Charter

As amended through June 2003

Preamble

Information is a vital resource for New York state and local governments. New York state governments at all levels have widely adopted information technologies to improve their ability to meet responsibilities. These technologies, the information they process, and the people who use and manage them are vital components of modern government. Together they support a wide variety of public services, contribute to economic health and development, help to manage the state's physical infrastructure and the natural environment, and foster educational and cultural development. Public information resource management leaders in New York state have become increasingly aware of a need for timely education and training opportunities, to pursue research on common issues, to articulate information guidelines and policies, to improve IT procurement and the management of information resources and to identify and promote exemplary practices that support state and local operations. A mechanism is clearly needed to support an ongoing exchange of professional and practical experiences, to coordinate efforts involving collaborative problem solving with the IT corporate sector and public sector information leadership and staff, to conduct research related to emerging or persistent issues affecting New York's information management leadership, to facilitate useful education and training of leadership and staff and to promote practice transfer and the sharing of the state?s technological, human and information resources.

Mission

It is the mission of the New York State Forum for Information Resource Management ("The Forum") to promote policies and practices for effective, equitable and secure use and management of information resources in New York state government at all levels.

Objectives

The objectives of The Forum are to:

  1. Promote exchange of information, sharing of IRM experiences, and cooperation among government organizations, the non-profit and the corporate sectors in New York state.
  2. Develop cooperative projects that result in shared information resources and collaborative problem solving.
  3. Recognize and showcase state and local exemplary information resource practices at the organizational and individual levels.
  4. Promote guidelines and standards, that facilitate technology transfer and systems integration.
  5. Examine and recommend policies and guidelines that affect the development, use and procurement of information resources within the state.
  6. Promote research, development, evaluation and use of advanced information technologies applicable to state and local government.
  7. Maintain active liaison with organizations, including those in the academic and corporate sectors having expertise relevant to the use and management of information resources.
  8. Promote education and training in information technologies and resource management as essential components of professional development of the state's information resource management workforce.
  9. Create a learning environment at The Forum meetings and events that allow members to obtain information on usable solutions, practices and ideas.

Membership

The Forum offers five kinds of membership:

Governance Organizational Membership is open to any unit of New York State Government including executive agencies, both houses of the State Legislature, the judiciary, any New York State public authority with a statewide mission as well as regional, county and municipal governments including school districts. An annual membership fee, fixed by The Forum Executive Committee, will be charged for membership. Each Governance Organizational Member has one vote in the business proceedings of The Forum and must designate one Institutional Representative who shall be the contact point between that institution and The Forum and who shall cast that institution's vote at the business meetings of The Forum. Governance Organizational Members may designate Alternate Institutional Representatives when necessary. The designation of Alternates must be made in writing to the Chair of the Executive Committee or to the Executive Director of The Forum.

Non-Governance Organizational Membership is open to any not-for-profit organization that represents officials of New York state or local governments within New York State. Non-Governance Organizational Members will not vote or be eligible to serve as a member of the Executive Committee or as a Forum officer. An annual membership fee, fixed by The Forum Executive Committee, will be charged for Non-Governance Organizational membership.

For Profit Membership is open to any for profit organizations doing business in the state of New York. Annual membership levels, fixed by the Executive Committee, will be charged for the For Profit Membership. For Profit Members will not vote nor hold office in The Forum and will be constituted as the "IT Corporate Roundtable" and governed by operating procedures consistent with The Forum Committees.

Individual Membership is extended to all persons employed by Governance Organizational members in good standing. Individual Members should ideally be in positions, which give them an organization-wide perspective on the use of information resources in government. Individual Members are entitled to participate in all programs of The Forum, receive any of its publications, serve on its Standing Committees, serve on or chair Forum Projects, serve on the Executive Committee, hold office, or chair a Standing Committee.

Individual Affiliate Membership is open to any person employed by Non-Governance Organizations or For Profit organizational members and to graduate students enrolled in programs of study, which are related to The Forum's mission and objectives. Individual Affiliate members may participate in all programs of The Forum, receive any of its publications, serve on its Standing Committees and serve on or chair The Forum Projects. An annual membership fee, fixed by the Forum Executive Committee, will be charged to cover the administrative costs of Individual Affiliate Membership. The fee may be waived for student affiliates.

Organization and Governance

The principal programs and activities of The Forum are developed and conducted through Projects, Standing Committees, Special Interest Groups or Temporary Committees of The Forum. Typically, Projects and specially created Committees are organized to accomplish a task within one to two years, while the efforts of a Standing Committee or Special Interest Group are ongoing. All Individual Members are encouraged to be actively involved in one or more projects or committees of interest.

