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ARTICLE I: Name and Charter
Section 1: Name. The organization described herein shall be
named, as in the Articles of Incorporation under Chapter 180 of
the General Laws of the Commonwealth of Massachusetts, the
American Vacuum Society, Inc., and for the purposes of the
following statements it will be referred to as the Society.
Section 2: Charter. The American Vacuum Society is a nonprofit
organization which promotes communication, dissemination of
knowledge, recommended practices, research, and education in the
use of vacuum and other controlled environments to develop new
materials, process technology, devices, and related
understanding of material properties for the betterment of
humanity.
ARTICLE II: Objectives and Powers
Section 1: Objectives. The purposes of the Society shall be as
follows:
(i) To provide a forum for scientific and technical discussions
on the generation and containment of vacuum and other controlled
environments, together with the resulting fabrication,
processing, and characterization capabilities.
(ii) To promote scientific and technical exchanges by the
establishment of National Society Divisions in technical areas
of widespread member support. The establishment of a new
Division will be approved by the Board of Directors.
(iii) To develop and support regional Chapters which address
local needs in areas of interest to the Society.
(iv) To provide continuing education through the organization
and sponsorship of symposia, topical conferences, short courses,
workshops, and exhibits.
(iv) To promote student participation in national and local
scientific and technological activities by travel grants,
support of science fairs and competitions, and other appropriate
measures.
(vi) To recognize excellence in science and technology through
the presentation of local, divisional, and national awards.
(vii) To publish archival and scholarly periodicals on progress
in vacuum technology, surface and interface science, thin films,
microelectronics, nanometer structures, and related topics.
(viii) To disseminate information through the publication of
topical conference proceedings, monographs, video tapes, and
recommended practices.
(ix) To promote scientific and technical exchange with
developing countries.
(x) To cooperate with other societies to advance common goals
fostering the growth and development of intellectual resources
in science and engineering disciplines.
Section 2: Powers. The Society in order to foster its scientific
purposes as herein provided shall have the following powers:
(i) To own, acquire, purchase, accept gifts, hold as a trustee
or otherwise, maintain, improve, mortgage, sell, lease or
dispose of real and personal property and to obtain, invest,
reinvest and use funds and properties of any kind to advance the
scientific aims of the society.
(ii) To accept in the name of the Society or hold as trustee or
otherwise any gift of money or property or the income thereof
for one or more limited purposes within the scope of the general
purposes of the Society as stated herein.
(iii) To have all the powers of any corporation organized for
scientific purposes under Chapter 180 of the General Laws of the
Commonwealth of Massachusetts to the extent not inconsistent
with the purposes and powers of the Society as herein provided
and not inconsistent with any law of the United States of
America.
ARTICLE III: Restrictions
The Society shall have no capital stock. No part of the income
or property shall inure to the private benefit of any of its
members or officers or to any individual; no member or officer
shall, through correspondence or other commerce, use Society
business to advertise or otherwise promote interests of private
individuals or institutions; no substantial part of the
activities of the Society shall be the carrying on of propaganda
or otherwise attempting to influence legislation and the Society
shall not participate in or interfere with any political
campaign on behalf of any candidate for public office.
ARTICLE IV: Disposition of Assets and Dissolution
Upon the liquidation or dissolution of the Society, whether
voluntary or involuntary, and after payment of all indebtedness
of the Society, the funds, investments and other assets of the
Society shall be given and transferred as the Board of Directors
may determine, to one or more other nonprofit organizations
having objectives similar or related to those of the Society.
The selection of such other organization or organizations shall
be made by a majority vote of all the members of the Board of
Directors at a meeting called for the purpose of making such a
selection.
ARTICLE V: Organization and Government
Section 1: Officers of the Society. The officers of the Society
shall be a President, a President-Elect, a Treasurer, and a
Clerk, each with conventional authority and responsibility as
provided in the By-Laws, and each to hold office one year, or
until a successor is elected as provided in the By-Laws. The
President-Elect shall automatically succeed to the office of the
President on termination of his or her year as President-Elect,
and the President shall assume the title of Past-President at
the end of his or her year in office.
Section 2: Directors. There shall be six Directors elected as
provided in the By-laws, each Director to serve for a term of
three years.
