University of Louisville Student Chapter of the Association for Computing Machinery (ACM)
Constitution and Bylaws
Table of Contents
Article I - Name
Section 1: Title
Section 2: Definitions
Article II - Purpose
Section 1: Goals
Section 2: Constituency
Section 3: Charter
Article III - Membership
Section 1: Constituency
Section 2: Voting Membership
Section 3: Good Standing
Section 4: Affiliate Membership
Section 5: Voting Privileges
Section 6: Ethics
Section 7: Computer Facilities
Section 8: Honorary Membership
Article IV - Special Interest Groups (SIGs)
Section 1: Definition and Membership
Section 2: Formation
Section 3: Chair
Section 4: Election
Section 5: Dues
Section 6: Dissolution
Article V - Officers and Appointees
Section 1: Elected Officers
Section 2: Appointed Positions
Section 3: Eligibility
Section 4: Experience
Section 5: Compensation
Section 6: Term Limits
Article VI - Duties of Officers and Appointees
Section 1: President
Section 2: Vice-President
Section 3: Secretary
Section 4: Treasurer
Section 5: Minister of External Affairs
Section 6: Webmaster
Section 7: Lab Manager
Section 8: Student Council Liaison
Section 9: Delegation
Article VII - Executive Council
Section 1: Membership
Section 2: Voting
Section 3: Scope and Openness
Section 4: Faculty Sponsor
Article VIII - Election and Appointment of Officers
Section 1: Time of Election
Section 2: Appointments
Section 3: Nominations and Campaigning
Section 4: Vote Deadlines
Section 5: Voting Method
Section 6: Absentee Voting
Section 7: Deciding the Election
Section 8: Write-Ins
Section 9: Unfilled Positions
Article IX - Impeachment Proceedings
Section 1: Establishment
Section 2: Voting
Section 3: Hearing
Article X – Officer Succession and Chair Replacement
Section 1: Definition
Section 2: President
Section 3: Secretary, Treasurer, and Vice-President
Section 4: SIG Vice-President
Section 5: Appointed Position
Article XI - Committees
Section 1: Standing Committees
Section 2: Temporary Committees
Section 3: Program Committee
Section 4: Membership Committee
Article XII - Projects
Section 1: Definition
Section 2: Proposals
Section 3: Policies
Article XIII - Meetings
Section 1: Scheduling
Section 2: SIG Requirements
Section 3: Executive Council Requirements
Section 4: Open Meetings
Article XIV - Disbursements, Dues, and Finances
Section 1: Disbursements
Section 2: Dues
Section 3: Fiscal Year
Section 4: Budget
Section 5: Audit
Article XV - Amendments and Votes
Section 1: Approval
Section 2: Presentation
Section 3: Quorum
Section 4: Requirement
Section 5: Method
Article XVI - Dissolution of the Chapter
Section 1: Method
Section 2: Assets
This organization shall be called the University of Louisville Student Chapter of the Association for Computing Machinery.
In these Bylaws the organization in (1) is referred to as the Chapter; the Association for Computing Machinery is referred to as the ACM.
This Chapter shall be organized and will be operated exclusively for educational and scientific purposes and in furtherance thereof:
The Chapter will serve students at the University of Louisville and other interested persons in the Greater Louisville area.
This Chapter is chartered by the ACM.
The membership in this Chapter shall be open to all students, faculty, and staff of the University of Louisville and any ACM members in the Greater Louisville area.
Voting Membership in the Chapter shall be extended to any student member in the Chapter.
A member in Good Standing shall be defined as:
Should a member have three cumulative infractions against requirements 3C and 3D above, as decided by the Executive Council, over the course of a single semester, they will no longer be considered in good standing.
A member may appeal a ruling by the Executive Council that puts said member in bad standing. The appeal shall be first taken up by the Executive Council. If the Executive Council denies the appeal, the member may request a majority vote by the General Body. If the Executive Council approves the appeal, or the General Body approves the appeal, the infraction will be forgiven.
