The following text reflects the adopted bylaws of the Idaho Association of County Information Technology as revised on September 26, 2018. Formatting and tracked-change artifacts from the original Word document have been cleaned up for readability.
Article I: Name and Geographical Limits
Section 1
The name of the organization for which this instrument is written shall be the "Idaho Association of County Information Technology," hereinafter referred to as the "Association." The term Information Technology, for the purposes of these bylaws, includes all allied fields, including but not limited to GIS, Information Services, Technology Services, and Computer Information Services.
Section 2
Membership shall be open to any individual professionally engaged or interested in the promotion of Information Technology and allied fields within the State of Idaho, except as otherwise provided for in Article III.
Article II: Purpose
Section 1
The purpose of the Association shall be to promote professionalism, cooperation, mutual assistance, continuing education, and sharing of knowledge and experience. This organization is committed to providing a forum for the exchange of ideas, information, and technology as they relate to county government activities and statewide legislation. This organization is formed for the benefit of participating county technology representatives.
Article III: Membership
Section 1
Regular membership is defined as the director, coordinator, manager employed by a county, city, or tribe, or the designee of a local intergovernmental Information Technology agency in the State of Idaho.
Section 2
Associate membership is defined as any individual, excluding regular members as defined in Section 1, professionally engaged in the promotion of Information Technology and allied fields within the State of Idaho. Each associate member is entitled to attend all regular and special meetings of the Association.
Section 3
The Association may invite the participation and attendance of other non-member Information Technology practitioners to attend regular and special meetings, including conferences and workshops, as deemed appropriate.
Section 4
Honorary life membership may be granted to organizations or individuals as recognition for exceptionally outstanding service to the cause of Information Technology in the State of Idaho. Such service must definitely exceed the normal standard of excellence to be expected in the conduct of Information Technology activity. No regular Information Technology organization, as such, shall be eligible, nor shall honorary life membership be presented automatically to any organization or individual.
Section 5: Procedures for Granting Life Membership
- Original recommendation may come from any member of the Association and must be submitted in writing to the Membership Committee along with a complete resume of supporting reasons and or evidence.
- Upon receipt of any such recommendation, the Membership Committee shall cause its members to conduct an impartial and objective investigation into the merits of the case; and upon unanimous concurrence of the members of the Membership Committee shall refer it to the regular membership at the next annual conference for action.
- Voting on final approval of honorary life membership by the regular membership present and voting at any annual conference shall be by secret written ballot only. A two-thirds (2/3) majority of present voting membership will be required to grant the subject organization or individual the honorary life membership along with such distinctive insignia and certificate of membership that shall have been determined fitting.
Article IV: Voting
Section 1
Each regular member in good standing, represented either by delegation or proxy, shall be entitled to cast one (1) vote only on any matter brought before the Association at any of its regular or special meetings.
Section 2
A proxy vote shall consist of written or electronic authorization from the normal head of any Information Technology organization having regular membership in good standing and shall have been received by the Secretary of the Association prior to the time such vote is to be cast.
Section 3
The regular membership present at any duly called regular or special meeting of the Association shall constitute a voting quorum unless otherwise specifically provided for in these articles.
Section 4
No associate, invited non-member, or honorary life member shall be entitled to vote on matters pertaining to Association policy or operation, except that such restriction shall not serve to invalidate an otherwise qualified vote based upon regular membership in good standing.
Article V: Dues and Fees
Section 1
Annual dues shall be defined at a later date for each regular membership, but dues shall be waived for associate membership and honorary life membership.
Section 2
Registration or other fees for expenses of the annual conference, or any regular or special meeting of the Association, shall be established by IACIT or the host organization for such meeting.
Section 3
The Association's fiscal year shall be October 1 through September 30.
Article VI: Board of Directors and Committees, Organizations and Officers
Section 1
Officers of the Association shall be one President and six district representatives, one representing each district. A Secretary/Treasurer will be appointed under the auspices of the President. This shall be known as the Executive Board of the Idaho Association of County Information Technology.
Section 2
Eligibility for an officer of the Association shall be the active head of a local recognized Information Technology organization in the State of Idaho without restriction as to size or location in the State and such active head must officially be listed as a regular member in good standing.
Article VII: Elections and Terms of Office
Section 1
Subject to the provisions set forth elsewhere in these articles, and following proper nomination of candidates, the officers of the Association shall be elected by majority vote of the regular membership present and voting at each annual conference of the Association.
