Bylaws of the
Membership
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.
Officers
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.
Executive Committee
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.
Duties and Responsibilities
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 a 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.
Elections and Ballots
Section
1.
No member shall have his/her name placed in nomination for more than one office
on any ballot.
Section
2.
The Nominating Committee shall prepare a list of nominees for chapter office
vacancies as they occur. All nominees must be Members in good standing, and
must consent to the nomination.
Section
3.
A list of those nominated by the Nominating Committee shall be communicated The
Secretary, who must receive such nominations and biographical information, at
least four weeks before the Annual Business Meeting.
Section
4.
The Secretary shall prepare and provide a Ballot to each Member together with
biographical information on all nominees not less than three weeks before the
Annual Business Meeting.
Section
5.
The closing date for receipt of the completed ballots by the Secretary shall be
specified by The Secretary, but shall be no less than 5 days before the Annual
Business Meeting.
Section
6.
The Secretary shall be responsible for the integrity of the election process. Balloting by electronic means shall be permitted. In the event
of a tie vote for any office, the Board of Directors will vote at the Board
Meeting that precedes the Annual Business meeting. The votes of all Board
members attending shall be counted at once and the results announced. In the
event of a tie vote by the Board, the tie shall be resolved by the flip of a
coin by the Chapter President.
Section
7.
The results of the election shall be announced at the Annual Business Meeting.
Section
8.
At the conclusion of the Annual Meeting, all ballots shall be destroyed.
Committees and Appointments
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.
Meetings
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.
Financial
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
5.
The Chapter is organized exclusively for charitable, religious, educational,
and scientific purposes, including, for such purposes, the making of
distributions to
organizations that qualify as exempt organizations under section
501(c) ( 3 ) of the Internal Revenue Code, or corresponding section of any
future federal tax code.
Section
6.
No part of the net earnings of the Chapter shall inure to the benefit of, or be
distributable to its members, trustees, 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 the purposes set forth in the purpose clause hereof. No
substantial part of the activities of the organization shall be the carrying on
of propaganda, or otherwise attempting to influence legislation, and the
organization shall not participate in, or intervene in (including the
publishing or distribution of statements) any political campaign on behalf of
any candidate for public office. Notwithstanding any other provision of this
document, 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 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
7.
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. Any such assets not disposed of shall be disposed of by
the Court of Common Pleas of the county in which the principal office of the
Chapter 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.
Amendments
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. Proposed Amendments must
be brought to the attention of the Chairman of the By-Laws Committee (i.e. the
Past-President).
Section 2. Proposed amendments presented to the Bylaws
committee shall be communicated to the Board, along with the By-Laws
committee’s recommendation on the proposed amendments.
Section 3. The Secretary shall communicate the proposed
amendment, a statement of its importance, and any arguments for or against the
amendment to the membership. The Secretary shall also provide a ballot to each
Member for final approval or rejection.
Section 4. The Secretary shall be responsible for the integrity
of the balloting process.
Section 5. The Secretary shall include a date, which shall be
between fifteen and thirty days from the day the ballots are sent, by which
completed ballots must be returned to be counted.
Section 6. The balloting procedure shall be as outlined in
these Bylaws. Balloting by electronic means shall be permitted.
Section 7. Amendments to these Bylaws shall be adopted after a
favorable vote of two-thirds of the ballots received.
History:
Adopted 1990
Amended by membership, March 7, 2005
Amended by membership, October 6, 2006
Amended by membership, March 8, 2008