BYLAWS OF THE RIO GRANDE CHAPTER OF THE HEALTH PHYSICS SOCIETY
ARTICLE I – NAME
The name of the completely volunteer organization shall be the Rio Grande Chapter of the Health Physics Society and hereinafter shall be designated as the Chapter.
ARTICLE II – OBJECTIVES
Section 1. The objectives of the Chapter are to aid in the work of Health Physics, to improve dissemination of information between individuals in this field and related fields, to improve public understanding of the problems and needs in radiation protection, and to promote within the Chapter’s jurisdiction the activities of the Health Physics Society.
Section 2. The objectives of the Chapter shall be accomplished by meetings, conferences, and publications with emphasis on all sciences that contribute to the knowledge of radiation effects and radiation protection.
Section 3. The geographical jurisdiction of the Chapter as referred to throughout the Bylaws is the State of New Mexico.
ARTICLE III – MEMBERSHIP
Section 1. Every person who is a Member of the Health Physics Society shall automatically become a Member of the Chapter upon presenting to the Chapter proof of membership in the Health Physics Society followed by payment of chapter dues.
Section 2. A person who is engaged in a field of endeavor related to Health Physics or whose interests in the profession would make the person a desirable Member of the Chapter may make application for membership. Election to membership in the Chapter under the provisions of this section of the Bylaws requires the approval of at least four (4) members of the Executive Council. The Executive Council of the Chapter shall serve as the Committee on Admissions and shall be responsible for approving applications for membership involving persons who are not members of the Health Physics Society.
Section 3. Any member of the Chapter whose dues are unpaid on the day of the spring technical meeting of the calendar year in which dues are specified is not in good standing and shall have no vote. Membership in the Chapter ceases when the dues of the Member are not paid within one year after they are due.
Section 4. Affiliates are organizations whose interests in the general field of radiation protection are such as to warrant a formal working relationship with the Chapter. There shall be no voting rights for Affiliates. Requirements and dues for Chapter Affiliates shall be determined by the Executive Council.
ARTICLE IV – OFFICERS
Section 1. The Officers of the Chapter shall be a President, President‑Elect, Treasurer, and Secretary. The Officers of the Chapter shall be persons who are Members in good standing of the Health Physics Society.
Section 2. The President‑Elect shall be approved by vote of the Membership for a term of one year at the conclusion of which his or her ascension to the office of President for a one-year term becomes automatic.
Section 3. The Secretary and Treasurer each shall be approved by vote of the Membership for a term of two years.
Section 4. No Officer shall be eligible for election to the same office for more than two consecutive terms.
Section 5. The term of office for all Officers shall begin following installation at the Annual Meeting of the Chapter.
Section 6. An office shall be declared vacant by the Executive Council in the event an Officer resignsor ceases to be a member of the Chapter. The vacated office shall be filled by the Executive Council with procedures set forth in Article VI hereinafter provided.
ARTICLE V – COUNCIL MEMBERS
In addition to the officers described in Article IV, there shall be at least three Directors. While Directors are exempt from the requirement to be members of the Health Physics Society, they are highly encouraged to be involved at this level. Directors must be members in good standing of the Chapter.
ARTICLE VI – ROLES AND RESPONSIBILITIES
The roles and responsibilities unique to each officer of the Chapter, as described within these bylaws are summarized as follows:
The President or his designee shall:
- preside over Chapter and Executive Council meetings;
- appoint necessary committees with the approval of the Executive Council;
- automatically become an ex-officio member of these committees;
- present the state of the Chapter at the Annual Meeting.
The President Elect shall:
- serve as the chair of the Program Committee as appointed by the president.
- preside over Chapter and Executive Council meetings in the absence of the president.
The Past President shall:
- serve as the chair of the Nomination Committee as appointed by the president.
- Be a non-voting member of the Executive Council unless the vote is necessary to resolve a tie vote.
The Secretary shall:
- keep a record of all transactions and meetings of the Chapter and Executive Council.
- document actions taken by the Executive Council.
- carry out correspondence of the Chapter.
- keep an accurate contact list of the Membership.
- post all ballots used in the election and amending procedures.
- shall cast a token vote at the annual meeting for the slate of nominated individuals when only one individual is running for an officer position.
- direct preparation of election ballots and distribute to membership.