Members in good standing of the Chapter shall be granted access to any facilities of the Chapter, this may include such facilities as the Lab. Facility Access is a privilege, and can be revoked at the behest of the Executive Council.
A member may appeal a revocation of Facility Access. The appeal shall be first taken up by the Executive Council. If the Executive Council denies the appeal, the member may request a majority vote by the General Body. If the Executive Council approves the appeal, or the General Body approves the appeal, the revocation will be overturned.
Affiliate membership shall be granted to any non-voting member of the Chapter. An Affiliate Member' is a member of the Chapter who is not a U of L student. This may be granted because an individual is, for example:
Affiliate members do not have voting rights. It is still possible for them to actively participate in the organization, however. Affiliate members are subject to the rules of Good Standing as are others, and are in peril of losing their membership and all associated privileges by failing to maintain Good Standing.
Voting privileges shall be extended to any Voting Member of the Chapter who is also in good standing. Voting privileges of a voting member will be revoked for any semester that the member is not in good standing with the Chapter.
All members are expected to follow the ACM Code of Ethics. Violations of the Code are inconsistent with membership in the Chapter. The status of any Chapter member found in violation of the Code shall be brought forward by a majority vote of the Executive Council and membership in the Chapter may be revoked without recompense.
Members may have access to computer accounts and facilities of the Chapter. If a member is not in good standing with the Chapter or has violated the University of Louisville computer user agreement, their accounts may be disabled at the discretion of the Lab Manager. The Executive Council must approve by majority vote the deletion of such accounts after disablement.
Honorary membership may be granted by majority vote of the Executive Council to recognize a member of the community or profession who demonstrates outstanding service, exemplifies the Code of Ethics, and upholds the principles of the ACM and this Chapter. Honorary membership is non-transferable and is held by the recipient for their lifetime. Honorary members are exempt from all dues of the Chapter and shall not have voting rights in the Chapter.
Special Interest Groups, otherwise known as SIGs, are sub-organizations of the Chapter that are formed to unite members who share common interests. The only restriction a SIG may place on its members is that they are members in Good Standing of the Chapter. No further restriction of membership will be permitted.
At least five Chapter members in Good Standing or 10% of the Chapter members in Good Standing, whichever is less, are required to initially form the SIG. These members must then petition the Executive Council for SIG status. The Executive Council shall complete the formation of the SIG with a simple majority vote.
The chair of the SIG shall also be known as that SIG's Vice-President in the Chapter and shall serve on the Executive Council of the Chapter.
The Vice-President of the SIG is elected every year at the last meeting of the SIG for the Spring Semester and during the formation process. Each SIG member shall have one vote, with the Chapter President breaking ties. The SIG Vice-President must meet all requirements for membership in the Executive Council.
Separate dues may be required for SIG membership. This is to be decided by the SIG Vice-President and ratified by a simple majority vote of the Executive Council. If dues collection for the SIG is approved, the SIG will then be required to elect a SIG Treasurer, who will not serve on the Executive Council of the Chapter. The Treasurer will be elected at the same time and in the same fashion as the SIG's Vice-President.
If membership within the SIG should ever fall below three Chapter members in good standing or less than 5% of the members in Good Standing in the Chapter, whichever is less, then the Executive Council of the Chapter through a simple majority may vote to dissolve the SIG. If a SIG should be dissolved, all assets and liabilities of the SIG shall revert to the Chapter.
The elected officers of the Chapter shall be the President (also known as 'Chair'), the Vice-President (also known as 'Vice-Chair'), the SIG Vice-President(s), the Secretary, the Treasurer, and the Minister of External Affairs. Only elected officers of the Chapter shall serve on the Executive Council.
The appointed positions of the Chapter shall be Webmaster, Lab Manager and the chairs of any committees of the Chapter, with exception for the Program and Membership Committees. Additional temporary Appointed Positions may be created by a 2/3 vote of the Executive Council as deemed necessary.
