Contact: Chapter President Tim Kirkham



BYLAWS OF THE HOOSIER CHAPTER of the HEALTH PHYSICS SOCIETY

Originally adopted October 2, 2008

July 30, 2019

 

ARTICLE I

Name

The name of the organization shall be the Hoosier chapter of the Health Physics Society hereinafter designated as the Chapter.

 

ARTICLE II

Objectives

Section 1. The primary objective of the chapter is to

(i) encourage the dissemination of Information between individuals in the field of radiation protection and related fields,

(ii) improve public understanding of the need for better understanding and further research in radiation protection, and

(iii) provide for open lines of communication between Chapter members and the Health Physics Society, as provided for in the Chapter Charter.

Section 2. The objectives of the Chapter shall be accomplished by meetings, conferences, and publications highlighting the sciences and technologies which contribute to the knowledge of radiation effects and radiation protection.

 

ARTICLE III

Membership

Section 1. Every member of the Health Physics society shall automatically become a member of the Chapter upon presenting to the Chapter proof of membership in the Society followed by payment of Chapter dues.

Section 2. The Executive Council of the Chapter serves as the Committee on Admissions and is responsible for approving applications for membership involving persons who are not members of the Health Physics Society. An applicant may be any person who is engaged in a field of endeavor related to Health Physics or whose interests in the profession would make them a desirable member of the Chapter.

Section 3. The Executive Council may confer honorary membership on any person whose personal contribution to the advancement of Chapter affairs is particularly worthy. Persons so honored shall receive program announcements of Chapter activities and no dues are required but they shall have no vote and the honorary membership terminates at the end of the Chapter Term in which it is granted unless renewed by action of the Executive Council.

Section 4. Membership in the Chapter ceases when;

(i)                the Executive Council accepts the written resignation of the member,

(ii)               the death of the member is confirmed, or

(iii)             a member allows their dues to go unpaid after 8 months of the calendar year for which the dues are specified. Persons whose membership ceases because of nonpayment of dues may be reinstated to membership during the calendar year in which the delinquency occurs upon payment of dues in arrears. Resigning from the membership or loss of membership because of the failure to pay dues shall not prejudice the right of an individual to make a new application for membership in the Chapter.

 

ARTICLE IV

Officers

Section 1. The officers of the Chapter are a President, President-Elect, and Secretary-Treasurer. The President and the President-Elect shall be a member of the National Health Physics Society in good standing.

Section 2. The President is the presiding officer of the Chapter and as such is responsible for the overall administration of Chapter affairs.

Section 3. The President-Elect shall be chosen by vote of the membership for two Chapter Terms. At the conclusion of the first chapter Term, their ascension to the office of President becomes automatic; they perform duties as delegated to them by the President; and, in the absence of the President, assume the duties of the President.

Section 4. The Secretary-Treasurer is chosen by vote of the membership on alternate years each for two Chapter Terms.

As Secretary the Secretary-Treasurer keeps a record of all transactions and meetings of the Chapter and Executive Council. This individual carries out correspondence of the Chapter as directed by the President, collects all dues, keeps an accurate list of the membership, and posts all ballots used in elections and amending procedures.

As Treasurer the Secretary-Treasurer is the custodian of all monies of the Chapter and pays all authorized bills against the Chapter. This individual shall submit their accounts for audit to the Executive Council prior to the Annual Meeting of the Chapter, submit an annual report summarizing the financial status of the Chapter to the membership at the Annual Meeting, and turn over to their successor all funds and properties of the Chapter.

 

ARTICLE V

Executive Council

Section 1. The Executive Council is the governing 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. It consists of five (5) voting members including the President, President-Elect, Secretary-Treasurer, and three elective Councilpersons. The Councilpersons shall be elected from the membership of the Chapter for three Chapter Terms each and one of three Councilpersons shall be elected each year.

