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HeAIS Bylaws

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HELLENIC ASSOCIATION FOR INFORMATION SYSTEMS

Bylaws


ARTICLE I.

PURPOSE AND ACTIVITIES

SECTION 1. STATEMENT OF PURPOSE

The Hellenic Association for Information Systems (HAIS) is a Chapter of the Association for Information Systems (AIS) serving Greece and the wider Mediterranean region in close cooperation with other regional chapters. The purpose of the Chapter is to promote the exchange of ideas, experiences, and knowledge among scholars and professionals who teach, research and practice the development, implementation and management of information and communication technologies and systems in organizations.

SECTION 2. ACTIVITIES

In accordance with its stated purpose the HAIS shall endeavor to:

² promote the information systems discipline as a reference discipline, clarify its role and explore the synergies with academics in other disciplines such as computer science, economics and engineering,

² devise and promote the ways by which existing and emergent knowledge can be effectively communicated and utilized by professionals and clarify its relevance in relation to their problem domains,

² promote the interchange of information on all matters related to information systems between academics, professionals and any other interested parties and the general public and foster a sense of partnership.

The HAIS will plan, organize and carry out a number of activities as sees fit in order to achieve the above such as providing a forum for those interested or concerned with all aspects of information systems and conducting events for the benefit of members. The Chapter’s activities will also be all those approved by the constitution of the AIS and approved by the Chapter’s Executive Board.

ARTICLE II.

MEMBERSHIP

SECTION 1. MEMBERSHIP CLASSES

Only registered members of the AIS are eligible for Chapter membership and upon payment of the appropriate membership fees all members will be eligible for HAIS membership. Any person ceasing to be a AIS member shall automatically cease to be a HAIS member. The Chapter shall provide all classes of membership as contained in Article II of the constitution of AIS.

SECTION 2. DUES

The Executive Board shall have the authority to determine the HAIS membership dues and other payments to be made by the members of the HAIS for special cases. The annual dues of each HAIS member shall be paid prior to the beginning of the membership year as determined by the Executive Board of the HAIS.

SECTION 3. MEMBER RIGHTS

Each regular member shall have the right to vote, participate in all HAIS and AIS activities, and hold office in HAIS and AIS.

SECTION 4. LIABILITY OF MEMBERS

The members of the HAIS shall not be liable for the debts and obligations of the HAIS nor of AIS.


ARTICLE III.

MEETINGS OF MEMBERS

SECTION 1. ANNUAL GENERAL MEETING

An Annual General Meeting shall be held to elect Officers and Committee members for the following year and present a written report on the activities and finances of the Chapter signed by the Chapter’s President and a statement of Receipts and Payments for the preceding year signed by the Chapter’s President and Chapter’s Treasurer. The Annual General Meeting of the Chapter shall be called for a date within one calendar month of the close of the Chapter’s financial year. The date, time and place of the meeting shall be fixed by resolution of the Executive Board and be notified to all members of the Chapter by writing or e-mail. The time, location, and other details of the meeting shall be determined by the Executive Board and communicated to the membership.

SECTION 2. NOTICE OF MEETINGS

A written or other notice stating the place, time and date of the meeting shall be delivered to the membership prior to the meeting. At least fourteen (14) days written notice of the date, time and place of the Chapter’s Annual General Meeting shall be given by the Chapter’s Secretary to Chapter members. If mailed, such notice shall be deemed delivered when deposited with the Postal Service, addressed to the member at the address as it appears on the records of the Chapter with postage thereon paid. If e-mailed, such notice shall be deemed delivered to an appropriate Internet address, addressed to the member at the e-mail address as it appears on the records of the Chapter.

SECTION 3. QUORUM

Prior notice of a meeting having been given, those members present shall constitute a quorum.

SECTION 4. VOTING

The Chapter’s President shall act as Chair for the meeting. All members shall be eligible to vote in person at a Chapter’s General Meeting. Any person who is a current member of the Chapter shall be entitled to one vote on matters pertaining to the Chapter. Except for the election of members to office, voting shall be by show of hands unless those Chapter members present decide that a ballot will be taken of Chapter members present. Decision shall be by a majority of those participating and eligible to vote. In the case of equality of votes, whether on a show of hands or by ballot, the Chair of the meeting shall be entitled to a second (or casting) vote. All members who are eligible to vote have absentee voting rights for the election of Officers. Elections on any matter, including the election of Officers, may be conducted by any means chosen by the Steering Committee, including electronic mail.


