BYLAWS
Article I: Name
The
name of this organization shall be the Financial Systems User Network (FSUN).
Article II: Purpose,
Policy and Organizational Responsibility
Purpose:
The
purpose of the FSUN is to be an organization of University of Minnesota
employees empowered to assist in enhancing the Financial Systems environment
through:
1. Increasing effective use of the Financial
Systems as a financial and management decision-making system.
2. Providing user input to guide the
Financial Systems’ future direction.
3. Networking opportunities for information
exchange and support of the Financial Systems’ users.
The Financial Systems included are all financial tools and services offered University-wide.
Policy:
The
Financial System User Network will act on behalf of the interests of the entire
University Financial Systems community before individuals or special interest
groups.
Organizational Responsibility:
1.
The
Financial Systems User Network shall be governed by the Bylaws as specified
herein.
2.
The Financial
Systems User Network is responsible for communicating the membership’s needs
and recommendations to and from the Financial Systems Support (FSS) maintenance
group and any organized University Steering Committee that will impact the
Financial Systems.
3.
The
Financial Systems User Network shall establish and maintain communication and
interaction with other internal University bodies and external organizations
where mutual interests are served.
4.
The
University Financial System owner is the University authority responsible for
financial support and advocacy of the mission of the Financial Systems User
Network.
Article III: Membership
A. Criteria
A Financial Systems User Network member is a University of Minnesota employee who is:
1. Involved full- or part-time in any aspect
of financial management related to originating, maintaining, or using the
Financial Systems’ information.
2. Interested in continually improving the
Financial Systems and increasing effective use of the Financial Systems as
financial reporting, recording and management decision-making systems;
3. Willing to participate in guiding the
future direction of the Financial Systems; and
4. Interested in supporting other users of
the Financial Systems through networking and information exchange.
B. Voting
Membership
1.
Voting
membership is available to any University employee who meets the membership
criteria (Article III, Section A) and who is not designated as a non-voting
member in accordance with Article III, Section C.
2.
Voting
members may participate in all user group activities and shall receive all
membership materials. Activities
include nominating persons to serve on the Financial Systems User Network Board
of Directors, serving on the Financial Systems User Network Board of Directors,
voting, attending general membership meetings, and serving on user group
committees.
C.
Non-Voting
Membership
1.
Non-voting affiliation is available to any
University of Minnesota employee who chooses not to be a member or who does not
meet the membership criteria.
2.
Non-voting
membership is recommended for employees who, by virtue of their
responsibilities, decide or influence the current use and future direction of
the Financial Systems.
3.
Non-voting
members may participate in all user group activities, except serving as a
member of the Financial Systems User Network Board of Directors and
voting. They are encouraged to attend
general membership meetings, serve on committees and shall receive all
membership mailings except ballots.
D. Membership
Registration
1.
To join, a
prospective member shall submit at any time a Financial Systems User
Network registration form to the Board of Directors or its designee.
2.
A
membership renewal process shall occur biannually to verify eligibility for,
and interest in continued membership.
E. Board Membership
1.
Employees
from University departments designated as financial system and/or data owners
are not eligible to serve on the Board of Directors. In their roles as owners, these parties have the responsibility
to meet the financial management needs of the University community; therefore,
they have a standing relationship with, and obligation to, the Financial
Systems User Network.
2.
Board
membership is available to any University employee who meets the membership
criteria (Article III, Section A), who is not designated as a financial system
or data owner (Article III, Section D) and is not a non-voting member (Article
III, Section C).
Article IV. Board of Directors
Government
of the organization shall be vested in the Board of Directors, which shall be
representative of the organizational, geographical, and functional diversity of
the University.
A. Number
and Tenure
The number of members of the Board of
Directors shall not be more than fifteen (15) nor less than eleven (11) as determined
by the Board of Directors. No member of
the Board of Directors may serve for more than four years in any six-year
period.
1. Elected Directors.
Eight (8) Directors, elected by
the membership, shall serve for a term of two (2) years from the date of
election and/or until a successor is elected or appointed. One half of the elected director positions
will be open for election annually.