Section 3: Board of Directors. The government of the Society
shall rest in the Board of Directors, the latter comprising the
officers of the Society, the immediate Past-President, and the
six Directors, with the President serving as Chair of the Board.
Any vacancy occurring on the Board of Directors, except that of
the office of President or President-Elect, shall be filled by
appointment by the President with the approval of the remaining
members of the Board of Directors, the incoming Director serving
until the normal term of his or her predecessor has expired.
Section 4: Vacancies. In the event the office of President
becomes vacant, the President-Elect will become President and
continue to serve as President until the completion of his or
her normal term.
In the event the office of President-Elect becomes vacant, then
the Board of Directors may notify the membership that an
election will be held by letter ballot to fill the vacancy or
they may defer action until the regular annual election, at
which time candidates for President will be included on the
slate of officers for the ensuing year.
Section 5: Divisions. The Board of Directors of the Society may
establish Divisions of the Society for the purpose of better
promoting its objectives in a specific field of vacuum
technology. Each Division shall be governed by an Executive
Committee comprised of a Chair and such other Officers as are
provided for in the By-Laws of the Society. The Divisional
Executive Committee shall submit to the Board of Directors a
statement of Rules and Procedures which, when approved by the
Board, shall become the By-Laws of the Division.
Section 6: Technical Groups. The Board of Directors of the
Society may establish Technical Groups for the purpose of
providing a flexible pathway to quickly incorporate emerging,
dynamic growth areas of science and technology into the Society.
An Executive Committee, comprised of a Chair and other Officers
provided for in the By-Laws of the Society, shall govern each
Technical Group. The Executive Committee shall submit to the
Board of Directors a Statement of Rules and Procedures which,
when approved by the Board, shall become the By-Laws of the
Technical Group.
Section 7: Chapters. The Board of Directors may establish one or
more Chapters of the Society in specific locations or
geographical areas when the aims and purposes of the Society can
be better promoted and coordinated in such areas by a local
organization. These Chapters can be either a Regional Chapter in
a specific geographical area or a Student Chapter at a specific
university. Each Chapter shall be governed by an Executive
Committee comprised of a Chair, Vice-Chair and such other
officers as are provided for in the By-Laws of the Society. The
Chapters may have either a specialized or a broad technical
interest in vacuum science and technology. The Chapter Executive
Committee shall submit to the Board of Directors a statement of
Rules and Procedures which, when approved by the Board, shall
become the By-laws of the Chapter.
Section 8: Division, Technical Group, and Chapter Chair. Chair
shall be appointed or elected and shall have such authority and
responsibility as provided in the By-Laws of the Society.
ARTICLE VI: Meetings
Section 1: Regular Meeting. There shall be an annual meeting of
the Society held at such time and place as may be fixed by the
Board of Directors, and other meetings shall be called as
provided in the By-laws.
Section 2: Substitute for Annual Meeting. Whenever the Board of
Directors by a majority vote of all its members at a meeting or
by letter or electronic ballot, shall declare that by reason of
any rule, regulation or request or order of any governmental
agency for any cause, it is not in the interest of the Society
to hold the annual meeting as required by the Constitution and
By-laws, then the Board of Directors may fix a date by which the
members of the Society shall vote by letter or electronic ballot
on any matters which might be acted upon by members at the
annual meeting. The voting period shall be six weeks ending on
the date fixed as above for voting by letter or electronic
ballot and the date on which the voting expires shall be deemed
to be the date of the annual meeting within the meaning of this
Constitution and By-laws.
ARTICLE VII: Membership
Section 1: Members. Member grade is limited to those who have
demonstrated professional competence in the fields of vacuum
science or engineering or in related arts and sciences. For
admission to the grade of Member, a candidate shall be either:
(a) an engineer or scientist in the fields of vacuum science or
engineering or the related arts and sciences, who shall have
graduated with a baccalaureate degree in those fields;
(b) a teacher of vacuum science or engineering or the related
arts and sciences, who shall have graduated from a course of
study of at least four academic years' duration, or its
equivalent, in a school of recognized standing or who has had at
least three years of professional teaching experience and shall
have participated in planning and conducting courses;
(c) a person regularly employed in the fields of vacuum science
and engineering or related arts and sciences, for at least six
years, who, by experience has demonstrated competence in work of
a professional character;
(d) an executive who, for at least six years, has had under his
or her direction important technical engineering or research
work in the fields of vacuum science and engineering or the
related arts and sciences.
