ARTICLE I
PURPOSE AND ACTIVITIES
SECTION 1. NAME.
The name of this organization shall be the MENA Association for Information Systems, abbreviated as MENA-AIS, and hereafter referred to as the chapter.
SECTION 2. STATEMENT OF PURPOSE.
The chapter MENA-AIS is a chapter of the Association for Information Systems (AIS) serving the MENA region. The purpose of the chapter MENA-AIS is to promote the exchange of ideas, experiences, and knowledge among scholars and professionals interested in said area of research engaged in the development, management, and use of information systems and technology in the MENA region.
SECTION 3. ACTIVITIES.
The various activities of the MENA-AIS are to promote the exchange of professional communications among scholars and professionals responsible for education, design, implementation, and management of information systems in both private and public organizations. The activities of the MENA-AIS include:
- Providing a forum for those concerned with a specific area of research within information systems;
- Providing an opportunity for the exchange of ideas with member counterparts;
- Conducting programs and conferences for the benefit of members which are focused on the said area of research;
- Providing a means for critical examination of the problems and opportunities associated with information systems in the designated area of research.
All the MENA-AIS activities must be in concert with the Constitution and Bylaws of AIS. The Executive Board of the MENA-AIS may propose additional activities.
ARTICLE II
MEMBERSHIP
SECTION 1. MEMBERSHIP CLASSES.
The MENA-AIS provides all classes of membership as contained in Article III of the Bylaws of AIS.
MENA-AIS proposes Two type of membeships:
a-Individual Memberships for :
*Doctoral Student: doctoral students enrolled at a university. Student memberships are limited to six consecutive years.
*Educator: Faculty who are working at a college.
*Academic Assistant professor: IS researchers at the level of assistant professor.
*Academic Associate professor: IS researchers at the level of associate professor.
*Academic Professor: IS researchers at the level of University professor.
*Professional: Practitioners who work within the IS or IT field(s).
- Institutional Member: for universities and organizations with multiple members.
All members of the MENA-AIS shall be members of AIS upon payment of the appropriate AIS dues.
SECTION 2. MENA-AIS DUES.
The Executive Board shall have the authority to determine the MENA-AIS dues and other payments to be made by the members of the MENA-AIS annually. The annual dues of each member for the MENA-AIS shall be paid at the beginning of the membership year coinciding with the member's AIS membership year and collected by the AIS on behalf of the MENA-AIS.
SECTION 3. MEMBER RIGHTS.
Each member in good standing shall have the right to vote, participate in all MENA-AIS and AIS activities, and hold office in the MENA-AIS.
SECTION 4. TERMINATION OF MEMBERSHIP.
Resignation. A member of the MENA-AIS may terminate his or her membership at any time by submitting a letter of resignation to the Executive Board, removing the MENA-AIS from his or her membership portal list, or by not paying AIS and MENA-AIS dues within two (2) months of the date on which they are due.
Expulsion. A member may be expelled for conduct deemed prejudicial to the MENA-AIS by a two-thirds majority of the individual members in attendance at a general business meeting of the MENA-AIS where a quorum is present, provided that the member shall first have been served with a written notice explaining the reason(s) for the proposed expulsion, and shall be given an opportunity to challenge the proposed expulsion to those in attendance at the general business meeting.
ARTICLE III
MEETINGS OF MEMBERS
SECTION 1. ANNUAL GENERAL MEETING
An annual general meeting (AGM) shall be held to install officers (if required by terms of office) and to conduct such business as required. The time, location, and other details of the meeting shall be determined by the Executive Board of the MENA-AIS and communicated to the membership.
SECTION 2. NOTICE OF MEETINGS.
A written or other notice stating the place, time, date, and hour of meetings shall be delivered to the membership at least two (2) weeks prior to the meeting. If e-mailed, such notice shall be delivered to the e-mail address of each member as it appears on the records of the MENA-AIS. The AIS Executive Director shall also be notified of all MENA-AIS meetings within said time frame.
