CONSTITUTION & BY-LAWS OF MICHIGAN SKYWARD USER GROUP (MSUG)
ARTICLE I - NAME
The name of this organization shall be Michigan Skyward User Group (MSUG) (hereby referred to as the "organization"). The organization shall consist of a General Membership (Article III) and a Steering Committee (Article IV).
ARTICLE II - PURPOSE
The purpose of this organization shall be as set forth in the following sections:
To provide an annual MSUG conference to employees of schools that utilize the Skyward School Management System software for their Student and/or Finance software needs.
Section 2–Requests for Enhancement
To review and approve or deny Requests for Enhancement (RFE) submitted by Michigan Skyward customers in order to enhance the Skyward software.
The allocation of programming hours between Student and Finance RFE shall be determined by the Steering Committee.
ARTICLE III -GENERAL MEMBERSHIP
Section 1 -Conditions of Membership
Each member in this organization must be an employee of a local school district, a public school academy, a private school, or an intermediate school district that utilizes the Skyward School Management System software and is located in Michigan (hereby referred to as “customer”).
Section 2 -Size of Organization
The organization will be made up of a maximum of two members per customer.
Section 3 -Term of Membership
Each customer will determine the length of time their representing member(s) shall serve. Resignation from the organization should be in writing and received by the Secretary. General Members can be barred from the organization for just cause by a majority vote of their fellow Sub-Committee members and officers.
Section 4 -Membership Process
Persons meeting the requirements under Conditions of Membership must register for membership by completing the General Membership form, available on the MSUG website at http://www.mi-sky.com.
Section 5 -Duties of Membership
Membership duties include attendance at the MSUG Conference and meetings. General Meetings of this organization will be held a minimum of four times a year. General Members are expected to attend, whether in person or virtually. To attend virtually, General Members should contact the Technology & Communications Officer as soon as possible prior to the meeting date.
ARTICLE IV-EXECUTIVE BOARD
The Executive Board shall hereby be referred to as the “Steering Committee.”
SECTION 1 –Steering Committee
The Steering Committee consists of nine Officers, nine Trustees, and any Past Officers. Officers include the roles of President, Vice-President, Secretary, Treasurer, Web Site Developer, Technology & Communications Officer, Conference Sub-Committee Chairperson, Business Sub-Committee Chairperson, Student Sub-Committee Chairperson. A Steering Committee member may hold only one position on the Steering Committee at any one time.
SECTION 2 - Responsibilities
Responsibilities of President:
The President shall preside over General Meetings and call special meetings at his/her discretion, using procedure outlined in Article VII. The President shall be authorized to disburse and deposit funds.
Responsibilities of Vice-President:
The Vice-President shall carry out the duties assigned by the President. In the event the President is unable to perform his/her duties, the Vice-President shall assume the duties of the President.
Responsibilities of Secretary:
The Secretary shall carry on all correspondence for the organization as required by the office and record minutes at General Meetings. The Secretary shall maintain membership records for the organization and the Trustee Application waiting list.
Responsibilities of Treasurer:
The Treasurer shall establish and maintain a system by which the organization's finances are kept. He/she will also be responsible for paying any bills owed by the organization and for ensuring the organization’s appropriate annual tax obligations are met. The Treasurer will make available a report of all activity in the bank account since the last General Meeting. This report shall include a copy of all bank statements and an explanation of all transactions.
Responsibilities of Web Site Developer:
The Web Site Developer will manage all changes to the MSUG web site, MI-Sky.com. Change requests will be submitted and coordinated through the Officers.
Responsibilities of Technology & Communications Officer:
The Technology & Communications Officer will manage all virtual meetings, coordinating with other members and Skyward personnel, as needed, to facilitate a functional and effective online meeting experience for members. This Officer shall also support other technology and communications needs of the group, as needed.
Responsibilities of Sub-Committee Chairperson:
The Sub-Committee Chairperson will oversee their respective Sub-Committee meetings and communicate results to appropriate parties.
Responsibilities of Trustees and Past Officers:
Trustees and Past Officers will attend Steering Committee meetings and the annual Conference, and will assist Officers, as needed.
ARTICLE V -ELECTION AND TERMS
SECTION 1 - Election and Term Limits of Officers
Only current members of the organization are eligible to be candidates for any Officer position. Only current members will be allowed to vote in Officer elections. The offices of President, Vice-President, Secretary and Treasurer are elected by all members of the organization. The offices of Web Site Developer and Technology & Communications Officer will be elected by their fellow Officers. The Sub-Committee Chairpersons are elected by their respective Sub-Committee members and all MSUG Officers. A Sub-Committee Chairperson candidate must be a current member of the respective Sub-Committee. Elections will be held at the last general meeting of each even numbered year. Terms will start on the following January 1st . Because the election of Officers occurs every two years, by the act of voting, the current members will ultimately decide the term limits of the Officers of the organization. Therefore, no predefined term limits are necessary.