ARTICLE IV.

EXECUTIVE BOARD

SECTION 1. MEMBERS OF THE EXECUTIVE BOARD

The management of the Chapter shall be vested in a Executive Board which shall consist of the Officers of the Chapter, the immediate past president of the Chapter and other Chapter members. The Executive Board shall have the power to co-opt members as necessary for special purposes. The number of co-opted members shall not exceed one third of the elected membership of the Executive Board. Any co-option shall be reported to the next Annual General Meeting of the Chapter and will expire at that meeting. The president of the Chapter shall serve as the Chair of the Executive Board.

SECTION 2. DUTIES OF THE EXECUTIVE BOARD

The Executive Board shall serve as the governing authority of the Chapter. The property, business, and affairs of the Chapter shall be managed by the Executive Board. The Executive Board may exercise all such powers of the Chapter as defined by law or these Bylaws.

The Executive Board shall, in furtherance, but not in limitation of its powers, have the authority and power to:

² Represent the members of the Chapter for all matters, internal and external;

² Establish policies and practices for the Chapter;

² Approve broad arrangements for all Chapter activities.

SECTION 3. MEETINGS OF THE EXECUTIVE BOARD

The Executive Board shall meet at least twice a year. Additional meetings may be called by the Chair or at least three members of the Executive Board. The meetings will be held at the time, place and manner designated by the Chair. Notice of the meetings will be given in writing or verbally at least seven days before the meeting. Other means for conducting a meeting in addition to face-to-face may be employed.

SECTION 4. QUORUM

Presence of more than three members of the Executive Board shall constitute a quorum for the transaction of business at any meeting of the Executive Board.

SECTION 5. VOTING

Decisions shall be by a simple majority of those present and voting.

SECTION 6. LIAISON

The Executive Board shall appoint each year a member of the Chapter to serve as Chapter Representative to the AIS Vice President of Communications with the duty of keeping him or her regularly informed of the activities of the Chapter and of any matters which the Chapter would wish to have considered by the AIS.


ARTICLE V.

OFFICERS AND MEMBERS OF THE EXECUTIVE BOARD

SECTION 1. OFFICERS

The Officers of the Chapter shall consist of the President, the Secretary, the Treasurer and the following officers: Communications and Sponsorship Officer, Education & Industry Liaison Officer, Publicity Officer and Special Interest Groups (SIG) Officer. In addition to the above the HAIS will have a Webmaster as well as a Steering Committee. All Officers with the exception of the Webmaster and the members of the Steering Committee shall be elected every two years by the members of the Chapter at the Annual General Meeting. The members of the Steering Committee and the Webmaster shall be elected by the members of the Chapter at the Annual General Meeting. Each Officer shall serve from the date of the Annual General Meeting until their respective successors assume office. No person may hold any two offices at the same time with the exception being cases of resignation. The Officers of the Chapter shall be members of HAIS and AIS in good standing.

SECTION 2. NOMINATION

Nomination for election to the offices of Chapter President, Chapter Secretary, Chapter Treasurer, and to the Chapter Executive Board must be signed by two voting Chapter members and must be lodged with the Chapter Secretary at least fourteen days before the date fixed for the Annual General Meeting. The consent of the nominee must be lodged with the nomination. Further nominations shall be acceptable from the floor of the Annual General Meeting.

SECTION 3. ELECTION AND RETIREMENT OF OFFICERS AND EXECUTIVE BOARD MEMBERS

The Executive Board Officers shall in the first instance be elected by the Chapter members at a special meeting as soon as possible after the establishment of the Chapter. Tenure of office shall normally be for two (2) years, with the possibility of re-election for one further term before an enforced one year gap from office. All elections subsequent to the original election of the Executive Board Officers shall be held at the Annual General Meeting of the Chapter. If an Officer resigns prior to an Annual General Meeting then the Executive Board shall have the power to appoint a member of the Board to serve in that office until the next Annual General Meeting. The Executive Board shall notify Chapter members of vacancies occurring on the Executive Board at least twenty-one (21) days before the date fixed for the Annual General Meeting. Voting shall be conducted by written ballots, which shall be distributed to the eligible voters by post or email at least twenty-one (21) days prior to the election date. In order to be counted, all ballots must be returned or handed to the Secretary of the Chapter by the election date. Each position shall be filled by the nominee receiving the most votes cast.