Section 2. The Executive Council shall adopt and document RULES, which govern the conduct of all meetings and the administration of Chapter affairs. The RULES, when enacted and documented as such, shall be construed so as to expedite administrative matters and they are effective until amended by due process through appropriate Council action.

Section 3. The Executive Council meets at the call of the President who presides over the meetings. A written request directed to an officer and which bears the signatures of at least four (4) members of the Council requires that a meeting be called.

Section 4. Three (3) voting members of the Executive Council shall constitute a quorum. Any member not able to be present at a meeting of the Council may be represented by proxy, and the proxy may vote in the name of the member except proxies shall not be counted in establishing a quorum. Decisions at a meeting of the Council are reached by a majority of those present and voting, provided the presiding officer shall have no vote except in case of a tie-vote, in which case, they may cast the deciding vote.

Section 5. Ordinarily, the Meetings of the Council are not open to the membership or public. However, on occasion, the Council may hold sessions, which are open to any persons, or groups of persons, whom the Council may designate.

 

ARTICLE VI

Chapter Meetings

Section 1. The Annual Meeting of the Chapter should be normally scheduled for the month of May, but in no case may be held later than May 31, of each calendar year. Other Meetings of the Chapter may be called at the discretion of the Executive Council, and the Chapter shall hold at least two (2) Meetings during each Chapter Term and each calendar year. A petition directed to the Executive Council bearing the signatures of at least ten (10) percent of the Chapter members shall require a Meeting of the Chapter to be called.

Section 2. Members of the Chapter shall be given at least ten (10) days’ notice of all Meetings of the Chapter. The notification shall include the date, time, place set for the Meeting, and the agenda which lists the scheduled activities of the Meeting. The agenda for a Meeting of the Chapter is limited to those administrative and other business affairs requiring attention by the Chapter.

Section 3. A quorum at a Chapter Meeting for voting purposes shall consist of twenty (20) percent of the Chapter membership.  If electronic balloting is used for voting purposes, a quorum shall consist of twenty (20) percent of the Chapter Membership.

Section 4. All Meetings of the chapter are open to the entire membership and, except when otherwise specified in writing by the Executive Council, any member is privileged to bring guests to Chapter Meetings provided reservations are made when required and registration fees are paid when applicable.

Section 5. The most recent edition of Roberts Manual (also identified as Roberts Rules of Order) shall be the guide for any parliamentary procedure not specifically provided for by the Chapter Charter, these BYLAWS, or the RULES of the Chapter.

Section 6. Other activities of the Chapter, such as professional conferences, gatherings for set programs or discussions, social affairs, or a combination thereof, may be held at the same time as or in conjunction with the Chapter Meetings but are not considered integral parts of these Meetings.

 

ARTICLE VII

Committees and Appointments

Section 1. The President shall appoint, with the approval of the Executive Council, individuals 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 Chapter to include industrial, governmental, educational, and professional interests.

Section 2. All Committee Chairs 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 Permanent Committees may include a Nominating Committee, a Program Committees, and such other committees as may be provided for in the RULES of the Chapter.

Section 4. The President and the President-Elect represent the Chapter at a meeting of the Chapter council when it meets at an Annual Meeting of the Health Physics Society. In the event the President or President-Elect is unable to attend these meetings; the Executive Council may appoint alternates provided the appointees are members of the Society.

 

ARTICLE VIII

Tenure, Vacancies, and Election Officer Selection Procedures

Section 1. The Chapter Term is the 12-month period beginning June 1st of each year.

Section 2. The term of office for an appointive office ends automatically when a new President is installed and an individual who holds an appointive office shall not presume to continue in the office unless requested to do so by the newly installed President. The President, or their duly authorized representative, shall name all persons who will serve in an appointive office subject to Article VII, Section 1, supra.

Section 3. The term of office for a Chapter office shall be the number of Chapter Terms as specified elsewhere in the BYLAWS of the Chapter. Such officeholders remain in office until the end of a chapter Term and until a successor has been selected and installed in the office. Also, for purposes of Article VIII of the BYLAWS, the offices of President and President-Elect shall be considered as one office.

