Charter and Bylaws

As Revised and Adopted February 20th, 1997

Article I. Name

The name of this association shall be the Washington State Geographic Information Council, hereafter referred to as the Council.

Article II. Purpose

The purpose of the Washington state Geographic Information Council (GIC) is to foster the advancement of the geospatial information infrastructure (data, people, technology and policy) and its use by federal, state, regional, local governments, tribal and private entities.

Article III. Goals

The goals of the Council are as follows:

• Section 1. Take an active leadership role to advise decision makers about the use and availability of geospatial information; and
• Section 2. Initiate activities to identify geospatial information needs; and
• Section 3. Actively sponsor the exchange of educational information about the geospatial information infrastructure; and
• Section 4. Ensure the development of consistent policies, standards, and guidelines for geospatial information; and
• Section 5. Assist the establishment of geospatial information partnerships; and
• Section 6. Maintain a leadership role to promote geospatial information sharing.

Article IV. Membership

• Section 1. Membership shall be limited to those sharing the purpose and goals of the Council as follows:Initial membership shall be those Council members in attendance at the January 21, 1994, Council meeting and shall include representation from state government, federal government, local government, regions, Indian tribes, nonprofit, private, and educational entities.
  Those who wish to join the Council shall come before the Council with valid and sound reasons. The Council shall vote on their membership.
  In one year the Council will review the structure and membership of the Council to ensure equitable representation.
• Section 2. Responsibility of Members
  It is the responsibility of each member, or his or her designated proxy, to be active in the Council and to attend scheduled meetings.
  A member, or his or her designated proxy, who is absent from three consecutive, regularly scheduled Council meetings shall be removed from membership status.
  If a vacancy in membership as described in Article IV occurs, the Council shall evaluate the need to fill that vacancy. The Department of Information Services shall contact the appropriate organizations for designation of a representative.

Article V. Officers

• Section 1. The elected officer of the Council shall be the Chair. The Chair shall preside at all meetings of the Council.
• Section 2. The Chair shall serve a one-year term and be retained in office not more than two consecutive terms. The term of office shall begin on the first day of the state fiscal year and end on the last day of the state fiscal year, or until a successor is elected.
• Section 3. The Chair shall be elected by the members of the Council from among the members of the Council. The Chair may be removed by a majority vote of the members of the Council.
• Section 4. An Election Committee shall be appointed by The Department of Information Services and the Chair to create a list of nominees standing for election as Chair. It shall conduct the election process by secret ballot if there is more than one nominee for Chair.

Article VI. Meetings

• Section 1. General meetings of the Council shall be held at least quarterly at a time and place selected by the Council. Notice of general meetings shall be sent to the membership and made available to interested parties.
• Section 2. Additional meetings of the membership may be called by the Chair, the Department of Information Services, or by five Council members. Notice of such meetings shall be sent to the membership at least 20 days prior to the selected date.

Article VII. Administration

• Section 1. The Department of Information Services will be the administrative agent for the Council. The Department of Information Services, or those so designated by the Chair, with the concurrence of the Council, are authorized to represent the Council to other organizations.
• Section 2. The Chair, with Council's concurrence, will appoint work group chairs. The work group Chair may be a Council member or any other person who the Council Chair feels is interested and committed to leading the work group. The Council Chair may appoint work group co-chairs when a strong interest is shown in cooperatively leading a work group. The work group Chair will then appoint work group members.
• Section 3. The Department of Information Services shall prepare agendas, send meeting notices, and keep minutes of the proceedings of meetings.
• Section 4. The Department of Information Services shall keep correct and complete books and records of the decisions and actions of the Council.
• Section 5. The Department of Information Services shall keep a record giving the names and addresses of the members of the Council. All books and records may be inspected by any member of the Council.
• Section 6. The Department of Information Services shall handle the Council's correspondence.

Article VIII. Dissolution and Distribution of Assets

• Section 1. The Council may be dissolved upon two-thirds vote of its membership.
• Section 2. In the event the Council is dissolved, the books, records, and any other assets will be distributed as soon as practical to the Department of Information Services.

Article IX. Quorum and Amendments

• Section 1. A quorum is established when five or more members of the Council, or their designated proxies, are present in a meeting of the Council. Attendees at video conferencing of a Council meeting will be considered present in a meeting.
• Section 2. For the purpose of making decisions, a majority of affirmative votes including designated proxies, on an issue will determine the Council's position.
• Section 3. These bylaws may be amended by a simple majority of the membership, including proxies. Members shall be notified of proposed changes in the bylaws at least 20 days prior to the meeting to vote on them.

Article X. Parliamentary Procedure

• Section 1. The rules of procedure at meetings of the Council and work groups shall be informal as led by the Chair, but Robert's Rules of Order (Revised) may be invoked at any time by a majority vote of the members.

Article XI. Obligations and Expenses

• Section 1. Individual obligations and expenses for participation in the Council shall be borne by each member's agency or organization.
• Section 2. The Department of Information Services shall coordinate and administer funding for state geospatial coordination.
• Section 3. The Council shall recommend geospatial activities to the Department of Information Services for funding.

For information contact the GIC Coordinator
Jeff Holm--DIS
wagic@dis.wa.gov
(360)902-3447
Send E-mail to Jeff Holm

Last updated:May, 1997
http://www.wa.gov/gic/bylaws.html