HESUA Users Group

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The President-Elect will serve as program chair for the next annual meeting. The President-Elect's responsibilities include, but are not limited to, the following:

• Assists the President and Secretary-Treasurer and performs duties or tasks as assigned by the President.
• Responsible for planning and organizing the agenda/schedule for the annual conference. Arrange with appropriate hotel staff the requirements for the annual conference. Including approved break and lunch menu, audio/visual/telecommunication and/or technical and presentational needs of session presenters, gifts for board members and session presenters.
• Perform the duties of the President in the absence of the President. If necessary, and with the approval of the majority of the Board of Directors, the President-Elect can become President prior to the annual conference if the President's position is vacated.
• If the Users Group treasury permits, the President-Elect should accompany the President on the site selection trip to select the hotel for the next conference.
• Maintain communication with the Users Group and Among the Board of Directors.
• Attendance at the conference and board meetings during the term of office.

The Past-President will act as coordinator for the portion of the enhancement list that has to do with general or system-wide items, and will moderate any session at the annual meeting in which these items are discussed. The Past President's duties and responsibilities include, but are not limited to, the following:

• The Past President assists the President, President-Elect, and Secretary/Treasurer in fulfilling their responsibilities and performs task assigned by the President.
• The Past President identifies and nominates members for the position of President at the annual conference he/she serves. The Past President may chair a nomination committee for this position if necessary.
• The Past President leads the SYS (BOX) enhancement discussion in the general business meeting at the annual conference or assigns someone this responsibility.
• Attendance at the conference and board meetings during the term of office.

The Secretary/Treasurer will be responsible for minutes of the annual meeting and all meetings of the Board of Directors, and must produce a financial report of the Organization at each annual meeting. The Secretary/Treasurer's duties and responsibilities include, but are not limited to, the following:

• The Secretary/Treasure is responsible for the recording, compiling, and distributing the official minutes of the three annual Board of Directors' meetings and the annual general business meeting.
• Responsible for the maintenance of the Users Group membership database for the purpose of updating and tracking the official membership from each site, dues, conference registrations, and all mailing lists and labels.
• Responsible for the creation of the Board of Directors books for the June board meeting.
• Responsible for the printing and mailing of the Users Group newsletter.
• Responsible for the maintenance of the enhancement process. This includes updating the database with new enhancements as they are received from group members, forwarding lists to module representatives and SBI for review, compilation of a ballot and descriptions for distribution in December, entering the results of the voting proceed and compiling the results for SBI, and updating the database with the determination of status.
• Responsible for the preparation of registration materials and for the materials distributed at the annual conference in October of each year.
• Collects and processes all official documents for the Users Group as required.
• Ensures that sound financial policies and practices are established and followed.
• Responsible for the maintenance of Users Group financial records. This includes setting up an agency account with their university and other bookkeeping duties.
• Provides the official financial report to the Users Group membership at the annual conference business meeting and at the annual Board of Directors meeting or as required.
• Bills member sites and collects annual membership dues.
• Collects and records conference registration fees.
• Pays bill incurred by the Users Group or members of the Board of Directors.
• Provides copies of all receipts, dues, expenses and revenue to a C.P.A. to provide a review of the audit of the accounts each fiscal year and to submit official federal IRS filings.
• Attendance at the conference and board meetings during the term of office.

Each Module Representative will be the program chair for that portion of the annual meeting specific to his/her module. The module representatives' duties and responsibilities include, but are not limited to, the following:

• Each module representative is responsible for planning and organizing the agenda for all sessions specific to the module they are representing at the annual conference.
• The module representative is responsible for determining and communicating the technical and/or presentational needs of each session presenter for their module to the President-Elect prior to the conference.
• Tech Track module representatives will contact, invite, and coordinate the attendance of commercial vendors at the annual conference.
• Attendance at the conference and board meetings held during the term of office.

Section 4. There shall be an annual meeting of the Board of Directors in conjunction with the annual meeting of the organization. Other meetings of the Board of Directors may be called by the Chair.

Section 5. A quorum of the Board of Directors shall be a minimum of fifty (50) percent of the voting members.

Section 6. The Board of Directors can solicit any individual as an ex-officio or resource person to participate in Board activities.

Section 1. The President-Elect and a representative from each module shall be nominated and elected at each annual meeting, and the Secretary/Treasurer at the annual meeting at the end of each two-year term. The Board of Directors may organize a nominating committee to help facilitate this process, at its discretion.

Section 2. The Board of Directors shall fill vacancies in any office, including

Module Representatives, by appointment until the next annual meeting. In the event that any officer cannot discharge the responsibilities vested in his/her office as specified by these bylaws, the Board of Directors shall appoint a substitute to complete them.

Committees may be established by the Board of Directors, at its discretion.

Section 1. The organization shall be a non-profit organization that may be incorporated.

Section 2. Should the organization ever dissolve, either by formal action or default, all assets will be distributed to the active membership on a pro rata basis.

Section 3. The fiscal year shall be from January 1 through December 31.

Section 1. Dues shall be assessed to each qualified site desiring membership in the Organization. The amount of these dues shall be set by the Board of Directors subject to the approval of the voting membership. Article III defines qualifications for membership and voting rights.

Section 2. Members who fail to pay dues within two (2) months after written notice may have their membership terminated until such time as dues are brought current.

Those present at the formation of the organization will elect the following officers of the organization:

President

President-Elect

Secretary/Treasurer

Six (6) Module Representatives to serve for two (2) years.

These bylaws of the Organization may be adopted or changed at the annual meeting by a two-thirds (2/3) majority of voting members present, each site receiving two (2) votes as provided for in Article III. Changes in the list module groups that will officially be a part of the Organization will also require a two-thirds 2/3 majority vote.

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