Communicators Forum Bylaws
Revised June 2003
ARTICLE I. NAME
The name of the organization is Communicators Forum, abbreviated the Forum.
ARTICLE II. OBJECTIVES
Section A. Definition. The Forum is a nonprofit volunteer organization founded in 1988 for University of Minnesota communications professionals-persons whose work involves the interface of words, images, and technology. University communicators' primary work is to communicate the activities and messages of their departments and the University as a whole.
Section B. Mission. The Forum's mission is to promote communications and cooperation among communications professionals working at the University in civil service and professional and academic positions. It is dedicated to advancing communications by
- promoting professional development
- building a communicators' network
- encouraging high standards
- advancing the interests and concerns of communications professionals.
ARTICLE III. MEMBERS
Section A. Qualifications. Membership is open to all University communicators, without regard to race, color, creed, religion, national origin, sex, age, marital status, disability, public assistance status, veteran status, or sexual orientation.
- Regular membership is open to persons employed by and on the University payroll.
- Associate membership is open to persons not on the University' s payroll.
- Student membership is open to students enrolled in University degree programs.
Section B. Admission. Individuals qualified for membership in the Forum may join.
Section C. Membership. Members are those whose current annual dues are paid and who comply with the provisions of these bylaws.
Section D. Loss of Membership. Members lose their membership if they:
- do not pay annual dues
- misuse funds dedicated to the organization
- violate any other part of these bylaws or amendments to these bylaws.
Members lose their membership benefits until they pay their dues or petition the board for reconsideration of other violations.
Section E. Privileges. Regular members may vote, hold elective office, and hold non-elected positions on the board of directors. Associate and student members may vote and participate on committees but may not hold a position on the board of directors.
Section F. Benefits. Membership benefits are established annually by the board of directors.
ARTICLE IV. FINANCES
Section A. Fiscal year. The Forum's fiscal year is July 1 to June 30.
Section B. Membership year. The Forum's membership year begins at the annual conference and ends before the annual conference the following year. Members pay dues when they register for the annual conference. Members who join midyear pay the full annual membership fee.
Section C. Chapter dues. The board of directors establishes dues and categories.
Section D. Use of funds. Funds are to be used only to accomplish the objectives and purposes specified in these bylaws.
ARTICLE V. BOARD OF DIRECTORS
Section A. Duties. The board of directors sets policies and procedures to administer the organization and maintain the bylaws, conducts strategic planning, helps plan Forum activities, provides guidance to the officers and committee chairs and cochairs, and maintains the Forum budget.
Section B. Board meetings. The board of directors meets monthly. Board meetings are open for all members to attend.
A quorum consists of a majority of the board members.
Section C. Composition. The board of directors has eleven seats, each for one-year terms. Board positions are designated for six elected officers: chair, chair-elect, chair emeritus, treasurer, recorder, and at-large director; and for five ex officio directors: awards committee chair, conference committee chair, marketing and promotions committee chair, program committee chair, and technology committee chair.
Section D. Eligibility. All officers and committee chairs must be regular Forum members.
Section E. Installation. Newly elected officers and committee chairs attend the June board meeting and assume their duties July 1.
Section F. Recognition. Outgoing officers and other board members are recognized at the annual conference.
Section G. Loss of position. Directors may lose their positions on the board if they:
- miss three consecutive board meetings
- fail to meet the requirements of specific offices
- abuse the power of their position by theft of Forum funds or by conflict of interest, in which a board member uses the position to gain financially from a transaction involving the Forum. Board members are encouraged to remove themselves from potential conflict of interest situations.
A quorum of the board may vote to dismiss a board member for one of the above circumstances.
Section H. Vacancies. A board majority vote fills office vacancies.
Section I. Duties.
Chair: The chair presides at all meetings of the board of directors, organizes standing and ad hoc committees as needed, works with other members to select committee chairs when needed, and generally supervises the activities of the organization. The chair or designee represents the organization when needed.
Chair-elect: The chair-elect performs the duties of the chair when the chair is absent or unable to serve, assists the chair in general supervision of the activities of the organization, convenes the nominating committee and supervises the annual election of officers, and performs such special functions as may be deemed appropriate by the chair of the board.
Chair emeritus: During the year following service as chair, the chair emeritus serves on a committee of his or her choice or works on another project, and assists with updates of the bylaws.
Recorder: The recorder completes minutes of all board meetings, distributes them as quickly as possible to board members, presents them at the next board meeting, and organizes program announcements, bylaws, printed materials of the Forum, clippings, and other historical material in a permanent file.
