Bylaws of the Florida Chapter of the AAPM

Section 1. Membership in the FLAAPM (Florida Chapter American Association of Physicists in Medicine, the "Chapter") shall be open to all individuals interested in the purposes of the Chapter without regard to age, race, religion or geographical residence. There are 3 categories of membership: Full, Associate, and Corporate. Full members are members of the American Association of Physicists in Medicine (the "Association"). Full members only have voting privileges with the FLAAPM

Section 2. Application for membership shall be on a form authorized by the Board and shall be available from the Secretary.

Section 3. Applications for membership shall be sent to the Membership Committee which after consideration of the applicant’s qualifications, shall make recommendations to the Executive Board.

Section 4. Applicants who are not members of the Association must have the sponsorship of two current members in good standing of the FLAAPM.

Section 5. Approval by a majority of the Admissions committee is necessary and sufficient for membership.

Section 6. Corporate Membership shall be available to corporations and institutions who share the purposes of the Chapter to promote the activities of the Chapter. Corporate membership dues shall be set by the ExCom.

Section 7. Corporate Members shall be afforded all the privileges of membership with the exception of holding office and voting in elections.

Section 8. Associate membership shall be available to individuals interested in the purposes of the Chapter who are note members of the Association. Associate members shall be afforded all the privileges of membership with the exception of voting in elections.

Section 1. The elected officers of the Chapter shall be President, Past-President, President-Elect, Secretary, Treasurer, and Representative to the Association.

Section 2. The President, Past-President, President-Elect, and Representative to the Association shall be Members of the Association.

Section 3. Nominations for officers shall be made by the Nominating Committee or by at least two Members in good standing after consent has been obtained from the nominee. Nominations must reach the Secretary at least six weeks before the Annual Business Meeting.

Section 4. The President-Elect shall be elected for a one-year term. The Secretary and Treasurer shall be elected for alternating three-year terms. The Representative to the Board shall be elected for a three-year term.

Section 5. The Executive Board of the Chapter shall consist of the six elected officers. They shall be responsible for the affairs of the Chapter.

Section 6. The President shall preside at all general meetings and Executive Board Meetings of the Chapter. The President-Elect shall assume the duties of the President upon the resignation of or in the absence of the President.

Section 7. At the end of his/her term of office, the President-Elect shall succeed to the Office of President and the President shall succeed to the Office of Past-President.

Section 8. The Secretary shall be responsible for the records of the Chapter affairs, membership records and correspondence of the Chapter.

Section 9. The Treasurer shall be responsible for the financial transactions of the Chapter.

Section 10. The Representative to the Association will represent the Chapter as a Member of the Board of Directors of the Association. If the Board Representative is unable to be present at the AAPM Board sessions, the President of the Chapter shall designate an alternate representative.

Section 11. If any office other than Office of the President becomes vacant during the year, elections to fill the vacancy for the incomplete term will be held at the next slated meeting. Prior to this meeting, an interim appointment may be made by the Executive Board.

Section 12. If the office of the President becomes vacant during the year, the Past-President shall fill the vacancy for the balance of the term.

Section 13. No officer shall be eligible to serve more than two consecutive terms in the same office. Except as provided in Section 11, the President shall not be eligible to serve as President for two consecutive terms.

Section 14. The term of office for all officers shall begin following transfer of the gavel at the Annual Business Meeting of the Chapter and expires with the installation of the new officers at the succeeding meeting.

Section 1. The Executive Committee shall consist of the Past-President, , President, President-Elect, Secretary, Treasurer, and Representative to the Association. Each member shall carry an equal vote.

Section 2. The Executive Committee shall be responsible for the operation of the Chapter as outlined in the Constitution and Bylaws of the Chapter.

Section 3. A quorum of the ExCom shall consist of four members. All decisions of the ExCom shall require approval by at least four members. Each ExCom member unable to attend a meeting may send a proxy vote or an individual Chapter member in good standing to act in his/her stead. Voting by electronic means shall be acceptable.

Section 4. The ExCom shall be responsible for reviewing the financial status of the Chapter annually and setting the annual dues for the members.

Section 5. Meetings of the ExCom shall be called by the President. A written request to the President by three or more members of the ExCom shall require the President call a meeting of the ExCom. All meetings of the ExCom shall require at least ten days notification to each member of ExCom prior to the meeting.

Section 6. Any member in good standing of the Chapter shall have the right to attend the ExCom meetings but shall have no inherent right to speak or vote.

Section 1. The Past-President shall function as the Chair of the Nominating Committee and Chair of the Bylaws Committee. He/She shall assume the duties of the President should that office become vacant.

Section 2. The President shall preside over all meetings of the Chapter and ExCom. He/She shall make interim appointments as the situation warrants. He/she shall function as a non-voting member of all committees except the ExCom where he/she is a voting member. He/she shall appoint Ad Hoc committees deemed necessary. He/she shall assume the duties of the President-Elect should that office become vacant.

