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Originally Adopted on September 24, 2007
Amended by Electronic Vote on January 24, 2011
Amended at the 2014 Fall Conference Business Meeting on September 23, 2014
Amended at the 2015 Fall Business Meeting on September 23, 2015
Amended at the Fall Business Meeting on October 12, 2016
The name of this organization shall be Colorado Government Association of Information Technology (CGAIT).
Section 2 – Form
The organization is a nonprofit corporation incorporated pursuant to the Colorado Revised Nonprofit Corporation Act.
Section 3 – Purpose
The Association shall also provide education and information for non-IT County/City officers on technology initiatives, as well as the roles, responsibilities and requirements of Information Technology organizations.
CGAIT will share the knowledge and experience of members, as appropriate, with governmental and non-governmental entities for the purpose of improving the quality of technology discussions and decisions that affect citizens and society. CGAIT will pursue opportunities for selected members to prepare and present "Executive Briefings", in person and via remote delivery, and to support such activities via reasonable travel reimbursements, as member time and availability allows.
Foster shared services between members as a means to reduce costs and increase efficiencies.
The organization will not engage in any activity prohibited in section 501(c)(6) of the Internal Revenue Code.
It shall be the practice of CGAIT to operate within legislative compliancy. Therefore, it shall be the practice of CGAIT to avoid inappropriate contributions or sponsorship by outside entities or vendors that could be construed as out of compliance.
All assets of the organization will be dedicated to the purpose of the organization. Earnings, if any, will not be distributed to any private party or any individual.
Associate Member (non-voting) - An Associate is defined as one or more individuals designated by a Member who is an employee of the County, City or other political subdivision. Associate Members shall have all the rights and privileges of a Member except the right to vote, unless designated as the agency proxy vote in the absence of the member.
Affiliate members shall only have the right to attend meetings and participate in discussions. These governmental associations can apply for affiliate membership, but such membership is granted by CGAIT invitation only. Application for Affiliate membership shall be made with the use of a CGAIT approved form or format. Affiliate membership can be ended at the discretion of the CGAIT membership by majority vote.
Section 2 – Dues
Associate Member - covered by Member's fee, see attendance limitations above.
Affiliate Member - to be determined and agreed upon by the Board of Directors at membership initiation time. It shall be the general practice of CGAIT to impose dues that will at minimum cover Affiliate Member conference and meeting expenses.
Honorary Member - fee waived for a period of 1 year.
Such dues will be payable no later than 45 days after receipt of invoice emailed to each member by the Treasurer or their duly appointed representative. Such invoices will be prepared and sent no later than February 15th of each calendar year.
Members who have not paid dues within 30 days of the spring conference will be dropped from membership in CGAIT, at the discretion of, and by consensus of, the Board of Directors.
Rate increases made during a given calendar year may impact Member agencies or Affiliate Members that have already paid their annual dues, and may be waived at the discretion of, and by consensus of, the Board of Directors.
The dues shall be expended as the Board of Directors and the membership determine.
Section 3 – Conference Fees
The board will not be compensated other than for reasonable expenses related to carrying out the board’s role.
Section 2 – Eligibility
Section 3 – Officers and duties
The immediate past Chairperson, or Chairperson Emeritus, will serve as an advisor to currently elected Officers.
In the absence of the Chairperson, the Vice Chairperson shall automatically succeed and serve as Chairperson of CGAIT until the next regular meeting for CGAIT.
The Vice Chairperson shall perform all the duties of the Chairperson as they relate to CGAIT in the absence of the Chairperson at any meeting. It shall be the responsibility of the Vice Chairperson to oversee all committee activity and make a report on such activity to the Board of Directors. In the event of a vacancy in the office of the Vice Chairperson, the Officers shall fill the position by appointment, and the appointee shall serve until the next regular meeting of CGAIT. The Vice Chairperson is Chairperson Pro Tem, subject to affirmation by membership vote.
The Treasurer shall be the official custodian of the funds of CGAIT. The Treasurer shall provide a written financial report of CGAIT financial assets during the business-meeting portion of conferences. Control and make or cause to be paid all disbursements of the association as authorized in the annual budget approved by the Board of Directors, keeping an itemized record of all receipts and expenditures in a permanent file; and turn over all such books, records and papers to the successor within ten (10) days after completion of the current fiscal year. Invest excess money for best return maintaining a minimum checking account balance as determined by the Board of Directors. Report Tax information to the appropriate agencies as required for a nonprofit organization. In the event of a vacancy in the office of Treasurer, the Officers shall fill the position by appointment and the appointee shall serve until the next regular meeting of CGAIT.
The Vice Treasurer shall perform all the duties of the Treasurer as they relate to CGAIT in the absence of the Treasurer at any meeting, and shall be the official backup custodian of the funds of CGAIT. Upon request, the Vice Treasurer shall provide a written financial report to the Treasurer of any and all expenditures made by the Vice Treasurer. In the event of a vacancy in the office of Vice Treasurer, the Officers may fill the position by appointment and the appointee shall serve until the next regular meeting of CGAIT.
The Assistant Secretary shall perform all the duties of the Secretary as they relate to CGAIT in the absence of the Secretary at any meeting. In the event of a vacancy in the office of Assistant Secretary, the Officers may fill the position by appointment and the appointee shall serve until the next regular meeting of CGAIT.
Members-at-large may serve in special, designated roles (web coordination, project management, etc). Members-at-large shall attend and participate in all regular meetings, board meetings, and conference business meetings in order to coordinate the performance of their designated roles. Members-at-Large on the board are Members and Associate Members in good standing of CGAIT. Members-at-large are limited to one per agency.