SECTION 4. REMOVAL

Any Officer or member of the Executive Board may be removed by the vote of the majority of the voting members of the Chapter at any Chapter meeting. Such a vote must be recommended and scheduled by the Executive Board. Notification to the voting members that an election will be conducted for removal of an Officer or member of the Executive Board must be included with the notice of the Chapter meeting.

SECTION 5. RESIGNATIONS

Any Officer or member of the Executive Board may resign at any time by giving written notice to the President or Secretary of the Chapter. Such resignation shall take effect at the time specified therein; and, unless otherwise specified therein, the acceptance of such resignation shall not be necessary to make it effective.

SECTION 6. VACANCIES

Any vacancy occurring in the elected offices for any reason, shall be filled by appointment by the President with the approval of the majority of the Executive Board. Such appointment shall continue until the next Annual General Meeting.

SECTION 7. DUTIES OF THE PRESIDENT

The President shall be the Chief Executive Officer of the Chapter. The President shall perform all duties that pertain to the office of the President and that may be assigned by the Executive Board. In furtherance, but not in limitation of the office, the President's primary duties shall be:

² Preside over all meetings of the members of the Chapter.

² Call and preside over all Executive Board meetings.

² Designate all committees and their chairpersons.

² Supervise all other officers of the Chapter and see that their duties are properly performed.

² Accept and receive donations, gifts, devises and bequests.

² Coordinate the Chapter's activities and programs and conduct any necessary business with external organizations.

² Ensure that all orders and resolutions of the Executive Board are placed into effect.

² Submit a report of the operations of the Chapter for the preceding year to the members at the annual election meeting.

SECTION 8. DUTIES OF THE SECRETARY

The duties of the Secretary shall include:

² The giving of due notice of all General Meetings to all Chapter members;

² The preparation of agenda for General Meetings and Committee meetings;

² A record of General Meetings and Committee meetings. A copy of each set of records shall be sent to the Chapter’s Webmaster who will be responsible for their publication at the Chapter’s web site;

² Perform other duties as may be from time to time assigned by the President;

² Review all applications for membership and maintain a membership roster;

² Prepare, distribute, and collect the ballots of the annual election.

SECTION 9. DUTIES OF THE TREASURER

The duties of the Treasurer shall include:

² Collect monies;

² Keep full and correct account of receipts and disbursement in the books belonging to the Chapter;

² Deposit the funds of the Chapter in a bank designated by the AIS with the concurrence of the Executive Board;

² Dispose of funds of the Chapter as may be ordered by the Executive Board, taking proper vouchers for such disbursements;

² Render to the President and members of the Executive Board, whenever they request it, an account of the financial condition of the Chapter;

² Prepare and file all financial reports required by statute.

SECTION 10. DUTIES OF THE COMMUNICATIONS & SPONSORSHIP OFFICER

The duties of the Communications & Sponsorship Officer shall include:

² Co-ordinates the mailing of any notices, newsletters, etc., to members;

² Prepares the Chapter’s Programme schedule;

² Edits a newsletter to advise members of activities within the Chapter;

² Raises sufficient sponsorship to meet budgeted requirements.

SECTION 11. DUTIES OF THE EDUCATION & INDUSTRY LIAISON OFFICER

The duties of the Education and Industry Liaison Officer shall include:

² Corresponds with educational establishments and professional organizations and companies;

² Organizes suitable events to represent the HAIS in local education establishments, professional organizations and companies such as conferences and special events and talks or attends those organized by them.

SECTION 12. DUTIES OF THE PUBLICITY OFFICER

The duties of the Publicity Officer shall include:

² Ensures maximum coverage of Chapter events, both before and after they occur;

² Writes copy for media on Chapter activities;

² Liaises with the Webmaster over diary entries in the ‘e-Bulletin’ and with the Communications & Sponsorship Officer for the newsletter;

² Liaises with local press and other communication channels;

² Organizes mail shots, programme cards, posters, etc.