SECTION 3. QUORUM.
Prior notice of the AGM and general business meetings having been given, 25% of the MENA-AIS members shall constitute a quorum for the purpose of such meetings of the MENA-AIS. If a quorum is not present, the AGM or general business meeting shall be adjourned until a quorum can be obtained. A quorum is not required for other meetings or events of the MENA-AIS.
SECTION 4. VOTING.
Each member in good standing with the MENA-AIS shall be entitled to one vote on business pertaining to the MENA-AIS. Decisions shall be by a majority of those participating and eligible to vote. On matters of general business, voting may be conducted by any means chosen by the Executive Board, including email. In regard to the election of officers, voting may be conducted by any means chosen by the Election Committee, including email. Regarding both election of officers and matters of general business, all members who are eligible to vote have both absentee and proxy voting rights.
ARTICLE IV
EXECUTIVE BOARD
SECTION 1. MEMBERS OF THE EXECUTIVE BOARD.
The Executive Board shall consist of the officers of the MENA-AIS, the Immediate Past President of the MENA-AIS, and Directors (see Article V.2). The President of the MENA-AIS shall serve as the Chair of the Executive Board. Until an Immediate Past President is available, the membership shall elect an At-Large Director as a voting member on the Executive Board.
SECTION 2. DUTIES OF THE EXECUTIVE BOARD.
The Executive Board shall serve as the governing authority of the MENA-AIS. The Executive Board shall manage the property, business, and affairs of the MENA-AIS. The Executive Board may exercise all such powers of the MENA-AIS as defined by these bylaws and the bylaws of AIS. The Executive Board shall, in furtherance of, but not in limitation of its powers, and subject to review by AIS, have the authority and power to: represent the members of the MENA-AIS for all matters, internal and external; establish policies and practices for the MENA-AIS; and approve broad arrangements for all MENA-AIS activities.
SECTION 3. MEETINGS OF THE EXECUTIVE BOARD.
There shall be at least one annual meeting of the Executive Board. Additional meetings may be called by the Chair or by at least three members of the Executive Board. The meetings shall be held at a time, place, and manner designated by the Chair. Notice of the meetings shall be given in writing or orally at least two (2) weeks prior to the meeting. Other methods of meeting in addition to face-to-face may be used.
SECTION 4. QUORUM.
Presence of more than one-half of the members of the Executive Board shall constitute a quorum for the transaction of business at any meeting of the Executive Board.
SECTION 5. VOTING.
Decisions shall be by a simple majority of those present and voting. The Chair may exercise a casting vote if the need arises.
SECTION 6. PARLIAMENTARY PROCEDURE
Robert’s Rules of Order shall govern all parliamentary procedure unless otherwise specified.
ARTICLE V
OFFICERS AND MEMBERS OF THE EXECUTIVE BOARD
SECTION 1. OFFICERS.
The officers of the MENA-AIS shall consist of the President, the immediate past President, President-Elect, Secretary and Treasurer. No person may hold multiple offices at the same time. The officers of the MENA-AIS must be members in good standing with the MENA-AIS and AIS. The period of each office is one year unless decided otherwise by the Executive Board. However, extensions beyond one year may also be approved by a majority of the membership present at the AGM. In either case, the term of the officer may be no more than two years.
SECTION 2. DIRECTORS.
In the event that At-Large Directors of the MENA-AIS (such as Events Director, Publications Directors, etc.) are deemed necessary or desirable by the membership of the MENA-AIS, such additional Director positions may be established at the annual meeting. Directors shall serve from the date of the annual meeting at which they are elected for a term of one year and until their respective successors assume office.
SECTION 3. NOMINATION.
A Nominations and Election Committee chaired and selected by the Immediate Past President shall seek and nominate at least one candidate for each Officer and Director position to be filled on the Executive Board no later than 30 days prior to the annual election. Nominations may also be made by any member eligible to vote by sending the name of the nominee to the Election Committee no later than 30 days prior to the annual election providing the nominee has given prior consent.
