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Bylaws of the North Carolina Chapter of the Health Physics
Society
BY-LAWS OF THE NORTH CAROLINA CHAPTER OF THE HEALTH PHYSICS SOCIETY
The name of the organization shall be the North Carolina Chapter of the Health Physics Society and hereinafter shall be designated as the Chapter.
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, to promote and improve Health Physics as a profession, and to promote the activities of the Health Physics Society.
Section 1. Every Member and Associate 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 shall serve as the Committee on Admissions and shall be responsible for approving applications for membership involving persons who are not Members or Associate 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 the individual a desirable Member of the Chapter. Application for membership in the Chapter by such persons shall be made on a form approved by the Executive Council which includes the approval signatures of at least two sponsors who are Members of the Chapter. Election to membership in the Chapter under the provisions of this section of the By-Laws requires the approval of at least four (4) members of the Executive Council and persons so elected shall be entitled to all privileges of membership in the Chapter except, as hereinafter provided in Article IV, Section 1, of the By-Laws, the right to become President, President-elect, Secretary, or Treasurer.
Section 3. Any member of the Chapter whose dues are unpaid on December 31 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 the year following which they are due; the member’s name shall be removed from the active membership list, the member shall be so informed, and shall receive no further communication from the Chapter. Any member whose residence is moved outside of the geographical jurisdiction of the Chapter may retain membership in the Chapter providing all other requirements for membership are fulfilled.
Section 4. Students may be elected as associate members of the Chapter.
Section 1. The officers of the Chapter shall be a President, President-elect, Secretary, and Treasurer. The officers of the Chapter shall be persons who are Members or Associate Members in good standing of the Health Physics Society.
Section 2. The President-elect shall be chosen by vote of the membership for a term of one year at the conclusion of which ascension to the Office of President for a one-year term becomes automatic.
Section 3. The Secretary and Treasurer shall be chosen by vote of the Membership for a term of two years. The election of these officers will be held in alternate 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 on May 15 of each calendar year.
Section 6. An office shall be declared vacant by the Executive Council in the event that an Officer resigns, moves outside the geographical jurisdiction of the Chapter, or ceases to be a Member of the Chapter. The vacated office shall be filled by the Executive Council in accordance with procedures set forth in Article V hereinafter provided.
Section 1. The 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 By-Laws governing these matters.
Section 2. The Executive Council shall consist of fourteen (14) voting members including the President, President-elect, Secretary, Treasurer, three (3) elective Council-persons and Chairpersons of the eight (8) standing committees. The Councilperson shall be elected from the membership of the Chapter for a three (3) year term each. One of three Councilpersons shall be elected each year.
Section 3. The Executive Council, together with Chapter Committee Chairpersons, shall hold at least two meetings each year. The meeting shall be presided over by the President of the Chapter. Seven (7) voting members of the Executive Council shall constitute a quorum and all decisions of the Executive Council shall require approval of at !east seven (7) voting members of the Executive Council. Any Council member not able to be present at a meeting of the Executive Council may be represented by a proxy.
Section 4. A seat on the Executive Council shall be declared vacant by the Chairperson of the Council in the event that a Council member should resign, move outside the geographical jurisdiction of the Chapter, or 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 an elective position, the Council may make an appointment to hold until the unexpired term is filled by election at the next regular ballot presented to the membership.
Section 6. (Catastrophe Clause) In the event that the membership of the Council drops below three (3) members because of death, resignations, or other circumstances, as the first order of business at the first scheduled meeting of the Chapter at which twenty (20) percent or more of the active membership is in attendance, the acting Chairperson of the meeting shall cause the election of a Temporary Chairperson 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 provisions of Article VI, Section 4, of the By-Laws hereinafter provided. The Temporary Chairperson shall present the names of the nominees to the membership at the meeting, allowing additional nominations from the floor. After the nominations are dosed, a secret ballot shall be taken and a majority vote 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 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 By-Laws shall take office immediately and the Temporary Chairperson shall turn the meeting over to the acting Chairperson of the meeting at which time the office of Temporary Chairperson 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 and other Members, furnish appropriate guidance in these matters, and approve or reject in accordance with Council procedures.
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 ten (10) days prior notification to the members of the Council. A request to the Chairperson made in writing by three (3) members of the Council shall require a meeting to be called.
Section 10. Ordinarily, the meetings of the Council will not be open to the Membership or public. However, on occasion, the Council may hold sessions which are open to any person, or groups of persons, whom the Council may designate.
Section 11. The President will preside over all meetings of the Chapter and may appoint other individuals to assist in the conduct of the meetings. He/She shall appoint necessary committees with the approval of the Executive Council and automatically becomes 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. This officer shall carry out correspondence of the Chapter, keep an accurate mailing list of the Membership, and post all ballots used in 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 shall pay all authorized bills against the Chapter. He/She shall submit his/her accounts for audit to the Executive Council prior to the Annual Meeting of the Chapter, and shall turn over to his/her successor all funds and properties of the Chapter. He/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 bonding shall be borne by the Chapter.
ARTICLE VI - ELECTION AND BALLOTING PROCEDURES
Section1. Except as heretofore provided for in Article V, Section 6 of the By-Laws, nominations for all elective positions and the election procedure governing the processes of election and balloting shall be in accordance with the provisions of Article VI of the By-Laws.
Section 2. Nominations for all elective positions shall be made by a Nominating Committee consisting of a Chairperson and two (2) other members appointed by the Chairperson and approved by the Executive Council. No member of the Executive Council shall be eligible to serve on this committee, other than the committee chairperson. Two (2) members of the committee shall constitute a quorum, and all decisions of the committee shall require the affirmative vote of at least two (2) members of the committee.