SECTION 13. DUTIES OF THE SIG OFFICER

The duties of the SIG Officer shall include:

² Definition of the fields of interest of the HAIS and grouping of fields into divisions of special interest;

² Evaluation of the applications for the formation of SIGs and recommendation to the Executive Board;

² Liaise with SIG Presidents regarding the planning and coordination of various activities.

SECTION 14. DUTIES OF THE WEBMASTER

The duties of the Webmaster shall include the creation and maintenance of the Chapter’s website, liaising with the Communications & Sponsorship and the Publicity Officers over the various methods.


ARTICLE VI.

COMMITTEES & SPECIAL INTEREST GROUPS

SECTION 1. SPECIAL COMMITTEES

The President may establish and appoint special committees, not having and exercising the authority of the Executive Board, to aid and assist the President and the Executive Board in the management of the affairs of the Chapter for specific short-term purposes. They shall be dissolved when their duties have been performed. In addition, the Executive Board can nominate members and specify their tenure of office to represent the HAIS on other organizations of which is it a member or with which it has fraternal relationships. These members shall also be given, for the purpose of these Bylaws, the status of Special Committees.

SECTION 2. STEERING COMMITTEE

A standing Steering Committee is established. Specific designated persons from the institutions of higher education founding the HAIS shall be members of the Steering Committee. This committee will prepare a slate of nominees for Chapter offices and supervise the subsequent annual election of Officers of the Chapter according to the processes and procedures set out in preceding sections. In addition, the Steering Committee will provide the Executive Board with advices and will recommend and proposes policies and activities for the Chapter.

SECTION 3. SPECIAL INTEREST GROUPS

A Special Interest Group may be petitioned for formation by a minimum of ten members. On receipt of the petition the SIG Officer may authorize its formation and communicate its decision to the Executive Board. The SIG authorized by the SIG Officer shall within three months adopt SIG Bylaws. The SIG shall be considered as established after the Executive Board has given its approval based on the recommendation of the SIG Officer. SIGs shall submit along with their budget a statement of all activities and a statement of accounts for the previous year. Failure of a SIG to maintain a minimum level of activity, as laid down in its Bylaws, may lead to its dissolution by the Executive Board with the concurrence of the SIGs President.


ARTICLE VII.

FINANCES

SECTION 1. FISCAL YEAR

The fiscal year of the chapter shall coincide with the fiscal year of AIS.

SECTION 2. FUND DEPOSITS

All funds of the Chapter shall be promptly deposited in qualified bank accounts established in the chapter's name by AIS. Any funds acquired by the Chapter shall be clearly marked for and deposited to the account of the Chapter. Funds of the Chapter shall not be co-mingled with the funds of the AIS or any other entity.

SECTION 3. FUND DISBURSEMENTS

All disbursements of funds of the Chapter shall be made by checks signed by the Treasurer or, in the event the Treasurer is unavailable, by the President.

SECTION 4. TREASURER'S REPORT

The Treasurer shall provide to the Executive Board's meeting a written report of the Chapter's financial status, which any member of the Chapter may inspect upon request. The Treasurer's accounts shall be audited annually at the end of the fiscal year by an independent authority or person appointed by the Executive Board.

SECTION 5. DISSOLUTION

If due to lack of activity in the Chapter, or for any other reason, the Executive Board wishes to suspend the existence of the Chapter, they shall convene a General Meeting for this purpose. The Chapter shall be dissolved upon the approval of at least two-thirds of the members present in the General Meeting. The Executive Board shall then notify the AIS Vice-President of Communications who shall take the necessary action. Upon dissolution of the Chapter, all assets remaining after disposition of all liabilities will be distributed to the members.


ARTICLE VIII.

AMENDMENTS

These Bylaws may be altered, amended, or repealed, and new and other Bylaws may be adopted by resolution or resolutions duly adopted by a majority of the Executive Board present in person, and submitted to and duly adopted by a two-thirds vote of the voting membership present and voting at any meeting of the Chapter, with proper advance notice of such vote to members. In addition, changes to the Bylaws shall be consistent with "Bylaw 8. SUBDIVISIONS section, 6. Changes in Bylaws" of the Bylaws of the AIS.

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