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BYLAWS OF THE

VIRGINIA CHAPTER OF THE HEALTH PHYSICS SOCIETY, INC.
(Also available as PDF File)



Adopted March 7, 1975; Revised May 10, 1988; Amended September 7, 1995; Amended 2001


ARTICLE I


NAME


The name of the organization shall be the Virginia Chapter of the Health Physics Society, Incorporated, hereinafter designated as the Chapter. [Until such time as the Chapter completes the requirements for becoming a registered corporation in the Commonwealth of Virginia the phrase "Incorporated," shall not apply. At such time as the Chapter becomes a registered corporation this and all other bracketed statements dealing with the subject of incorporation shall be null and void.]



ARTICLE II


OBJECTIVES


Section 1. The primary objectives of the Chapter are to (i) encourage the dissemination of information between individuals involved in the use of electromagnetic or particulate radiation or radioactive materials and related fields, (ii) improve public understanding of the problems and needs involved in the safe and reasonable use of electromagnetic or particulate radiation and radioactive materials, 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, seminars, publications, or other suitable means, with emphasis on all sciences and technologies which contribute to the knowledge of the safe and reasonable use of electromagnetic or particulate radiation and radioactive materials.


Section 3. The Chapter is organized exclusively for educational and scientific purposes, including, the making of distributions to organizations under Section 501(c)(3) of the Internal Revenue Code.



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. Other individuals with personal or professional interest in furthering the objectives and goals of the Chapter may apply for membership in the Chapter.

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. Applicants 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 the 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 April 1 of the year for which the dues are specified. Persons whose membership ceases because of nonpayment of dues may be reinstated to membership during the 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 President, President-Elect, Secretary/Treasurer, and Immediate Past President. The President and the President-Elect shall be persons who are members of the 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 during their year in office. [At such time as the Chapter becomes a registered corporation in the Commonwealth of Virginia the following statement shall become operative.] The President of the Chapter shall also serve as the Chairman of the Board of Directors of the Corporation.


Section 3. The President-Elect shall be chosen by vote of the membership. At the conclusion of the year as President-Elect 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, assumes the duties of the President.


Section 4. The Secretary shall be chosen by vote of the membership in odd numbered years for a term of two years. [At such time as the Chapter becomes a registered corporation in the Commonwealth of Virginia the following statement shall become operative.] The Secretary/Treasurer of the Chapter shall also serve as the registered agent of the corporation. The Treasurer shall be chosen by vote of the membership in even numbered years for a term of two years.


Section 5. The Secretary shall keep a record of all transactions and meetings of the Chapter and Executive Council, shall carry out correspondence of the Chapter as directed by the President, collects all dues, keep an accurate mailing list of the membership, and post all ballots used in elections and amending procedures. The Treasurer shall be the custodian of all monies of the Chapter and pay all authorized bills against the Chapter. They 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 the successor all funds and properties of the Chapter. [At such time as the Chapter becomes a registered corporation in the Commonwealth of Virginia the following additional authorities and responsibilities shall be assigned to the Secretary.] The Secretary shall prepare such reports as the State Commerce Commission may require, and shall submit such reports and payments as may be required to the Commission within the time limits specified by the Commission.


Section 6. At the close of each Annual Meeting the outgoing President shall become the Immediate Past President, and shall serve in that capacity until succeeded at the next Annual Meeting. The Immediate Past President shall provide the President and other officers such advice and assistance as may best serve the interests and programs of the Chapter and the Society.



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 eight (8) voting members including the President, President-Elect, Secretary, Treasurer, Immediate Past President, and three elected Council representatives. The Council representatives shall be elected from the membership of the Chapter for terms of three years. One of three Council representatives shall be elected each year. The Council representatives shall be elected so as to represent the western, central and eastern regions of the state.


Section 2. The Executive Council may establish 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 are effective until amended, through appropriate Council action.


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

Section 4. Four (4) voting members of the Executive Council shall constitute a quorum. Any member not able to be present at a meeting may be represented by their proxy, and the proxy may vote in the name of the member, except proxies shall not be counted in establishing a quorum. The appointment of a proxy for any member of the Council shall be in writing and that appointment shall be presented to the presiding officer at the beginning of the meeting. Decisions at a meeting of the council are reached by a majority of these present and voting provided the presiding officer shall have no vote except in case of a tie, in which case, they may cast the deciding vote.


Section 5. [This section shall become operative at such time as the Chapter becomes a registered corporation in the Commonwealth of Virginia] The Executive Council of the Chapter shall also serve as the Board of Directors of the corporation.


