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ACM SIG Bylaws: SIGDOC

BYLAWS
of the
Special Interest Group on
Design of Communication(SIGDOC)
of the
Association for Computing Machinery

Adopted: February 5, 1980


Article 1. Name and Scope

  1. This organization will be called the Special Interest Group on Design of Communication ("SIGDOC") of the Association for Computing Machinery, Inc. ("the ACM"); it will be referred to herein as "the Group".

  2. The scope of SIGDOC's specialty is: educational and scientific purposes in the subject areas: technical writing, automated documentation and word processing/text editing.

Article 2. Purpose

SIGDOC is organized and will be operated exclusively for educational, scientific, and technical purposes in its specialty. Its services will include:

  1. Collecting and disseminating information in the specialty, through a newsletter and other publications approved by the Publications Board of ACM;

  2. Organizing sessions at conferences of the ACM;

  3. Sponsoring conferences, symposia, and workshops;

  4. Organizing working groups for education, research and development;

  5. Serving as a source of technical information for the Council and sub-units of the ACM;

  6. Serving as an external technical representative of the ACM when authorized by the Council or Executive Committee of the ACM; and

  7. Working with sub-units of the ACM on technical activities such as lectureships or professional development seminars.

Article 3. Charter

SIGDOC will exist until dissolved by the Council of the ACM as provided in Bylaw 6 of the ACM.

Article 4. Officers

  1. SIGDOC officers are the Chairman, the Vice-Chairman, and the Secretary-Treasurer. The Officers are elected for two-year terms beginning July 1 of odd-numbered years.

  2. The Chairman is the principal officer and is responsible for leading SIGDOC and managing its activities. The duties of the Chairman are:

    1. Calling and presiding at SIGDOC Executive Committee and business meetings;

    2. Conducting SIGDOC activities in accordance with the policies of the ACM;

    3. Making all appointments and filling vacancies as authorized herein;
  3. The duties of the Vice-Chairman are:

    1. Assisting the Chairman in leading and managing SIGDOC; and

    2. Presiding at meetings when the Chairman is absent.
  4. The duties of the Secretary- Treasurer are:

    1. Maintaining the records and correspondence of SIGDOC;

    2. Keeping and distributing the minutes of business and Executive Committee meetings of SIGDOC; and

    3. Managing SIGDOC's finances according to the Financial Accountability Policy of the ACM. This includes preparing the annual budget, monitoring SIGDOC's disbursements for adherence to the annual budget, and preparing financial reports as required.

Article 5. The Executive Committee

  1. The SIGDOC Executive Committee comprises the officers, the Past Chairman, the Editor of the SIGDOC newsletter, the representative (if any) of the Technical Committee chairman and a six-member Council. No person may hold two positions on the Executive Committee.

  2. The Executive Committee shall determine policies of SIGDOC in the interest of SIGDOC and the specialty it represents. The Executive Committee shall determine such policies in accordance with the provisions of the bylaws and shall implement such policies as provided in these bylaws.

  3. All members of, or candidates for, the SIGDOC Executive Committee must be voting members of ACM and of SIGDOC.

  4. Members of the Council shall be elected by the members of SIGDOC to terms of office of two years beginning July 1 of odd-numbered years.

Article 6. Vacancies and Appointments

  1. Should the Chairman leave office before his term expires, the Vice-Chairman will assume the duties of Chairman. Should any other office or the position on the Executive Committee reserved for the Past Chairman of SIGDOC become vacant, the Chairman of the SIG Board may, on nomination of the Chairman of SIGDOC, fill the vacancy. The Chairman may fill vacancies in offices he has appointed according to the procedures for making the original appointments as provided herein.

  2. Should a vacancy be unfilled, either because of inadequacy of these Bylaws or because of a dispute, or for any other reason, the SIG Board may fill it (as provided in Bylaw 6 of the ACM),

  3. All appointments expire automatically when the Chairman's term of office expires. Appointees, however, will continue to serve until a successor is appointed by the new chairman.

Article 7. The Newsletter

  1. SIGDOC will publish a newsletter at regular intervals as determined by the Executive Committee. The newsletter will be distributed to all SIGDOC members. Newsletter subscriptions may be sold to non-members.

  2. With the advice of the officers, the Chairman will appoint the Editor of the Newsletter, who will be a member of the SIGDOC Executive Committee.

Article 8. Technical Committees.

  1. Technical Committees (TECs) are subunits of SIGDOC, established to facilitate management of activities in a subspecialty of SIGDOC. The activities of a TEC may include (but are not limited to) the following:

    1. Providing information or guidance for the official ACM (or SIGDOC) representatives to any development groups or standardization committees involved with the subspecialty.

    2. Developing tutorial papers.

    3. Holding meetings to disseminate and exchange information about the subspecialty.
  2. Membership.

    Membership in a TEC is open to anyone. TEC membership does not confer any form of SIG membership or any of the privileges of SIG membership.

  3. Formation.

    A majority of the SIG Executive Committee, including at least two of the officers, may petition the SIG Board for approval of a TEC. A proposal for a TEC must include:

    1. a petition from at least 50 persons, twenty-five of whom must be voting Members of ACM and also members of SIGDOC;

    2. a budget for the first year's operation;

    3. a set of approved bylaws (see section 8.d.i); and

    4. nominations of two persons who consent to be the TEC's Chairman. The petition will include a statement of the technical scope and objectives of the proposed TEC.
  4. Structure of a Technical Committee.

    1. Bylaws.

      Each TEC shall have a set of bylaws. These bylaws and all amendments proposed thereto must be approved by the Chairman of SIGDOC, the SIG Board, and the Constitution and Bylaws Committee.