Section 4. A vacancy occurs in an office, whether it is appointive or elective, when (i) the officeholder resigns from office, (ii) the officeholder ceases to function in the office because of death or other circumstances, or (iii) the term of office expires.

Section 5. In the event of a vacancy in an appointive office, the vacancy is filled in accordance with procedures governing appointments.

Section 6. In the event of a vacancy which creates an unexpired term, any Chapter office other than one which involves the presidency: The Executive Council may make an appointment to hold through the next Annual Meeting of the Chapter at which time the vacancy shall be filled by a vote of the membership under the regular selection procedure. When the office of President becomes vacant: The President-Elect assumes the duties of the President, but they retain the title of the President-Elect until such time as they would have ascended to the presidency in their own right and the office of President remains vacant. When a vacancy occurs in the office of President-Elect: the vacancy shall be filled by a vote of the membership under regular selection procedures and a special selection may be called by the Executive Council for this purpose except where the provisions of section 8, infra, are invoked.

Section 7. Except as provided for in Section 8, infra, the regular selection procedure by which a vote of the membership is taken shall be as follows:

  1. Nominations for all elective positions shall be made by a Nominating Committee consisting of at least two (2) members appointed by the President and approved by the Executive Council. Nominations may also be made by petition signed by 10% of the Chapter membership, provided such petitions are received by the Nominating Committee at least ninety (90) days prior to the Annual Meeting in May. No member of the Executive Council shall be eligible to serve on this Committee and an effort shall be made to achieve a balance of representation on the committee to include local, industrial, governmental, educational, and professional interests. Decisions made by a majority of the members of the Nominating Committee shall prevail.  In the absence of a majority, plurality shall prevail.
  1. The Nominating committee shall strive to select two (2) nominees for each elective office; these may include individuals nominated by petition or may be in addition thereto. In no case, shall an individual's name be placed in nomination for more than one elective position during any one election, and no member shall have their name placed in nomination without their consent.
  1. At least ninety (90) days prior to the Annual Meeting of the Chapter in May, the Nominating Committee shall submit in writing the names of the nominees, including any named by petition, to the Secretary.
  1. Voting shall be conducted using a system that preserves voter privacy. All letter ballots or instructions for voting electronically shall be prepared at the direction of the Secretary and submitted to each member of the Chapter. Ballots (letter or electronic) for elective positions shall be submitted at least sixty (60) days prior to the Annual Meeting and provisions shall be made for the name of write-in candidates on the ballots. Ballots shall be accompanied by all relevant texts, such as background information. A ballot shall be closed on the thirtieth (30th) day following the submission of the last ballot by the membership.
  1. If more than one nominee for any position exists, in not more than ten (10) days following the closing of the ballot, the Secretary shall convene not less than two (2) members of the Executive Council for the purpose of tabulating and certifying the vote. A majority vote of the membership voting for an elective position shall be required to elect. If more than two members contest an office and none receives a majority vote on the ballots, a choice between the two receiving the greatest number of votes will be made at the Annual Meeting by secret ballot of those members at the Meeting. Ties shall be settled by lottery. Following certification of the results of the poll, nominees shall be notified promptly of the outcome of the election.
  1. Installation of successful candidates for office will be made at the Annual Meeting in May to be effective at the start of the next Chapter Term on the succeeding June 1.

