Portland Metro Chapter Bylaws

The Portland Metro Chapter of the Data Administration Management Association is a non-profit, vendor independent, professional association dedicated to advancing the concepts and practices of enterprise information and data resource management.

Our primary purpose is to promote the understanding, development and practice of managing data, information and knowledge resources as key enterprise assets.

The Portland Metro Chapter is dedicated to furthering the understanding of the field of data administration and information resource management by providing educational opportunities.

The Portland Metro Chapter recognizes affiliation with the DAMA International organization and supports the DAMA International mission, goals and bylaws.

Portland Metro Chapter members, guests and speakers meet (at least) bi-monthly to widen their knowledge base in topics relevant to information and data resource management. We welcome you to attend our chapter meetings, which are normally held on the third Tuesday morning of the month. Meetings include coffee and pastries followed by a speaker presentation. The meeting schedule is publicized through a newsletter, our web site and at the meetings.

The President is responsible for providing leadership and direction. The President coordinates with other affiliated DAMA International Chapter Presidents; is the general representative to outside groups and bears final accountability for the health and well being of DAMA Portland Metro Chapter.

Officer Role and Responsibilities

1. Provide leadership for current activities and long term direction.
2. Decide appropriate tasks and the person(s) responsible to complete that task.
3. Monitor completion of designated tasks.
4. Preside at business meetings.
5. Facilitate all DAMA Portland Metro Chapter meetings.
6. Attend or send a designate to the President's Council meetings.
7. Audit financial records for completeness and accuracy.
8. Represent DAMA Portland Metro Chapter to outside organizations.
9. Serves as Chapter representative to DAMA International ensuring compliance of the local chapter with its responsibilities to DAMA International.
10. Be eligible to vote at Board of Directors meetings only in case of ties among the other Board Members eligible to vote.
11. Assist in the transition of new board members.

The Vice-President of Membership is responsible for membership solicitation and maintenance.

Officer Role and Responsibilities

1. Responsible for membership recruitment efforts.
2. Maintains chapter membership directory and distribution lists.
3. Processes new applications.
4. Responsible for annual membership renewals.
5. Compiles and analyzes membership statistics.
6. Create (as needed) member name tags.
7. Maintain (as needed) member meeting attendance.
8. Be eligible to vote at Board of Director's meetings.
9. Assist in the transition of new board members.

The Vice-President of Communication is responsible for communication about the chapter.

Officer Role and Responsibilities

1. Ensure all material published about the local chapter is accurate and reflects the local chapter's affiliation with DAMA International.
2. Publication of chapter newsletter.
3. Represent chapter in communication about chapter activities to external sources (TDAN, DM Review, newspapers, web site links, etc.)
4. Be eligible to vote at Board of Directors' meetings.
5. Assist in the transition of new board members.

 VICE-PRESIDENT OF EDUCATION

The Vice-President of Education is responsible for providing and coordinating DAMA Portland Metro Chapter with educational related services.

Officer Role and Responsibilities

1. Responsible for planning and scheduling chapter meetings including coordinating all speaker and facility requirements. Maintain past and planned speaker list.
2. Coordinate with chapter members on facility arrangements.
3. Conducts annual survey of member interest.
4. Conduct meeting surveys as appropriate.
5. Be eligible to vote at Board of Directors' meetings.
6. Assist in the transition of new board members.

The Vice-President of Online Services is responsible for providing DAMA Portland Metro Chapter with online electronic communications services and support.

Officer Role and Responsibilities

1. Coordinate and administer an online communication forum for DAMA Portland Metro Chapter.
2. Provide technical support to chapter board members as needed.
3. Ensure current and accurate web site information including (but not limiting to) chapter meeting schedule and past meeting presentations (as available).
4. Administer and maintain online service provision contracts with online service providers.
5. Be eligible to vote at Board of Director's meetings.
6. Assist in the transition of new board members.

The Vice-President of Financial Services is responsible for maintaining DAMA Portland Metro Chapter’s financial and legal records including the accounting for all revenues, dues, and disbursement of all funds in a responsible and controlled manner.

