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Bylaws of the SIGHPC Systems Professionals Chapter of the Association for Computing Machinery (SIGHPC-SYSPROS)

Article I: Name and Scope

This organization shall be called the SIGHPC Systems Professionals Chapter of the Association for Computing Machinery or SIGHPC-SYSPROS. In these bylaws it is referred to as "the Chapter" or SIGHPC-SYSPROS; the Association for Computing Machinery is referred to as ACM; and the ACM Special Interest Group on High Performance Computing is referred to as ACM SIGHPC.

The scope of the Chapter is activities related to high performance computing. Specifically, the Chapter will focus on and support the interests, advancements, needs, and community of Systems Administrators, Developers, Engineers, and other professionals involved or interested in the operation and support of systems for high performance computing. As education and outreach is an important aspect of the Chapter, membership is also expressly open to students, trainees, retirees, and those in career transition. 

The Chapter will support activities complimentary to ACM SIGHPC, other ACM SIGHPC Chapters, and other ACM activities.

The Constitution, Bylaws, and policies of the ACM, the SIG Governing Board, and SIGHPC take precedence over any conflicting provisions of these bylaws or internal policies of the Chapter.

Article II: Purpose

1. The Chapter is organized and will be operated exclusively for educational and scientific purposes. Specific objectives include:

  • Fostering a community for sharing information and solutions pertaining to building and maintaining HPC systems.
  • Assisting in the development of the state of the practice for HPC system administration and design.
  • Organizing events for exchanging information about cutting edge computer technologies and trends facing HPC systems professionals.
  • Promoting of best practices and standards for systems administration, engineering, tools development, documentation, and training.
  • Collecting and disseminating best practices for cybersecurity and data protection within HPC systems.

2. The activities of the Chapter will include the following:

  • Sponsoring general membership meetings and site visits.
  • Sponsoring conferences, symposia and workshops. This type of event must be approved by the ACM Local Activities Manager and the ACM SIGHPC Executive Committee.
  • Collecting and disseminating information through a newsletter, web site, mailed announcements, and/or e-mail.
  • Maintenance of an e-mail list and official information repositories.
  • Developing tutorials and training materials.
  • Serving as a source of information for its members, the ACM SIGHPC Chapters, other ACM SIGHPC and ACM units, and the general public.

3. This Chapter is chartered by ACM. It is formed and will operate under the sponsorship of ACM, ACM SIGHPC, and ACM’s SIG Governing Board.

Article III: Membership

The provisions of this section must conform to the membership provisions specified in ACM's Bylaws (Bylaw 6, Section 6; ACM Constitution Article 3).

1. Voting membership in the Chapter shall be open to all ACM and ACM SIGHPC members as well as non-members interested in the activities of the Chapter, upon request and payment of any Chapter dues as determined by the Chapter Executive Committee.

2. Student membership shall be open to all full-time students; student membership dues shall be determined by the Chapter Executive Committee.  Student membership dues shall not exceed 75 percent of regular member dues.  

3. Membership dues may be waved for members facing financial hardship by vote of the Executive Committee for a one year period. 

Article IV: Officers

1. The officers of this Chapter shall be:  Chair, Vice-Chair, Membership Chair, Secretary, and Treasurer.

2. All officers, plus the Past Chair, must be voting members of ACM and members of ACM SIGHPC.

3. All officers, plus the Past Chair, must be voting members of the Chapter.

4. Officers shall be elected by a plurality of votes cast by the voting members of the Chapter.

5. The officers shall take office on July 1 and serve for two years.

6. No member may serve in the office of Chair or Vice-Chair for more than two consecutive terms.

7. Replacements for resigned Officers will be nominated by the Chapter Executive Committee. Replacements will be appointed by the Chair if a majority of the Executive Committee votes "Yes" on their appointment. In the event the Chair has resigned, an acting Chair may be appointed for the remainder of the term with a majority "Yes" vote from the Executive Committee and approval by the ACM Local Activities Manager, the ACM SIGHPC Executive  Committee, and the ACM Chief Operating Officer.

Article V: Duties of Officers

1. The Chair is the principal officer and is responsible for leading the Chapter and managing its activities in accordance with the policies and procedures of ACM. The Chair shall preside at all meetings of the Chapter and of its Executive Committee.

2. The Vice-Chair shall preside at meetings in the absence of the Chair, assist the Chair in the management of the Chapter and perform other duties that may be assigned by the Chair. The Vice-Chair is also responsible for organizing and overseeing the Chapter's program schedule.

3. The Membership Chair shall help build an active and diverse membership. Duties of the membership chair include:

  • Answering questions from members and Executive Committee regarding membership applications and renewals.
  • Ensuring that membership records are current.
  • Assist in recruiting and outreach.
  • Assisting the Chair in the management of the Chapter.
  • Performance of other duties as assigned by the Chair.

4. The Secretary shall keep the minutes of all business and Executive Committee meetings of the Chapter. Other duties of the Secretary include:

  • Maintaining the records of the Chapter.
  • Preparation of the Chapter's Annual Activity Report and submission of this report to the ACM SIGHPC Executive Committee Chair and ACM Headquarters.
  • Notification to the ACM SIGHPC Chapters Committee Chair and ACM Headquarters of any changes in the officers of the Chapter.
  • Submission of any proposed amendment to these bylaws to the ACM SIGHPC Executive Committee, the ACM Local Activities Manager, and the Chairs of the Membership Services Board and the ACM Constitution and Bylaws Committee.
  • Assisting the Chair in the management of the Chapter.
  • Performance of other duties as assigned by the Chair.

