AMENDED AND RESTATED BYLAWS
Revision Approved: 13 September 2010
OCTOBER 13, 2000
As further amended on 12 March 2001, 27 January 2003, 12 February 2003, 25 September 2003, 2 August 2007, 3 April 2008, and 19 May 2009.
A PENNSYLVANIA DOMESTIC NON-PROFIT CORPORATION
ARTICLE 1: OFFICES
Section 1 Principal Office
The principal office of the corporation for the transaction of its business shall be at such location within or without the Commonwealth of Pennsylvania as designated by the Board of Directors.
Section 2 Other Offices
The corporation may also have offices at such other places, within or without the Commonwealth of Pennsylvania, where it is qualified to do business, as its business may require and as the Board of Directors may, from time to time, designate.
ARTICLE 2: PURPOSES
The primary objectives and purposes of this corporation shall be:
(a) OASIS is a non-profit, international consortium of suppliers and users of products and services that support open structured information standards. OASIS is dedicated to the development, adoption, application, and implementation of structured information standards.
(b) OASIS provides its members with an open forum to discuss market needs and directions, and to recommend guidelines for product interoperability. The consortium receives, coordinates, develops, and disseminates information describing structured information standards and related specifications, methods, recommendations, and technologies.
(c) The work of OASIS complements that of other standards bodies, focusing on making structured information standards easy to adopt and standards-based products practical to use, in real-world, open system applications.
(d) Because structured information standards do not constrain the architecture and functionality of applications, great diversity can and does exist among applications and product implementations. OASIS may establish guidelines for an implementation framework within which diverse products will be able to interoperate, without compromising the platform and product independence or the potential for diversity, growth, and extensibility inherent within structured information standards.
(e) The Corporation may engage in other activities to encourage and make practical the adoption and use of structured information standards, and it may engage in any other activities and undertake any other actions permitted under the Pennsylvania Domestic Non-Profit Corporation Law. Notwithstanding the foregoing, the corporation shall not engage in any activities not permitted to be carried on by a corporation exempt from federal income tax under Section 501(c)(6) of the Internal Revenue Code, as amended, or the corresponding provision of any successor statute.
ARTICLE 3: DIRECTORS
Section 1 Number
The corporation shall have not less than one (1) nor more than eleven (11) Directors and collectively they shall be known as the Board of Directors (hereinafter referred to as Board). The number may be changed by amendment of this Bylaw, or by repeal of this Bylaw and adoption of a new Bylaw, as provided in these Bylaws. Each Director shall be a member or an employee, designee or representative of a member. No more than one Director shall be an employee, designee or representative of one particular member at any time.
Section 2 Powers
Subject to the provisions of the Pennsylvania Domestic Non-Profit Corporation law and any limitations in the Articles of Incorporation and Bylaws relating to action required or permitted to be taken or approved by the voting members of this corporation, the activities and affairs of this corporation shall be conducted and all corporate powers shall be exercised by or under the direction of the Board.
Section 3 Duties
It shall be the duty of the Directors to:
(a) Perform any and all duties imposed on them collectively or individually by law, by the Articles of Incorporation of this corporation, or by these Bylaws;
(b) Appoint and remove, employ and discharge, and except as otherwise provided in these Bylaws, prescribe the duties and fix the compensation, if any, of all officers, agents and employees of the corporation;
(c) Supervise all officers, agents, and employees of the corporation to assure that their duties are performed properly;
(d) Fulfill certain specific roles in pursuit of the goals of the corporation, such as President, Board Chair, Board Vice-Chair, Secretary, and Treasurer.
(e) Meet at such times and places as required by these Bylaws;
(f) Register their addresses with the Secretary of the corporation, so that notices of meetings sent by postal or electronic mail to them at such addresses shall be valid notices thereof.
Section 4 Compensation
Directors shall serve without compensation. They shall be allowed reasonable reimbursement of expenses incurred in the performance of their regular duties as specified in Section 3 of this Article. Directors may not be compensated for rendering services to the corporation in any capacity other than Director unless such other compensation is reasonable and is allowable under the provisions of Article 4, Section 10.
Section 5 Restriction Regarding Interested Directors
Notwithstanding any other provision of these Bylaws, no Director may be an interested person. For purposes of this Section 5, an “interested person” means either:
(a) Any person currently being compensated by the corporation for services rendered it within the previous twelve (12) months, whether as a full-or-part time officer or other employee, independent contractor, or otherwise, excluding any reasonable compensation paid to a Director as Director; or
(b) Any brother, sister, ancestor, descendent, spouse, domestic partner, brother-in-law, sister-in-law, son-in-law, daughter-in-law, mother-in-law or father-in-law of any such person described in Section 5(a) above.
Section 6 Place of Meetings
Meetings of the Board shall be held by teleconference or at the principal office of the corporation unless otherwise provided by the Board or at such place within or without the Commonwealth of Pennsylvania which has been designated from time to time by resolution of the Board.
Section 7 Regular Meetings
Regular meetings of the Board shall be held a minimum of four (4) times per calendar year.
Section 8 Special Meetings
Special meetings of the Board may be called by any two Directors or by the President or by the Board Chair. Special Meetings shall be restricted solely to the topics for which the meeting is called.
Section 9 Notice of Meetings
Meetings of the Board shall be held upon no less than four (4) days’ notice by first class postal mail or forty-eight hours’ notice delivered personally, by telephone, or by electronic mail. If sent by postal mail, the notice shall be deemed to be delivered on its deposit in the mails. Such notices shall be addressed to each Director at his or her address as shown on the records of the corporation.
Notice of the time and place of holding an adjourned meeting need not be given to absent Directors if the time and place of the adjourned meeting are fixed at the meeting adjourned and if such adjourned meeting is held no more than twenty-four (24) hours from the time of the original meeting. Notice shall be given of any adjourned regular or special meeting to Directors absent from the original meeting if the adjourned meeting is held more than twenty-four (24) hours from the time of the original meeting.
Section 10 Contents of Notice
Notice of Regular and Special meetings of the Board shall specify the place, day and hour of the meeting. The purpose of any Special Board meeting shall be specified in the notice.