Section 6. 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, groups of persons, whom the Council may designate.



ARTICLE VI


CHAPTER MEETINGS


Section 1. The Chapter shall hold an Annual meeting of the Chapter no later than May 31 of each calendar year. Other meetings of the Chapter may be called at the discretion of the Executive Council. The Chapter shall hold at least two (2) meetings each calendar year. Regional Chapter meetings may be held at the discretion of the regional council representatives. A petition directed to the Executive Council bearing the signatures of at least ten (10) percent of the Chapter members requires that a meeting of the Chapter be called.


Section 2. Members of the Chapter shall be given at least ten (10) days advance notice of all meetings of the Chapter. The notification shall include the date, time, place set for the meeting, and a program which lists the scheduled activities of the meeting.


Section 3. A quorum at a Chapter meeting for voting purposes 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 or registration fees are paid when applicable


Section 5. Robert's Rules of Order shall be the guide for any parliamentary procedure not specifically provided for in Bylaws of the Chapter.


ARTICLE VII


COMMITTEES AND APPOINTMENTS


Section 1. The President may 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 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/Treasurer of the Chapter for retention with the other records of the Chapter.


Section 3. Permanent Committees may be established as deemed necessary by the Executive Council for such special purposes as they shall define. These permanent committees shall operate under the direction of the Executive Council.


Section 4. The President and the President-Elect are expected to represent the Chapter at a meeting of the Chapter Council when it meets at meetings of the Health Physics Society if they are in attendance at such society meetings. In the event that the President and/or the President-Elect are unable to attend these meetings, the Executive Council shall appoint alternates who expect to be in attendance provided the appointees are members of the Society.



ARTICLE VIII


TENURE, VACANCIES AND ELECTION PROCEDURES


Section 1. A Chapter Term begins with the close of each Annual Meeting of the Chapter and runs until the close of business at the next Annual Meeting.


Section 2. The term of office for an appointive office ends automatically when a new President is installed. 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 duly authorized representative, names all persons who will serve in an appointive office subject to Article VIII, Section 1.


Section 3. The terms of office for elective offices shall be as defined elsewhere in the Bylaws of the Chapter. Such office holders remain in office until a successor has been elected and installed in the office.


Section 4. A vacancy occurs in an office, whether it be appointive or elective, when (i) the office-holder resigns from office, (ii) the office-holder ceases to function in the office because of death or other circumstances, (iii) the term of office expires, or (iv) the office-holder is removed from office for just cause and with due process.


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 the office of President becomes vacant, the President-Elect shall assume the duties of the President, but retain the title of President-Elect until such time as they ascend to the Presidency in their own right. The office of President shall remain vacant during this period.


Section 7. In the event the office of President-Elect becomes vacant the vacancy shall be filled by a vote of the membership under the regular election procedures outlined in Section 9. A special election may be called by the Executive Council for this purpose.


Section 8. In the event any office other than those of President or President-Elect becomes vacant, the Executive Council may appoint a member of the Chapter to fill the vacancy until the next Annual Meeting of the Chapter, at which time the appointment expires and the office shall be filled as part of the regular election process.


Section 9. Except as provided for in Section 10 the regular election procedure by which a vote of the membership is taken shall be:


(a) Nominations for all elective positions shall be made by the Executive Council. The rules governing normal Executive Council proceedings shall also govern the Council when it meets for the purpose of selecting nominees for Chapter office. The Executive Council should endeavor to select at least two (2) nominees for each elective office. A list of nominated candidates shall be presented to the membership at the Chapter meeting immediately preceding the Chapter elections (usually the winter meeting). At this time further candidate nominations may be made by the Chapter membership.


(b) 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 his name placed in nomination without his consent.


(c) At least sixty (60) days prior to the Annual Meeting of the Chapter, the Executive Committee shall submit in writing the names of the nominees to the Secretary/Treasurer.


(d) Letter ballots shall be prepared by the Secretary/Treasurer and mailed to each member of the Chapter in good standing. Ballots for elective positions shall be mailed at least forty (40) days prior to the Annual Meeting and provisions shall be made for the name of write-in candidates on the ballots.

(e) Each member voting shall return their ballot to the Secretary within thirty (30) days of the original mailing. Not less than ten (10) days before the Annual Meeting, the Secretary shall tabulate and certify the vote. The Secretary shall examine the names of those members who submit ballots and certify the eligibility of each member to vote. All ballots returned shall be counted unless the intent of the member regarding a specific choice or issue is indeterminate. The ballots and tally sheets shall be retained by the Secretary and sealed in a suitable container until the close of the next meeting of the Chapter, after which time the ballots and tally sheets shall be destroyed. A majority vote of the membership voting for an elective position shall be required to elect. 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.


