Constitution and bylaws

download as pdf:  CONSTITUTION AND BYLAWS amended June 1, 2016

 

CONSTITUTION AND BYLAWS

ASSOCIATION FOR WOMEN IN SCIENCE, SEATLE AREA CHAPTER
April 1991
Amended June 2013
Amended June 2016

CONSTITUTION

Article I. Name and Affiliation

The name of this organization is the ASSOCIATION FOR WOMEN IN SCIENCE, SEATTLE AREA CHAPTER, hereinafter referred to as AWIS-SA. AWIS-SA shall be a chapter of the national organization, the Association for Women in Science, Incorporated, hereinafter referred to as National AWIS.

Article II. Purpose

The purpose of this organization shall be:
– to increase the number of women obtaining their degrees in science and technology at all levels;
– to increase the number of women participating in the scientific and technological workforce at all levels;
– to raise public awareness of the scientific and technological skills and contributions of women;
– to provide awards for and recognition of individual women scientists in order to advance the above goals, and
– to work with other scientific, educational, and women’s organizations in developing national and community programs that meet the above goals.

Article III. Membership

SECTION 1. Any individual who is a member of National AWIS and who supports the purpose of AWIS-SA is eligible for membership in the Chapter and shall hold full membership status upon payment of chapter dues. Hereafter, full members shall be referred to as members and shall have voting privileges.
SECTION 2. Student members of ASWIS-SA must pay chapter dues. Student members are not voting members of AWIS-SA, they may not hold elective office, and they are not required to join National AWIS.

Article IV. Authority

SECTION 1. AWIS-SA shall abide by the Constitution and Bylaws of National AWIS.
SECTION 2. AWIS-SA shall have the power to establish the rules and regulations of the Chapter, to delegate responsibility, and to amend any or all parts of the Constitution and Bylaws of the Chapter.
SECTION 3. The Chapter Board of AWIS-SA shall act for the Chapter in the conduct of its business affairs during the interim periods between general membership meetings of the Chapter.

Article V. Amendments

Amendments to the Constitution may be submitted by a member at any time to the Chapter Board for review and approval. The Chapter Board’s approved version of the amendment is to be submitted to the entire membership in writing with an explanation of the purpose of the amendment. Voting by the membership shall be conducted by written ballot no sooner than one month after being presented to the membership. A simple majority of the members voting is required for ratification. Any approved amendment must also be submitted to National AWIS for review and approval.


BYLAWS
Article I. Meetings

SECTION 1. A chapter meeting held prior to or during June shall be the “annual meeting” for purposes of elections and approving the annual budget for the following year, beginning July 1. Issues voted on at chapter meetings can be passed with the approval of a simple majority of the members present.
SECTION 2. Special chapter meetings may be called by the President or Chapter Board. Chapter members will be given notice of the meeting at least five business days in advance of the proposed meeting.
SECTION 3. The Chapter Board shall meet at least three times a year to review previous chapter activities and plan future activities and projects. Executive Board meeting shall be open to members.

Article II. Chapter Board

SECTION 1. The Chapter Board shall be comprised of the Executive Board and Board Advisory Committee. The Executive Board shall consist of President, Vice President, Secretary, and Treasurer. The Board Advisory Committee shall consist of committee chairs. The Executive Board and Board Advisory Committee shall be the voting members of the Chapter Board and shall serve as the policy setting body of AWIS-SA.
SECTION 2. The President, Vice President, Secretary and Treasurer shall be elected by the members of AWIS-SA. The term of office shall be for one year, beginning July 1st.
SECTION 3. No member of the Executive Board or any committee chair shall hold more than one office at a time. No member shall be eligible to be on the ballot or hold more than three consecutive terms in one office unless approved by two-thirds vote of the Chapter Board determined by anonymous, written ballot.
SECTION 4. If the office of President becomes vacant, the Vice President shall succeed to the office for the remainder of the term. If the position of Vice President, Secretary, Treasurer or a committee chair becomes vacant, a successor shall be
appointed by the Chapter Board.
SECTION 5. Elected members of the Executive Board may be removed from office by unanimous vote of all the other voting members of the Board. If the vote is not unanimous, but at least two-thirds in favor, the Chapter Board may elect to refer the
matter to the membership for a ballot vote. If the vote of the Chapter Board is unanimous, the member who has been removed shall have the right to appeal directly to the membership for a ballot vote.
SECTION 6. A simple majority of the Chapter Board, including two of the officers, shall constitute a quorum which is required for business to be transacted. Decisions of the Chapter Board shall be by simple majority vote.