Section 11 Waiver of Notice and Consent to Holding Meetings
The transactions of any meeting of the Board, however called and noticed or wherever held, are as valid as though the meeting had been duly held after proper call and notice, provided a quorum, as hereinafter defined, is present and provided that either before or after the meeting each Director not present signs a waiver of notice, a consent to holding the meeting, or an approval of the minutes thereof. All such waivers, consents, or approvals shall be filed with the corporate records and made a part of the minutes of the meeting.
Section 12 Quorum for Meetings
A quorum for any meeting shall consist of a majority of Directors elected and seated as of that meeting.
Except as otherwise provided in these Bylaws or in the Articles of Incorporation of this corporation, or by law, no business shall be considered by the Board at any meeting at which a quorum, as defined in this Section 12, is not present, and the only motion which the Chair shall entertain at such meeting is a motion to adjourn. However, a majority of the Directors present at such meeting may adjourn from time to time until the time fixed for the next regular meeting of the Board.
When a meeting is adjourned for lack of a quorum, it shall not be necessary to give any notice of the time and place of such adjourned meeting or of the business to be transacted at such meeting, other than by announcement at the meeting at which the adjournment is taken, except as provided in Section 10 of this Article.
The Directors present at a duly called and held meeting at which a quorum is initially present may continue to do business notwithstanding the loss of a quorum at the meeting due to a withdrawal of Directors from the meeting, provided that any action thereafter taken must be approved by at least a majority of the required quorum for such meeting or such greater percentage as may be specified by law, or the Articles of Incorporation or these Bylaws of the corporation.
Section 13 Majority Action as Board Action
Every act or decision done or made by a majority of the Directors present at a meeting duly held at which a quorum is present is the act of the Board, unless the Articles of Incorporation or Bylaws of the corporation, or provisions of the Pennsylvania Domestic Non-Profit Corporation Law, require a greater percentage or different voting rules for approval of a matter by the Board.
Section 14 Conduct of Meetings
Meetings of the Board shall be presided over by the Board Chair, or, if no such person has been so designated or, if there is no Chair present, by the Board Vice-Chair or, in their absence, by the President of the corporation or, in the absence of each of these persons, by a chair chosen by a majority of the Directors present at the meeting. The Secretary of the corporation shall act as secretary of the meetings of the Board, provided that, in his or her absence, the presiding officer shall appoint another person to act as Secretary of the Meeting.
Meetings shall be governed by the current edition of Robert’s Rules of Order Newly Revised (RONR), as such rules may be revised from time to time, insofar as such rules are not inconsistent with or in conflict with these Bylaws, with the Articles of Incorporation of this corporation, or with provisions of law.
Section 15 Action by Unanimous Written Consent Without Meeting
Any action required or permitted to be taken by the Board under any provision of law may be taken without a meeting, if all members of the Board shall individually or collectively consent in writing to such action. Such written consent or consents, which may be in electronic form, shall be filed with the minutes of the proceedings of the Board. Such action by written consent shall have the same force and effect as the unanimous vote of the Directors. Any certificate or other document filed under any provision of law which relates to action so taken shall state that the action was taken by unanimous written consent of the Board without a meeting and that the Bylaws of this corporation authorize the Directors to so act, and such statement shall be prima facie evidence of such authority.
Section 16 Terms of Office
Each Director shall hold office for a two-year term and until his or her successor is elected and qualified or until his or her earlier death, resignation, or removal. To ensure continuity, members of the Board will hold staggered terms of office, with the minimum number of Directors needed to constitute a majority of the Board standing for election in every even-numbered year and the remaining Directors standing for election in every odd-numbered year.
Section 17 Election
(a) Frequency and Timing. Board elections, in accordance with Section 16 above shall be held annually, normally in June. Timing of the election may be set by the Board to coincide with other activities of the corporation.
(b) Eligibility. To be nominated for and serve on the Board of Directors, a person must be a member of the Corporation or an employee, designee or representative of a member of the Corporation. No person may be nominated if their election could result in a violation of Article 3, Section 1.
(c) Reasonable Nomination and Election Procedures. This corporation shall make available to members reasonable nomination and election procedures with respect to the election of Directors by voting members. Such procedures shall be reasonable given the nature, size and operations of the corporation, and shall include a reasonable means of nominating persons for election as Directors; a reasonable opportunity for a nominee to communicate to the members the nominee’s qualifications and the reasons for the nominee’s candidacy; a reasonable opportunity for all nominees to solicit votes; and a reasonable opportunity for all voting members to choose among the nominees.
Upon the written request by any nominee for election to the Board and the payment with such request of the reasonable cost of distribution (including postage), the corporation shall, within ten (10) business days after such request (provided payment has been made) distribute by postal or electronic mail to all voting members or such portion of them that the nominee may reasonably specify, any material which the nominee shall furnish and which is reasonably related to the election, unless the corporation within five (5) business days after the request allows the nominee, at the corporation’s option, the right to do either of the following: (i) inspect and copy the record of the members’ names, postal or electronic mail addresses, and voting rights, at reasonable times, upon five (5) business days’ prior written demand upon the corporation, which demand shall state the purpose for which the inspection rights are requested; or (ii) obtain from the Secretary, upon written demand and payment of a reasonable charge, a list of the names, postal or electronic mail addresses, and voting rights of those members entitled to vote for the election of Directors, as of the most recent record date for which it has been compiled or as of any date specified by the nominee subsequent to the date of demand.
The demand shall state the purpose for which the list is requested and the membership list shall be made available on or before the later of ten (10) business days after the demand is received or after the date specified therein as the date as of which the list is to be compiled.
If the corporation distributes any written election material soliciting votes for any nominee for Director at the corporation’s expense, it shall make available, at the corporation’s expense, to each other nominee, in or with the same material, the same amount of space or service that is provided any other nominee, with equal prominence, to be used by the nominee for a purpose reasonably related to the election.
(d) Election by Written Ballot. Directors are elected by written ballot. Such ballots for the election of Directors shall list the persons nominated at the time the ballots are mailed or delivered. By vote of the Board, the corporation may develop an online voting process that preserves a written record of the balloting.
Each voting member shall cast one ballot indicating up to as many separate votes as there are Directors to be elected. Cumulative voting for the election of Directors shall not be permitted. The candidates receiving the highest number of votes up to the number of Directors to be elected shall be elected.
