nomination as an officer in the last four (4) years.
3. The nominee's company must have given two (2) presentations in the last three (3) years, or the
nominee must have given a presentation in the last two (2) years.

D. Maximum SWARUG general members on the committee from one company is to be one (1).

E . If a general member misses two thirds (2/3) of the planning sessions in one (1) year, that person
forfeits sitting on the committee.

F . If a SWARUG general member switches companies and there already is a member from that company, the switching general member may stay on the steering committee as long as there is not more than two (2) general members (counting the switching member) from that company. When there are two (2) general members from the same company on the steering committee, the last steering committee member to switch to that company must surrender his/her seat, if a person from a company meeting the requirements requests to become a SWARUG general member of the steering committee.

G . A general member's term will be a maximum of four (4) years. After his/her term is over, he/she will have to re-qualify the same as any other member.

AMENDMENT 2

Change approved at General Assemly meeting 12/02/93 (42 to 2 vote).

ARTICLE VI SPECIAL INTEREST GROUPS AND STANDING COMMITTEES
Add Section C.
C. The topics and presentations presented in a Special Interest Group (SIG) is at the discretion of the SIG Leader.
Any person attending SWARUG may attend any SIG.
Topics and presentations presented in a SIG, do not have to follow Article IX Section B.

AMENDMENT 3

Change AMENDMENT 1, paragraph B as follows:

B. The membership of the committee will consist of the following:
1. The three (3) officers of SWARUG
2. The previous years chairperson
3. The IBM representative
4. Maximum of five (5) general members
5. The Special Interest group (SIG) leaders

Change AMENDMENT 1, Add paragraph H as follows:
H. As long as the Special Interest Group is active and the SIG leader is conducting the meetings the SIG leader can he a member of the Steering Committee and attend all Steering Committee meetings. The SIG Leader will have full voting rights starting his/her second continuos Steering Committee meeting.

Change ARTICLE IV, paragraph B as follows:

B. The offices of Chairperson, Vice-chairperson and Secretary shall be elected annually for a one (1) year term starting the election of 1998. The elections will be held as part of the business section of a regularly scheduled SWARUG meeting.

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