By-laws

STATE DATA CENTER PROGRAM STEERING COMMITTEE BY-LAWS

(Revised: August 28, 2014 – Ratified: October 23, 2014)

 

  1. NAME

 

1.1 The name of the organization shall be the State Data Center Program Steering Committee (hereafter referred to as “the Steering Committee”).

 

  1. OBJECTIVES

 

2.1 To represent the interests of the member agencies of the State Data Center and Business and Industry Data Center Programs.

2.2 To advise the Census Bureau on the administration and operation of the State Data Center and Business and Industry Data Center Programs.

2.3 To assist the Census Bureau in planning the operations, subject content and data products of future decennial censuses, the American Community Survey, economic censuses, censuses of governments and various other surveys and programs.

2.4 To assist the Census Bureau in the development and testing of software applications.

2.5 Together with the Census Bureau, to plan and conduct the Annual State Data Center Conference and Steering Committee meetings.

2.6 To improve the flow of information and ideas among the individual member agencies and between the member agencies and the Census Bureau.

 

2.7 To ensure that the existence of the Steering Committee shall not discourage, hinder, or preclude direct contact between individual member agencies and the Census Bureau or any other organization.

 

  1. ELIGIBILITY, TERM, VACANCIES, NOMINATING COMMITTEE AND ELECTION

 

3.1 Eligibility

3.1.1    Election to the Steering Committee requires that a signed Memorandum of Agreement for participation in the State Data Center or Business and Industry Data Center Program is on file at the Census Bureau for the member states, District of Columbia, Puerto Rico, and the Island Areas (hereafter referred to as “the member geographies”).

 

3.1.2    The Steering Committee membership shall be limited to one representative per member geography.

3.1.3    Representatives of the State Data Center and Business and Industry Data Center Lead and Coordinating Agencies are eligible for nomination to the Steering Committee as a representative of their member geography.

3.1.4    Eligibility status for the Steering Committee is restricted to the elected representative’s continued employment by the named agency from which the representative was elected.

 

3.2 Term

 

3.2.1    The Steering Committee shall consist of nine (9) members elected at large from the member geographies.

3.2.2    Elected members of the Steering Committee shall serve a term of three (3) years.  Steering Committee member terms end and begin at the Steering Committee meeting immediately preceding the commencement of the Annual State Data Center Conference.

3.2.3    The elected members may serve two (2) consecutive three (3) year terms.

3.2.4    The Steering Committee members are required, after serving two (2) consecutive three (3) year terms, to take a leave of absence for two (2) consecutive years prior to running for re- election.

 

3.3 Vacancies

 

3.3.1    In the event that a currently serving member’s eligibility status changes, that member shall be required to vacate his/her seat on the Steering Committee. (The term shall be considered “interrupted” until the vacated seat has been filled and the interrupted term has run out).

 

3.3.2    If a vacancy occurs on the Steering Committee, it shall be filled by the unelected candidate receiving the next highest number of votes in the most recent election of Steering Committee members. This candidate will be assigned to serve as a Steering Committee member until the interrupted term of the vacated seat has run out. (This procedure of filling a vacated seat on the Steering Committee shall be referred to hereafter as “filled by default”).

 

3.3.3    If no unelected candidate as described in subsection 3.3.2 is available, then the Steering Committee Chairperson shall appoint a person who is eligible to serve the remainder of the interrupted term.  The Chairperson’s appointment shall be ratified by a majority vote of the members of the Steering Committee. (This procedure of appointing an eligible person to a vacated seat on the Steering Committee shall be referred to hereafter as “filled by appointment”).

3.3.4    Whether a vacated seat on the Steering Committee is filled by default or is filled by appointment, the time spent completing the interrupted term does not count towards that Steering Committee member’s eligibility to run for (2) consecutive full terms after the interrupted term has run out.

 

3.4 Nominating Committee

 

3.4.1    The Steering Committee Chairperson will annually appoint a Nominating Committee of three (3) persons, one of whom is a Steering Committee member serving in Year One (1) of his/her term.

3.4.2    The Nominating Committee will distribute information about the duties and obligations of Steering Committee members to all eligible agencies and will solicit volunteers to stand for election.

3.4.3   The Nominating Committee will prepare a ballot from the list of nominees and will transmit the ballot to the Chairperson not fewer than forty-five (45) days prior to the opening session of the Annual State Data Center Conference.

3.4.4   The ballot must contain at least as many names as there are vacancies to be filled and the member geography of the nominees on the ballot will be consistent with rule 3.1.2 of the Steering Committee By-Laws.

 

3.4.5    In the event that there are an insufficient number of names to fill all the vacancies, the Nominating Committee may extend the period of solicitation or accept late nominations.

