Central Maryland User Group Bylaws
Approved April 2004

The current bylaws for CMUG appear below; these were approved at the April 2004 meeting. Prior to then, the group operated under the CMMUG bylaws, which you can read here.

As you can see from Article VII, the group's meetings will be governed by Robert's Rules of Order except where otherwise specified. You can learn more about these at www.rulesonline.com

Central Maryland User Group Bylaws

The user group is incorporated and approved by the State of Maryland on Articles of Incorpo- ration document D2593499 dated July 8, 1988, filed by Columbia-Baltimore Users Group. The user group henceforth will be DBA (doing business as) Central Maryland User Group, Inc. hereafter referred to as "CMUG."

ARTICLE 1: PURPOSE AND OBJECTIVES:

Section I - Purpose

The purpose of CMUG is to promote teaching, education and programs to stimulate interest in the ability to use, program and apply the computer's use to our membership's advantage. Ownership of a computer is not a prerequisite of membership, but is encouraged.

Section II - Objectives

The objectives of CMUG are the following:

1. To perform all other powers conferred upon CMUG as authorized by Title Two of the Corporations and Associations Article of the Annotated Code of Maryland as amended.
2. To own, operate, lease, purchase the option, or otherwise acquire, hold, improve, mortgage, sell, rent, and hold property for the purpose of carrying out the objectives of the CMUG.
3. To accept contributions and gifts, exchange goods and wares or merchandise for donations, for the purpose of promoting the objectives of the CMUG. However, the CMUG shall not engage in the promotion or stimulation of any business organized for profit.
4. The CMUG is not authorized to issue Capital Stock and will not be operated for profit.
5. CMUG is organized exclusively for charitable and educational purposes, within the meaning of Section 501 (C) (3) of the Internal Revenue Code of 1986 as amended.

ARTICLE II: MEMBERSHIP

Section I

1. Membership shall be open to all persons interested in the goals and programs of CMUG upon application for membership and payment of annual dues.
2. Membership is restricted to individuals or non-profit institutions only. Companies, corporations, etc., cannot be enrolled as members of CMUG
3. Members receive a monthly newsletter, can review and keep the reviewed product, can participate in all user group activities.
4. Membership will be terminated by resignation or non-payment of dues for 30 days past expiration date of said member.
5. Membership runs for twelve consecutive months.
6. Members must present issues and grievances to a Director (as defined in Article III) for consideration at a Board of Director’s Meeting.
7. Members may be asked from time to time to vote on recommendations.

ARTICLE III: OFFICER AND DIRECTORS

Section I - Officers

1. As described by the Charter, Article 6, on file with the State of Maryland, the Board of Directors will consist of at least four (4) members of CMUG. The positions shall be the office of the President, Vice President, Secretary and the Treasurer.
2. Officers are elected annually as described in Article VIII of the Bylaws
3. Additional Officer positions may be created by the Board of Directors as needed. Nominees for all such positions must be approved by a majority vote of the membership either at the annual election or in a special election called by the Board of Directors.

Section II - Duties

The specific duties of the CMUG officers are as follows:

1. The President shall:
   1. Serve as the chief executive officer of CMUG.
   2. Be responsible for the general conduct of CMUG.
   3. Conduct all general and Board of Directors meetings and other special meetings as called by the Board of Directors, unless otherwise designated.
   4. Appoint Directors as required with the approval of the Board of Directors.
   5. Designate committee members and appoint committee chairpersons as required.
   6. Oversee duties and responsibilities of the other officers and the filing of appropriate forms with State and local government as required in a timely manner.
2. The Vice President shall:
   1. Serve in place of the President in his/her absence.
   2. Serve as President for the remainder of the President's term if the office of the President is vacated.
3. The Secretary shall:
   1. Maintain records of CMUG business.
   2. Document business topics discussed at the Board of Director meetings; distribute the minutes to the Directors and get approval to enter those minutes in the records. Approval of minutes is done at the next meeting of the Board of Directors by a majority vote.
   3. Record any business topics and votes taken at the general members meetings. This information should be presented at the next BOD meeting and entered into the permanent records. Topics of interest, Q&A and featured topics need not be recorded.
   4. Notify appropriate members of scheduled or special meetings.
   5. Maintain correspondence for CMUG.
4. The Treasurer shall:
   1. Maintain accurate financial records of the CMUG. Records shall include all receipts and disbursements for CMUG.
   2. If required, submit the treasury records for an independent audit.
   3. Reimburse members for general CMUG expenses and capital expenditures.
   4. Provide a financial report of CMUG
      1. At regular BOD meetings for Directors review
      2. To the membership during the 1st quarter. See Article IX
   5. Conduct an annual inventory of capital assets.
   6. Apply for necessary licenses and permits and file appropriate forms with State and local government as required in a timely manner.
   7. Transfer all records and CMUG funds at the end of the term of office, or within thirty (30) days of leaving office.
5. Removal of an officer from his/her elected position can be accomplished by a two-thirds (2/3) majority vote of the Board of Directors. The officer in question has the right to present a case for consideration and final resolution by the membership at a general meeting. (See Article IV, Section II, Item d) Notice of this special proceeding must be given to all members at least thirty-days (30) in advance.