Section 4 – Term
All directors will serve a year term.
Terms shall be based on a calendar year, January 1 through December 31.
A term that begins during a calendar year shall be considered to have started on January 1 of that year.
Section 5 – Board elections and nominations
At each fall conference there shall be elected a Vice Chairperson. Such nominations and roles shall be certified to the membership at the fall conference. Additional candidates for each position may be nominated from the floor at the opening session of the fall conference. The Vice Chairperson shall serve for a period of one (1) year and then the subsequent year serve for a period of one (1) year as Chairperson. In other words, the election is for an individual for a two (2) year term, the first year as Vice Chairperson and the second year as Chairperson.
All directors whose terms are scheduled to expire at the end of the current calendar year may run for re-election at the business meeting of the fall conference. Additional candidates may be nominated from the floor at the business meeting of the fall conference.
Section 6 - Resignation, absences, and removal
Formal CGAIT standing committees, along with associated committee officers, may be chartered and appointed by a majority vote of the CGAIT officers, at their discretion, subject to a later vote of affirmation by a majority of the members attending the subsequent spring or fall conference.
At each spring conference following the formal establishment of a standing committee, the officers shall recommend a slate of officers for each committee subject to majority affirmation by the members then in attendance.
Standing committees may only be dissolved after a majority vote of the members attending the associated spring or fall conference.
Ad hoc committees - defined as special-purpose committees chartered for no more than six (6) months - may be formed, staffed and dissolved by majority vote of the Officers at their discretion.
CGAIT shall meet quarterly.
In the event CGAIT deems it necessary, additional meetings shall be called, the time and place to be determined by the officers of CGAIT.
The annual meeting shall be the fall conference.
The officers may hold quarterly board meetings of which two will coincide with the semi-annual conferences. Officers may be provided a meal, cost to be covered by CGAIT, during the board meeting.
Section 2 – Quorum
Section 3 – Voting
Members shall have the right to one vote for each entity on all matters of CGAIT.
In the event a Member is not present at a meeting, he/she may designate his/her County's/City's Associate member or Member of another County/City to cast the Members' vote by proxy.
Associate Members shall have all the rights and privileges of a Member except the right to vote, unless designated as the agency proxy vote in the absence of the member.
Affiliate Members are non-voting members.
Honorary Members are non-voting members.
Voting may be conducted manually in person at CGAIT sanctioned meetings and / or electronically as needed as designated by the Chairperson.
Section 4 – Rules of order
Meetings shall follow a basic adherence to Robert's Rules of order.
See Appendix A - CGAIT Bylaws Summarization of Robert's Rules of Order for details as they relate to general information, meeting format, making, discussion, and voting on motions.
These Bylaws may be amended, revised, added to, or subtracted from by a favorable vote of at least two-thirds (2/3) of the voting members present at any spring or fall conference.
A proposed amendment must be submitted to the secretary to be distributed to the members at least one week prior to the meeting to vote on such an amendment.
CGAIT is an organization of professional peers, and the CGAIT web portal, hosted and used as it is by public employees shall maintain a high standard of acceptable use and content.
Members agree to use the web portal, including but not limited to email blasts and discussion groups, in support of CGAIT activities, and never for purposes of personal or commercial gain, distribution of non CGAIT related material, and to never post messages of an abusive, demeaning, or exploitative nature.
CGAIT's web portal members accept that this resource is intended for the limited use of its various classifications of members as outlined in Article III, or individuals or groups that the members determine, by a majority vote, at the spring or fall conference.
Members further agree that the penalty for violation of this trust, that is, the distribution of member contact information beyond members, and other bona fide recipient defined by the members as above stated, may be suspension of web portal access rights for a period of time determined and agreed upon by the CGAIT Officers, and not to exceed one calendar year from the date that the violation occurred.
The intention here is to prevent the CGAIT web portal and the contact information held therein from becoming available to vendors and other non-members that might then abuse the contact information for their own purposes.
Members who are aware of such prohibited activity will report it immediately to a CGAIT officer.
What Is Robert's Rules of Order?
It is a set of rules for conducting meetings that allow participants to be heard and to make decisions without confusion. It is often referred to as parliamentary procedure.
CGAIT meetings will follow a basic Robert's Rules of Order format.
Below is the format generally followed by CGAIT:
CGAIT members express themselves by discussing and making motions. A motion is a proposal the entire CGAIT attending membership takes action on. Members can:
There are three basic types of motions:
The purpose of a main motion is to introduce items to the membership for their consideration. They cannot be made when another motion is on the floor but yield to subsidiary, and incidental motions.
The purpose of a subsidiary motion is to change or amend a main motion; it is voted on before the main motion.
Their purpose is to provide a means of questioning procedure concerning other motions and must be considered before the other motion.
Making a Motion:
Only CGAIT members (or designees in their absence) may make motions. The CGAIT member:
Discussing a Motion:
Voting on a Motion:
There are a number of ways a group can vote on a motion. However, two are generally employed by CGAIT and they are:
By General Consent -- When a motion is not likely to be opposed, the Chair says, "If there is no objection..." The membership shows agreement by their silence, however if one member says, "I object..." the item must be put to a more formal vote.
The Chair says, "All in favor say aye", to which members wishing to approve say "aye", followed by the Chair saying "All opposed say no", and members wishing to not approve say "no". The Chair will determine by the response if the motion has passed. If it is not clear whether the motion has passed or not, the Chair may call for another vote either by a show of hands or by roll call, where each member answers "yes" or "no" as his or her name is called.