Members shall be entitled to all the rights and privileges of
the American Vacuum Society.
Application for Membership shall be made on a form provided by
the American Vacuum Society. Applications shall be reviewed by
the Membership Committee which shall submit its recommendations
to the Board of Directors. The application must be approved by a
majority of the Board Members.
Section 2: Honorary Members. An individual who has performed
eminent service in science, engineering, and allied fields, or
to the Society, may be elected an Honorary Member with life
rights and privileges of membership and exemption from all
membership dues and fees. Nominees may be proposed to the Board
of Directors in writing by the Awards Committee or by at least
10 members of whom not more than 3 shall be members of the Board
of Directors. Such nominations shall be voted upon by secret
ballot at a regular meeting of the Board of Directors. A
favorable vote of at least three-fourths of all members of the
Board of Directors shall be required for election to Honorary
Membership, with proxy vote or vote by mail permissible.
Section 3: Sustaining Members. Sustaining membership may be
established to provide supplemental income for the furtherance
of the objectives of the Society. Sustaining membership shall
have a single vote, equivalent to that of a regular member,
through a properly designated representative.
Section 4: Student Members. A full-time college student, either
undergraduate or graduate with expressed interest in the
scientific and technical areas relevant to the American Vacuum
Society, upon application to the Clerk, approval by the Board,
and payment of student member dues established by the Board of
Directors, be accepted as a student member of the Society for
one year. Student status must be certified by the student's
advisor. Student membership may be renewed annually by further
payment of student member dues and upon re-certification of
student status. The rights and privileges of student members
shall be the same as for regular members except that student
members shall only have the right to vote and hold office for
their University Student Chapter.
Section 5: Emeritus Members. Emeritus Membership may be obtained
by any American Vacuum Society member who has been a member in
good standing for a total of 15 years and who can demonstrate
that he or she is retired from full-time employment. Emeritus
membership may be established through application by the member
submitted to the American Vacuum Society Membership Committee.
Members in good standing who are disabled and thus unemployed
with less than the minimum membership time noted above, may make
special application to the membership Committee for Emeritus
Membership.
Emeritus Members shall be exempted from payment of membership
dues and registration fees for all AVS symposia. They shall have
all rights and privileges of membership except the Journal of
Vacuum Science and Technology, which they may obtain by payment
of an Emeritus Member fee established by the Board of Directors.
Section 6. Fellows of the Society. Members who have made
sustained and outstanding technical contributions in areas of
interest to the Society may be elected Fellows of the Society.
Nominations and election to Fellowship shall be determined by
the qualifications and procedures described in the By-Laws.
ARTICLE VIII: Amendments
This Constitution can be amended, provided that the Amendment:
A. As proposed is first considered by the President of the
Society; is secondly then submitted for consideration by a
special committee appointed for that purpose by the President;
upon favorable action by the committee is then, thirdly,
approved by a majority vote of the Board of Directors, fourth,
is then distributed in writing by the Clerk at least six weeks
in advance of the annual business meeting of the Society to all
members of record, along with the ballot information and an
explanation of the reasons for the proposed amendment; fifth,
and finally, is approved by the affirmative vote of not fewer
than two-thirds of the members voting through letter or
electronic ballot.
or
B. Is first submitted to the Clerk as a petition signed by at
least 30 members or 1% of the members of record (whichever is
greater) at least sixteen weeks in advance of the regular annual
business meeting of the Society. The Clerk shall then distribute
the proposed amendment in writing at least six weeks prior to
the next annual business meeting of the Society to all members
of record of the Society, along with (1) the ballot information
, (2) an indication that the proposed amendment is by petition,
and (3) a critique by the Board of Directors. An affirmative
vote of no fewer than two-thirds of the members voting through
letter or electronic ballot is required for approval.
In both cases, no ballot shall be counted unless received two
weeks prior to the annual meeting; the counting of ballots shall
be entrusted to tellers appointed by the president and the
results shall be announced at the annual business meeting and in
a publication of the Society. The approved amendment will take
effect after the annual business meeting.