Section 18 Vacancies/Removal
(a) Vacancies. Vacancies on the Board shall exist on the death, resignation or removal of any Director, and whenever the number of authorized Directors is increased. The Board may declare vacant the office of a Director who has been declared of unsound mind by a final order of court, or convicted of a felony, or been found by a final order or judgment of any court to have breached any duty under the provisions of the Pennsylvania Domestic Non-Profit Corporation Law.
(b) Removal. If the corporation has less than fifty (50) members, Directors may be removed without cause by a majority of all members. If the corporation has fifty (50) or more members, Directors may be removed without cause by vote of a majority of the votes cast at a membership meeting at which a quorum is present.
(c) Resignation. Any Director may resign effective upon giving written notice to the Board Chair, the President, the Secretary, or the Board, unless the notice specifies a later time for the effectiveness of such resignation. No Director may resign if the corporation would then be left without duly elected Director or Directors in charge of its affairs, except upon notice to the Attorney General of the Commonwealth of Pennsylvania.
(d) Filling vacancies. Director vacancies on the Board may be filled by the Board. If the number of Directors then in office is less than a quorum, then positions are filled by
(i) the unanimous written consent of the Directors then in office,
(ii) the affirmative vote of a majority of the Directors then in office at a meeting held pursuant to notice or waivers of notice complying with this Article 3 of these Bylaws, or
(iii) a sole remaining Director.
Notwithstanding the above, if a Director vacancy occurs at least eight months before the end of that Director’s term, such vacancy shall not be filled by the Board and a special election must take place and be completed within two months of the effective date of said vacancy.
(e) Length of term. A person filling a Director vacancy as provided by this Section shall hold office for the remainder of the term of the person who created the vacancy or until his or her earlier death, resignation or removal from office.
Section 19 Non-Liability of Directors
The Directors shall not be personally liable for the debts, liabilities or other obligations of the corporation.
Section 20 Indemnification by Corporation of Directors, Officers, Employees and Other Agents
To the extent that a person who is, or was, a Director, officer, employee or other agent of this corporation has been successful on the merits in defense of any civil, criminal, administrative or investigative proceeding brought to procure a judgment against such person by reason of the fact that he or she is, or was, an agent of the corporation, or has been successful in defense of any claim, issue or matter, therein, such person shall be indemnified against expenses actually and reasonably incurred by the person in connection with such proceeding.
If such person either settles any such claim or sustains a judgment against him or her, then indemnification against expenses, judgments, fines, settlements and other amounts reasonably incurred in connection with such proceedings shall be provided by this corporation but only to the extent allowed by, and in accordance with the requirements of, the Pennsylvania Domestic Non-Profit Corporation Law.
Section 21 Insurance for Corporate Agents
The Board may adopt a resolution authorizing the purchase and maintenance of insurance on behalf of any agent of the corporation (including a Director, officer, employee or other agent of the corporation) against any liability other than for violating provisions of any law relating to self-dealing asserted against or incurred by the agent in such capacity or arising out of the agent’s status as such, whether or not the corporation would have the power to indemnify the agent against such liability.
ARTICLE 4: OFFICERS OF THE CORPORATION
Section 1 Number of Officers
The officers of the corporation shall be a President, a Secretary, and a Treasurer. The corporation may also have other officers, as determined by the Board. Any number of offices may be held by the same person except that neither the Secretary nor the Treasurer may serve as the President or Chairperson of the Board.
Section 2 Qualification, Election and Term of Office
Any duly elected member of the Board of Directors may serve as President, Secretary, or Treasurer of the corporation subject to the restrictions in Article 4 Section 1 above. Officers shall be elected by the Board, at any time, and each such officer shall hold office until he or she resigns or is removed or is otherwise disqualified to serve, or until his or her successor shall be elected and qualified, whichever occurs first.
Section 3 Subordinate Officers
The Board may appoint such other officers or agents as it may deem desirable, and such officers shall serve such terms, have such authority and perform such duties as may be prescribed from time to time by the Board
Section 4 Removal and Resignation
Any officer may be removed, either with or without cause, by the Board, at any time. An officer may resign at any time by giving written notice to the Board or to the President or Secretary of the corporation. Any such resignation shall take effect at the date of receipt of such notice or at any later date specified therein, and, unless otherwise specified therein, the acceptance of such resignation shall not be necessary to make it effective. The above provisions of the Section shall be superseded by any conflicting terms of a contract which has been approved or ratified by the Board relating to the employment of any officer of the corporation.
Section 5 Vacancies
Any vacancy caused by the death, resignation, removal, disqualification, or otherwise, of any officer shall be filled by the Board. In the event of a vacancy in any office other than that of President, such vacancy may be filled temporarily by appointment by the President until such time as the Board shall fill the vacancy. Vacancies occurring in offices of officers appointed at the discretion of the Board may or may not be filled, as the Board shall determine.
Section 6 Duties of President
The President shall, subject to the control of the Board, supervise and control the affairs of the corporation and the activities of the officers. He or she shall perform all duties incident to his or her office and such other duties as may be required by law, by the Articles of Incorporation of this corporation, or by these Bylaws, or which may be prescribed from time to time by the Board. Unless another person is specifically appointed as Chairperson of the Board, he or she shall preside at all meetings of the Board. If applicable, the President shall preside at all meetings of the members. Except as otherwise expressly provided by law, by the Articles of Incorporation, or by these Bylaws, he or she shall, in the name of the corporation, execute such contracts, checks, or other instruments which may from time to time be authorized by the Board.
In the absence of the President, or in the event of his or her inability or refusal to act, the Board Chair shall perform all the duties of the President, and when so acting shall have all the powers of, and be subject to all the restrictions on, the President. The Board Chair shall have other powers and perform such other duties as may be prescribed by law, by the Articles of Incorporation or by these Bylaws, or as may be prescribed by the Board.
Section 7 Duties of the Secretary
The Secretary shall:
(a) Certify and keep at the principal office of the corporation or at such other place as the Board may determine, the original, or a copy of these Bylaws as amended or otherwise altered to date.