Section III - Directors

1. Directors may be added and removed as required to properly run the business of CMUG. A Director must be a member in good standing with the user group. The term of Directorship shall run until the next officer election.
2. Any member may be nominated for Directorship by a Director.
3. A Director may resign Directorship or be removed, without cause, by a motion at a Board of Directors meeting and a majority vote of those present.
4. Directors are required to attend Board of Director meetings. Any Director missing 3 consecutive meetings without being properly excused is considered to be delinquent and is automatically removed from Directorship.

Section IV – Duties of the Board of Directors

The current elected Officers and current appointed Directors will comprise the voting members of the BOD. The general duties and responsibilities of the Board of Directors include the following:

1. Establish policy for CMUG.
2. Establish and approve the CMUG budget.
3. Make public any oral or written communication on behalf of CMUG
4. Establish membership dues and fees.
5. Recognize and approve the formation of Special Interest Groups, and Committees.
6. Confirm the President's appointments of committee chair.
7. Remove officers from their elected positions, if it becomes necessary, by a majority vote of those eligible to vote.

ARTICLE IV – MEETINGS

Section I – BOD Meetings

The following guidelines shall apply to Board of Directors meetings:

1. Shall be held at least annually.
2. All members will be notified of the time, date and place of Board meetings at least five (5) days prior to the meetings.
3. Special meetings may be called by the majority of the members of the Board. Notification requirements remain in effect.
4. Any BOD member serving in more than one capacity shall be limited to one vote.
5. BOD meetings are open to the membership, but members must notify the Secretary at least 1 day in advance if planning to attend.

Section II – General Meetings

1. The meetings are for members, but are open to the public, although membership is encouraged to support the efforts of the user group.
2. Meetings will be held monthly at the scheduled place and starting time. Location, date and starting time will be distributed to the members and posted publicly on the Internet when possible.
3. General meetings are for the purposes of education and information sharing.
4. No official CMUG business will be conducted during general meetings except at the annual meeting in June, or if a special session of the regular members is called by the BOD. See Article III, Section II, and Article X

ARTICLE V -- EQUIPMENT

Section I

1. The user group may obtain and use PCs, projecting equipment etc., for the purpose of supporting the user group as required
2. All equipment owned by the user group is for the use of the user group as determined by the BOD.

ARTICLE VI -- SPECIAL INTEREST GROUPS (SIGs)

Section I

1. Special Interest Groups (SIGs) are formed to support the purposes of the CMUG in a specific area of interest which has not already been addressed or which needs greater emphasis.
2. Membership in SIGs is open to all members of CMUG.
3. A SIG chairperson is appointed from the membership of CMUG by the President.
4. Each SIG is authorized to manage itself as it deems necessary.
5. Each SIG will publicize its meetings subject to the oversight of the BOD.
6. Each SIG will keep the BOD informed of its activity.

ARTICLE VII -- PARLIAMENTARY CONDUCT

Unless otherwise specified, Roberts Rules of Order, current edition, shall govern the procedures for all CMUG meetings.

ARTICLE VIII - ELECTIONS

Section I

1. At the time of nominations, the President shall appoint an election committee. This committee shall be responsible for all nomination and election activities. This committee shall consist of any number of members in good standing as seen fit by the President and approved by the majority of the Board of Directors.
2. Nominations shall be made for CMUG officer positions during the month of May with the elections at the June regular meeting, unless the seat is uncontested, in which case they are elected by acclamation.
3. Elections to office shall be by a majority vote cast by the members present. Elections shall be by official CMUG ballot distributed one each to members in good standing, at the June general meeting.
4. Ballot authenticity may be challenged by the BOD and decision to accept or deny said ballot will be the sole discretion of the majority vote at the next BOD meeting.
5. Each member in good standing may cast one (1) vote.

ARTICLE IX -- FINANCIAL MANAGEMENT

Section I

1. All CMUG activities that conduct regular financial transactions shall operate within a budget approved by the Board of Directors.
2. All CMUG activities that independently manage their finances shall provide the Treasurer the following:
   1. A proposed budget of anticipated income and expenditures on a quarterly basis.
   2. A quarterly financial statement.
3. All expenditures exceeding $100.00 (One Hundred Dollars) must be approved by the Board of Directors. This approval must be in writing.
4. All expenditures of $100.00 (One Hundred Dollars) or less must be approved in advance by two officers. This approval must be in writing.
5. General CMUG expenses shall be reimbursed by the Treasurer. Receipts for all expenses exceeding $25.00 (Twenty-five Dollars) must be provided.
6. Profits that accrue to CMUG shall be used in accordance with the corporate charter.
7. A financial statement of CMUG shall be published annually during the first quarter of the calendar year.

ARTICLE X -- AMENDMENTS

Section I

1. These Bylaws may be amended by the Board of Directors and must be approved at a general or special meeting of the members as called by the Board of Directors for the purpose of amending these bylaws.
2. Each member may cast one (1) vote on the proposed amendments.
3. These Bylaws shall be amended only by a two-thirds (2/3) vote of those present and voting at the meeting designated in item a) of this Article.
4. Notice of proposed amendments must be published to all general members at least thirty-days (30) prior to the meeting designated in item a) of this Article.