GIS Colorado By-laws

Article I. Governance

The rules contained in Robert's Rules of Order shall govern the organization in all cases to which they are applicable and in which they are not inconsistent with the Bylaws of this organization

Article II. Purpose

Mission: This organization will provide a cooperative environment of GIS professionals and users to communicate and advance, as a unified group, the status and level of effectiveness of GIS use in the State of Colorado.

Goal: Provide a forum for cooperation and the exchange of ideas, resources, technology, and data.

Objectives:

  • Support and communicate technically sound standards, practices, and procedures for sharing geographic information among governmental agencies and the private sector.
  • Provide forums through meetings, seminars, conferences and the like for discussion and communication of mapping issues, knowledge, activities, and ideas.

Goal: Assist with and promote cooperative projects between different government agencies.

Objectives:

  • Establish support for GIS projects that require external funding sources or the establishment of cost-share and work-share agreements between government entities.

Goal: Encourage and facilitate the advancement of GIS through continued education of GIS professionals, governmental decision-makers, and other potential beneficiaries.

Objectives:

  • Inform members and external organizations about recognized benefits and costs of various GIS applications, projects, and programs.
  • Assist in the promotion of education, research, and outreach to promote the modernization of GIS technical skills, software, and hardware.

Goal: Promote awareness of GIS related issues, projects, and funding through the dissemination of information and increased communication.

Objectives:

  • Inform mapping users about: the status of federal and state mapping programs; the availability and effectiveness of data, software, and hardware; and the status of projects and GIS issues.
  • Share and disseminate information about mapping, spatial data technologies, and GIS.
  • List new and existing public and private revenue sources available for program implementation, improvements, and expansions.
  • Identify concerns and issues related to GIS and facilitate cooperative solutions and organizational consensus, when required.

Article III. Membership

Membership Types: There shall be two types of membership in the organization, which shall be as follows:

  • Voting Member - Voting members will pay dues and shall have full voting and office holding privileges in the organization. Voting membership shall be open to anyone interested in GIS activies in Colorado and who has paid the prescribed dues for the current year.
  • Associate Member - Associate Members do not pay dues and shall have no voting or office holding privileges in the organization. Associate Membership shall be open to any person interested in GIS activities in Colorado.

Dues: Annual Dues shall be levied on the membership of the organization to support its functions and shall be altered in amount by the Board of Directors. Membership dues shall be fifteen (15) dollars for one year of voting and membership.

Discipline and Expulsion of Members: The Board of Directors may investigate the conduct and actions of any member of the organization alleged to be in violation of the purposes and goals of GIS COLORADO. A hearing shall be held in an open membership meeting and at the conclusion of such hearing the Board of Directors, by majority vote may censure or discipline the said member(s), or by the affirmative vote of two-thirds majority, may expel the subject member(s).

Article IV. Board of Directors and Committees

Board of Directors: The Board of Directors shall consist of 9 elected directors from which four (4) elected officers will be elected by the board. A simple majority of the board shall passany motion. Each elected officer and director shall serve a two-year term of office. Composition of the Board shall represent, as fair as possible, the several geographic areas of the State of Colorado.
Responsibility of the Board of Directors: The Board of Directors shall be responsible to carry out the business of the organization subject to the direction of the voting membership.
Officers: The organization officers shall include a President, Vice-president, Secretary, and Treasurer. The responsibility of each officer is identified below.

  1. President - The President shall be a voting member of the organization elected by a majority vote of the membership. The President will preside at all meetings of both the membership and Board of Directors. He/she shall be subject to the control of the Board of Directors, have general supervision, direction, and control of day-to-day business and affairs of the organization. The President shall vote only to break ties of the Board of Directors.
  2. Vice-President - In the absence or disability of the President, the Vice-President shall perform all the duties of the President, and when so acting, shall have all the powers of and be subject to all the restrictions upon the President. The Vice-President shall have such other duties as may be from time to time prescribed by the President and the Board of Directors or by these Bylaws.
  3. Secretary - The Secretary shall keep a book of minutes, which shall record the proceedings of all meetings of members and all meetings of the Board of Directors with full details thereof. He/she shall keep membership records of the organization and by virtue of this shall be Chairperson of the Nominations and Elections Committee.
  4. Treasurer - The Treasurer shall receive and keep account of all funds and monies of the organization, including assets, liabilities, receipts, disbursements, gains, losses, and surpluses. He/she shall have an independent audit of the account books annually and shall prepare such reports as are required by normal business practice.

Vacancies: A vacancy in any elective office (except that of the President) shall be filled by a majority vote of the Board of Directors. The appointee shall serve the remaining portion of the normal term of that office. The Vice-President shall fill a vacancy in the office of President for the remaining portion of the term of office.

Removal of Officers and Directors: The Board of Directors may, by unanimous vote of the quorum, remove an officer or director for non-performance of duty, gross misconduct, or other serious actions not in conformance with the best ethical interests of the organization.

Committees: GIS COLORADO recognizes that working committees are essential and vital to accomplish the mission and goals of the organization. The Board of Directors shall establish standing and special committees to manage the organization and achieve the goals and objectives set by the organization. Members of any committee shall be any member of the organization in good standing and will be confirmed by the committee chairperson by written notice to the President and Board of Directors. Chairpersons of committees must be voting members of GIS COLORADO.

Article V. Elections and Voting

  • Elections: Every two years the voting members of the organization will elect a portion of the Board of Directors by ballot. Following the initial election of the entire Board of Directors, odd numbered years will signify the election of the President, Secretary, and one Director, even numbered years will signify the election of the Vice-President, Treasurer, and two Directors. Each voting member shall cast, by ballot, one vote for each available Board of Director seat.
  • Voting: Decisions at biannual and special meetings shall be a majority vote cast at the meeting. Each member shall have one vote. Proxy votes shall be permitted if designated in writing and submitted to the President prior to the call for vote. Mail or electronic votes shall be permitted if postmarked or dated prior to the call for vote and addressed to the President.
  • Quorums: A quorum at a general membership meeting shall be ten (10) percent of the total voting membership by attendance or proxy vote. A quorum at a Board of Directors meeting shall be five (5) of the elected officers including either the President or Vice-President.

Article VI. Chapters and Affiliations

  • GIS COLORADO recognizes that chapters and rules of affiliations may be necessary to better serve its members. The Board of Directors shall explore possibilities for the establishment of Chapters to accomplish the goals set forth in the Bylaws.

Article VII. Meetings

  • Procedures: The President shall act as the presiding officer of all annual meetings. In case of incapacity, the Vice-President shall preside. The usual parliamentary rules as specified by “Robert’s Rues of Order” shall govern all deliberations. The order of business may be altered or suspended at any meeting by majority vote of the Board of Directors present.
  • Quarterly Meetings: There shall be a total of four (4) meetings to be held in various locations throughout Colorado during the year from January to December. The GIS COLORADO Board of Directors will set up the locations and agendas for these meetings. All Members will receive a meeting notification and proposed agenda.
  • Board of Director Meetings: The President shall call Board of Directors meetings at a time and place to be agreed upon by a Board majority.

Article VIII. Amendments to the Bylaws

  • Upon proposal to the Board of Directors, these Bylaws may be amended, repealed, or altered, in whole or in part, by a five (5) of seven (7) majority vote of the Board of Directors or by a majority vote of twenty-five (25) percent of the voting membership. The amendment proposed must be mailed to all voting members no less than thirty (30) days before the vote is to be made on the amendment.