(b) Keep at the principal office of the corporation or at such other place as the Board may determine, a book of minutes of all meetings of the Directors, and, if applicable, meetings of committees of Directors and of members, recording therein the time and place of holding, whether regular or special, how called, how notice thereof was given, the names of those present or represented at the meeting, and the proceedings thereof.
(c) See that all notices are duly given in accordance with the provisions of these Bylaws or as required by law.
(d) Be custodian of the records and of the seal of the corporation and when appropriate see that the seal is affixed to all duly executed documents, the execution of which on behalf of the corporation under its seal is authorized by law or these Bylaws.
(e) Keep at the principal office of the corporation or at such other place as the Board may determine, a membership record containing the name, postal and electronic mail address of each and any members, and, in the case where any membership has been terminated, he or she shall record such fact in the membership record together with the date on which such membership ceased.
(f) Exhibit at all reasonable times to any Director of the corporation, or to his or her agent or attorney, on request therefore, the Bylaws, the Membership record, and the minutes of the proceedings of the Directors of the corporation.
(g) In general, perform all duties incident to the office of Secretary and such other duties as may be required by law, by the Articles of Incorporation of this corporation, or by these Bylaws, or which may be assigned to him or her from time to time by the Board.
Section 8 Duties of the Treasurer
Subject to the provisions of Article 6 of these Bylaws relating to the “Execution of Instruments, Deposits and Funds,” the Treasurer shall:
(a) Have charge and custody of, and be responsible for, any funds and securities of the corporation, and deposit any such funds in the name of the corporation in such banks, trust companies, or other depositories as shall be selected by the Board.
(b) Receive, and give receipt for, monies due and payable to the corporation from any source whatsoever.
(c) Disburse, or cause to be disbursed, the funds of the corporation as may be directed by the Board, taking proper vouchers for any such disbursements.
(d) Keep and maintain adequate and correct accounts of the corporation’s properties and business transactions, including accounts of its assets, liabilities, receipts, disbursements, gains and losses.
(e) Exhibit at any reasonable times the book of account and financial records to any Director of the corporation, or to his or her agent or attorney, on request therefore.
(f) Render to the President and Directors, whenever requested, an account of any or all of his or her transactions as Treasurer and of the financial condition of the corporation.
(g) Prepare, or cause to be prepared, and certify, or cause to be certified, the financial statements to be included in any required reports.
(h) In general, perform any duties incident to the office of Treasurer and such other duties as may be required by law, by the Articles of Incorporation of the corporation, or by these Bylaws, or which may be assigned to him or her from time to time by the Board.
Section 9 Assignment of Duties and Responsibilities
The President may, with approval by the Board, confer various duties and responsibilities described in Section 6, 7 and 8 of this Article 4 upon designated staff, who shall execute those duties and responsibilities as prescribed herein.
Section 10 Compensation
The salaries of the officers, if any, shall be fixed from time to time by resolution of the Board. In all cases, any salaries received by officers of this corporation shall be reasonable and given in return for services actually rendered for the corporation which relate to the performance of the purposes of this corporation.
ARTICLE 5: COMMITTEES OF THE BOARD
Section 1 Executive Committee
The Board may, by a majority vote of Directors, designate two (2) or more of its members (who may also be serving as unpaid officers of the corporation) to constitute an Executive Committee and delegate to such Executive Committee any of the powers and authority of the Board in the management of the business and affairs of the corporation, except with respect to:
(a) The approval of any action which, under law or the provisions of these Bylaws, requires the approval of the voting members or of a majority of all of the voting members.
(b) The filling of vacancies on the Board or on any committee which has the authority of the Board.
(c) The fixing of compensation of the Directors for serving on the Board or on any committee.
(d) The amendment or repeal of Bylaws or the adoption of these Bylaws.
(e) The amendment or repeal of any resolution of the Board which by its express terms cannot be so amended or repealed.
(f) The appointment of committees of the Board or the members thereof.
(g) The expenditure of corporate funds to support a nominee for Director after there are more people nominated for Director than can be elected.
(h) The approval of any transaction to which this corporation is a party and in which one or more of the Directors has a material financial interest, except as may be expressly provided in the Pennsylvania Domestic Non-Profit Corporation Law.
By a majority vote of its members then in office, the Board may at any time revoke or modify any or all of the authority so delegated, increase or decrease by not below two (2) the number of its members, and fill vacancies therein from the members of the Board. The Executive Committee shall keep regular minutes of its proceedings when substantive issues are decided, cause them to be filed with the corporate records, and report the same to the Board from time to time as the Board may require.
Section 2 Other Committees
The corporation shall have such other committees as may from time to time be designated by resolution of the Board. Such other committees may consist of persons who are not also members of the Board. These additional committees shall act in an advisory capacity only to the Board and shall be clearly titled as “advisory” committees.
Section 3 Meetings and Action of Committees
Meetings and action of committees shall be governed by, noticed, held and taken in accordance with the provision of these Bylaws concerning meetings of the Board, with such changes in the context of such Bylaw provisions as are necessary to substitute the committee and its members for the Board and its members, except that the time for regular meetings of committees may be fixed by resolution of the Board or by the committee. The time for special meetings of committees may also be fixed by the Board. The Board may also adopt rules and regulations pertaining to the conduct of meetings of committees to the extent that such rules and regulations are not inconsistent with the provision of these Bylaws.
ARTICLE 6: EXECUTION OF INSTRUMENTS, DEPOSITS AND FUNDS
Section 1 Execution of Instruments
The Board, except as otherwise provided in these Bylaws, may by resolution authorize any officer or agent of the corporation to enter into any contract or execute and deliver any instrument in the name of and on behalf of the corporation, and such authority may be general or confined to specific instances. Unless so authorized, no officer, agent, or employee shall have any power or authority to bind the corporation by any contract or engagement or to pledge its credit or to render it liable monetarily for any purpose or in any amount.
Section 2 Checks and Notes
Except as otherwise specifically determined by resolution of the Board, or as otherwise required by law, checks, drafts, promissory notes, orders for the payment of money, and other evidence of indebtedness of the corporation shall be signed by the corporation’s Treasurer or by its President, or designated staff if the President has conferred such responsibility upon him or her under Section 9, Article 4. In cases where a given expenditure exceeds a monetary amount established by the Board, such instruments shall also be countersigned by the President or Treasurer of the corporation.