Section 3. The President-Elect shall function as the Chair of the Program Committee. He/she will perform other such duties as delegated by the President. He/she shall function as a non-voting member of all committees except the ExCom and Program Committee where he/she is a voting member.

Section 4. The Secretary shall maintain minutes of all meetings of the Chapter and ExCom, maintain an current mailing list of the membership and prepare all mailings and ballots to the membership.

Section 5. The Treasurer shall be responsible for maintaining the financial records and is accountable for the funds of the Chapter. He/she shall be responsible for the receipt of and disbursement of funds necessary for the operation of the Chapter at the direction of the ExCom. He/she shall be responsible for presenting an audited financial report to the Chapter at the Annual Business meeting.

Section 6. The Representative to the Board shall represent the interests of the Chapter at the Board Meeting during the Annual Meeting of the AAPM and any other meetings of the Board. He/she shall make a report of significant actions at those meetings to the Chapter at the FLAAPM Annual Meeting.

Section 1. No member shall have his/her name placed in nomination for more than one office on any ballot.

Section 2. All ballots shall be received by the Secretary, who shall verify that the member whose name is on the outside envelope is a member in good standing. The ballot envelope shall be removed from the outer envelope of eligible members in such a way as to preserve the secrecy of the vote. . The outside envelopes shall be retained separate from the ballot envelopes.

Section 3. After the deadline for receipt of ballots, all ballot envelopes shall be opened in the presence of the secretary and two other members in good standing. At this time the ballots shall be counted and the results recorded. The member with the majority of votes will be considered the winner of the election.

Section 4. The results of the election shall be reported to the ExCom and the winners of the election promptly. If an election results in a tie, the winner will be determined by lottery. Any specifics of the tally, except the winner, shall not be released to any member of the Chapter.

Section 5. The envelopes, ballots and tally sheets shall be retained by the Secretary and sealed in a suitable container. This container is to be brought to the Annual meeting and be made available for verification of results, if necessary. If the results of an election are challenged by a member of the Chapter, the ExCom shall convene to review the ballots and verify the results. The member who brought the challenge shall be notified by the President.

Section 6. After the conclusion of the Annual meeting, the envelopes and ballots shall be destroyed.

Section 1. Standing committees of the Chapter shall be Nominating, Program, Membership and the Bylaws Committee.

Section 2. The President shall appoint Ad Hoc committees as the ExCom deems necessary.

Section 3. The President shall appoint the Chair for all Ad Hoc Committees.

Section 4. The Chair of each committee shall be responsible for selecting and presenting members of his/her committee to the ExCom for approval.

Section 5. Each Committee is responsible for maintaining records of the activity of the committee and reporting these activities to the ExCom.

Section 1. The Chapter will hold at least one regular meeting in each calendar year.

Section 2. Additional meetings of the Chapter may be called by the President with the approval of one or more members of the ExCom. A written petition by ten percent of the membership in good standing shall require a meeting to be called.

Section 3. Members shall be notified by mail of all meetings at least twenty days prior to the date of the meeting. The notification shall include the program listing, date, time and place of the meeting.

Section 4. A quorum at a Chapter meeting shall consist of twenty percent of the members in good standing.

Section 5. All Chapter meetings are open to the entire membership. Members of the general public may attend Chapter meetings provided reservations are made, if required, and/or registration fees are paid, when applicable.

Section 1. The ExCom shall review the audited financial status of the Chapter at least annually and shall establish the membership dues.

Section 2. All funds paid to the Chapter shall be entered into the books of the Chapter and deposited in a bank approved by the ExCom.

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

Section 4. An independent auditor shall examine the finances of the Chapter at least annually.

Section 1. Amendments to the Bylaws may be proposed by the ExCom, the Bylaws committee, or by petition bearing the signatures of at least three members in good standing.

Section 2. Proposed amendments presented to the Bylaws committee at least ninety days prior to the Annual Business Meeting shall be presented at the Business Meeting.

Section 3. The proposed amendment, a statement of its importance, and any arguments for or against the amendment shall be mailed to the membership no later than thirty days before the Annual Meeting.

Section 4. The Secretary shall state the proposed amendment, a statement of its importance, and any arguments for or against the amendment at the Annual Meeting. Additional comments from the membership in attendance will be recorded.

Section 5. The proposed amendment, a statement of its importance, all arguments for or against the amendment and a ballot shall be mailed to the membership promptly after the Annual Meeting. The Secretary shall include a date, which shall be between fifteen and thirty days from the day the ballots are mailed, by which completed ballots must be returned to be counted.

Section 6. The balloting procedure shall be as outlined in these Bylaws.

Section 7. Amendments to these Bylaws shall be adopted after a favorable vote of two-thirds of the ballots received.

 Revised 05/05/2005

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Last modified: October 09, 2005