Treasurer: The treasurer is responsible for all financial records, and oversees financial functions such as collecting of dues and fees, depositing income, paying bills approved by the board, and providing necessary financial information for reports. The treasurer provides monthly reports to the board. The treasurer will be assisted by a financial administrative assistant, paid by the Forum, who is responsible for entering all CUFS transactions, paying bills, making deposits, and pulling together information needed by the treasurer or other board members. The board will review the assistant's fee annually.
At-large director: The at-large director attends board meetings and provides input into the activities of the organization and serves on a committee or his or her choice or works on other Forum project(s).
Committee chairs or cochairs: Committee chairs or cochairs, recommended by the respective members of their committees and appointed by the board of directors, are responsible for fostering the development of committee members, holding regular committee meetings, organizing committee activities, proposing their committee budgets, and serving on and making monthly reports to the board.
ARTICLE VI. NOMINATIONS AND ELECTIONS
Section A. Nominations committee. Each year a nominations committee will be composed of the chair-elect, chair, and a representative of each standing committee, including at least one Forum member who is not currently serving on the board of directors.
The nominations committee will be convened by the chair-elect in January. It will solicit nominations with a mailing by February 1 to members and an announcement at the next Forum program. The nominations committee will recommend their slate of nominees, who have agreed to serve, to the board for approval at its April board meeting.
The nominations committee will then notify members via mail or e-mail of the selected slate and announce the voice vote to be conducted at the brief business meeting held in conjunction with the conference. The nominating committee will solicit and name candidates for the board of directors. It is responsible for recruiting the chair-elect, recorder, treasurer, and one at-large director. In the event that the incumbent chair-elect cannot serve as chair, the nominating committee will also nominate a candidate for chair.
Top consideration will be given to nominees who have been active on one or more committees for six months or more.
Section B. Election. The new board is elected by a majority voice vote at the annual conference.
ARTICLE VII. STANDING COMMITTEES
The standing committees are awards, conference, marketing and promotions, program, and technology. Duties are described in the appendix, attached.
ARTICLE VIII. AMENDMENTS TO BYLAWS
Section A. Method. These bylaws may be updated or amended by a two-thirds vote of the board.
Bylaws will be reviewed periodically by the board of directors.
A proposed amendment to the bylaws must be signed by two regular Forum members in good standing and submitted in writing by mail or e-mail to all members.
Section B. Filing. Chapter bylaws are filed at University Archives, 218 Andersen Library.
ARTICLE IX. DISSOLUTION
Section A. Dispersion of funds. If the Forum is dissolved, any funds remaining will be distributed to one or more regularly organized and qualified charitable, educational, or philanthropic organizations to be selected by the board of directors in accordance with University regulations.
Bylaws established July 1, 1993.
This revision approved by the board of directors January 9, 2001.
APPENDIX
COMMITTEES
Awards Committee
The awards committee plans and implements the Forum's annual awards judging and ceremony. The committee sets judging criteria, promotes the awards program, solicits entries, contacts and corresponds with judges, and coordinates production of the ceremony's materials and the physical awards . The committee presents an annual spring program to promote the awards as part of the Forum's efforts to reward professional excellence in communications at the University.
Conference Committee
The conference committee plans for the Forum's annual conference on a theme approved by the board and may call for session proposals if appropriate. Committee members contact and correspond with presenters, work with the chosen facility's management and food service or caterer, coordinate exhibitors, write promotional and program copy, coordinate production of conference materials (including handouts), and conduct a conference evaluation.
Marketing and Promotions Committee
The marketing and promotions committee is responsible for driving and retaining membership by welcoming new members and encouraging their involvement, actively recruiting Forum members, and coordinating promotion of the Forum. The committee plans a welcome/recruitment event, an annual membership event, and assists with other Forum events as needed. Committee members coordinate the design, final copy, production, and distribution of published materials—such as brochures and stationery—and oversees implementation of the Forum graphic identity. The committee maintains a database for membership lists, produces mailing labels, and updates listserv addresses and the Web-based member directory.
Program Committee
The program committee plans and holds a minimum of six programs each fiscal year on topics identified by surveying the membership and in consultation with the board. Committee members contact and correspond with presenters, arrange program logistics and refreshments, write promotional copy, coordinate program announcements and summaries, and conduct program evaluations.
Technology Committee
The technology committee is responsible for the Forum's Web site, including design, suggesting content enhancements, and keeping the information on the Web site up to date, including board roster and meeting schedule, committee contacts, program calendar, and program and conference promotional materials and handouts. |