Section 3 Deposits
All funds of the corporation shall be deposited from time to time to the credit of the corporation in such banks, trust companies, or other depositories as the Board may select.
Section 4 Gifts
The Board may accept on behalf of the corporation any contribution, gift, bequest, or devise for the purposes of the corporation.
ARTICLE 7: CORPORATE RECORDS, REPORTS AND SEAL
Section 1 Maintenance of Corporate Records
The corporation shall keep at its principal office or at such other place as the Board may determine, either in written or in electronic form:
(a) Minutes of all meetings of Directors, committees of the Board and meetings of members, indicating the time and place of holding such meetings, whether regular or special, how called, the notice given, and the names of those present and the proceedings thereof;
(b) Adequate and correct books and records of account, including accounts of its properties and business transactions and accounts of its assets, liabilities, receipts, disbursements, gains and losses;
(c) A record of its members, indicating their names, postal and electronic mail addresses, the class of membership held by each member, and the termination date of any membership;
(d) A copy of the corporation’s Articles of Incorporation and Bylaws as amended to date, which shall be open to inspection by the members of the corporation at all reasonable times during office hours.
Section 2 Corporate Seal
The Board may adopt, use, and at will alter, a corporate seal. Such seal shall be kept at the principal office of the corporation office or at such other place as the Board may determine. Failure to affix the seal to corporate instruments, however, shall not affect the validity of any such instrument.
Section 3 Director’s Inspection Rights
Every Director shall have the absolute right at any reasonable time to inspect and copy all books, records and documents of every kind and to inspect the physical properties of the corporation.
Section 4 Member’s Inspection Rights
Every member shall have the following inspection rights, for a purpose reasonably related to such person’s interest as a member:
(a) To inspect and copy the record of all members’ names, postal and electronic mail addresses, and voting rights, at reasonable times, upon five (5) business days’ prior written demand on the corporation, which demand shall state the purpose for which the inspection rights are requested.
(b) To obtain from the Secretary of the corporation, upon written demand and payment of a reasonable charge, a list of the names, postal and electronic mail addresses, and voting rights of those members entitled to vote for the election of Directors as of the most recent record date for which the list has been compiled or as of the date specified by the member subsequent to the date of demand. The demand shall state the purpose for which the list is requested. The membership list shall be made available on or before the later of ten (10) business days after the demand is received or after the date specified therein as of which the list is to be compiled.
(c) To inspect in any reasonable time the books, records, or minutes of proceedings of the members or of the Board or committees of the Board, upon written demand on the corporation by the member, for a purpose reasonably related to such person’s interests a member.
Section 5 Right to Copy and Make Extracts
Any inspection under the provisions of this Article 7 may be made in person or by agent or attorney and the right to inspection includes the right to copy and make extracts.
Section 6 Annual Report
The Board shall cause an annual report to be distributed not later than one hundred and twenty (120) days after the close of the corporation’s fiscal year to all Directors of the corporation and to any member who requests it in writing with payment of a reasonable charge for distribution. This report shall contain the following information in appropriate detail:
(a) The assets and liabilities, including the trust funds, of the corporation as of the end of the fiscal year;
(b) The principal changes in assets and liabilities, including trust funds, during the fiscal year;
(c) The revenue or receipts of the corporation, both unrestricted and restricted to particular purposes, for the fiscal year;
(d) The expenses or disbursements of the corporation, for both general and restricted purposes, during the fiscal year;
(e) The number of members of the corporation as of the date of the report, together with a statement of increase or decrease in such number during the fiscal year, and a statement of the place where the names and addresses may be found.
(f) Any information required by Section 7 of this Article 7.
The annual report shall be accompanied by any report therein of independent accountants, or, if there is no such report, the certificate of an authorized officer of the corporation that such statements were prepared without audit from the books and records of the corporation.
If this corporation receives twenty-five thousand dollars ($25,000) or more in gross revenues or receipts during the fiscal year, the corporation shall automatically send the above annual report to all members, in such manner, in such time, and with such contents, including an accompanying report from the corporation’s independent accountants or certification of a corporate officer, as specified by the above provisions of this Section 6 relating to the annual report.
Section 7 Annual Statement of Specific Transactions to Members
This corporation shall distribute by postal or electronic mail or deliver to all Directors and any and all members a statement within one hundred and twenty (120) days after the close of its fiscal year which briefly describes the amount and circumstances of any indemnification or transaction in which the corporation was a party, and in which the other party was:
(a) Any Director or officer of the corporation, or its parent or subsidiary (a mere common Directorship shall not be considered a material financial interest); or
(b) Any holder of more than ten percent (10%) of the voting power of the corporation, its parent or its subsidiary.
The above statement need only be provided with respect to a transaction during the previous fiscal year involving more than fifty thousand dollars ($50.000) or which was one of a number of transactions with the same person involving, in the aggregate more than fifty thousand dollars ($50,000).
Similarly, the statement need only be provided with respect to indemnification or advances aggregating more than ten thousand dollars ($10,000) paid during the previous fiscal year to any Director or officer, except that no such statement need be made if such indemnification was approved by the members pursuant to any provision of the Pennsylvania Domestic Non-Profit Corporation Law.
Any statement required by this Section 7 shall briefly describe the names of the interested persons involved in such transaction, stating each person’s relationship to the corporation, the nature of such person’s interest provided that in the case of a transaction with a partnership of which such person is a partner, only the interest of the partnership need be stated.
If this corporation provides all members with an annual report according to the provision of Section 6 of this Article 7, then such annual report shall include the information required in this Section 7.
ARTICLE 8: FISCAL YEAR
The fiscal year of the corporation shall begin on January 1st and end on December 31st of each year.
ARTICLE 9: AMENDMENT OF BYLAWS
Subject to any provision of law applicable to the amendment of Bylaws of domestic non-profit corporations, these Bylaws, or any of them, may be altered, amended, or repealed and new Bylaws adopted only as follows:
(a) Subject to the power of members to change or repeal these Bylaws and applicable provisions of the Pennsylvania Domestic Non-Profit Corporation Law, by approval of the Board unless the Bylaw amendment would materially and adversely affect the rights of members in regard to voting or the ability to transfer interest in the corporation, provided, however, if this corporation has admitted any members, then a Bylaw specifying or changing the fixed number of Directors of the corporation, the maximum or minimum number of Directors, or changing from a fixed to a variable Board or vice versa, may not be adopted, amended, or repealed except as provided in subparagraph (b) of this Section; or
(b) By approval of the voting members of this corporation.