BY-LAWS
BY-LAW 1: Nominations and Elections
Section 1: Annual Business Meeting. The Society shall hold an
annual business meeting at which officers and Directors are
elected as provided in the following Sections. The Clerk shall
distribute to all members of record a written or electronic
announcement of the annual business meeting at least six weeks
in advance of the meeting. The annual business meeting shall
normally be held during October or November in concurrence with
a technical symposium organized or sponsored by the Society. The
Clerk shall distribute to all members at least six weeks before
the meeting the ballot information listing the approved slate of
candidates nominated as provided in Sections 2 and 3. No ballot
shall be counted unless received not later than two weeks prior
to the annual meeting in envelopes provided by the Society. The
term "secret ballot" occurring in the following sections shall
in this event comprise only properly marked forms removed from
the secret ballot envelopes. The President shall appoint a
committee of three to count the ballots and report the results.
Forty members shall constitute a quorum at all meetings of the
Society.
Section 2: Nomination of President-Elect, Treasurer, Clerk,
Directors, and Trustees for the Scholarships and Awards
Committee. The President shall appoint the Nominating Committee.
The Nominating Committee shall provide a slate of one or more
candidates for each of the offices of President-Elect,
Treasurer, Clerk, and at least one candidate for each of the two
annually vacated directorships, and for each of the two annually
vacated trusteeships of the Scholarships and Awards Committee.
All Officers, Directors, and Trustees must be members in good
standing for the Society. This proposed slate of officers shall
be distributed by the Clerk to all members at least six weeks in
advance of the annual business meeting. In as far as possible,
nominees shall be chosen so that the Board of Directors is
composed of persons from the various groups within the Society,
e.g., Educational, Scientific, Industrial, Manufacturing, etc.
Trustees must be chosen for their technical ability to judge
applications, impartiality, freedom from conflict of interest,
and as far as possible to represent the technical and geographic
distribution within the Society.
Section 3: Nominations by Petition. Additional nominations may
be generated by petitions signed by at least 1% of the voting
members of record, and submitted to the Clerk. Such petitions
shall be in the possession of the Clerk at least eight weeks
prior to the annual business meeting. Nominations by petition
will be distributed to the membership along with the regular
ballot at least six weeks prior to the annual business meeting.
Section 4: Election of President-Elect, Treasurer, and Clerk.
The offices of President-Elect, Treasurer, and Clerk shall be
filled by plurality vote through ballot prior to the annual
business meeting.
Section 5: Election of Directors. The Directors shall be elected
by plurality vote through ballot prior to the annual business
meeting, with two to be elected each year to provide rotation.
Section 6: Special Election. President-Elect. The office of
President-Elect shall be filled by plurality vote through
ballot. The Board of Directors must submit one or more
candidates for election.
Section 7: Election of Trustees of the Scholarship and Awards
Committee. The Trustees shall be elected by plurality vote
through ballot prior to the annual business meeting, with two to
be elected each year to provide rotation.
Section 8: Fellows of the Society. There shall be a membership
level designated Fellow of the Society for the purpose of
providing recognition to members for sustained technical
contributions of outstanding importance in areas of interest to
the Society. There shall be elected to Fellowship only such
members who have made outstanding contributions in research,
engineering, technical or managerial leadership, and/or
education for a period of 10 years or more. Continuous
membership in the Society for a minimum of 5 years prior to
nomination is required. Society service is not considered in the
evaluation for election. Current Officers, Directors and
Trustees of the Society are not eligible for election.
A candidate for Fellowship may be nominated by any member of the
Society, except a current Trustee. Each member may make only one
nomination in one calendar year. A nomination form signed by the
nominating member and citing the principal contributions of the
candidate shall be sent to the Society office. Included on the
form shall be the names of three other Society members who can
provide evaluations of the nominee's accomplishments.
Recommendation forms shall be sent to the three evaluators
identified by the nominator. The nomination and recommendation
letters from the three evaluators will be submitted to the
Trustees.
The Trustees shall select a final list of those nominees whom
they recommend for election to Fellowship, and shall annually
present this list to the Officers and Directors of the Society
at a regular meeting. A majority vote of the Officers and
Directors shall suffice for election. The number of nominees
recommended for election by the Trustees, as well as the number
elected by the Officers and Directors in each year, shall not
exceed 1/2 percent of the then current membership of the
Society. As an exception in the first year in which elections
are made, up to 1 percent of the membership may be elected. The
nomination of a candidate for Fellow shall remain active for two
years (the year of initial nomination and the following year).