SECTION 2 -Trustees
A General Member may apply to fill the next open Trustee position by submitting a Trustee Application to the Steering Committee Secretary, who will maintain any waiting list. Trustees are appointed to the Steering Committee based on the number of years the customer has utilized the software, the order in which the application was received, and with the intent to maintain a balance between the two core products – Student and Business.
SECTION 3 -Past Officers
Once an Officer has completed their term of office, they will be permitted to remain on the Steering Committee.
SECTION 4 -Resignation, Termination, and Absences
Resignation from the Steering Committee shall be in writing and received by the Secretary. If an Officer is terminated or resigns, the remaining Steering Committee members shall appoint an interim successor from the Steering Committee membership by a simple majority vote. If a Trustee is terminated or resigns, the position will be filled based on the Trustee application waiting list. If a Past Officer is terminated or resigns, their position will not be filled. Termination of Steering Committee members may occur, either with or without cause, by a simple majority vote of the Steering Committee. A Steering Committee member shall be removed from the Steering Committee for excessive absences from meetings, with the exception of extenuating circumstances. General Members can be barred from the organization for just cause by a simple majority vote of all members.
ARTICLE VI - SUB-COMMITTEES
SECTION 1 -Creation of Sub-Committees
The Steering Committee may create Sub-Committees as needed by a simple majority vote.
SECTION 2 -Roles and Membership
Student RFE Review Sub-Committee: The Student Sub-Committee shall review and approve or deny Student RFE requests. Members of this Sub-Committee will consist of volunteers from the membership with only one member per customer. The customer must own the Student software to have a member represent them.
Business RFE Review Sub-Committee: The Business Sub-Committee shall review and approve or deny Finance and Human Resources RFE requests. Members of this Sub-Committee will consist of volunteers from the membership with only one member per customer. The customer must own the Finance software to have a member represent them.
Conference Sub-Committee: The Conference Sub-Committee shall plan the MSUG Conferences. When the Chairperson calls upon members of the organization to assist in any way during the year, it is expected that every member will be willing to accommodate any reasonable request possible. During the actual Conference, every member of the organization shall be considered a member of the Sub-Committee.
ARTICLE VII -PROCEDURE
President or Chairperson Rules of Order shall govern the procedure in meetings of this organization. Meeting agendas shall be prepared by the President or Chairperson and sent via e-mail to all members of the organization at least one week, but no more than three weeks prior to each meeting.
ARTICLE VIII -AMENDMENTS
These By-Laws may be amended by a majority vote of the Steering Committee members present at any General Meeting of the organization.
ARTICLE IX -DISSOLUTION
Upon the dissolution of this organization, remaining assets of this organization shall be donated to a charitable organization(s) within the meaning of section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future Federal tax code, as selected through a majority vote of the Steering Committee members present at any General Meeting of the Michigan Skyward User Group. Any such assets not so disposed of shall be disposed of by a Court of Competent Jurisdiction of the county in which the principal address of the corporation is then located.
Each year the organization will finance individual attendance at the Skyward iCon Conference depending on funds available and voted on by the MSUG executive board. The MSUG President will be offered attendance annually with the understanding of past practice of the Skyward Corporation waiving user group President Conference fee. If MSUG President is unable to attend, the Vice President will be offered attendance.
Nomination of candidates to attend iCon will follow the process below:
In September, all general members, trustees, and steering committee members will receive official communication from sitting President regarding the nomination process, to include official application for nomination and desired opening and closing dates for nomination acceptance. The President will contact the MSUG executive board within 7 business days after the closing date of nomination. The MSUG executive board will review the nominations and vote on attendees. Attendee nominations will be chosen based on their commitment and involvement with MSUG. Attendees selected will be announced to general membership at the September meeting. Potential attendees will be required to notify MSUG President in writing within 10 business days accepting attendance, allowing time to discuss personal family commitments and school district release. Once accepted, attendees will receive the iCon Attendance Agreement and all other necessary instructions to complete their registration.
The organization will cover the following conference expenses for each individual, in accordance with signed iCon Attendance Agreement. It is the Attendee’s responsibility to pay all fees/costs associated with conference and provide MSUG Treasurer valid receipts for reimbursement. In the case an attendee is unable to fund their expenses it is their responsibility to make arrangements with the MSUG Treasurer prior to accepting the agreement for suitable payment plan:
- Individual Conference Fee
- Maximum of (3) three nights stay in the standard hotel room at the conference site. (Any room upgrade charge is the responsibility of the attendee.)
- Single Coach Airfare (A maximum allowance will be given to each attendee based on current airfare rates. If flight cost is higher than the allocation, it is the responsibility of the attendee to cover the remaining cost. Attendees will not be reimbursed the difference of maximum airfare allowance and actual airfare cost.)
- Airport shuttle service to and from the conference site. (A maximum allowance for an airport shuttle will be given to each attendee.) MSUG will not reimburse car rental expenses.
Revised and Approved May 19,2016
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