Any CECS or CSE ACM member that is in good standing in the Chapter and that will be attending non-cooperative semesters at Speed School during the fall and spring may hold the offices of the President and Vice-President. Any member in Good Standing can hold the other offices of the Chapter. The requirement for President and Vice-President to be CECS or CSE majors may be waived by a two-thirds vote of all members in good standing with at least one full year of membership.
The President must have served as an elected officer for one semester in the Chapter prior to being elected as President. This requirement for President may be waived by a two-thirds vote of all members in good standing with at least one full year of membership.
All elected officers must pay dues but shall be reimbursed if and when such reimbursement would constitute less than 10% of Chapter funds.
The President and Vice-President shall be permitted to serve no more than two terms in the capacity of that office.
The President is the principal officer and is responsible for leading the Chapter and managing its activities in accordance with the policies and procedures of the ACM and these bylaws. The President shall preside at all meetings of the Chapter and of its Executive Council. The President shall represent the Chapter at all meetings with the ACM Regional Representative. The President shall represent the Chapter in regards to all publicity functions of the Chapter, at any meetings with the University of Louisville and departments of the University of Louisville, and within the community at large. The President shall also appoint all temporary Committees of the Chapter. The President must also ensure that the Chairs of any Committees retain access to all of the Chapter's resources, including computers, materials, and equipment. The President may ask the Membership Committee to determine if a member is in Good Standing.
The Vice-President shall assume the duties of the President in the event of the President's absence. The Vice-President shall also act as the Chair of the Program Committee. The Vice-President shall also:
The Secretary shall keep minutes of all General Business Meetings and Executive Council Meetings and publish them in a timely manner. The Secretary shall also
The Treasurer shall collect dues, pay all bills, maintain the Chapter’s financial records, and perform all duties as required by the office. The Treasurer shall also be responsible for
The Minister of External Affairs shall maintain a mailing list and publish and distribute all notices and publicity of the Chapter, this may include, but not be limited to the University of Louisville OrgSync, Twitter, and/or Facebook. The Minister of External affairs shall also be responsible for attending all required meetings of any overseeing governmental organization(s) in order to maintain the Chapter’s standing and for reporting any decisions that are of interest to the membership at general business meetings.This may include such organizations as the Speed School Student Council, or the Student Government Association. Finally the Minister of External Affairs shall be responsible for recruiting new members to the Chapter.
The Webmaster shall be responsible for maintenance and design of all Chapter and SIG Internet sites.
The Lab Manager shall be responsible for maintenance, acquisition, and administration of all of the Chapter-owned equipment in the Chapter's computing facilities. In addition, the Lab Manager will be responsible for creation of accounts and access control to the Chapter's machines. The Lab Manager will also serve as a liaison with the University IT department to ensure that services for the Chapter remain uninterrupted. The Lab Manager may also, by majority decision of the Executive Council, be given a discretionary budget on a per-semester basis to be used for the purchase of equipment for the Chapter. The Lab manager shall also be responsible for the enforcement of the cleanliness requirement of the members.
Officers and Appointees may delegate duties to other members as deemed necessary.
The Executive Council shall consist of the present elected officers, the immediate Past President, and the Faculty Sponsor. The installation of the new Executive Council shall take effect immediately following the Election meeting.
On matters of question, each member of the Executive Council shall have one vote, and the President shall break all ties.
The Executive Council may act for the Chapter in all matters except election of Officers. Minutes of all Executive Council meetings shall be available for inspection by any member of the Chapter and shall be filed with the Chapter records.
The Faculty Sponsor shall be a full-time CECS or CSE faculty member and shall be chosen by majority vote of the Executive Council, subject to approval by the present CECS department chair and the President of the ACM. The choice of faculty sponsor shall be made within the first three weeks of the summer semester. Any Chapter member in good standing may make nominations during the first week of the summer semester.