Section 10. (Catastrophe Clause) In the event that the membership of the Executive Council falls below four (4) members, the provisions of this section take precedence over the provisions of Sections 6, 7, 8, and 9. As the first order of business at the first scheduled meeting of the Chapter at which a quorum is present, following appropriate notification to the Chapter membership, the presiding officer shall present, at least one nominee for each vacated office. If the offices of President and President-Elect are vacated, the presiding officer shall be chosen from the remaining members of the Executive Council as they see fit. The presiding officer shall take additional nominations for any vacated office 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 provision of this Section, they shall ascend to office of President. Following the above proceedings, the presiding officer, if not the President, shall turn the meeting over to the newly elected President.



ARTICLE IX


FINANCIAL


Section 1. The Executive Council shall review the financial status of the Chapter annually and establish membership dues in an amount not to exceed $20.00 per year.


Section 2. All funds accrued the Chapter shall, after proper accounting, be paid to the Treasurer, entered in the books of the Chapter and deposited in a bank or other financial institution approved by the Executive Council.


Section 3. All expenditures shall be made in accordance with a budget as adopted by the Executive Council.


Section 4. No part of the net earnings of the Chapter shall inure to the benefit of, or be distributable to its members, trustees, directors, officers or other private persons, except that the Chapter shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of Section 501 (c)(3) if the Internal Revenue Code. No substantial part of the activities of the Chapter shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the Chapter shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of, or in opposition to, any candidate for public office.


Notwithstanding any other provision of these articles, the Chapter shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from Federal income tax under Section 501(c)(3) of the Internal Revenue Code (or the corresponding section of any future Federal tax code) or (b) by an organization, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code (or corresponding section of any future federal tax code.)


Section 5. Upon the dissolution of the Chapter, 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.



ARTICLE X


AMENDMENTS


Section 1. Amendments to the Bylaws may be proposed (i) in the form of a motion by any member at any meeting of the Chapter where a quorum is present or (ii) by petitions bearing the signatures of at least ten (10) percent of the voting members of the Chapter. A motion covering a proposal to amend the Bylaws shall require the approval of a majority of the membership present at the meeting in which the motion is presented. Upon passage of a motion to amend the Bylaws, the President shall appoint a committee to prepare and submit the proposed amendment(s) in writing to the membership. The proposed amendments shall be adopted by means of (i) a letter ballot similar to that outlined for elections in Article VIII, or (ii) a vote at a meeting of the Chapter. For an amendment to be considered at a Chapter meeting, at least 30 days must elapse between the mailing of the proposed amendments and the meeting to allow reasonable consideration of the proposal before such meeting. The affirmative vote of a majority of the membership voting is required to approve the amendments.



ARTICLE XI


CHAPTER AWARDS


Section 1 The President may appoint, with the approval of the Executive Council, an Awards Committee consisting of three (3) Chapter members. Members of the Executive Council may also serve as members of the Awards Committee. The Awards Committee is empowered to present the Chapter DISTINGUISHED SCIENTIFIC ACHIEVEMENT AWARD and the Chapter DISTINGUISHED SERVICE AWARD to qualified individuals. The Awards Committee has the discretionary power not to designate award winners in any given year.


Section 2. Any individual who is not a current member of the Awards Committee is eligible for either Chapter award.


Section 3. An individual may be nominated for either Chapter award by the Chapter President or the Chapter Awards Committee or by petition of any six (6) members of the Chapter. Each nomination shall include a short biographical resume of the candidate's career and a descriptive explanation of why the candidate is being nominated. Reports, references, etc., should be submitted as supporting material for the candidate's nomination.


Section 4. The nomination deadline for the Chapter awards is August 1 of the award year. If a nominee is selected by the Awards Committee to receive an award, it is presented at the Fall meeting of the Chapter. The awards consist of a citation, a certificate, and honorary membership in the Chapter. If the nominee is a member of the Chapter, or the Society, they shall be granted full membership in the Chapter for the year following their selection at no cost to themselves.


Section 5. The Distinguished Scientific Achievement Award is designed to acknowledge significant contributions to the science and technology of radiation protection. The recipient of the award is recognized for accomplishments of fundamental importance to the practice, acceptance, and advancement of the profession of health physics.


Section 6. The Distinguished Service Award is designed to recognize exceptional service to the Chapter, Society or the health physics profession. The recipient of the award is recognized for recent contributions to the Chapter.