Officer Role and Responsibilities

1. Coordinate and maintain the DAMA Portland Metro Chapter’s financial records including the accounting and reporting for all revenues, dues, and the approval and disbursement of all funds in a responsible and controlled manner.
2. Responsible for all banking accounts including signature cards.
3. Coordinate collection of all DAMA Portland Metro Chapter Membership Dues, associated Fees, and any other revenues. This includes meeting dues.
4. Verify membership at monthly meetings. Gives receipts
5. Produces and provides periodic reporting of DAMA Portland Metro Chapter account balance sheets and income statement
6. Perform Joint Account Monitoring - For symposia or joint venture with other DAMA chapters, monitor joint accounts, etc.
7. Administers and maintains all legal matters, documents, and Tax exemption details with respect to DAMA Portland Metro Chapter’s Non-Profit organization and business status
8. Perform liaison functions and interface with DAMA Portland Metro Chapter’s Legal counsel and Certified Public Accountants, banking institutions and designated affiliated chapters
9. Be eligible to vote at Board of Directors' meetings.
10. Assist in the transition of new board members.

The Vice-President of Secretarial Services is responsible for maintaining DAMA Portland Metro Chapter’s administrative operations.

Officer Role and Responsibilities

1. Provide minutes of board meetings.
2. Provide minutes of chapter meetings.
3. Provide highlights of speaker presentations for publication.
4. Perform special tasks as assigned by the President or Vice President of Communication.
5. Keep DAMA archives and historical records.
6. Be eligible to vote at Board of Directors' meetings.
7. Assist in the transition of new board members.

The Past President is responsible for providing transitional support to DAMA Portland Metro Chapter and for assuring the continuation of the board through supervising nominations and the election.

Officer Role and Responsibilities

1. Provide advice to the Board of Directors.
2. Has no voting right on the Board of Directors.
3. Supports various activities as assigned to assist the current DAMA Portland Metro Chapter Board of Directors.
4. Administers (or assigns a delegate) the nominations and elections process for the DAMA Portland Metro Chapter Board of Officers.
5. Assist in the transition of new board members.

1. Each officer will serve an elected term of one year.  The president will automatically assume the office of past-president. Candidates for the office of President must have served at least one term in another board position or have been approved by the majority of the board.
2. The term of office of each officer will be from January through December of the same year.
3. Descriptions of Board positions and solicitations for nomination will be published by the end of October.
4. Each member will be notified of the nominees to the board prior to or at the November business meeting.
5. Ballots will be handed to the voting membership attending the annual business meeting in November. All ballots will be turned in, counted and the results declared, prior to adjournment. A simple majority of ballots submitted will determine the winners. Ballots will be counted by the Past-President (or assigned designate) and verified by another board member. The new officers will begin their term of office in January.
6. Vacancies of unexpired terms will be filled by appointment, as determined by majority vote of the board. The term will expire at the end of the year, making the office available for the election. Any vacancies filled by election in midterm will expire at the end of their normal term as outlined in these Bylaws, Section I, paragraph B.

II. MEMBERSHIP

1. Voting Membership will be open to any person who desires to establish and promote the Data Administration function.
2. Membership will also be available to all who support DAMA in concept and who also represent vendors of hardware, software or services relating to Data Administration, Data Processing or managerial and personnel services, or are otherwise burdened with a conflict of interest. No more than half of the board can be individuals who meet this criterion.
3. All disputes regarding membership will be decided by majority vote of the board.

III. AMENDMENT OF BYLAWS:

1. All amendments to these Bylaws, proposed or temporarily enacted by the board, will be published and distributed to voting members prior to the November business meeting. These amendments will appear on the election ballots to be ratified by the voting members.

1. All annual dues and meeting fees will be established by majority vote of the board.
2. There are two types of membership: corporate and individual. A corporate membership may send an unlimited number of employees to a meeting.
3. The annual dues year is May 1^st through April 30^th.
4. If a member joins between May 1^st and November 1^st they owe the full dues. If they join after November 1^st they owe 50% of the dues.
5. Effective May 1, 2005, corporate membership dues are $350 and individual dues are $75.

1. The board of directors will meet regularly as needed.
2. The agenda for board meetings will be determined by the president
3. Members may initiate board agenda items by notifying the president at least 24 hours prior to the board meeting.
4. Board meetings and any minutes thereof will always be open and accessible to the members upon request

1. Chapter meetings will be held at a minimum bi-monthly including a short business meeting as needed. Meeting schedules will be communicated to members with as much notice as possible.
2. An annual business meeting will be held each November. The purpose of the annual meeting is to elect officers in accordance with Section I, to ratify any amendments to the Bylaws, give financial report and conduct any other business as deemed appropriate by the board.