Membership

1 MEMBERSHIP

a) Membership of the CODA & Dream User Group shall be open to any licensed CODA organisation.
b) Membership fees will be payable on an annual basis. Current fees are £300 per annum for the first delegate and £100 per delegate thereafter. The delegates will NOT be named, to allow Companies to send the most suitable person to events as they see fit.
c) Members will receive a Membership Pack and a Logon to the User Group Website upon joining.
d) New Customers will be invited to join the CODA & Dream User Group as part of the CODA sales cycle.
e)  Non-members can attend CODA & Dream User Group events, however they will be charged at a premium rate.
f) Non-members will not be given access to the CODA & Dream User Group website membership pages.

g) The annual membership fee must be paid within 3 months of the invoice being raised otherwise membership may be cancelled. Any attendance at a social activity or a SIG without membership fees having been paid will result in the CODA & Dream User Group issuing an invoice for that activity or SIG.

2 ENHANCEMENTS

a) All Customers (irrespective of User Group Membership) can log enhancements but only CODA & Dream User Group members can vote on these enhancements.
b) The CODA & Dream User Group will have two Enhancement Representatives on the Committee who will work with CODA on behalf of the Users at a Global level on enhancement prioritisation.
c) The enhancement process will be documented under separate cover and members may ask for these details via the Website.

3 USER GROUP COMMITTEE

a) Membership users of CODA software products will be asked to volunteer to sit on the User Group Committee for the purpose of conducting the day-to-day business of the User Group. The selections shall take place when a position becomes available. Nominations for Committee positions should be submitted to the Chairman or Secretary.
b) More than one person per Company may be elected to the Committee.
c) Committee members are users from both the Dream and CODA platforms.
d) Committee members do not pay CODA & Dream User Group Membership fees.
e) There shall also be a CODA representative on the CODA & Dream User Group Committee – this will normally be the Head of Client Management. The CODA & Dream User Group administration officer shall attend all meetings and will officially collate and distribute the minutes of each meeting.
f) Committee Meetings will be held once in every quarter.
g) The Committee positions will be documented under separate cover and members may ask for these details via the Website
h) The Committee may invite any member who is not on the Committee to attend Committee meetings. However, that member shall not be entitled to vote at the meeting.
i) Notice of Committee Meetings shall be circulated to all members of the CODA & Dream User Group Committee 4 weeks prior to the date of the meeting. A quorum shall be 4 Committee Members.
j) At the discretion of the other Committee Members, any Committee Member missing 3 consecutive meetings may have their committee role reviewed & if appropriate revoked.
k) All expenses and fees for attending the Committee will be paid from the Committee Members company and not from the User Group funds.
l) An Extraordinary Meeting of the User Group may be called at the request of no fewer than 10 members, such requests to be sent to the Secretary.
m) The CODA & Dream User Group will have its own Web Site (www.codausergroup.net)
n) The Web Site will be administered by CODA, however the User Group Committee will be responsible for providing the content.

4 Financial Accounting

a) The CODA & Dream User Group is a non-profit making organisation.
b) All Accounting functions will be undertaken by CODA on behalf of the CODA & Dream User Group.
c) CODA and the Committee will negotiate the Management Fee for the cost of the administration person.
d) Financial Accounts

The accounting period runs from 1st January to 31st December.

The financial statements are prepared by the Treasurer and presented to the Committee for approval. The accounting policies are proposed by the Treasurer and approved by the Committee.

Access to the CODA software containing the CODA & Dream User Group accounts will be free of charge and will be maintained by the CODA support team. Nominated Committee members, including the Treasurer, will have access to the accounting system.

e) Bank Account

The CODA & Dream User Group shall have its own interest-earning Bank Account that shall have four mandated authorised signatories, two from the User Group Committee and two from CODA (for operational convenience).

Each payment request will require the written approval of at least one authorised signatory from the User Group Committee.

All settlements of expenses, made by cheque or by other means, will require two signatures from any of the above group of four mandated authorised signatories.

These Rules and Regulations were adopted in August 2009 and will be reviewed each financial year thereafter.