If a candidate is not elected to Fellow in the first year of
nomination, the nominator may choose to update and resubmit the
nomination form. The candidate may be re-nominated by submission
of a new and complete nomination form.
Section 9: Tie Votes. If the application of these rules is
frustrated by a tie, the Board of Directors shall decide between
the candidates.
BY-LAW 2: Committees
Section 1. Standing Committees: In General. There shall be the
following Standing Committees: Awards; Chapters, Divisions, and
Groups; Education; Finance; Governance; Marketing and
Communications; Membership; Publications; Recommended Practices;
Symposia and Conferences.
Appointment of committee chairs shall be made annually by the
President, subject to the approval of the Board of Directors,
and for a term to expire with the expiration of the term of the
appointing President. All committee chairs must be members in
good standing of the Society. Committee chairs with the
exception of the Awards Committee may make additional
appointments to their committee. Each year, each Chair shall
submit a tentative budget to the Treasurer for approval by the
Board of Directors. Each Committee, shall file with the Board of
Directors a report of its activities during the period between
annual business meetings of the Society. It shall be the duty of
each Committee to recommend to the Board of Directors any action
with respect to the subjects or matters in their charge which
the Committee deems advisable. Expenses incurred by the
Committee shall be limited to budgetary amounts approved by the
Board of Directors. These expenses may include payments to
members for specific services of short course instruction,
journal editing or monograph writing which they are specially
suited to provide because of their training and expertise,
provided such payments are not considered a private benefit as
stipulated in Article III of the Constitution.
Section 2. Standing Committees: Scholarships and Awards
Committee.
(a) Trustees. The Scholarships and Awards Committee shall
consist of six members of the Society to be known as Trustees,
who shall be elected by the membership for a term of three years
as provided by the By-Laws. Vacancies in the Trustees shall be
filled by appointment by the President with the approval of the
Board of Directors.
(b) Chair. The Chair of the Scholarship and Awards Committee
shall be appointed by the President of the Society annually from
among the Trustees.
(c) Meetings. The Trustees shall meet at least once annually,
and at such other times as may be required, upon the call of the
Chair of the Committee. The minutes of all meetings of Trustees
and their other reports shall be filed promptly with the Clerk
of the Society. Prior to the annual business meeting of the
Society, the Trustees shall submit to the Board of Directors of
the Society a complete report of the administration of the
Scholarships and Awards during the past year and a complete
report of plans for the ensuing year.
(d) Scholarship Monies. The Treasurer of the Society shall, in
addition to duties hereinafter set forth in By-Law 7, Section 3
hereof, establish and maintain a separate account which shall be
entitled the "Scholarships and Awards Account." The Board of
Directors shall from time to time instruct the Treasurer to
transfer monies of the Society from its general account to the
Scholarships and Awards Committee Account in such amounts as it
shall deem necessary or appropriate to carry out the purposes of
the Scholarship and Awards Committee. Individual donors may also
make gifts and contributions directly to the Scholarships and
Awards Committee Account. Monies so transferred to the
Scholarship and Awards Committee Account shall thereafter be
administered by the Trustees of the Scholarship and Awards
Committee for the payment of Scholarships and awards or other
proper Committee expenses over the signature of the Chair or
other designated Trustee or Trustees of the Committee. Monies
may be disbursed for scholarships and awards only in accordance
with a general plan or program approved by the Board of
Directors of the Society. The specific intent of any donor to
this Scholarships and Awards Committee Account with respect to
the treatment of the gift shall be honored by the Trustees,
after the initial acceptance and approval of his or her gift by
the Board of Directors.
Section 3 Special Committees. The President may appoint
additional committees as needs arise.
BY-LAW 3: Divisions
Section 1: Chair. The Chair for a newly organized Division shall
be appointed by the President of the Society to serve a term of
one year. In each succeeding year, the Chair of a Division shall
be elected by the members of the Division as provided in the
By-Laws of the Division.
