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Heartland Systems and Services Process Improvement (SPIN)

CHARTER

I - ESTABLISHMENT

The Heartland area chapter of the Systems and Services Process Improvement Network, hereafter referred to as the Heartland SPIN, was established on February 1, 2016 as a non-profit organization.

II - MISSION

SPIN is a forum for the free and open exchange of quality assurance, services, and process improvement experiences and ideas. The organization will serve as a source of educational and scientific information for its members, other SPIN organizations, and the general process improvement community.

III - OBJECTIVES

In carrying out its mission, the Heartland SPIN organization will act to accomplish the following objectives within the systems and services communities:

  • Advance the quality of services and processes.
  • Improve systems and services productivity.
  • Promote process maturity.
  • Transfer process improvement knowledge and innovation to all participants.
  • Share lessons learned among participants and other SPIN organizations.
  • Promote cooperation between industry, academia, and government with respect to process improvement technology.

IV - MEMBERSHIP

Membership in the Heartland SPIN is open, without discrimination, to all individuals, companies, universities, and government organizations who are interested in furthering the objectives of the Heartland SPIN.

A company, university, or government organization may designate a member of the Heartland SPIN as its point of contact.

An individual, company, university, or government organization becomes a member of the Heartland SPIN by enrolling in the organization and paying any required dues or sponsorship fees.

V - ORGANIZATION

The Heartland SPIN will consist of a steering committee and various standing and ad hoc committees. All committee members and officers will receive no remuneration for their services.

A. STEERING COMMITTEE

The steering committee will consist of a chairperson, a vice chairperson, secretary, treasurer, and chairperson of each standing committee. The steering committee will meet at least twice a year.

The responsibilities of the steering committee will be, as follows:

  • Manage the affairs of the Heartland SPIN organization
  • Generate the operating budget
  • Approve or authorize all expenditures either by individual appropriation or by budget
  • Maintain coordination with other SPIN organizations
  • Approve programs for SPIN meetings
  • Make appointments to vacancies in elected committee positions
  • Appoint standing and ad hoc committee chairpersons
  • Establish and disband standing and ad hoc committees
1. Responsibilities of Chairperson

The chairperson will preside at regular meetings of the Heartland SPIN and at meetings of the steering committee, will be responsible for the duties of other officers in the event of their absence or incapacity, until they are replaced by the steering committee, and will be the point of contact for other organizations, including SPINs. The chairperson will be authorized to sign Heartland SPIN checks.

2. Responsibilities of Vice Chairperson

The vice chairperson will assist the chairperson in presiding over the Heartland SPIN and will assume the duty of chairperson upon the latter’s request, absence, or incapacity.

3. Responsibilities of Secretary

The secretary will be responsible for recording the minutes of all Heartland SPIN and steering committee meetings, maintaining minutes and presentations on the website, and disseminating all Heartland SPIN membership correspondence. The secretary will also be a member of the membership committee.

4. Responsibilities of Treasurer

The treasurer will be the custodian of all funds of the Heartland SPIN under direction from the steering committee. The treasurer will render an annual report within thirty (30) days of the end of the Heartland SPIN fiscal year, plus any special reports required by the steering committee. The treasurer will monitor all expenditures against the budget and will have authorization to sign Heartland SPIN checks.

B. STANDING COMMITTEES

Standing committees will support the continuing long-term activities of the Heartland SPIN. The chairperson of each standing committee will be responsible for appointing all members of his/her committee and for ensuring that meeting minutes are forwarded to the Secretary. The committees may include, though not be limited to, the following:

1. Program Committee

The program committee will be responsible for the topics and speakers at all Heartland SPIN meetings. The program committee is responsible for effectively implementing the chosen meeting topic(s). The following lists the high level activities involved:

  • Plan and organize the meeting
  • Confirm speaker and coordinate arrangements
  • Locate meeting site
  • Prepare meeting flyer
  • Disseminate meeting information
  • Create and distribute meeting handouts
2. Membership Committee

The membership committee will be responsible for soliciting and enrolling new members into the organization and maintaining a data base of the current members.

3. Newsletter and Publicity Committee

The newsletter and publicity committee will be responsible for producing and distributing any newsletters to the Heartland SPIN membership and for publicizing SPIN meetings and events.

C. AD HOC COMMITTEES

Ad Hoc committees will be established by the steering committee for the conduct of specific, limited-term activities. The chairperson of each ad hoc committee will be responsible for appointing all members of his/her committee and for ensuring that meeting minutes are forwarded to the secretary. The ad hoc committees may include, though not be limited to, the following:

1. Nominating committee

The nominating committee will be established to draw up a slate of nominees for the elected positions of the Heartland SPIN organization. The members of the nominating committee will be appointed no less than three (3) months ahead of the election meeting.

VI - TERMS OF OFFICE

All elected committee members will be elected by the Heartland SPIN members for a term of one (1) year, or until their successors are elected. The term of office will coincide with the Heartland SPIN calendar year. Ad hoc committee members will serve only until they have fulfilled their mission.

An individual in an elected position may serve no more than four (4) consecutive terms in the same position. A two (2) term hiatus must ensue before the individual is once again eligible for the same position.

VII - DUES

All dues and sponsorship fee related issues will be determined by the steering committee.

VIII - HEARTLAND SPIN CALENDAR YEAR

The Heartland Spin calendar year will run from January 1st through December 31st.

IX - NOMINATIONS AND ELECTIONS

A slate of nominations for the following offices will be presented by the nominating committee to the membership for vote at the election meeting:

  • Chairperson
  • Vice chairperson
  • Secretary
  • Treasurer

Additional nominations for these offices will be accepted from the membership both prior to the election meeting and from the floor before the vote.

The elections will be conducted by secret ballot for contested offices.

The winner of the office will be determined by a simple majority vote among the participating members. No official business of the Heartland SPIN will be conducted unless a quorum of the organization is present. A quorum is defined to be at least ten (10) percent of the members.

Any elected officials can be removed from office by a two-thirds (2/3) majority vote of the steering committee.

X - MEETINGS

Meetings of the Heartland SPIN membership will take place regularly during the year at a site that is open and accessible to all members. An announcement for each membership meeting will be disseminated to all members in advance of the meeting.

The election meeting will be the last meeting of the Heartland SPIN calendar year.

XI - CHARTER REVISIONS

Charter revisions must be approved at membership meetings by a two-thirds (2/3) majority vote of the participants in the vote. At least ten (10) percent of the Heartland SPIN members must participate in the vote for the vote to be valid.

XII - DISSOLUTION OF ORGANIZATION

Dissolution of the Heartland SPIN organization 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 organization for the purpose of taking this vote.