Executive Committee

The New York State Forum for Information Resource Management consists of the membership at large. An Executive Committee shall facilitate the business of The Forum. The Executive Committee should reflect a broad range of diversity and shall consist of (1) fourteen members elected by the Governance Organizational Members of the Forum, (2) ex officio members appointed by specified units of state or local government, (3) the chairs of all Standing and Special Interest Groups/Committees, and (4) the immediate past Chair of the Executive Committee.

An Individual Member who loses eligibility for office or Executive Committee membership during his or her term in such capacity shall promptly notify the Chair of the Executive Committee of the change in status. Unless otherwise provided for in the Charter, the Chair may appoint an eligible member to complete the ineligible member's term.

No Governance Organizational Member of state or local government may have more than three of its employees elected to the Executive Committee at the same time. The Executive Committee shall have the following responsibilities:

  • Develop and present an agenda for the business meetings of The Forum.
  • Establish Standing, Special Interest Groups or temporary Committees.
  • Review and select project proposals recommended by The Forum Members or Committees.
  • Appoint a nominating committee to present a slate of candidates for the Executive Committee.
  • Review and approve formal reports reflecting final work products or recommendations of The Forum.
  • Provide for staff support and advise and direct staff efforts, which support the business and programs of The Forum.
  • Oversee the financial affairs of The Forum.
  • Communicate regularly with Legislative leadership regarding progress on key initiatives and on findings and recommendations.
  • Conduct such other activities as are necessary to carry out the provisions of the Charter and the objectives of The Forum.

Elected Members

All Individual Members of the Forum are eligible to serve on the Executive Committee. Fourteen Executive Committee members shall be elected by the Institutional Representatives of the Governance Organizational Members. Elected members shall serve two-year terms with one-half of the members elected annually. Incumbent members may be re-elected. The Chair may recommend that the Committee remove any elected member who is absent from three consecutive monthly meetings.

Ex Officio Members

The provision for Ex Officio Members of the Executive Committee is to provide liaison with units of government or organizations in the State whose responsibilities are critically related to the mission and objectives of The Forum. Ex Officio membership may be recommended by any member of the Executive Committee and approved by a majority vote at a regularly scheduled monthly meeting of the Executive Committee. If approved for Ex Officio membership, the organizational representative shall be appointed for two-year terms and renewed by Executive Committee majority vote. Ex Officio Members may vote but may not serve as officers of the Executive Committee.

Officers

The officers of the Executive Committee shall consist, in order of succession, of a Chair, a Vice Chair (who shall also be the Chair-Elect), and a Secretary-Treasurer. Officers will be elected by the voting members of the Executive Committee and will serve one-year terms. All officers will be elected in the first year of the Forum. Thereafter, the Vice Chair shall succeed the Chair, the Secretary-Treasurer will succeed the Vice Chair and a Secretary-Treasurer will be elected annually. Any person elected Secretary-Treasurer will automatically remain on the Committee for a length of time that allows him/her to succeed to the position of Chair.

In the event of resignation, removal or succession by an office of the Executive Committee, that person's position shall be occupied by the officer holding the position immediately following in order of succession. A new Secretary-Treasurer shall then be elected from among the voting members of the Executive Committee, to complete the unexpired term.

The Chair shall preside over all Executive Committee and business meetings of The Forum. The Chair will represent The Forum in meetings and communications with other organizations and individuals, and, with the approval of the Executive Committee, shall establish Standing Committees, Special Interest Groups, temporary Committees and projects. The Vice Chair shall serve as liaison between the Executive Committee and the Chairs of The Forum Committees and Projects as requested by the Chair and shall serve as the Executive Committee Chair when required. The Secretary-Treasurer shall supervise the accounts and records of the Forum. The outgoing Chair may serve as a liaison for special projects or Committees as requested by the Chair during the year following service as the Executive Committee Chair and beyond if re-elected to serve on the Executive Committee.

Standing Committees and Special Interest Groups

Standing Committees and Special Interest Groups shall be created to sustain ongoing Forum programs and educational activities. The Chair of each Standing Committee and Special Interest Group shall be appointed by the Executive Committee from among The Forum's Individual Membership and shall serve as a voting member of the Executive Committee. The Chair's appointment shall be for a two-year term and the individual can be reappointed for consecutive terms by the Executive Committee. Under special circumstances, the Executive Committee may remove a Standing Committee Chair. Given a quorum, such an action must be approved by a three-fourths majority of those present and voting.

