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STANDARD OPERATING PROCEDURES
I. By-Laws
The By-laws shall be reviewed by the by-laws committee
during the first quarter of each calendar year. The result of the review
should be discussed with the board not later than the April board meeting. Any
changes to the by-laws should be presented to the membership no later than the
April business meeting and voted on no later than the May business meeting.
II. Board meetings
Every member of the board is
expected to attend all board meetings. If a member of the board cannot attend a
meeting they must inform the chairperson or secretary as soon as
possible.
The chairperson will provide an agenda at each meeting.
III. Business meetings
Every member of the board is
expected to attend all business meetings. If a member of the board
cannot attend a meeting they must inform the president or secretary
as soon as possible. The president will inform the Vice-President
as soon as possible if he/she will be absent.
The president will provide an agenda at each meeting.
IV. Committees
The president will appoint committee chairpersons
and provide a list of the appointees to each board member at the January board
meeting.
The committee chairperson will select members
(corporate and/or vendor) to serve on the committee and present a committee
roster to the board during the February board meeting.
Each committee chairperson will report on their
committee’s plans and accomplishments during each board meeting. If a committee
chairperson cannot attend a meeting, their report should be sent to the chairperson
of the board before the meeting.
A. Calling committee
The chairperson of the calling committee will give
each member of the committee a typed list of the member companies they are
responsible for contacting and will ensure that the list is current. The list
should be alphabetical by company with the member's name, E-mail, telephone and
fax number clearly listed.
Each member of the calling committee will begin
contacting companies on their list four working days prior to meeting via
telephone.
B. Program committee
The program committee will strive to have programs
set at least two months in advance.
Members of this committee will provide the program committee
chairperson the name and telephone number of the company and the presenter
at least one month before the scheduled program.
All board members are on this committee.
V. INFORMATION TECHNOLOGY
PROFESSIONAL OF THE YEAR (ITPOY)
The chairperson of the board will accept nominations for
Information Technology Professional of the Year (ITPOY) from February 1st
through July 15th each year. The nominees will be presented to the board of
directors and an Information Technology Professional of the Year (ITPOY)
selected during the August board meeting.
The chairperson of the board shall announce the Information
Technology Professional of the Year (ITPOY) and present them with a plaque and
letter of recognition during the September business meeting.
The chairperson of the board shall secure appropriate
publicity for the Information Technology Professional of the Year (ITPOY) to
include requesting the Governor to proclaim the 3rd week in September as
Information Technology Professionals week in South Carolina.
VI. Membership Fees
Membership Fees are $75 for
individual members, $150 for corporate companies and $300 for vendor
companies.
RCR, for the Treasurer, will be responsible for invoicing each
member company for
membership fees. Invoices shall be mailed to the primary
representative of each member
company in December. A second invoice will follow in January.
Fees are past due on February 1st. Any company that has
not paid their fees by this date will be contacted by the treasurer. If fees
are not paid by March 1st, the president will contact the member
and advise that if fees are not paid by April 1st, their company
will be removed from membership until fees are paid.
VII. Membership list
The membership chairperson will maintain a current
membership names list, provide
sign-in sheet and attendance matrix.
The membership chairperson will provide each board
member with a current printout of this list.
RCR will receive the application packet, including membership
fee, will hold the fee, and will forward the packet to the membership
chairperson. Upon approval of the board, RCR will deposit the membership fee.
RCR Associates will update the
ITP Roster/mailing list and Web update within 5 business days after receipt
of a member company’s updated information.
VIII. Membership procedure
Any member knowing of a company
that wishes to join ITP should provide the company’s name and contact person
to the membership chairperson.
The membership chairperson will send an application
packet to any company interested in joining ITP and begin the membership
checklist.
RCR will receive application packet, including membership
fee, and will hold fee, forwarding the packet to membership chairperson.
Upon approval of the board, RCR will deposit membership fee.
IX. Minutes
RCR Associates will send board meeting minutes for approval
to the secretary within four (4) business days after the meeting. The
secretary will approve the minutes within two (2) days after receipt. RCR will
distribute minutes of the board meetings to the members of the board within
two (2) days after receipt of approved minutes from the secretary.
RCR Associates will send business meeting minutes for
approval to the secretary within five (5) business days after the meeting. The
business meeting minutes will include a record of the previous meeting and a
preview of the next meeting. The secretary will approve the minutes within two
(2) days after receipt. RCR will distribute minutes of the business meetings
via the ListServe to the ITP membership within two (2) days after receipt of
approved minutes from the secretary.
X. Sign-in table
The sign-in table will be manned from 11:45 am until 12:15
pm by the membership chairperson and one other board member on a
rotation basis. The chairperson of the board or the president will
fill-in for the membership chairperson when needed.
The chairperson of the board will provide a list of
sign-in table assignments during the January board meeting.
Any board member who cannot fulfill their sign-in table
assignment should arrange for another board member to replace them.
Updated: 5/20/2002
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