ARTICLE 10: AMENDMENT OF ARTICLES
Section 1 Amendment of Articles Before Admission of Members
Before any members have been admitted to the corporation, any amendment of the Articles of Incorporation may be adopted by approval of the Board.
Section 2 Amendment of Articles After Admission of Members
After members have been admitted to the corporation, any amendment of the Articles of Incorporation may be adopted by the approval of the Board and by the approval of the members of this corporation.
Section 3 Certain Amendments
Notwithstanding the above Sections of this Article 10, this corporation shall not amend its Articles of Incorporation to alter any statement which appears in the original Articles of Incorporation relating to the names and addresses of the first Directors of this corporation, nor the name and address of its initial agent, except to correct an error in such statement.
ARTICLE 11: PROHIBITION AGAINST SHARING CORPORATE POWERS AND ASSETS
No member, Director, officer, employee, or other person connected with this corporation, or any private individual, shall receive at any time any of the net earnings or pecuniary profit from the operations of the corporation, provided, however, that this provision shall not prevent payment to any such person of reasonable compensation for services performed for the corporation in effecting any of its public purposes, provided that such compensation is otherwise permitted by these Bylaws and is fixed by resolution of the Board; and no such person or persons shall be entitled to share in the distribution of, and shall not receive, any of the corporate assets on dissolution of the corporation. The members of the corporation shall be deemed to have expressly consented and agreed that on such dissolution or winding up of the affairs of the corporation, whether voluntarily or involuntarily, the assets of the corporation, after all debts have been satisfied, shall be distributed as required by the Articles of Incorporation of this corporation and not otherwise.
ARTICLE 12: MEMBERS
Section 1 Determination and Rights of Members
The corporation shall have two classes of members: voting and non-voting. The Board shall have the authority to create subclasses within each of the two classes and to establish the particular attributes, qualifications, fees, benefits, and the like in regard to each class and any subclasses within each class. No member shall hold more than one membership in the corporation.
Section 2 Qualifications of Members
Any organization or individual may become a member of this corporation, provided that the organization or individual is willing and able to support its objectives as described in Article 2.
Section 3 Member Sections
The Board may create Member Sections which shall operate within the framework of the corporation. Membership in such Member Sections shall be open to any member of the corporation.
A Member Section focuses on particular structured information standards or families of standards as designated by its Rules of Procedure. The Rules of Procedure are established by the members of the Member Section and approved by the Board. Member Sections may receive funding as allowed by the Board. Each Member Section has a steering committee, which is selected by its members in accordance with the Rules of Procedure and governs the Member Section’s activities and expenditures.
The activities and expenditures of a Member Section shall be subject to the limitations on corporate actions contained in these Bylaws and in the Articles of Incorporation and shall also be subject to the provisions of the Pennsylvania domestic non-profit corporation law. In addition, a Member Section shall be governed by those additional rules and regulations promulgated by the Board from time to time as may be applicable to Member Sections generally or to the Member Section in question.
Section 4 Admission of Members
Applicants shall be admitted to membership on making application therefore in writing and upon payment of first annual dues, or upon receipt of consideration, as specified in the following Sections of this Bylaw.
Section 5 Fees and Dues
(a) A fee charged for making application for membership in the corporation may be specified from time to time by resolution of the Board. Such fees, if applicable, shall be payable with the application for membership.
(b) The annual dues payable to the corporation by members shall be in such amount as may be determined from time to time by resolution of the Board.
Section 6 Number of Members
There is no limit on the number of members the corporation may admit.
Section 7 Membership Record
The corporation shall keep a membership record containing the name, postal and electronic mail address of each member. Termination of the membership of any member shall be recorded in the record, together with the date of termination of such membership. Such record shall be kept at the corporation’s principal office or at such other place as the Board may determine and shall be available for inspection by any Director or member of the corporation during regular business hours.
The record of names and addresses of the members of this corporation shall constitute the membership list of this corporation and shall not be used, in whole or part, by any person for any purpose not reasonably related to a member’s interest as a member.
Section 8 Non-liability of Members
A member of this corporation is not, as such, personally liable for the debts, liabilities, or obligations of the corporation.
Section 9 Non-transferability of Membership
No member may transfer a membership or any right arising therefrom unless otherwise permitted by a resolution of the Board.
Section 10 Termination of Membership
(a) Grounds for termination. The membership of a member shall terminate upon the occurrence of any of the following events:
(i) Upon its notice of such termination delivered to the President of the corporation personally or by mail, such membership to terminate upon the date of delivery of the notice or date of deposit in the mail.
(ii) Upon a determination by the Board that the member has engaged in conduct materially and seriously prejudicial to the interests or purposes of the corporation.
(iii) Upon failure to renew its membership by paying dues on or before their due date, such termination to be effective thirty (30) days after written notification of delinquency is given personally or mailed to such member by the Secretary of the corporation. A member may avoid such termination by paying the amount of delinquent dues within such thirty (30) day period following the mailing of the written notification of delinquency.
(b) Procedure for Expulsion. Following the determination that a member should be expelled under subparagraph (a)(ii) of this Section 10, the following procedure shall be implemented:
(i) A notice shall be sent first-class or registered mail to the last address of the member as shown on the corporation’s records, setting forth the fact that the Board has determined that a member has engaged in conduct warranting expulsion and the details of such conduct. Such notice shall be sent at least fifteen (15) days before the proposed effective date of the expulsion.
(ii) The member being expelled shall be given an opportunity to be heard, either orally or in writing, at a hearing to be held not less than five (5) days before the effective date of the proposed expulsion. The hearing will be held by the Board in accordance with the quorum and voting rules set forth in these Bylaws applicable to the meetings of the Board. The notice to the member of his or her proposed expulsion shall state the date, time, and place of the hearing on his or her proposed expulsion.
(iii) Following the hearing, the Board shall decide whether or not the member should in fact be expelled, suspended, or sanctioned in some other way. The decision of the Board shall be final.