- shall examine the names on the ballot responses and certify the eligibility of the Member to vote.
The Treasurer shall:
- Maintain financial records for the Chapter.
- Present the Chapter financial report at the annual Chapter meeting.
- Verify membership rolls to include affiliate members.
- Complete the paperwork associated with the Chapter’s non-profit standing.
The Director shall:
- participate in Executive Council meetings.
ARTICLE VI – ADMINISTRATION
Section 1. An Executive Council is the representative body of the Chapter, and, as such, shall have, hold, and control all funds, properties, and activities of the Chapter in accordance with the Bylaws governing these matters.
Section 2. The Executive Council shall consist of at least seven (7) voting member’s including President, President-Elect, Secretary, Treasurer, , and three elective Directors. The Immediate Past President is an ex-officio member of the Executive Council without voting privileges, unless the vote is needed to break a tie. The Directors shall be from the Membership of the Chapter resident within the geographical jurisdiction of the Chapter and approved by a member vote for a three-year term each. One of the three Directors shall be nominated and approved each year.
Section 3. The Executive Council shall hold at least two meetings each year, and the meetings shall be presided over by the president or his designee. Four (4) voting members of the Executive Council shall constitute a quorum and all decisions of the Executive Council shall require the approval of at least four (4) voting members of the Council. Any Council Member not able to be present at a meeting of the Executive Council may be represented by his proxy.
Section 4. A seat on the Executive Council shall be declared vacant by the Chairman of the Council in the event that a Council Member should resign his seator cease to be a Member of the Chapter. The vacated seat may be filled as hereinafter provided.
Section 5. In the event of a vacancy in a Director or Officer position, the Council may make an appointment to hold the position until the unexpired term is filled by nomination and approval at the next regular letter or electronic ballot presented to the membership.
Section 6. (Catastrophe Clause) In the event that the membership of the Council drops below four (4) members because of death, resignation, or other circumstances, as the first order of business at the first scheduled meeting of the Chapter at which thirty (30) percent or more of the active membership is in attendance (either in person or by proxy), the acting Chairman of the meeting shall cause the election of a Temporary Chairman, who, in turn, shall convene those members of the Nominating Committee who are present. In the event that one or more of the members of the Nominating Committee are not present, the Temporary Chairman shall appoint proxies for the absentee members. The Nominating Committee as now constituted shall select two nominees for all vacated elective positions in accordance with the provisions of Article VII, Section 4, of the Bylaws hereinafter provided. The Temporary Chairman shall present the names of the nominees to the Membership at the meeting allowing additional nominations from the floor. After the nominations are closed, a secret ballot shall be taken and a majority of those present shall be required to elect. In the event that a majority vote is not obtained on the first ballot, the name of the individual receiving the smallest number of votes shall be dropped from the ballot and balloting shall continue in this manner until a majority vote is obtained. Persons elected under this section of the Bylaws shall take office immediately and the Temporary Chairman shall turn the meeting over to the Acting Chairman of the meeting at which time the office of Temporary Chairman is dissolved.
Section 7. It shall be the responsibility of the Executive Council to review the financial status of the Chapter annually for the purpose of establishing the annual dues required for membership in the Chapter.
Section 8. The Executive Council shall review the program of the Chapter as presented by the President Elect and other Members, furnish guidance in these matters, and approve or reject.
Section 9. Meetings of the Executive Council shall be called at the direction of the President or by the Chairperson of the Council. All sessions of the Executive Council shall require at least three (3) days prior notification to the members of the Council. A request to the Chairman made in writing by four (4) members of the Council shall require a meeting to be called.
Section 10. Meetings of the Council are open to any member of the Chapter who notifies the President or the Chairman of the Council of his wish to attend.
Section 11. The President shall preside over all meetings of the Chapter and may appoint other individuals to assist in the conduct of the meetings. The President shall appoint necessary committees with the approval of the Executive Council and automatically become an ex-officio member of these committees. The retiring President shall submit an oral report of the “State of the Chapter” to the Membership at the Annual Meeting.
Section 12. The President-Elect shall perform duties as delegated by the President, and in the absence of the President at a meeting of the Chapter, will assume the duties of the President.
Section 13. The Secretary shall keep a record of all transactions and meetings of the Chapter and Executive Council. The Secretary shall carry out correspondence of the Chapter, keep an accurate contact list of the Membership, and post all ballots used in the election and amending procedures.
