Society for Information Management Western New York Operating Policy 2016
Chapter Operating
Policy
January 7, 2016
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Society for Information Management Western New York Operating Policy 2016
Membership Dues
Member Type
For Profit Individual
Nonprofit/Academia Individual
Corporate*
Fee
$500
$200
$350
* Two or more members from the same organization.
The dues structure is subject to annual review by the Board. Dues are to be paid by January 31st of the respective
membership year.
Dues will be waived for members in transition for up to 18 months.
Board Member Duties
DUTIES OF THE PRESIDENT
The President shall be the Chief Executive Officer of the Chapter. The President shall perform all
duties that pertain to the office of President and that may be assigned by the Board. In furtherance
but not in limitation of the office, the President’s primary duties shall be to:
1. Call and preside over all Board meetings.
2. Designate all committees and their chairpersons.
3. Appoint annually the Nominating Committee.
4. Accept and receive donations, gifts, and bequests on behalf of the Chapter.
5. Ensure that all orders and resolutions of the Board are placed into effect.
6. Lead an annual update of these By-Laws.
7. Submit an annual report of the operations of the Chapter for the preceding year to the members
at a Chapter meeting during the first meeting of the New Year. This is to include a financial
report, committee reports and other relevant chapter business. This is considered to be the
“Annual Report to Members”
8. Represent, or designate a substitute to represent, the Chapter at SIM International Society
meetings
 Serve as the key contact between the Chapter and SIM International.
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Society for Information Management Western New York Operating Policy 2016
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Report to the Board on the activities of SIM International.
Communicate to the Chapter membership on any matters of interest.
Serve on any SIM International committee, if requested.
9. Represent the SIM Chapter and assist with coordination of SIM related events including but not
limited to annual CIO events and/or conferences.
10. Appoint members to attend events as official representatives for the chapter including but not
limited to the SIM National Leadership Forum, SIMposium and local RLF Graduation events.
DUTIES OF THE VICE PRESIDENT
The Vice President – shall have all the powers and perform all duties of the President in the absence
or incapacity of the President. Additionally, the Vice President will serve as the Deputy Treasurer
who is empowered to function as Treasurer in cases where the Treasurer is absent. In furtherance
but not in limitation of the office, the Vice President’s other significant duties shall be to:
1. Build and maintain relationships with relevant local organizations and coordinate joint initiatives.
2. Assist all other board officers and committees with their duties and tasks.
3. Organize and perform an audit for all financial matters.
DUTIES OF THE FINANCE CHAIR/TREASURER
The Finance Chair/Treasurer shall be the financial officer of the Chapter. In furtherance but not in
limitation of the office, the Finance Chair/Treasurer’s primary duties shall be to:
1. Collect all monies on behalf of the Chapter.
2. Prepare and manage the annual budget for the chapter. This includes presenting an
actual/forecast report for Board meetings, the annual business meeting and the Annual
Report to Members.
3. Keep full and correct account of receipts and disbursement in the books belonging to the
Chapter.
4. Manage the funds of the Chapter in a bank designated by the Treasurer with the approval of
the Board.
5. Maintain an investment program that safely protects SIM cash balances.
6. Disperse funds of the Chapter as may be ordered by the Board, taking proper vouchers for
such disbursements.
7. Prepare and file all financial reports required by statute, including state and federal tax
returns.
8. Participate in an annual Financial Audit by the Audit Committee
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Society for Information Management Western New York Operating Policy 2016
9. Prepare a monthly Financial Report for the Board and an annual report for membership.
10. Assist the Membership Chair with maintaining the official membership list as requested.
DUTIES OF THE SECRETARY
The Secretary shall be the administrative officer of the Chapter and shall perform duties that pertain
to the office of Secretary and that may be assigned by the President and Board. In furtherance but
not in limitation of the office, the Secretary’s primary duties shall be to:
1. Schedule and notify the Board of all meetings.
2. Attend Board Meetings and act as clerk thereof and record all the facts and notes and the
minutes of all proceedings in a book to be kept for that purpose.
3. Keep minutes of business meetings
4. Perform other duties as may be assigned by the President.
DUTIES OF PROGRAMS CHAIR
The Programs Chair is primarily responsible for the planning and execution of the SIM Chapter
meetings. In furtherance but not in limitation of the office, the Program Chair’s primary duties shall
be to:
1. Provide the advance planning for the Chapter meetings to include arrangements for facilities,
speakers and programs.
2. Continuously promote member awareness and attendance at Chapter standard events and
sponsored events.
3. Administer the annual and per-event budgets according to Chapter Board planning guidance and
facilitate expense management with the Chapter Treasurer.
4. Preside over the planning of the annual program of events, and produce a summary report to
the Chapter Board for approval in advance of the subsequent planned program year.
5. Coordinate communications with Chapter members related to execution and progression of the
program year in accordance with Chapter guidelines for marketing and public relations.
6. Assist in the coordination of SIMposium and regional CIO events of interest to the Chapter.
DUTIES OF MEMBERSHIP CHAIR
The Membership Chair is primarily responsible to assist in the recruiting of members and to ensure
that new members have a pleasant initial experience with the Chapter. In furtherance but not in
limitation of the office, the Membership Chair’s primary duties shall be to:
1. Coordinate membership recruitment activities.
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Society for Information Management Western New York Operating Policy 2016
2. Manage and plan new membership campaigns.
3. Recommend an annual membership objective to the Chapter Board of Directors.
4. Report membership status to the Chapter board of directors monthly.
5. Categorize current members and report on the existing mix. The Membership committee will
strive to maintain the ratio of practitioners to non-practitioners as specified in these by-laws by
attrition and by careful approval of new members.
a. Manage the membership roster in our on-line system.
b. Receive and help to process membership applications.
c. Coordinate with the Finance Chair/Treasurer to ensure that dues are collected from new and
renewing members.
d. Prepare and distribute a welcome packet for each new member that includes a copy of the
By-Laws, a schedule of upcoming meetings, list of the Chapter Officers, and instructions on
the features of the SIM website including login information.
DUTIES OF MARKETING & COMMUNICATIONS CHAIR
The Marketing & Communications Chair is to craft and conduct communications with members and
to create marketing campaigns for prospective members. In furtherance but not in limitation of the
office, the Communication Chair’s primary duties shall be to:
1. Create marketing campaigns to attract new membership.
2. Work with the Programs Chair to communicate program information to the membership.
3. Perform marketing and communications of Chapter meetings to boost participation.
4. Communicate post Chapter meetings highlights.
5. Assemble the annual report for the Chapter, including a summary from each Chair.
6. Establish, maintain and update the Chapter eMail facilities, web site and social media
presence.
7. Create and disseminate all press releases.
DUTIES OF DIRECTOR AT LARGE
The Director At Large is a position of the Board that does not have specific responsibilities. The
Director At Large’s primary duties shall be to:
1. Work with the various Chairs as needed to ensure smooth operation of the Chapter.
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Society for Information Management Western New York Operating Policy 2016
Governance
The Chair positions may be filled by a single individual, known as a Chair, or two individuals, known as Co-Chairs.
The number of Board members is limited to ten.
This policy may be changed or amended by a simple majority vote of the Board.
REVISON DATE: January 7, 2016
Replaces all other submitted Operating Policies.
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