(iv) Any organization expelled from the corporation shall receive a refund on dues already paid. The refund shall be pro-rated to return only the un-accrued balance remaining for the period of the dues payment.
Section 11 Rights on Termination of Membership
All rights of a member in the corporation shall cease on termination of membership as herein provided.
Section 12 Amendments Resulting in the Termination of Membership
Notwithstanding any other provision of these Bylaws, if any amendment of the Articles of Incorporation or of the Bylaws of this corporation would result in the termination of all memberships or any class of memberships, then each amendment or amendments shall be effected only in accordance with the provisions of the Pennsylvania Domestic Non-Profit Corporation Law.
ARTICLE 13: MEETINGS OF MEMBERS
Section 1 Place of Meetings
Meetings of members shall be held at the principal office of the corporation or at such other place or places within or without the Commonwealth of Pennsylvania as may be designated from time to time by resolution of the Board. At the discretion of the Board, these meetings may be held by teleconference, videoconference, webinar, or similar technologies.
Section 2 Annual and Other Regular Meetings
The members shall meet annually at a minimum of one (1) time per calendar year for the purpose of transacting business as may come before the membership.
Section 3 Special Meetings of Members
Special meetings of the members shall be called by the Board, the Chair of the Board, or the President of the corporation. In addition, special meetings of the members for any lawful purpose may be called by ten percent (10%) or more of the voting members.
Section 4 Notice of Meetings
(a) Time of Notice. Whenever members are required or permitted to take action in a meeting, a written notice of the meeting shall be given by the Secretary or President of the corporation not less than ten (10) nor more than ninety (90) days before the date of the meeting to each member who, on the record date for the notice of the meeting, is entitled to vote thereat.
(b) Manner of Giving Notice. Notice of a members’ meeting or any report shall be given either personally or by mail or other means of electronic communication addressed to the member at the address of such member appearing on the records of the corporation or given by the member to the corporation for the purpose of notice; or if no address appears or is given, at the place where the principal office of the corporation is located. Notice shall be deemed to have been given in the time when delivered personally or deposited in the mail or sent by electronic mail or other means of written communication.
(c) Contents of Notice. Notice of a membership meeting shall state the place, date, time of the meeting and (i) In the case of a special meeting, the general nature of the business to be transacted, and no other business may be transacted, or (ii) In the case of a regular meeting, those matters which the Board, in the time notice is given, intends to present for action by the members. Subject to any provision to the contrary contained in these Bylaws, however; any proper matter may be presented at a regular meeting for each action.
(d) Notice of Meetings Called by Members. If a special meeting is called by members as authorized by these Bylaws, the request for the meeting shall be submitted in writing, specifying the general nature of the business proposed to be transacted and shall be delivered personally or sent by registered mail to the Secretary of the corporation. The Secretary shall promptly fix the date of the meeting and cause notice to be given to the members entitled to vote of the same. The date for such meeting shall be not more than sixty (60) days after the receipt of the request.
(e) Waiver of Notice of Meetings. The transactions of any meeting of members, however called and noticed, and wherever held, shall be as valid as though taken in a meeting duly held after regular call and notice, if a quorum is present and if, either before or after the meeting, each of the persons entitled to vote but who were not present signs a written waiver of notice or a consent to the holding of the meeting or an approval of the actions taken therein. All such waivers, consents and approvals shall be filed with the corporate records or made a part of the minutes of the meeting. Waiver of notices or consents need not specify either the business to be transacted or the purpose of any regular or special meeting of members, except that if action is taken or proposed to be taken for approval of any of the matters specified in subparagraph (f) of this Section 4, the waiver of notice or consent shall state the general nature of the proposal.
(f) Special Notice Rules for Approving Certain Proposals. If action is proposed to be taken or is taken with respect to the following proposals, such action shall be invalid unless unanimously approved by those entitled to vote or unless the general nature of the proposal is stated in the notice of meeting or in any written waiver of notice: (i) removal of Directors without cause; (ii) amending the Articles of Incorporation; and (iii) an election to voluntarily wind up and dissolve the corporation.
Section 5 Quorum for Meetings
A quorum shall consist of one third of the voting members of the corporation. The members present at a duly called and held meeting at which a quorum is initially present may continue to do business notwithstanding the loss of a quorum at the meeting due to a withdrawal of members from the meeting provided that any action taken after the loss of a quorum must be approved by at least a majority of the members required to constitute a quorum.
In the absence of a quorum, any meeting of the members may be adjourned from time to time by the vote of a majority of the votes represented in person or by proxy at the meeting, but no other business shall be transacted at such meeting.
When a meeting is adjourned for lack of a sufficient number of voting members at the meeting or otherwise, it shall not be necessary to give any notice of the time and place of the adjourned meeting or of the business to be transacted at such meeting other than by announcement at the meeting at which the adjournment is taken of the time and place of the adjourned meeting. However, if after the adjournment a new record date is fixed for notice or voting, a notice of the adjourned meeting shall be given to each member who, on the record date for notice of the meeting, is entitled to vote at the meeting. A meeting shall not be adjourned for more than forty-five (45) days.
Notwithstanding any other provision of this Article 13, if this corporation authorizes members to conduct a meeting with a quorum of less than one-third (1/3) of the voting power, then no action may be taken on a matter unless the general nature of the matter was stated in the notice of the regular meeting.
Section 6 Majority Action as Membership Action
Every act or decision done or made by a majority of voting members present in person or by proxy at a duly held meeting at which a quorum is present is the act of the members, unless the law, the Articles of Incorporation of this corporation or these Bylaws provide otherwise.
Section 7 Voting Rights
Each voting member is entitled to one vote on each matter submitted to a vote by the members. Voting at duly held meetings shall be by voice or ballot vote. Election of Directors, however, shall be by ballot only.
Section 8 Conduct of Meetings
Meetings of members shall be presided over by the Chair of the Board, or, if there is no Chair present, by the Vice-Chair of the Board or, in their absence, by the President of the corporation or, in the absence of all of these persons, by a Chair chosen by a majority of the voting members present in person. The Secretary of the corporation shall act as Secretary of all meetings of members, provided that, in his or her absence, the presiding officer shall appoint another person to act as Secretary of the Meeting.