Section 8. (Catastrophe clause). In the event that the membership of the Executive Council falls below four (4) members, the provisions of Section 8 take precedence over provisions of Sections 6 and 7, supra, as may be applicable. 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 and the following appropriate notification to the active members of the Chapter, the person who is presiding at the Meeting shall cause the election of a Temporary Chair, who, in turn, shall convene the 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, or if a Nominating Committee has not been named, the Temporary Chair shall form a Nominating Committee of three (3) persons to include those members of the Nominating Committee who may have been appointed previously and who are present. The Nominating Committee as now constituted shall select two nominees for all vacated elective positions. The Temporary Chair 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 vote of those members present shall be required to elect. If a majority vote is not obtained on the first ballot, the name of the individual receiving the least 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 they shall serve through the next Annual Meeting of the chapter at which time any unexpired term shall be filled in accordance with regular election procedures except if a President-Elect has been chosen under the provisions of this Section they shall ascend to the office of President. Following the above proceedings, the Temporary Chair shall turn the meeting over to the appropriate officer at which time the office of Temporary Chair is dissolved.

 

ARTICLE IX

Financial

Section 1. The Executive Council shall review the financial status of the Chapter annually and establish Plenary Membership dues in an amount not to exceed $10.00 per annum.

Section 2. All funds accrued by the authorized agents of the Chapter shall, after proper accounting, be paid into the office of the Treasurer where they shall be entered in the books of the Chapter and deposited in a bank and to an account, or accounts, 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 from recommendations of the officers and Committee Chairs

Section 4. Proceeds from dues payments may be used only for operating expenses of the Chapter, primarily those expenses normally considered to pertain to the offices and committees designated.

Section 5. The Executive Council shall be authorized to levy special assessments upon the Chapter members only for necessary supplementations to dues payments. The Executive Council is, however, also authorized to request member contributions for other purposes consistent with the objectives of the Chapter.

 

ARTICLE X

Amendments

Section 1. Amendments to be the BYLAWS may be proposed in the form of a motion to amend by any member at any meeting of the Chapter where a quorum is present. A motion to amend the Bylaws shall require, as determined by a standing vote, the approval of a majority of the membership present at the meeting in which the motion is presented. A motion to amend the Bylaws shall include a general outline of the objectives of such a proposed amendment. An Ad Hoc Committee shall be appointed by the President to craft the proposed amendment, ensuring consistency with requirements of the Health Physics Society and the Chapter’s governing documents.  Upon passage of a motion to amend the BYLAWS, the President shall appoint an Ad Hoc committee which, within thirty (30) days following the motion to amend, prepares and submits the proposed amendment for dissemination to the membership.  The proposed amendment shall be presented to the membership for a vote prior to the conclusion of the first Meeting of the Chapter following the (30) day waiting period set out above. The Executive Council is authorized to poll the membership on proposed amendments to the BYLAWS by means of (i) a letter ballot or (ii) at a meeting of the Chapter. The affirmative vote of two-thirds of the membership voting which must also comprise a majority of the Chapter members is required to amend.

 

ARTICLE XI

Rules

Section 1. Conferences and Programs

Part a. In meeting the objectives of the Chapter, various professional activities are encouraged. These include but are not limited to conferences or formal discussions on specific topics, programs presented by Chapter members or others, visits to various facilities in or out of the state, etc.

Part b. A Program Committee of three (3) members with an identified chair shall be named by the President of the Chapter. This committee shall have the responsibility for arranging various activities of interest to the Chapter. As in the case of Meetings, all members shall be notified of scheduled Programs at least ten (10) days prior to their occurrence.

Part c. Insofar as feasible, programs and other professional activities of the Chapter shall be rotated geographically throughout the State of Indiana; this is not meant to establish a set sequence for such program distribution, or necessitate an inappropriate location for a program.

 

Section 2. Public Activities

Part a. Members of the Chapter are encouraged to participate fully as citizens in any activity of their interest in the political realm, especially to those areas where their special expertise and knowledge permit them to make a contribution to an understanding of technical matters. However, in conjunction with or as a part of such participation, they may not indicate either that they are speaking for the Chapter or that their opinions are those of the Chapter membership.

Part b. The President of the Chapter may, by affirmative vote of 75% of the Chapter membership, be authorized to speak for the Chapter on a matter of professional concern to the Chapter and the profession of Health Physics.