The Officers shall be elected each year at the last General Business Meeting of the spring semester and shall take office as soon as elected. The President will announce this Election Meeting at the previous General Business Meeting.
Appointed Positions shall be nominated by the President and ratified by a simple majority vote of the Executive Council. The term of service of the holder of an Appointed Position shall end one month after the Election Meeting.
Nominations will be open once an Election announcement has been made. Nominations close once the Election meeting begins. Campaigning is allowed and encouraged.
Non-absentee votes will be taken during the Election meeting, which must be announced at least one week in advance through all member mailing lists and posted prominently in all Speed School campus buildings. Absentee votes will be accepted as soon as nominations have started, and as late as the end of the non-absentee vote.
Voting is done by secret ballot, except in the case of a successful motion for vote by acclamation. A voter will be allowed one vote and proxies are not allowed. Votes for ineligible candidates are not counted.
If a member is on co-op or otherwise unable to attend the election meeting, that member may write to the Chapter for a ballot before the election is held. When the ballot is returned, the member's name shall be recorded and the ballot counted. Alternatively, members may vote electronically, with their vote signed cryptographically, provided the President and Vice-President can duly verify that signature.
Majority vote shall choose each officer. If a plurality vote results, then the candidate with the least votes is excluded and a runoff vote is taken. Only candidates receiving votes at this Election meeting and not excluded due to plurality are eligible candidates in a runoff. A runoff vote is governed in the same manner as the first vote for the position. The Past President shall break a tie vote.
Write-ins for an office are allowed. If a write-in has a majority vote, then the write-in can hold office if the candidate meets constitutional requirements and accepts the office. If the write-in does not accept the office, then by default, the person with the next majority vote will be eligible to hold office.
After elections, if an office has not been filled then the Past President shall decide to appoint a person to this office or hold a second election for the unfilled office.
Any voting member in Good Standing may make a call for impeachment of a member of the Executive Council at a general business meeting. At that time, a vote of the members in good standing who are present shall be taken. A simple majority in favor of a hearing is required to formally impeach the member and result in a removal hearing. The President (Vice-President if the President is being impeached) shall set a time and date for the removal hearing and the meeting will proceed as described below.
Any voting member in good standing will have voting rights at this hearing.
The removal hearing shall commence with case statements (no more than 10 minutes per party), one from the impeached Officer, and one from the member requesting the impeachment. Then they shall take leave of the meeting and the Chapter shall debate the merits of the removal case. At the conclusion of this discussion (which will last no longer than 30 minutes), a vote will be taken. A two-thirds majority is required to remove an officer, who will lose their position on the Executive Council. The removed officer will not lose their standing as a member of the Chapter. If the members do not vote to remove the officer, the officer shall retain their office.
A vacancy in a position may be realized as a result of impeachment and removal, resignation, or other situation in which an officer is unable to fulfill the duties of the office.
Should the Presidency become vacant, the Chapter Vice-President shall immediately succeed to the Presidency.
Should the offices of the Secretary, the Treasurer, or the Vice-President become vacant, an Election Meeting for the office shall be held at the next General Business Meeting. The President has the right to appoint a temporary replacement to fulfill the duties of the office until the Election meeting.
Should a SIG Vice-Presidency become vacant, an Election meeting for the SIG office shall be held at the next general business meeting or the next SIG meeting, whichever comes first.
Should an Appointed Position become vacant, the President and Executive Council shall repeat the appointment process as though the term has expired.
The Standing Committees shall be the Program and Membership Committees and any committee established by the President for duration of more than one year as deemed appropriate.
The President shall appoint Temporary Committees for duration of less than a year as deemed appropriate.
The Program Committee shall plan and arrange meetings of the Chapter in accordance with apparent membership interests and the aims of the Chapter as set forth in Article II. The Program Committee shall schedule and coordinate events of the Chapter. The Vice President of the Chapter shall chair the Program Committee.
