Bylaws revised September 2014
ARTICLE I. NAME
The name of the organization is University of Minnesota Communicators Forum, abbreviated UMCF.
ARTICLE II. OBJECTIVES
Section A. Definition. UMCF 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. UMCF's mission is to promote communications and cooperation among communications professionals working at the University in civil service, 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, 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. Membership. Members are those whose current annual dues are paid and who comply with the provisions of these bylaws.
Section C. 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 D. 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 E. Benefits. Membership benefits are established annually by the board of directors.
ARTICLE IV. FINANCES
Section A. Fiscal year. UMCF's fiscal year is July 1 to June 30.
Section B. Membership year. UMCF's membership year is 12 months long and begins whenever the member pays their dues for the first time.
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 co-chairs, and maintains UMCF 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 11 elected officers: chair, vice chair, chair emeritus, treasurer, recorder, and at-large director; awards committee chair, conference committee chair, membership committee chair, program committee chair, and communications & technology committee chair. Committees may be co-chaired.
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 UMCF. 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.
- 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.
- Vice Chair: The vice chair 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 UMCF, 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 UMCF, who is responsible for entering all EFS 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 Co-Chairs: Committee chairs or co-chairs, 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 vice chair, 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 nominating committee will solicit and name candidates for the board of directors. It is responsible for recruiting the vice chair, recorder, treasurer, one at-large director, and committee chairs. In the event that the incumbent chair-elect cannot serve as chair, the nominating committee will also nominate a candidate for chair.
The nominations committee will be convened by the vice chair in January. It will solicit nominations with a communication 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.
Top consideration will be given to nominees who have been active on one or more committees for six months or more. The nominations committee will then notify members via mail or email of the selected slate and announce the voice vote to be conducted at the brief business meeting held in conjunction with the conference.
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, membership, program, and communications & technology. Committee descriptions are listed in the appendix. Current duties are maintained on the UMCF website.
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 email 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
- Awards Committee: The awards committee plans and implements UMCF's annual awards judging and ceremony.
- Conference Committee: The conference committee plans for UMCF's annual conference around a theme approved by the board and may call for session proposals if appropriate.
- Membership Committee: The membership committee is responsible for driving and retaining membership by welcoming new members and encouraging their involvement, actively recruiting UMCF members, and coordinating promotion of the UMCF.
- Program Committee: The programs 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.
- Technology Committee: The technology committee is responsible for UMCF communications including the website, newsletters, and social media. The committee also maintains the membership database.