2. Appointed Directors.
Following
annual election, the Board of Directors will assess organizational, geographical,
and functional diversity of elected Directors and appoint an additional number
of Directors [no more than seven (7) nor less than three (3)] to provide
adequate resources and ensure a breadth and range of perspectives. Appointed board members will typically serve
a two (2) year term unless designated a one (1) year term in order to maintain
a balance in annual board turnover.
3.
Owner
Representative
An
ex officio representative to the Board of Directors shall be selected by the
Financial System owner organization. The owner representative is to participate
fully in board activities with the exception of voting and service on the
Executive Committee.
B. Qualifications
Elected
and appointed Directors must be voting members. Elected and appointed Directors must have written approval from
their supervisor to serve on the Board.
If a Board member changes departments during their term, they have the
right to complete the remainder of their term.
C. Quorum
A
majority (51% or greater) of the current Board of Directors shall constitute a
quorum for the transaction of business at any meeting of the Board of
Directors; but if less than a majority of the Directors is present at said
meeting, a majority of the Directors present may adjourn the meeting.
D. Vacancies
The
Board of Directors may appoint any vacancy occurring on the Board of
Directors. A Director appointed to fill
a vacancy shall serve for the remaining time of the term.
E.
Removal
Removal from the Board of Directors would be determined by at least a two-thirds (2/3) vote of the Directors. Cause for removal could include, but is not limited to, the following:
1. When a Director misses two (2) consecutive regular meetings without notifying the Chair or Recorder.
2.
When a
Director has not attended four (4) consecutive regular meetings and has not
actively served on any Board subcommittee.
3.
When a
Director fails to correct inappropriate behavior after receiving verbal and/or
written warning(s).
Article
V. Roles
and Responsibilities
A.
Executive
Committee
1.
The Board
shall have a meeting to select from its members an Executive committee
consisting of a Chair, Vice Chair, Recorder, if needed, and Financial Recorder.
2.
Directors
shall be selected for one-year terms and may be re-selected for subsequent
terms.
3.
Vacancies
in the Executive Committee that occur between regular elections shall be filled
by appointment of the Board from its remaining members. In the event the Chair becomes vacant, the
Vice Chair will assume the office of the Chair. In the event the Vice Chair is unable to assume the role, the
Board will elect or appoint a new Chair.
All appointments to fill vacancies in office are for the duration of the
unexpired term.
B.
Board of
Directors
1.
Duties of
all Members shall be to:
a) Consistently attend board and committee meetings.
b) Participate fully in meetings and
activities.
c) Serve on at least one subcommittee
each two (2) year term.
d) Recruit FSUN Board of Directors and
general members.
e)
Follow
operating procedures and rules of the Board of Directors.
f)
Preside at
meetings or serve as a liaison with other internal University bodies at the
request of the Board.
2.
Executive
Committee
a) Duties of the Chair shall be to:
1)
Provide
leadership to ensure that the Board of Directors carries out its responsibility
to the membership.
2)
Preside at
all meetings of the Board of Directors, the Executive Committee and the general
membership and special meetings as needed.
3)
Ensure that
the Financial System User Network Bylaws are enforced.
4)
Serve as a
member of any organized University Steering Committee or other internal
University bodies and external organizations that
will impact the Financial Systems. In the absence of a Board meeting, Chair may
appoint another Board member to serve.
5)
Ensure that
the needs and recommendations of the Financial Systems User Network are
communicated to the Financial Systems Steering Committee and the Financial
System maintenance group.
6)
Organize
meeting agendas.
b)
Duties of
the Vice Chair shall be to:
1) Preside at meetings in the absence or at
the request of the Chair.
2)
Serve
as liaison with other internal University bodies and external organizations
where mutual interests are served.
In the absence of a Board meeting, Vice Chair may appoint
another Board member to serve.
3)
Assist the
Chair as needed.
c)
Duties of
the Recorder shall be to:
1) Issue notices and agenda of meetings as
appropriate.
2) Take minutes at all regular business
meetings.