5. The Treasurer is the chief financial officer of the Chapter. Duties of the Treasurer include:

  • Managing the finances of the Chapter according to the policies and procedures of ACM, including paying all bills and preparing budgets for each Chapter committee.
  • Keeping full and accurate accounts of receipts and expenditures of the Chapter.
  • Completing and submitting the Annual Financial Report to ACM Headquarters.
  • Assisting the Chair in the management of the Chapter.
  • Performance of other duties as assigned by the Chair.

Article VI: Chapter Executive Committee

1. The Chapter Executive Committee shall consist of the present officers of the Chapter, the immediate past Chair, chairs of standing committees, and two Members-at-Large.

2. Members-at-Large shall take office on July 1 and serve for two years.

3. All members of the Chapter Executive Committee must be voting members of the Chapter.

4. Replacements for resigned Members-at-Large will be nominated by Chapter Executive Committee and approved by a majority vote of the Chapter Executive Committee.

5. One Member-at-Large should be a recent graduate of an undergraduate or graduate program (within three years of graduation), or currently enrolled in an undergraduate or graduate program. This requirement for a Member-at-Large may be waved during the chapter's transition period.

Article VII: Standing Committees

1. The standing committees of the Chapter shall be:

  • Events & Programming

2. Standing Committees are created or terminated by amending these bylaws per the procedure in Article XI.

3. Committee Chairs will be approved by a majority vote of the Chapter Executive Committee.

Article VIII – Ad-hoc Committees

With the advice of the Chapter Executive Committee, the Chair may appoint ad-hoc committees and their respective chairs as appropriate.  Ad-hoc committees and their chairs must be reviewed annual by the Chapter Executive Committee.

Article IX: Meetings

1. Meetings shall be held as planned by the Executive Committee. The Chapter will conduct at least one (1) meeting a year for the general membership.  Meetings will be conducted in accordance with Roberts Rules of Order.

2. Written and/or electronic notices of all meetings shall be distributed to all members at least one (1) week prior to any meeting.

3. The Chapter shall hold meetings only in a place and manner that is open and accessible to all Chapter members and all members of ACM SIGHPC and ACM. Meetings may be conducted by electronic means such as teleconference or videoconference as long as all attendees are able to hear each other and be heard (as defined in Robert's Rules of Order). 

4. Official business of the Chapter, except as authorized elsewhere in these bylaws shall be conducted only at a meeting of the chapter where a quorum is present. 

5. A quorum of the Chapter shall be defined as 33% of the voting membership of the chapter or 25 voting members, whichever is greater.

6. A simple majority of the voting members present shall be required to carry a motion.

Article X: Disbursements and Dues

1. Disbursements from the Treasury for expenditures of the Chapter shall be made by the Treasurer with authorization of the Executive Committee and shall be included in the minutes of its meetings.  All funds will be maintained in accounts administered by ACM unless specific permission is provided by ACM’s Chief Financial Officer.

2. Dues shall be fixed annually by the Chapter Executive Committee and approved by the SIGHPC Executive Committee and the ACM Local Activities Manager

Article XI: Amendment and Election Procedures

1. All proposed changes to these Chapter Bylaws shall be approved by the majority vote of the members of the Chapter, the ACM SIGHPC Executive Committee, the ACM Local Activities Manager and the ACM Chief Operating Officer.

2. Elections

  • A Nominating Committee consisting of a minimum of three voting members of the Chapter, at least two of whom are not members of the Executive Committee, shall be appointed by the Chapter Chair at least four months prior to the Standard ACM Election Date.
  • Elections will be conducted by postal mail until online voting becomes feasible. Ballots will be prepared by the Secretary and mailed to all current voting Chapter members. 
  • The membership will have 30 days to return the ballots. 
  • Officers and Members-at-Large will be elected by a plurality of votes cast.
  • Election results will be announced by the same written and/or electronic means used to announce meetings within two (2) weeks of the deadline to return ballots.

Article XII: Dissolution of the Chapter

1. 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 in advance to all members of the Chapter for the purpose of taking this vote.  

2. This chapter can be dissolved or returned to transitional status by a majority vote of the SIGHPC Executive committee for failure to meet the viability criteria in ACM Bylaw 5, or failure to comply with these bylaws, ACM policy or SIGHPC policy.

3. Should this chapter be dissolved, its assets and liabilities shall be transferred to ACM and shall be supervised by ACM's Finance Director.

Article XIII: Code of Conduct

1.\ Harassment is unwelcome or hostile behavior, including speech that intimidates, creates discomfort, or interferes with a person's participation or opportunity for participation, in a chapter meeting or chapter event. Harassment in any form, including but not limited to harassment based on alienage or citizenship, age, color, creed, disability, marital status, military status, national origin, pregnancy, childbirth- and pregnancy-related medical conditions, race, religion, sex, gender, veteran status, sexual orientation or any other status protected by laws in which the chapter meeting or chapter event is being held, will not be tolerated. Harassment includes the use of abusive or degrading language, intimidation, stalking, harassing photography or recording, inappropriate physical contact, sexual imagery and unwelcome sexual attention. A response that the participant was “just joking,” or “teasing,” or being “playful,” will not be accepted.

2.\ Anyone witnessing or subject to unacceptable behavior should notify a chapter officer or ACM Headquarters.

3.\ Individuals violating these standards may be sanctioned or excluded from further participation at the discretion of the chapter officers or responsible committee members.

Article XIV: Initial Officers and Transition Period

1. For the first two years of existence, a chapter is considered in transition.

2. During the transition period, the officers shall be appointed by the Chair of ACM SIGHPC and approved by the SIGHPC Executive Committee.

3. Article XIV will be deemed stricken from these bylaws when the first elected Executive Committee takes office.