Article III. Duties of Officers

SECTION 1. The President shall:
a. Preside at chapter meetings of AWIS-SA and at meetings of the Executive Board.
b. Represent AWIS-SA, or appoint a representative, at national meetings of AWIS.
c. Coordinate the business and affairs of AWIS-SA.
d. Appoint persons to non-elected positions on the Chapter Board and within the Chapter, with approval of a majority of the Chapter Board. These positions may include committee chairs and representatives to other organizations.
e. Act as liaison for AWIS-SA to National AWIS, receiving and responding to communications from National AWIS.
f. Submit the AWIS-SA annual report with financial statements to National AWIS.
g. Perform other duties incident to the office as required by the Constitution and Bylaws or by the Chapter Board.
SECTION 2. The Vice President shall:
a. Perform all duties of the President in the absence, disability, or resignation of the President.
b. Assist the President in the performance of her duties.
c. Maintain the archives of the Chapter.
d. Monitor legislative activities, policies and issues of concern to women in science and inform the general membership thereof.
e. Be responsible for preparation of an annual officer’s report including correspondence and sample documents which shall be submitted to the chapter archives.
f. Perform other duties incident to the office as required by the Constitution and Bylaws or by the Chapter Board.
SECTION 3. The Secretary shall:
a. Serve as, or appoint, a recorder of the minutes of chapter meetings and Chapter Board Meetings.
b. Be responsible for preparation of an annual officer’s report including Board and chapter meeting minutes, correspondence and sample documents which shall be submitted to the chapter archives
c. Perform other duties incident to the office as required by the Constitution and Bylaws or by the Chapter Board.
SECTION 4. The Treasurer shall:
a. Receive all chapter dues, donations and other income; keep these monies in an authorized (and insured) financial institution; and disburse all monies to be paid by AWIS-SA.
b. Maintain financial records for AWIS-SA and report its financial status at Chapter Board meetings and the annual chapter meeting.
c. Prepare a financial report and a proposed annual budget, which will be submitted to the general membership for their ratification at the annual meeting. This report shall be part of the AWIS-SA annual report to National AWIS.
d. Transact all chapter business with the Internal Revenue Service.
e. Be responsible for the preparation of an annual officer’s report including correspondence and sample documents which shall be submitted to the chapter archives.
f. Perform other duties incident to the office as required by the Constitution and Bylaws or by the Chapter Board.

Article IV. Committees

SECTION 1. There shall be the following standing committees: Membership, Publicity and Events.
SECTION 2. Other committees, such as Nominations and Elections and Constitution Committees, may be created as needed with the approval of the Chapter Board.
SECTION 3. The chair(s) of each committee shall be elected by the members at the annual meeting. If a committee is created between annual meetings, the chair(s) shall be appointed by the President and be approved by the Chapter Board.
Committee chairs will serve a term coinciding with the tenure of the elected officers. The chair of each committee must be a member or official supporter of the Chapter.
SECTION 4. The duties of the standing committees are as follows:
a. The Membership Committee shall:
1. Be responsible for maintaining a current data base of chapter members.
2. Provide new and prospective members with appropriate information related to National AWIS and AWIS-SA chapter.
b. The Publicity Committee shall:
Be responsible for publishing and distributing the chapter newsletters, meeting and event announcements.
c. The Events Committee shall:
1. Provide facilities, programs and refreshments for general meetings.
2. Be responsible for all necessary correspondence with event speakers.
3. Plan and coordinate community outreach activities.
d. The responsibilities of other committees will be determined by the Board.

Article V. Nominations and Elections

SECTION 1. An election shall be held once every year at the annual meeting to fill the offices of the President, Vice-President, Secretary, and Treasurer and committee chairs for the next term. This election shall be held no later than June.
SECTION 2. A Nominations and Elections Committee shall be appointed by the Chapter Board no later than April of the current term. This committee will solicit nominations and select a slate of candidates to present to the members of AWIS-SA no later than two weeks prior to the annual meeting.
SECTION 3. A sample ballot listing the offices and candidates, along with a brief biography of each candidate, shall be prepared and distributed to the members no later than two weeks prior to the election. Additional nominees from the floor will be accepted at the annual meeting for positions with one, or no, nominee.
SECTION 4. Ballots shall be counted by members of the Nominations and Elections Committee. A simple majority of those voting is required for election to office. The results of the election are to be presented to the membership as soon after the annual meeting as possible.
SECTION 5. Absentee ballots shall be available on request and will state that nominees may be accepted from the floor at the annual meeting and therefore, the ballot may be incomplete as presented. Absentee ballots must be received by the Nominations and Elections Committee prior to the annual meeting.

Article VI. Dues and Membership

SECTION 1. The annual membership dues for AWIS-SA shall be established by the Chapter Board and approved by the
membership. Dues shall be paid at the time National AWIS dues are paid. Members who pay dues will be in good standing
and eligible for membership benefits.

Article VII. Communications

SECTION 1. Chapter communications shall be presented at regular intervals determined by the Chapter Board. The Chapter Board shall have the option to request prior-to-presentation review of the communications.
SECTION 2. “Notices” and other chapter communications to chapter members may be by electronic email address of record.

Article VIII. Annual Report

The Chapter Board shall prepare an annual report, summarizing the activities and financial status of AWIS-SA for the previous
fiscal year. The annual report shall be part of the chapter record and presented to National AWIS.

Article IX. Responsibilities to National AWIS

As a chapter of National AWIS, AWIS-SA must provide the national headquarters with the following information:
a. The Chapter’s current address and the name and telephone number of the primary contact person. National AWIS must be notified when there is any change in this information.
b. A list of the chapter officers within thirty days of their election, including addresses and phone numbers. AWIS-SA must notify National AWIS of any changes in those offices, or in their addresses or phone numbers.
c. A copy of the AWIS-SA annual report by July 31 of each year.

Article X. Affiliation with Other Organizations

SECTION 1. Upon approval of the Chapter Board, AWIS-SA may hold membership in other organizations having a purpose similar to that of the Chapter.
SECTION 2. The Chapter Board may appoint members to represent the Chapter to other organizations with which it is affiliated.

Article XI. Amendments

Amendments to the Bylaws may be submitted at any time to the Executive Board for review. The final version of the amendment is to be submitted in writing to the members of the Chapter for approval by ballot vote no sooner than 30 days after being presented. A simple majority of the members voting is required for ratification. Any approved amendments must also be submitted to National AWIS for review and approval.

Article XII. Dissolution

SECTION 1. In the event of the dissolution of AWIS-SA, all assets shall be donated to the AWIS Educational Foundation, in accordance with National AWIS guidelines and/or state regulations.
SECTION 2. National AWIS shall be notified in writing of the dissolution and shall receive the records of the Chapter.

Article XIII. Parliamentary Procedure

The Chapter shall abide by Robert’s Rules of Order, current edition, in conducting its business meetings.