Section 3. The President-elect, the Secretary or Treasurer, and one Council-person shall be elected annually by the Members of the Chapter. Newly elected Officers and Councilpersons shall take office on May 15 of each calendar year.
Section 4. The Nominating Committee shall select at least one nominee (preferably two) for each elective office. In no case shall an individual’s name be placed in nomination for more than one elective position during any one election. No member's name shall be placed ~n nomination without the consent of the member.
Section 5. Prior to January 1, the Nominating Committee shall submit in writing the names of the nominees to the Secretary.
Section 6. The Secretary shall mail, by letter or electronic means, to each member in good standing a slate of officers as nominated by the Nominating Committee. Ballots must be returned prior to the Annual Meeting of the Chapter. Results will be announced at that meeting.
Section 7. The election of officers will be held in accordance with Article VI, Section 6. In addition to those nominated by the Nominating Committee, provisions will be made for write-ins. Balloting will be by secret ballot and tallied by the Secretary. Each member in good standing will be allowed one vote. Ties shall be settled by lottery.
ARTICLE VII - CHAPTER MEETINGS
Section 1. The Chapter shall hold at least two (2) Regular Meetings to include the Annual Meeting each calendar year. The date, time, and place for each Regular Meeting shall be established by the Executive Council except as otherwise provided for in the By-Laws.
Section 2. The Annual Meeting of the Chapter shall be held during the first quarter in each calendar year.
Section 3. Other meetings of the Chapter may be called by the President with the approval of seven (7) or more members of the Executive Council. A petition directed to a member of the Executive Council bearing the signatures of at least twenty (20) percent of the active membership shall require a meeting of the Chapter to be called.
Section 4. Members in good standing shall be notified by mail of all meetings at least ten (10) days in advance of the date, time, and place set for the meeting. The notification shall include a program listing of schedule activities of the meeting.
Section 5. A quorum at a Chapter meeting shall consist of twenty (20) percent of the Membership.
Section 6. All meetings of the Chapter are open to the entire Membership. Except when otherwise specified in writing by the Executive Council, any Member is privileged to bring guests to Chapter meetings provided reservations are made if required and/or registration fees are paid by the member when applicable.
Section 7. The Executive Council shall develop a standard procedure for governing limits where applicable, and the Robert’s Manual shall be the guide for any parliamentary procedure not especially provided for in the said rules of the Chapter. A change in the standard procedure governing the order of business at a meeting of the Chapter requires the approval of a majority of the Membership at the meeting.
Section 1. The Executive Council shall review the financial status of the Chapter annually and establish membership dues. These dues will be set by the Council pending approval by the membership.
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 Chapter shall be neither organized nor operated for pecuniary gain or profit. No part of the net earnings of the Chapter shall inure to the benefit of or be distributable to any member, director or officer of the Chapter, or any other private person, except the Chapter shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of its purposes as described in these By-laws or in the Articles of Incorporation.
Section 5. Upon dissolution of the Corporation, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not so disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the corporation is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.
ARTICLE IX - COMMlTTEES 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 program, 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, governmental, 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/Appointees shall be as follows:
(a) A Committee on Admissions shall be comprised of the members of the Executive Council as set forth elsewhere in the By-Laws. It will review applications for membership in the Chapter.
(b) A Program Committee shall consist of the President-elect as chairperson, the Treasurer, and two (2) or more other members. The Program Committee shall, at the direction of the Executive Council, handle the arrangements for all Chapter meetings. The Chairperson of the Program Committee shall be responsible for providing the Secretary and Newsletter Editor with an agenda for each meeting which will be circulated to the Membership at least ten (10) days prior to the meeting.
(c) A Public Information and Education Committee shall publicize the activities of the Chapter and promote education.
(d) A Nominating Committee shall work to promote Chapter members to State, Regional and National Society offices. The Chairperson shall be the retiring President.
(e) A Newsletter Editor shall be responsible for publishing the Chapter newsletter.
(f) A Membership Committee shall work to promote Chapter Membership.
(g) A Public Issues Committee shall be responsible for addressing issues of public interest.
(h) A TOREV Committee shall be responsible for the Team of Radiological Emergency Volunteers.
(i) A Student Paper Competition Committee shall implement the student paper competition.
Section 4. The President shall appoint such other committees as are deemed desirable for the effective operation of the Chapter. These shall be nonvoting members of the Executive Council.
Section 5. The membership of all committees appointed by the President under the provisions of Article IX 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 V, Section 6 (Catastrophe Clause), the absentee Member shall be required to submit a letter of authorization naming the person authorized to act in his 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 the appointed proxy. The letter of authorization shall be submitted to the Chairperson of the body involved for recognition and certification, after which it shall be turned over to the Secretary to become a matter of record.
Section 1. Amendments to the By-Laws may be proposed in the form of a motion by any Member in good standing at any Regular Meeting of the Chapter or at any Special Meeting called for that specific purpose. A motion covering a proposal to amend the By-Laws shall require the approval of the majority of the Membership present at the meeting in which the motion is presented. Upon passage of a motion to amend the By-Laws, the President shall appoint a committee which, within thirty (30) days following the motion to amend, shall prepare and submit the proposed amendment in writing to the Membership. A waiting period of thirty (30) days must elapse following the mailing of the proposed amendment to the Membership before a vote can be taken. A vote must be taken prior to the conclusion of the first meeting of the Chapter following the thirty (30) days waiting period set out above. The Executive Council is authorized to poll the Membership on proposed amendments to the By-Laws by means of a ballot, via letter or electronic means, in accordance with Article VI, Sections 6 and 7, or at a meeting of the Chapter. The affirmative vote of a 2/3 of the Membership voting shall be required to amend.