SECTION 4. ELECTIONS.
The annual election of the MENA-AIS officers and the At-Large Directors (if any) of the Executive Board will be held during the annual general meeting of the MENA-AIS by a method to be chosen by the Nominations and Election Committee. Each voting member, as described in Article IV.4 above, shall be entitled to one vote. Voting shall be conducted in a manner deemed appropriate by the Election Committee. The nominee receiving the most votes cast shall fill each position.
SECTION 5. REMOVAL.
Any officer or member of the Executive Board may be removed by a vote of the majority of the voting members at an annual general or business meeting of the MENA-AIS, or by postal or e-mail voting by 25% of the MENA-AIS membership. Such a vote must be recommended and scheduled by the Executive Board. Notification to the voting members that a vote will be conducted for removal of an officer or member of the Executive Board must be made no less than two (2) weeks prior to the vote being taken.
SECTION 6. RESIGNATIONS.
Any officer or member of the Executive Board may resign at any time by giving written notice, including e-mail, to the President or Secretary of the MENA-AIS. Such resignation shall take effect at the time specified therein; and, unless otherwise specified, the acceptance of such resignation shall not be necessary to make it effective. The President may resign at any time by giving written notice, including e-mail, to the AIS Vice-President of SIGs, Chapters and Colleges and the AIS Executive Director.
SECTION 7. VACANCIES.
For offices other than President-Elect, a vacancy occurring in the elected offices for any reason shall be filled by appointment by the President with the approval of the majority of the Executive Board. A vacancy in the office of President or President-Elect shall be filled by election, regular or special. Such appointment shall continue until the next annual general meeting. In the event that a vacancy occurs in the first two month of a one-year term, the person elected at the next annual meeting shall serve a term of only ten month, to restore the pattern of staggered elections.
SECTION 8. DUTIES OF THE PRESIDENT.
The President shall be the chief executive officer of the MENA-AIS. The President shall perform all duties that pertain to the office of the President and that may be assigned by the Executive Board. The President's primary duties shall be:
- Preside over all meetings of the members of the MENA-AIS.
- Call and chair all Executive Board meetings.
- Designate all committees and their chairpersons, with the concurrence of the Executive Board.
- Supervise all other officers of the MENA-AIS and see that their duties are properly performed.
- Accept and receive donations, gifts, devises, and bequests.
- Coordinate the MENA-AIS 's activities and conduct any necessary business with external organizations.
- Ensure that all orders and resolutions of the Executive Board are put into effect.
- Submit at the annual general meeting an annual activity report of the operations of the MENA-AIS for the preceding year.
- Assure the timely submission of all requested forms, documents, and communications to and from AIS.
SECTION 9. DUTIES OF THE SECRETARY.
The Secretary shall be the chief administrative officer of the MENA-AIS and shall perform all duties that pertain to the office of Secretary and that may be assigned by the President and the Executive Board. The secretary's primary duties shall be to:
- Keep minutes of the annual general meeting and other business meetings of the MENA-AIS.
- Attend the meetings of the Executive Board and act as the clerk thereof and record all the acts, notes, and minutes of the meeting.
- Submit an annual Activity Report (and any other reports) to the AIS Vice President of SIGs and Chapters as requested.
- Notify MENA-AIS members and members of the Executive Board of all meetings.
- Perform other duties as time to time assigned by the President.
SECTION 10. DUTIES OF THE TREASURER
The Treasurer shall be the chief financial officer of the MENA-AIS and shall perform all duties that pertain to the office of Treasurer and that may be assigned by the President and the Executive Board. The treasurer's primary duties shall be to:
- Maintain the financial records of the MENA-AIS and produce an annual financial report.
- Review all applications for membership and maintain a membership roster.
- Submit an annual Financial Report to the AIS Vice President of SIGs and Chapters.
SECTION 11. DUTIES OF THE IMMEDIATE PAST PRESIDENT.
