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 4 categories of membership: Full, Associate, Emeritus 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 9. Emeritus membership is intended for members who have completed a career in medical physics and have retired from the field of medical physics. Applicants must have been a Full or Associate member of AAPM for 10+ consecutive years and be over the age of 55.
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 to 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 to 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.
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 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.
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.
Amended by membership, March 7, 2005
Amended by membership, October 6, 2006
Amended by membership, March 8, 2008
Amended by membership, April 1, 2017