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Bylaws of the University of Waikato ACM Student Chapter

Article I: Name

Article II: Purpose

  • The Chapter is organized and will be operated exclusively for educational and scientific purposes to promote the following:
    • An increased knowledge of and greater interest in the science, design, development, construction, languages, management and applications of modern computing.
    • Greater interest in computer science, computer applications, e-commerce and their study.
    • Professional development in computing and computer science among its members and members of the broader community.
    • Social interaction between individuals with an interest in computing in the broadest sense.
  • The Chapter will serve students at the University of Waikato and other interested persons in the Waikato community.
  • The Chapter is chartered by the ACM.

Article III: Membership

The provisions of this section must conform to the membership provisions specified in ACM's Bylaws (Bylaw 6, Section 5; ACM Constitution Article 3).

  • Membership in the Student Chapter shall be open to all ACM members and ACM student members.
  • Affiliate-Membership in the Student Chapter shall be open to all enrolled students of the University of Waikato and members of the Waikato community.
  • Voting membership in the Student Chapter shall be granted to chapter members who are also ACM members, ACM student members and to Affiliate Members.

Article IV: Officers

  • The officers of this Chapter shall be: Chair, Vice Chair, Secretary, and Treasurer. These officers constitute the Council. A minimum of three officers to establish a Chapter; some Chapters combine the offices of Secretary and Treasurer. Other offices may also be established.
  • All officers of the Chapter must be members of ACM.
  • The officers shall be elected by a plurality of the votes cast at the annual election meeting. They shall take office on 14th of March and serve for one year.
  • No member may serve in the office of Chair or Vice Chair for more than two consecutive years.
  • If one of more officers resign from their posts then, in consultation with the Sponsor, a General Meeting may be held to elect new officers to the vacant offices. Their term shall start immediately.

Article V: Duties of Officers

  • 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 the ACM and these bylaws. The Chair shall preside at all meetings of the chapter and of its Executive Council. The Executive Council shall consist of the Chapter officers, the Student Chapter Sponsor, and chairs of the Chapter's standing committees.
  • 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 Secretary shall keep the minutes of all Chapter and Executive Council meetings. Other duties of the Secretary include:
    • Maintaining the records of the Chapter.
    • Preparation of the Chapter's activity report and officer contact information, and submission of these to ACM Headquarters.
    • Submission of any proposed amendment to these bylaws to the Chairs of the Membership Activities Board. Proposed amendments must be approved before they can be submitted to the Chapter's membership for a vote.
    • Perform other duties as assigned by the Chair.
  • The Treasurer shall collect dues, pay all bills, and maintain the Chapter's financial records. Duties of the Treasurer also shall include:
    • Preparation of the Chapter's Annual Financial Report for presentation to the Chapter at the Annual Election meeting.
    • Completion and submission of the Annual Financial Report to ACM Headquarters.
    • Performance of other duties as assigned by the Chair.

Article VI: Chapter Sponsor

The Sponsor shall be a faculty member or full-time staff member of the University of Waikato. Each Student Chapter has one Sponsor.

  • The Student Chapter Sponsor shall be a voting member of ACM and either a member of the faculty or full-time staff of the University of Waikato
  • The Student Chapter Sponsor shall be selected by the Executive Council immediately following the Election Meeting. The selection shall be confirmed by the University of Waikato, Department of Comptuer Science.
  • The Student Chapter Sponsor shall be generally responsible for the activities of the Chapter. Specifically, the Sponsor:

    • helps provide continuity from year to year as student leadership and personnel change;
    • promotes good student-faculty relationships;
    • helps maintain university standards in all activities of the Chapter;
    • exercises financial supervision, if necessary, by:
      • promoting prompt payment of bills and collection of dues, and
      • overseeing the settlement of all accounts in the event of dissolution of the Chapter; and
    • represents the Chapter interests to the faculty and administration.

Article VII: Executive Council

There is no requirement that there be an Executive Council, but if there is one, the Chair would be the presiding officer. If there is no specific Executive Council, the set of officers are the Executive Council.

  • The Executive Council shall consist of the Chapter officers, the Student Chapter Sponsor, and chairs of the Chapter's standing committees.
  • The Term of the members of the Executive Council shall be coincident with the terms of the officers. They shall take office on <date> and serve for one year.

Article VIII: Standing Committees

  • The standing committees of the Chapter shall be Program and Web Committees.
    • The Program Committee shall plan and make arrangements for the technical programs of the Chapter's meetings in accordance with the membership's interests and the aims of the Chapter as set forth in Article II.
    • The Web Committee shall maintain a mailing list and publish and maintain the chapter's web site.

Article IX: Temporary Committees

With the advice of the Chapter's Executive Council, the Chair may appoint such temporary committees as appropriate.

  • A Nominating Committee, consisting of at least three voting members of the Chapter, at least two of whom shall not be members of the Executive Council, shall be appointed by the Chapter Chair at least two months prior to the Election Meeting.

Article X: Meetings

  • Meetings shall be held as planned by the Program Committee. The Chapter shall hold meetings only in places that are open and accessible to all members of the Association.
  • The Annual Election meeting should be held at the last meeting of the semester. At this meeting, the Secretary and Treasurer each shall present the required reports. Also, the election of officers shall be held. Written notices of all meetings shall be distributed to all members at least one week prior to any meeting.

Article XI: Disbursements and Dues

  • Disbursements from the Treasury for Chapter expenditures shall be made by the Treasurer with authorization of the Executive Council and shall be included in the minutes of its meetings.
  • Dues shall be fixed annually by the Executive Council.

Article XII: Amendment and Voting Procedures

  • All proposed changes to these Chapter Bylaws shall be approved by the Chairs of the Membership Activities Board and the ACM Constitution and Bylaws Committee before being presented to the Chapter membership for a vote.
  • No official business of the Chapter shall be conducted unless a quorum is present. A quorum of the Chapter shall be defined as 5 percent of the voting membership of the Chapter or at least 10 members, whichever is greater.
  • A simple majority of the voting members present shall be required to carry a motion.
  • Officers will be elected by a plurality of votes cast.

Article XIII: Dissolution of the Chapter

  • 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.
  • Should this Chapter be dissolved, its assets and liabilities shall be transferred to ACM and shall be supervised by the Membership Activities Board.


These bylaws are based on the suggested template bylaws at the ACM. The adaption was by Stuart Yeates.