    2. Officers.

      A Technical Committee may have elected or appointed officers, as specified in its Bylaws. If the officers are to be appointed, the SIGDOC chairman appoints the TEC Chairman who in turn appoints the other officers subject to the approval of SIGDOC's Chairman. Only a person who is both a voting Member of ACM and a full member of SIGDOC may be a candidate for, or hold office in a TEC.

    3. Finances.

      Members of the Technical Committee will pay dues, as determined by SIGDOC's Executive Committee with the approval of the Chairman of the SIG Board. Finances of each TEC are supervised by SIGDOC in accordance with the financial accountability policy. Each TEC is required to prepare an annual budget, which must be approved by the Chairman and Secretary-Treasurer of SIGDOC. This budget will be incorporated in a composite budget for the SIG. Final approval of the TEC budget is contingent upon approval of the composite SIGDOC budget by the SIG Board. Expenditures and handling of money outside the approved TEC budget must be approved by the TEC's Chairman and be approved by SIGDOC's Chairman and Secretary-Treasurer.

    4. Dissolution of a Technical Committee.

      Dissolution of a TEC is covered by Section 11 of Bylaw 6. In the case of dissolution, the assets and liabilities of the TEC are combined with those of SIGDOC.

Article 9. The Advisory Board

  1. The purpose of the Advisory Board is to allow members outside of the Executive Committee to participate in setting policy and direction for SIGDOC. It will include the Newsletter Editor, the Past Chairman, and a maximum of three other members of SIGDOC appointed by the Executive Committee.

  2. At its option, the Advisory Board may select one of its members-at-large to be its chairman.

Article 10. Membership, Dues and Voting Privileges.

  1. SIGDOC is a restricted SIG as defined in Section 6 of Bylaw 6 of the ACM. Membership in the group is open to any member of the ACM, or to any person whose major professional allegiance is outside the computing field.

  2. A person becomes a member only after enrolling and paying the required dues. The dues for SIGDOC and its TECs are determined by SIGDOC's Executive Committee with the approval of the Chairman of the SIG Board. All dues, and any fees for activities and services of SIGDOC must be lower for members of the ACM. TECs may likewise offer lower rates for members of SIGDOC. TEC membership alone does not include any reduced fees or subscription rates for SIG activities or publications.

  3. All members of SIGDOC (or any TEC) may vote in any ballot conducted with SIGDOC. On any ballot, the votes cast by non-ACM members of SIGDOC (TEC) will, if necessary, be prorated downward so that their effective total cannot exceed 50% of the eligible votes; when it applies, the proration factor will be specified on the ballot.

Article 11 . Reports and Records

SIGDOC's Chairman is responsible for filing reports about SIGDOC and all its TECs as required by the SIG Board. These include:

  1. An annual report, due in February of each year, on the activities of SIGDOC and its TEC during the previous calendar year;

  2. All reports required by the Financial Accountability Policy of the ACM; and

  3. Closing reports on conferences and symposia (co)sponsored by SIGDOC or any of its TECs, as required by the ACM. The membership records of SIGDOC will be maintained by ACM Headquarters.

Article 12. Elections

  1. By September 30 of each even-numbered year, the Chairman will appoint a nominating committee which will propose at least two consenting candidates for each elective office of SIGDOC. The slate of candidates elected by the nominating committee must be presented to all the SIGDOC members by the following January 31.

  2. A petition from 1% of the voting members of SIGDOC will place other consenting candidates on the ballot. Petitions must be received by the Secretary- Treasurer of SIGDOC no later than March 15.

  3. The election will be conducted among eligible voters by ACM Headquarters by June 1, following the election procedures of the ACM, unless different procedures have been approved by the SIG Board. Of all the ballots returned in an election, the candidates receiving the largest number of effective votes win. The SIG Board will resolve ties.

  4. The chairman of SIGDOC's Technical Committees may select one of their number to represent them on the Executive Committee.

Article 13. Amendments

  1. These bylaws may be amended by a majority vote of the Council, or by a vote of SIGDOC's members as provided below. With the approval of SIGDOC's Executive Committee and the Executive Committee of the ACM, 2/3 of all members of the SIG Board may amend Article 1 of these Bylaws without a referendum of the members.

  2. Amendments to these Bylaws may be proposed by SIGDOC's Executive Committee, the SIG Board, or a petition of 1% of the voting members of SIGDOC. All proposed amendments must be approved, prior to being submitted for a vote of the membership, by the Chairman of both the SIG Board and the Constitution and Bylaws Committee of the ACM after the Executive Director of ACM has provided his advice.

  3. The ballot on the proposed amendment(s) will be conducted among the eligible voters by ACM headquarters following the procedures of the ACM for voting Bylaw amendments, unless a different procedure has been approved by the SIG Board. The proposal is adopted only if at least 2/3 of the effective votes of returned ballots approve it, and only if at least 1/4 of the ballots are returned. The Secretary- Treasurer will send a clean copy of the amended Bylaws to the Executive Director of ACM and to the Chairman of the SIG Board.

Article 14. Dissolution

If SIGDOC should be dissolved, control of its assets will revert to the ACM. Should a TEC be dissolved, its assets and liabilities will be combined with the assets and liabilities of SIGDOC.

Article 15. Meetings

SIGDOC will conduct at least one business meeting each year, normally in conjunction with the annual conference of the ACM. All meetings sponsored by SIGDOC must be open to all members of the ACM. SIGDOC may hold meetings only in places that are open to all classes of members of the ACM .

Article 16. Consistency.

The Constitution, Bylaws, and policies of the ACM and of the SIG Board take precedence over any conflicting provisions of these Bylaws or internal policies of SIGDOC or any of its TECs.