Meetings shall be governed by the current edition of Robert’s Rules of Order Newly Revised (RONR), as such rules may be revised from time to time, insofar as such rules are not inconsistent with or in conflict with these Bylaws, with the Articles of Incorporation of this corporation or with any provision of law.
Section 9 Action by Written Ballot Without a Meeting
Any action which may be taken at any regular or special meeting of members may be taken without a meeting if the corporation distributes a written or electronic mail ballot to each member entitled to vote on the matter. The ballot shall set forth the proposed action, provide an opportunity to specify approval or disapproval of each proposal, provided that where the person solicited specifies a choice with respect to any such proposal the vote shall be cast in accordance therewith, and provide a reasonable time within which to return the ballot to the corporation. Ballots shall be mailed or delivered in the manner required for giving notice of meetings specified in Section 4 (b) of this Article 13.
All written ballots shall also indicate the number of responses needed to meet the quorum requirement and, except for ballots soliciting votes for the election of Directors, shall state the percentage of approvals necessary to pass the measure submitted. The ballots must specify the time by which they must be received by the corporation in order to be counted.
Approval of action by written ballot shall be valid only when the number of votes cast by ballot within the time period specified equals or exceeds the quorum required to be present at a meeting authorizing the action, and the number of approvals equals or exceeds the number of votes that would be required to approve the action at a meeting at which the total number of votes cast was the same as the number of votes cast by ballot.
A written ballot may not be revoked after its receipt by the corporation or its deposit in the mail, whichever occurs first.
Section 10 Action by Unanimous Written Consent Without Meeting
Except as otherwise provided in these Bylaws, any action required or permitted to be taken by the members may be taken without a meeting, if all members shall individually or collectively consent in writing by paper, facsimile, or by email to the action. The consent or consents shall be filed with the minutes of the proceedings of the members. The action by written consent shall have the same force and effect as a unanimous vote of the members.
Section 11 Record Date for Meetings
The record date for purposes of determining the members entitled to notice, voting rights, written ballot rights, or any other right with respect to a meeting of members or any other lawful membership action, shall be fixed pursuant to the provisions of the Pennsylvania Domestic Non-Profit Corporation Law.
WRITTEN CONSENT OF DIRECTORS ADOPTING BYLAWS
We the undersigned are all of the persons named as the initial Directors in the Articles of Incorporation of SGML Open, a Pennsylvania Domestic Non-Profit corporation, and pursuant to the authority granted to the Directors by these Bylaws to take action by unanimous written consent without a meeting, consent to, and hereby do, adopt the foregoing Bylaws, consisting of 27 pages, as the Bylaws of this corporation.
Dated: (see original signature sheet, attached.)
AMENDMENTS AND APPROVALS
These bylaws, consisting of 21 pages, were amended and approved as follows:
This, is to certify that the foregoing is a true and correct copy of the Bylaws of the corporation named in the title thereto and that such Bylaws were duly adopted by the Board of said corporation on the date set forth below.
20 JULY 1995
signed Bruce Eric Brown, Director
signed Pamela L. Gennusa, Director
signed Paul Grosso, Director
signed Yuri Rubinsky, Director
signed David B. Seaman, Director
signed Kent J. Summers, Director
signed Robin A. Tomlin, Director
22 NOVEMBER 1996
This document reflects changes made by the Membership at the Annual General Membership Meeting held 22 November 1996.
This document reflects changes ratified by the Membership via electronic mail vote in May 2000. Other than minor formatting and spelling corrections, the changes include the addition of Article 12, Section 3: Member Sections.
21 JULY 2000
This document includes the following change made by the Board: Adoption of the language for new Articles 14 and 15 (Technical Committee Process) of the OASIS Bylaws proposed by the Process Advisory Committee (PAC) and amended by the Board.
12 MARCH 2001
This document includes the following change made by the Board: Deletion of Articles 14 and 15 in their entirety. NOTE: The OASIS Technical Committee Policy is now a separate policy document in order to facilitate the continued refinement of the Technical Committee Policy and processes, whenever such refinement is considered necessary and appropriate.
27 JANUARY 2003
This document includes additional language in the first paragraph of Article 12 Section 3 to specify that the members of the member section select the steering committee, and that the rules of procedure define the makeup and election process for the member section.
This document includes additional language in the third paragraph of Article 12 Section 3 to specify that members may join a member section within 60 days of the formation of the member section, and that allocated dues are split evenly between all member sections that the member has joined.
This document includes language in Article 3, Sections 1, 16, 17 and 18 to increase the maximum number of Directors to 11, and to make the President a non-elected Appointed Director.
This document includes language in Article 12, Section 3 to clarify the purpose of Member Sections and align the text with the Board approved Member Section Policy. Revisions were made throughout the Bylaws to remove reference to Executive Director, to allow OASIS Staff to perform certain duties with Board approval (Article 4, Section 10), and to change all references of “Board of Directors” to “Board”.
This document changes language in Article 3 to remove Presidential membership in the Board of Directors while leaving untouched the number of Directors. It removes text in Article 4, Section 6 stating that the President is the chief executive officer, and clarifies text related to Board elections in Article 3 Section 16. It includes a provision in Article 3, Section 18, for a special election to fill a Director vacancy occurring at least eight moths before the end of that Director’s term. It also provides in Article 3, Section 5, that no OASIS employee or consultant may be a member of the OASIS Board of Directors by stating that “no Director may be an interested person”, and clarifies text related to compensation in Article 4. Finally, the term “Director” rather than “director” is now used uniformly throughout.
This document includes language allowing the use of electronic records and the use of electronic means of communications for record retention and the conduct of meetings. It clarifies the restriction regarding Interested Directors in Article 3, Section 5. It clarifies the calling of Special Meetings of the Board in Article 3, Section 8. It allows for holding Annual General Meetings by means other than face-to-face meetings in Article 13, Section 1. It reverses the role of Vice Board Chair and President of the corporation in presiding over meetings when the Board Chair is not present. In addition, appropriate editorial changes and clarifications have been made throughout the document.
This document makes Board seats available only to Members and employees, designees and representatives of Members and makes corporation officer positions available only to Board members. It prohibits more than one person from the same company from being on the OASIS Board. In addition, it clarifies written consent to include electronic communication.