Section 14. The Treasurer shall be the custodian of all monies of the Chapter, shall receive all monies due the Chapter, and pay all authorized bills against the Chapter. He or she shall submit the accounts for audit to the Executive Council prior to the Annual Meeting of the Chapter and shall turn over to his or her successor all funds and properties of the Chapter. He or she shall submit an annual report summarizing the financial status of the Chapter to the Membership at the Annual Meeting. The Treasurer may be bonded in such an amount as shall be determined by the Executive Council and by a company approved by the Executive Council. When bonded, expense of the bonding shall be borne by the Chapter.
ARTICLE VII – NOMINATING PROCEDURES
Section 1. Except as heretofore provided for in Article VI, Section 6, of the Bylaws, nominations for all Officer and Executive Council positions and the procedure governing the processes of balloting and approval shall be in accordance with the provisions of Article VII of the Bylaws.
Section 2. Nominations of candidates for each Officer and administrative position within the Chapter shall be made by a Nominating Committee consisting of a Chairperson and two (2) other members appointed by the President and approved by the Executive Council. The Immediate Past President shall serve as Chair of the Nominating Committee. The names of the Nominating Committee members shall be announced to the Chapter members within thirty (30) days of their appointment and approval.
Section 3. The President‑Elect and one Council member shall be approved annually by the members of the Chapter and shall serve until their successors are approved and installed. The Secretary shall be approved on alternate years and shall serve until his or her successor is approved and installed. The Treasurer shall be approved on alternate years and shall serve until his/her successor is approved and installed. Newly approved Officers and Council members shall be installed by the outgoing President or his or her duly authorized representative in a manner set forth by the Executive Council and shall take office during the Annual Meeting following letter or electronic ballot.
Section 4. The Nominating Committee shall select a slate of candidates consisting of at least one nominee for each office. The Nominating Committee shall notify the membership in writing that the nominations will take place 30‑50 days from the notification date and is soliciting names of members interested and willing to serve the Chapter in the capacity of an Officer or Council member. In no case shall an individual’s name be placed in nomination for more than one position during any one balloting. No Member shall have his name placed in nomination without his or her consent.
Section 5. The Nominating Committee shall submit in writing the names of the nominees to the Secretary not later than sixty (60) days prior to the Annual Meeting of the Chapter. Those names shall be distributed to the membership within seven (7) days from receipt by the Secretary. Additional nominations from the general membership shall be accepted through the Annual Meeting. After this period, nominations are closed.
Section 6. The Nominating Committee shall attempt to ensure that the composition of the Executive Council is representative of the various organizational groups within the geographical jurisdiction of the Chapter to include industrial, government, educational, and professional interests.
ARTICLE VIII – ELECTIONS
Section 1. If only a single individual is nominated for each position after nominations are closed, no election is performed and the Secretary (current or outgoing) shall cast a token vote at the annual meeting for the slate of nominated individuals.
Section 2. All ballots (letter or electronic) shall be prepared at the direction of the Secretary and distributed to each Member of the Chapter in good standing.
Section 3. The Member shall return his or her ballot to the Secretary with the Member’s name and return address displayed either on the mailing envelope (if returning by mail) or as the “from” e-mail signature (if the ballot is returned electronically). On the day following the closing of the ballot, the Secretary shall convene not less than four (4) members of the Executive Council for the purpose of tabulating and certifying the vote. The Secretary shall examine the names on the ballot responses and certify the eligibility of the Member to vote. The ballots shall be removed in such a manner as to preserve the vote as secret and no ballot shall be voided if the intent as to the choice of the Member is clear. The envelopes, ballots, signature page and tally sheets shall be retained by the Secretary and sealed in a suitable container until the close of the next Regular Meeting of the Chapter, after which time the envelopes, ballots, and tally sheets shall be destroyed. A simple majority vote of the Membership voting for an executive position or an amendment shall be required to approve a candidate or amendment. Following certification of the results of the poll, nominees shall be notified promptly of the outcome of the election.
ARTICLE IX– FINANCIAL
Section 1. The Executive Council shall review the financial status of the Chapter annually and establish membership dues.
Section 2. All funds shall be paid into the office of the Treasurer where they shall be entered in the books of the Chapter and deposited in a bank approved by the Executive Council.
