Sample Bylaws and Policies for an Information Builders User Group*

NAME

The name of the organization will be [group name]. These bylaws hereinafter will refer to this organization as the Group.

PURPOSE/OBJECTIVES

The purpose of this group is to provide a forum for users of Information Builders products to discuss mutual concerns and share experiences to achieve common objectives, to encourage and assist users of Information Builders products to make the most effective use of their products, to promote the interchange of ideas among members, and to establish and maintain active and regular communication between group members and Information Builders.

MEMBERSHIP

Membership in the group is open to any users or potential users of Information Builders products in the [geographic/interest/company] area. There are no dues or fees for membership.

MEETINGS

Meetings are held [quarterly/yearly/bi-annually] at a place determined by the Steering Committee. Most meetings are sponsored and hosted by a member of the Group.

POLICIES

The group shall be a non-profit organization; it shall not endorse any commercial enterprise or political party. The name of the group shall not be used in connection with any commercial concern for purposes other than those associated with the regular work of the group.

Any information developed for or presented to the group or any of its officers, other than copyrighted material available through normal commercial sources, shall be considered the properly of the group and will be available to every member. Conversely, no member may be required to disclose information considered proprietary in nature. The group assumes no responsibility for any personal actions of its members, officers, or meeting attendees; furthermore, the group does not assume any responsibility for any information made available to its members.

Recruiting or solicitation of business at group or committee meetings or through established group communications shall be considered in violation of policy and detrimental to the functioning of the group. Such activity shall be grounds for the exclusion of the member and the member's company from all future group activities and meetings.

GROUP MANAGEMENT

The group is managed by a steering committee that was formed in (period of time, month and year). All members of the steering committee have volunteered their time and may join or resign at any time. The steering committee is comprised of local Information Builders users and often a Regional Information Builders representative. The responsibilities of the committee are:

	To make arrangements for all group meetings, including meeting location, speakers, room reservations, equipment, refreshments, door prizes, and handouts
	To regularly communicate with members via meeting notices and e-mails using the group's e-mail address. Meeting notices, steering committee members and other information will be posted on usergroup.informationbuilders.com.
	To maintain and keep confidential the group's membership list

ELECTIONS

The typical term of office for board members positions is one year. Many regions hold informal Regional Representative elections. Elections generally follow these guidelines:

	Nominations are taken for all positions held in the User Group Region. Each nominee can be allowed to talk about the regional goals and objectives.
	Blank ballots are handed out, one to each company/organization present at the election meeting. This procedure eliminates more than one vote being cast from any one organization and voiding of duplicate votes.
	Two attendees are designated to count ballots and tally the election results
	Election results

SUGGESTED DUTIES

President

	Preside over user group meetings
	Preside over committee planning meetings
	Works closely with Information Builders to coordinate meeting arrangements
	Oversee timely preparation and distribution of user group meeting minutes and announcements
	Ensure that members receive reports on conferences, conventions, and other activities directly related to Information Builders products and/or company updates.
	Exchange information and ideas with other Regional Representatives
	Provide feedback to Information Builders on company direction and product enhancements
	Ensure all meeting space contracts are reviewed by Information Builders User Group

Vice President

	Preside over user group meeting in the absence of the president
	Assist the president with duties as he/she designates
	Organize meetings
	Solicit customer speakers and host locations.
	Prepare registration information, name badges, and evaluations
	Coordinate post-meeting follow-up, including thank-you notes to speakers

Secretary/Treasurer

	Preside over user group meetings in the absence of both the president and the vice president
	Publish minutes for each meeting
	Coordinate publication, production, and distribution of announcements
	Maintain user group budget
	Work with Information Builders representative to ensure all financial obligations (for speakers or meeting venue costs, etc.) for the user group are met in a timely manner

AMENDMENTS

Proposed amendments to these bylaws shall be submitted in writing to the president by any member of the group in active status. A copy of the proposed amendment shall be sent to each active member by the President one (1) meeting prior to the meeting at which the amendment is to be voted upon.

Approval of an amendment shall be constituted by a simple majority vote of the members present and voting. Final interpretation of these bylaws or Group issues shall rest with the steering committee.

*These bylaws and policies are only examples and are intended to assist user groups in creating their own bylaws and policies.