The Immediate Past President of the MENA-AIS shall serve as a voting member of the Executive Board and as the chair of the Nominating and Election committee. The Immediate Past President will assist the President as required, and chair annual and special meetings in the absence of the President.
SECTION 12. DUTIES OF PRESIDENT-ELECT.
The President-Elect shall serve as a general assistant to the President and shall assume the office of President at the end of the term of office of the President.
SECTION 13. DUTIES OF DIRECTORS
The duties of At-Large Directors will be determined and defined by the Executive Board.
ARTICLE VI
COMMITTEES
SECTION 1. SPECIAL COMMITTEES.
The President, with the concurrence of the Executive Board, may establish and appoint special committees, not having and exercising the authority of the Executive Board, to aid and assist the President and the Executive Board in the management of the affairs of the MENA-AIS.
SECTION 2. NOMINATING AND ELECTION COMMITTEE.
Not less than forty (40) days prior to the annual election of officers and directors, the Immediate Past President, with the consent of the Executive Board, shall appoint at least two (2) additional members to a Nominating and Election Committee chaired by the Immediate Past President. This Committee will consist of voting members of the MENA-AIS. This committee will prepare a slate of nominees for MENA-AIS offices and conduct the subsequent annual election of officers and directors of the MENA-AIS according to the processes and procedures set out in preceding sections.
ARTICLE VII
FINANCES
SECTION 1. FISCAL YEAR.
The fiscal year of the SIG shall coincide with the fiscal year of AIS. (July 1-June 30)
SECTION 2. FINANCIAL ACCOUNTS.
The Treasurer shall establish and maintain bank accounts for the financial assets of the MENA-AIS. Only the President and the Treasurer may make deposits and withdrawals from these bank accounts.
SECTION 3. ASSETS.
The MENA-AIS may buy, own, and/or dispose of assets, financial or otherwise, that are necessary or desirable in the pursuit of the MENA-AIS 's goals and objectives.
SECTION 4. LIABILITIES.
The MENA-AIS shall not enter into any contract or agreement or undertake any action that could result in any obligation or liability to AIS without the express written consent of the AIS Executive Director.
SECTION 5. FINANCIAL REPORTS.
The Treasurer shall provide to the Executive Board an annual written report of the financial status of the MENA-AIS, which any member of the MENA-AIS may inspect upon request. This report shall also be submitted annually to AIS, through the AIS Vice President of SIGs, Chapters and Colleges. An independent representative appointed by the Executive Board shall review the Treasurer’s accounts annually at the end of the fiscal year.
SECTION 6. FUND DEPOSITS.
All funds of the MENA-AIS shall be promptly deposited in qualified bank accounts established in the MENA-AIS 's name by the MENA-AIS Treasurer. Any funds acquired by the MENA-AIS shall be clearly marked for and deposited to the account of the MENA-AIS. Funds of the MENA-AIS shall not be co-mingled with the funds of any other entity notwithstanding that said funds may be deposited with and managed by AIS.
SECTION 7. FUND DISBURSEMENTS.
Checks for all disbursements of funds of the MENA-AIS shall be signed by the Treasurer, or by the President, or by the AIS Executive Director (or designee).
SECTION 8. DISSOLUTION.
Prior to dissolution of the MENA-AIS, a special meeting shall be convened to nominate representatives to manage the disposition of the assets of the MENA-AIS. After paying or making provision for the payment of all the liabilities of the MENA-AIS, the remaining assets of the MENA-AIS shall be remitted to AIS.
ARTICLE VIII
AMENDMENTS
SECTION 1. AMENDMENTS
Amendments to these bylaws shall be adopted by two-thirds (2/3) vote of the members present at any regular meeting held one month or more after a regular meeting at which the proposed amendment(s) were read, or after giving written notice thereof (electronic is acceptable) to the membership one week prior to the action on such amendment(s).
Section 2. APPROVAL
These bylaws and all amendments or additions thereto shall not become effective until approved by the Association for Information Systems.