Section 3. All expenditures shall be made in accordance with a budget of appropriations as adopted by the Executive Council.
Section 4. The treasurer and president shall have signature authority on the Chapter financial accounts.
Section 5. In addition to the Treasurer and President, the President Elect shall have the authority to commit Chapter funds.
ARTICLE X – COMMITTEES AND APPOINTMENTS
Section 1. The President shall appoint with the approval of the Executive Council individuals and/or committees to assist the officers and the Executive Council in the development and administration of programs, projects, policies, and so forth. In making such appointments, consideration shall be given to maintaining a balance of representation from the various organizational groups within the geographical jurisdiction of the Chapter to include industrial, government, educational, and professional interests.
Section 2. All committees shall be responsible for keeping records of the activities of the committee when directed by the President and shall submit such records to the Secretary of the Chapter.
Section 3. The Standing Committees shall be as follows:
- A Committee on Admissions may be comprised of the members of the Executive Council as set forth elsewhere in the Bylaws. It will review applications for membership in the Chapter and decide for or against the acceptance of an applicant for membership.
- A Program Committee may consist of the President‑Elect as Chairperson and two (2) or more members. The Program committee shall, at the direction of the Executive Council, handle arrangements for all Chapter meetings. The Chairperson of the Program Committee shall be responsible for providing the Secretary with an agenda for each meeting which will be circulated to the Membership at least ten (10) days prior to the meeting.
- A Public Relations Committee consisting of a Chairman and at least two (2) other members may publicize the activities of the Chapter.
- A Nominating Committee shall be appointed and shall function in accordance with the provisions set forth in Article VII governing the activities of the Nominating Committee.
Section 4. The President shall appoint such other committees as are deemed desirable for the effective operation of the Chapter.
Section 5. The membership of all committees appointed by the president under the provisions of Article X shall terminate automatically at the close of the presidential term in which the appointments were made.
Section 6. (Proxy Clause) Absentee Members of Committees, at meetings of the Executive Council, and at Chapter Meetings are authorized to be represented in any and all such meetings by proxy. Except as specified in Article VI, Section 6 (the Catastrophe Clause), the absentee Member shall be required to submit written authorization naming the person to act in his or her stead. The person so named must be a Member in good standing of the Chapter but need not be a member of the same body of the Chapter as that of the absentee Member. The absentee member may, or may not, set forth conditions limiting the authority of his or her proxy. The written authorization shall be submitted to the Chairman of the body involved for recognition, after which it shall be turned over to the Secretary of the Chapter to become a matter of record.
ARTICLE XI – MEETINGS
Section 1. The Program committee shall, at the direction of the Executive Council, handle arrangements for all Chapter meetings.
Section 2. The Chairperson of the Program Committee shall be responsible for providing the Secretary with an agenda for each meeting that will be circulated to the Membership at least ten (10) days prior to the meeting.
Section 3. There shall be included each year an Annual Meeting to be held in the spring but no later than the scheduled annual meeting of the national Health Physics Society. This meeting should be, if possible, a full day technical meeting. A business session shall be held as part of this meeting at which time the changing of officers shall occur. Chapter reports including Treasurer’s report, State of the Chapter, and committee reports should be presented .
Section 4. As possible, at least one additional meeting should be held in the fall each year.
ARTICLE XII – AMENDMENTS
Section 1. Amendments to the Bylaws may be proposed (i) at any business meeting of the membership if accepted by a majority vote of the members present and voting, (ii) by petition bearing the signatures of at least ten (10) percent of the voting members of the Chapter, or (iii) by the Executive Council. Proposed amendments shall be reviewed by the Executive Council, or by a committee appointed by the President and approved by the Executive Council, put in proper context, and the circulated to the membership of the Chapter by the Secretary within ninety (90) days following the proposal to amend. A minimum period of thirty (30) days must elapse following the mailing (electronic mailing is acceptable) of the proposed amendment to the Membership before a vote can be concluded. A vote must be concluded prior to adjournment of the first meeting to the Chapter following the thirty (30) day period set out above. The Executive Council is authorized to poll the Membership on proposed amendments to the Bylaws by means of a letter or electronic ballot in accordance with Article VIII, Sections 2 and 3, or at a meeting of the Chapter. The affirmative vote of a majority of the Membership voting shall be required to amend.