The Membership Committee shall manage the records of Chapter members and take attendance at meetings. This committee shall also determine whether a member is in good standing. The Secretary of the Chapter shall chair the Membership Committee.
Any undertaking done by Chapter members that requires the extended use of Chapter equipment is a Project and must be dealt with according to the policy in this section.
Any Chapter member in Good Standing may propose projects. The Chapter member must submit the project to the Executive Council for approval by a majority vote. The submitter shall present the goals of the project; the immediate and possible future needs of the project (equipment, supplies, etc), and suggested funding sources (for larger projects). The member is required to handle all project related paperwork as needed (grant applications, etc).
Multiple members are allowed, and encouraged, to participate in a project. However, one member is required to serve as the project's Lead. The project's Lead is responsible for maintaining a web page describing the project, the current status and progress of the project, as well as pointers to any relevant materials that the project's Lead deems appropriate or that should be publicly accessible. (Note that the project's Lead may delegate this responsibility to someone else working in the project. However, accountability for the project's page falls on the Lead.) If the project's Lead resigns, another member may take over the 'orphaned' project. If no member does so after 30 days, the equipment that was used by the project shall be made available for other projects. The project's web page is required to be kept up-to-date with major advancements and milestones. In addition, the Chapter's Webmaster shall maintain a projects page containing pointers to each project's individual progress page.
General Business Meetings of the Chapter for each semester shall be scheduled by the Executive Council at the last Executive Council meeting of the previous semester. Meeting schedule should be posted in the chapter facilities at least two weeks prior to the first meeting of the semester. Meetings may be temporarily changed, postponed, moved, or canceled by a 2/3 vote of the Executive Council. One week’s written notification of any changes to the meeting must be given to the general membership of the Chapter. However, if the University is officially closed on the day of a General Business Meeting it will be automatically rescheduled to the following week.
Special Interest Groups must meet a minimum of once every four months. The SIG Vice President may call additional meetings as necessary.
The Executive Council must meet a minimum of once before each meeting. The time and date of the meeting shall be selected by a majority vote of the Executive Council. A meeting of the Executive Council shall also be called by the President upon request of any member of the Executive Council.
All meetings shall be open to all interested parties and shall be held in locations that are open and accessible to all members of the Chapter.
Disbursements from the Treasury for Chapter expenditures shall be made by the Treasurer with authorization of the Executive Council and shall be included in the minutes of the meetings.
Dues shall be fixed annually by the Executive Council.
The fiscal year of the Chapter shall run from July 1 to June 30.
Before the start of the new fiscal year, the Treasurer shall submit a budget for majority approval by the Executive Council. The budget shall be open to all members of the Chapter.
In March, the Executive Council shall appoint a temporary committee to oversee an audit of the Chapter finances. Neither the Treasurer nor President may serve on this committee but shall assist the committee with its audit.
The Chairs of the Membership Activities Board and the ACM Constitution and Bylaws Committee shall approve all proposed changes to these Chapter Bylaws before being presented to the Chapter membership for a vote.
Amendments to the constitution shall be submitted by a member of the Chapter in writing at two successive General Business Meetings. The amendments(s) shall be presented for vote during the second meeting and ratified by a two-thirds majority of voting members in Good Standing present at the meeting.
No official business of the Chapter shall be conducted unless a quorum is present. A quorum of the Chapter shall be defined as fifty percent of the voting membership in good standing with the Chapter.
A simple majority of the voting members in Good Standing shall be required to carry a motion.
Officers will be elected by secret ballot by a plurality of votes cast.
Dissolution of this Chapter by consent of the members shall consist of unanimous agreement of all its Officers together with a majority vote at a meeting which has been publicized with one month’s notice to all members of the Chapter for the purpose of taking this vote.
Should this Chapter be dissolved, its assets and liabilities shall be transferred to ACM and shall be supervised by the