Projects and Temporary Committees

Projects and Temporary Committees may be proposed by any member of The Forum. Proposals to create Projects and Temporary Committees may be submitted to the Executive Committee for review at any of its regular meetings. Following the creation of a Project or Temporary Committee of The Forum, an organizational meeting initiating the Project shall be announced and open to all members of The Forum.

All open projects and Temporary Committees of The Forum will be reviewed at the annual business meeting with recommendations made by the Project/Temporary Committee Chairs to continue, discontinue, or continue as an ongoing Standing Committee of The Forum. The Executive Committee shall act on these recommendations. The Chairs of all open projects shall be invited to all business meetings of the Executive Committee.

Staff

The Forum shall maintain a staff and office support. The senior staff member shall be designated the Executive Director of the New York State Forum for Information Resource Management. The Executive Director shall direct the staff organization and shall participate in all regular meetings of the Executive Committee.

Staff will be responsible for professional and management services as well as administrative support. In general, the staff supports The Forum Projects, Standing Committee, Special Interest Group and Temporary Committee efforts. Under the direction of the Executive Committee, the staff may develop programs, conduct research, secure the services of other professionals and carry out other activities, which further the objectives of The Forum. The office of The Forum shall be maintained by the staff and shall retain all formal reports, correspondence, minutes of the business meetings of The Forum and the Executive Committee and decisions that are directly called for in the charter. Membership rosters of the Forum, Executive Committee, Standing Committees, Special Interest Groups, all active Projects and Temporary Committees shall be maintained by the staff and retained in the office of the Forum.

Meetings

The Forum shall meet at least annually in the month of September to review all programs and projects, to formulate new efforts, and to install new members of the Executive Committee. Newly elected Executive Committee members will begin their terms on the first day of October. The Executive Committee shall meet on a monthly basis unless otherwise determined. A number equal to one more than half of the total number of Executive Committee members shall constitute a quorum. The times, locations and agendas of all regular meetings shall be announced in advance. Regular meetings shall be open to all The Forum Members. A written record of proceedings shall be maintained and made available to the membership. The Executive Committee may meet in executive session when warranted by the matters under consideration. Standing Committees, Special Interest Groups, Temporary Committees and project teams shall meet as needed in accordance with an agenda set forth by Committee Chairs or Project Leaders. Following each such meeting a summary of action taken by The Forum Committees, Projects and Special Interest Groups shall be prepared for the Executive Director by the appropriate Chair in order to maintain a record of activities, participation and progress.

Voting

Except as otherwise provided for in the Charter, all questions before a quorum of the Executive Committee or before a business meeting of The Forum, or put to members by mail, shall be decided by a majority of those present and voting or by a majority of the mail ballots received. The Forum Officers, Executive Committee Members and Standing Committee Chairs shall be elected from slates of candidates eligible and willing to serve. Given the number of vacancies to be filled, those candidates receiving the highest number of votes shall be elected.

Charter Amendments

Any member may initiate an amendment to the Charter. Amendment Proposals must be presented to the Executive Committee in writing and accompanied by the signatures of ten Institutional Representatives.

Proposed Amendments will be placed on the agenda of the next business meeting of The Forum after the Proposal is received by the Executive Committee. Alternatively, the Executive Committee may conduct a vote on such questions by mail after first announcing the opportunity for members to discuss the Proposal at a regular or special meeting of the Executive Committee. Copies of the Proposal will be mailed to all Institutional Representatives and made available to all members in advance of any meeting at which its adoption will be considered. Those proposals approved by two-thirds of the Institutional Members voting shall be adopted.

The Charter will be reviewed every two years for consideration of amendments in order to maintain The Forum as an organization fully responsive to its membership. All decisions directly related to the charter, including approval of Ex Officio membership, will routinely be appended to the charter when it is being made available to membership for review.

Appendix

Ex Officio Members

Ex Officio Members, as stated on page 4 under Executive Committee and on page 5 under Ex Officio Members, are as follows:

  • NYS Assembly
  • NYS Division of the Budget
  • Center for Technology in Government
  • NYS Office of the Chief Information Officer/Office for Technology
  • NYS Department of Civil Service
  • NYS Office of Cyber Security and Critical Infrastructure Coordination
  • NYS Office of the State Comptroller
  • NYS Office of General Services
  • NYS Local Government IT Director's Association
  • NYS Senate