Section 2
Nomination for elective office shall originate with a duly appointed Nominating Committee or from the floor.
Section 3
Normal tenure in any elective office of the Association shall be for two (2) years from the time of installation at the annual meeting until a successor has been duly elected and installed. The IACIT Executive Board shall consist of seven (7) members as follows: the President, district representatives representing each of the six (6) districts of the State of Idaho, and a Secretary/Treasurer.
Section 4
Board members shall hold office in the following manner: the President and the district representatives from the odd-numbered regions shall be elected in off and odd years. The Secretary and district representatives representing even-numbered regions shall be elected in even years. The IACIT board members shall each serve for a period of two (2) years.
Section 5
Except for the office of President, any vacancy occurring in elective office between annual conferences of the Association shall be filled by presidential appointment, such appointment to remain in effect until a duly elected successor is installed.
Section 6
Normal tenure in any appointive office, including committee assignments, but excluding elective office, shall be from time of appointment until the end of the fiscal year of the Association unless otherwise specified for the accomplishment of a particular task or project; provided that tenure in any appointive office may be terminated at the discretion of the President.
Section 7
An IACIT board member may be removed from office by a vote of two-thirds (2/3) of the total number of the voting members, at a meeting called for that purpose.
Article VIII: Duties of Officers
Section 1
The President shall serve as presiding officer for all regular and special meetings of the Association, performing all duties generally required of such office in similar organizations, and such other duties as may be delegated to him or her by a majority of the regular membership of the Association.
Section 2
A district representative shall perform all duties of the President in case of the latter's absence or inability to perform such duties. In the event of resignation or death of the President, a district representative shall be selected by the executive board to serve as acting President until the next regular election of officers.
Section 3
The Secretary shall keep and submit accurate minutes and records of all Association proceedings and business. He or she shall also handle such correspondence or secretarial duties as may be required by the Association or its presiding officer.
Section 4
The Treasurer shall keep financial records of all Association proceedings and business. He or she shall also handle such correspondence or financial duties as may be required by the Association or its presiding officer.
Article IX: Meetings
Section 1
Association meetings shall be held three times per year at the time of the IAC State's annual conference and workshops. Normal transactions at any annual conference shall include election of officers in addition to any other matters that may properly be submitted for action of the membership assembled.
Section 2
Special meetings of the Association may be called by request of the President and or district representatives when in his, her, or their judgment such special meeting is called for the majority benefit of the Association.
Section 3: Prior Notices of Meetings
- Unless otherwise required by an emergency, not less than thirty (30) days advance notice of any intent to hold an annual conference or special meeting of the Association shall be furnished in writing to the regular membership in good standing.
- Unless otherwise required by an emergency of the Association, the Executive Board or any committee shall be furnished in writing a notice of such meeting not less than fifteen (15) days in advance.
- An emergency is an action that needs to be taken within a limited time frame by the President or the Executive Board.
Article X: Committees
Section 1
The Association President shall have the power to appoint members, designate chairpersons, and outline the duties of any special committee as may serve the best interests of the Association.
Section 2
The Association President shall appoint members and designate the chairperson of any such special committees as may be directed by a majority of the regular membership, and the committee shall perform such duties as may be defined at the time of its creation.
Article XI: Parliamentary Authority
Section 1
Except as may be specified elsewhere in these articles, Roberts, "Rules of Order" shall be the parliamentary authority for all matters of procedure at any Association or committee meetings; provided that a suspension of rules may be directed by a two-thirds (2/3) majority of the regular or committee membership present and voting.
Article XII: Fund Raising
Section 1
No fund raising activity shall be conducted in the name of this Association by any person or combination of persons unless prior specific authority thereof has been given in writing by the Association President, by means of a majority vote of the Executive Board.
Article XIII: Amendments, Changes, Revisions
Section 1
This Constitution and By-Laws may be amended, changed, or revised by a two-thirds (2/3) favorable vote of the regular membership present and voting at any annual conference or workshop of the Association provided that written notice setting forth the proposed change or changes shall have been furnished to the regular membership, excluding associate and honorary life members, in good standing not less than fifteen (15) days prior to such conference or workshop.
Section 2
In the absence of advance notice pertaining to a change or changes as described in Section 1 of this article, approval shall require unanimous favorable vote of the regular membership present and voting at the annual conference where such change or changes are submitted for action thereon.
Adopted by the regular membership of the Idaho Association of County Information Technology (IAICT), assembled at the annual business meeting in Boise, Idaho, on September 26, 2018.