3) Be responsible for the official
communication to and from the membership.
4) Ensure the maintenance of current
membership and mailing lists.
5) The Financial System Support staff
fulfills role of Recorder. Appointment
of a Recorder from the Board of Directors is dependent upon need and funding
availability.
d)
Duties of
the Financial Recorder shall be to:
1) Maintain the official financial records
of the organization in accordance with University of Minnesota policy.
2) Prepare the annual budget and present an
annual financial report to the Board of Directors.
3. Duties of the Owner Representative shall be to:
a)
Advise the
Board of Directors and Executive Committee.
b)
Assist
Chair with meeting agendas.
c)
Approve
financial documents.
d)
Ensure
Recorder availability to the Board, when feasible.
e)
Serve as
liaison to Financial System owner and application owners.
f)
Review of
FSUN customer communications.
g)
Abstain
from voting.
Article VI. Nominations and Elections
A. Nominating Committee
1.
The
Nominating Committee will consist of no fewer than two (2) members appointed by the Board of Directors.
2.
Any voting
member not being considered for board election nomination may serve on the
Nominating Committee, which is appointed by the board.
3.
The
Nominating Committee shall establish nominating criteria and solicit
nominations for the Board of Directors in accordance with the principles in
Article IV. The nominations, not to exceed four names for each elected
board vacancy, shall be presented to the Board of Directors at its October
meeting for review.
4.
The
non-elected nominees should be considered in appointing Board and committee
members.
B. Elections
1.
Official
ballots must be used for all Board elections. Elections will be held in
November/December
2.
Notification
of results will be published in December/January
3.
Newly
elected Board members will take office in January.
Article VII. Meetings
A. Type and Frequency
1.
There are
two main types of meetings, Board of
Directors and general membership.
2.
The Board
of Directors shall meet at least twelve (12) times per calendar year. Additional meetings shall be scheduled as
needed.
3.
There shall
be at least two (2) general membership meetings per year. The Board of Directors will determine the
purpose and time of these meetings.
Additional meetings shall be scheduled as needed.
4.
At the
discretion of the Chair, special meetings can be convened.
B. Absences
All Board members must
notify the Chair or Recorder in
advance of their impending absence.
C. Procedures
The procedures at all meetings of the Board of Directors and general membership shall be governed by these Bylaws and other rules as set forth by the Board of Directors.
Article VIII. Committees
A. Purpose
The Board of Directors may establish and use committees, where appropriate, in responding to unique interests and opportunities as well as in the ongoing administration and delivery of Financial Systems User Network products and services.
B. Categories
User
Group committees fall under one or
more of these categories:
1.
Board
Committees, comprised solely of Board members with responsibilities specific to
Financial Systems User Network Board work.
2.
Standing
Committees comprised of FSUN members with responsibilities specific to
Financial Systems user group services and programs.
3.
Ad Hoc
Committees comprised of FSUN members responsible for short-term investigation
of a special matter or area of interest.
C. Establishment
Committees
will be established at the direction of the Board of Directors for specific
terms and purposes. The Board will
define the authority of each committee at its inception.
Article IX. Amendment of Bylaws
These Bylaws may be amended by a favorable vote of at least two-thirds (2/3) of the participating voting members. A copy of the proposed changes must be distributed to voting members at least thirty (30) days prior to the vote.
Article X. Dissolution of Financial User Network
Should the Board of Directors decide to disband, the Financial Systems User Network may be dissolved by a favorable vote of at least two-thirds (2/3) of the participating voting members. A copy of the proposal to dissolve must be distributed to voting members at least thirty (30) days prior to the vote.
Approved
11-12-93 By BUTTONING DOWN CUFS STEERING COMMITTEE
Modified/Approved
12-02-97 By Financial Systems User Network Board. Revisions made to reflect new name.
Modified/Approved
10-15-99 By Financial Systems User Network.
Revisions made to update and clarify.
Modified/Approved
12-20-05 By Financial Systems User Network.
Revisions made to allow Executive Committee to delegate duties.