3.4.6    The Nominating Committee will distribute or make available the ballot to all State Data Center Leads, with instructions for voting.

 

3.5 Election

 

3.5.1    The Steering Committee Chairperson will conduct the election by electronic ballot.

3.5.2    Each of the fifty-six (56) State Data Center Leads shall be eligible to cast one (1) vote for each open seat on the Steering Committee.

3.5.3    The election will be held not fewer than thirty (30) days prior to the opening session of the Annual State Data Center Conference and State Data Center Leads will have no fewer than fifteen (15) business days to vote.

3.5.4    Votes shall be tabulated and the results transmitted to the Steering Committee Chairperson prior to the opening session of the Annual State Data Center Conference.

3.5.5    Steering Committee open seats will be filled in descending order of the number of votes received by each candidate.

3.5.6    In the event of a tie vote for the final open seat, a majority vote of the Steering Committee will decide the candidate to fill the seat.

 

  1. OFFICERS

 

4.1 The members of the Steering Committee shall choose annually from among their number a Chairperson, a Vice-Chairperson, and Co-Secretaries.

4.2 These offices shall be filled by the Steering Committee immediately preceding the commencement of the Annual State Data Center Conference.

4.3 The terms of the officers will begin and end at the Steering Committee meeting immediately preceding the commencement of the Annual State Data Center Conference.

4.4 The Duties of the Chairperson:

 

4.4.1    The Chairperson will preside at Steering Committee meetings and the Annual State Data Center Conference.

4.4.2    The Chairperson shall sign all Steering Committee correspondence on behalf of the Steering Committee.

4.4.3    The Chairperson can appoint any member of the Steering Committee to specific tasks or projects as necessary.

4.4.4    The Chairperson will appoint, from the Steering Committee members, a liaison to the Census Information Center Steering Committee.

 

4.5 The Vice-Chairperson will perform the duties of the Chairperson in the absence of the Chairperson and shall succeed the Chairperson should the office be vacated before the end of the Chairperson’s term.

4.6 The Co-Secretaries will record the minutes of the Steering Committee meetings and shall report the proceedings to the membership.  A Secretary shall provide an annual review of the Steering Committee activities to the membership during the business portion of the Annual State Data Center Conference.

4.7 The appointed liaison to the Census Information Center Steering Committee will attend the Census Information Center Steering Committee monthly conference calls, and report to the Census Information Center Steering Committee on the activities of the State Data Center Program.

 

  1. ANNUAL MEETING

 

5.1 The Chairperson of the Steering Committee, in cooperation with the Census Bureau, will conduct a business meeting for the State Data Center Program at least once per calendar year.

 

  1. COMMITTEES

 

6.1 The Chairperson of the Steering Committee may appoint temporary or standing committees as deemed necessary and appropriate to accomplish the goals of the State Data Center Program. Representatives of the State Data Center and the Business and Industry Data Center Lead Agencies, Coordinating Agencies and Affiliates are eligible to serve on committees.

 

  1. ISSUES AND ACTIONS

 

7.1 Individual member agencies may bring any issue(s) before the Steering Committee by directing written correspondence to any member of the Steering Committee. Such correspondence shall be circulated to all Steering Committee members and the individual member originating the correspondence shall be informed in writing what action, if any, the Steering Committee has taken.

AMENDMENTS

 

8.1 Amendments to these By-Laws shall be adopted by two-thirds of the members of the Steering Committee and subject to ratification by a majority vote of State Data Center Lead Agencies.  Each State Data Center Lead Agency shall be responsible for one vote per member geography.

 

8.2 If an amendment fails to meet the two-thirds adoption by the Steering Committee, the amendment may be returned to the Sub-Committee/Work Group with a written recommendation from the Steering Committee for resolution of issues, which may also include a request for re-submission to the Steering Committee for adoption of the amendment.

8.3 The State Data Center Lead Agency representative responsible for voting shall be encouraged to directly contact other State Data Center and Business and Industry Data Center Agencies for input on voting for that member geography.8.1 Amendments to these By-Laws shall be adopted by two-thirds of the members of the Steering Committee and subject to ratification by a majority vote of State Data Center Lead Agencies.  Each State Data Center Lead Agency shall be responsible for one vote per member geography.

8.2 If an amendment fails to meet the two-thirds adoption by the Steering Committee, the amendment may be returned to the Sub-Committee/Work Group with a written recommendation from the Steering Committee for resolution of issues, which may also include a request for re-submission to the Steering Committee for adoption of the amendment.

8.3 The State Data Center Lead Agency representative responsible for voting shall be encouraged to directly contact other State Data Center and Business and Industry Data Center Agencies for input on voting for that member geography.


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