Section 2: Executive Committee. The Executive Committee of the
Division shall be comprised of the Chair, and other officers as
provided in the By-Laws of the Division. The minutes of all
meetings of the Executive Committee shall be filed promptly with
the Clerk of the Society. The financial reports of Divisions
shall be filed annually with the Treasurer of the Society. A
complete financial report and budget for the ensuing year shall
be submitted by the Executive Committee through the Treasurer of
the Society to the Board of Directors prior to the annual
business meeting of the Society. The Division shall be
authorized to incur only such expenses as may be contained
within the Division budget as approved by the Board of
Directors. All dues, fees or funds imposed or solicited by the
Division are subject to review and revision by the Board of
Directors. All activities of the Division shall be reviewed and
coordinated by the Chapters, Divisions and Groups Committee
Chair.
Section 3: Membership. Any member of the Society in good
standing may, upon payment to the National Office of a
Divisional fee approved by the Board of Directors, be accepted
as a member of the Division, renewable annually contingent on
membership in the Society.
BY-LAW 4: Technical Groups
Section 1: Formation. The Board of Directors may establish a
Technical Group of the Society by approval of a petition signed
by at least twelve members of the Society who pledge to
participate in the Technical Group. The petition shall state the
area of technical interest of the proposed Technical Group and
supporting arguments to the Society's benefits gained by
formation of the Group. The petition shall designate at least
six individuals who will serve as the initial Executive
Committee, and include a Statement of Rules and Procedures that
will serve as the Group's By-Laws.
Section 2: Lifetime. Technical Groups will be chartered for
three years. At the end of the third year, the Technical Group
will submit a review of the Technical Group's activities and a
proposal for its future to the Board of Directors for approval.
This proposal may involve one of four avenues; (1) Dissolution
of the Technical Group, (2) Merging the Technical Group into an
existing Division, (3) Extension of the charter for up to three
more years, or (4) Formation of a new Division. Proposal to
extend the charter shall include the formation of a new
Executive Committee and any amendments deemed necessary to the
Technical Group's By-Laws.
Section 3: Chair. The Chair for a newly organized Technical
Group shall be appointed by the President of the Society to
serve for a term of one year. The Technical Group's Executive
Committee shall elect the Chair in each succeeding year of its
charter.
Section 4: Executive Committee. The initial Executive Committee
of a Technical Group shall be comprised of at least six of the
individuals who signed the petition for formation of the
Technical Group. Officers shall consist of a Chair and others as
described in the Technical Group's By-Laws. All Technical Group
officers must be Society members. The financial reports of
Technical Groups shall be filed annually with the Treasurer of
the Society. Prior to the annual business meeting of the
Society, the Executive Committee shall submit a complete
financial report and the ensuing year's budget to the Board of
Directors through the Treasurer of the Society. The Technical
Group shall be authorized to incur only such expenses as may be
contained within the Technical Group's budget as approved by the
Board of Directors. All activities of the Technical Group shall
be reviewed and coordinated by the Chapters, Divisions and
Groups Committee.
Section 5: Membership. Any member of the Society in good
standing may be accepted as a member of the Technical Group,
renewable annually, contingent on membership in the Society.
Officers of the Technical Group must be members of the Society.
However, participation in the Technical Group is not limited to
Society members.
BY-LAW 5: Chapters
Section 1: Regional Chapters
(a): Formation. The Board of Directors may establish a Chapter
of the Society by approval of a petition signed by at least
twelve members of the Society who pledge membership to the
Chapter. The petition shall state the area of technical interest
and the geographical location of the proposed Chapter. The
petition shall be submitted to the Board of Directors by the
petitioners.
(b): Chair. The Chair for a newly organized Chapter shall be
appointed by the President of the Society to serve a term of one
year. In each succeeding year, the Chair of a Chapter shall be
elected by the members of the Chapter as provided in the By-laws
of the Chapter.
(c): Executive Committee. The Executive Committee of the Chapter
shall be comprised of the Chair, Vice-Chair, and other officers
as provided in the By-Laws of the Chapter. A complete financial
report for each fiscal year and budget for the ensuing year
shall be submitted by the Executive Committee to the Treasurer
of the Society. The Chapter shall be authorized to incur only
such expenses as may be contained within the Chapter budget as
approved by the Board of Directors of the Society. All
activities of the Chapter shall be reviewed and coordinated by
the Chapters, Divisions and Groups Committee Chair. All dues,
fees, and funds imposed or solicited by the Chapters are subject
to review and revision by the Board of Directors.
(d): Membership. Any member of the Society residing in or near
the geographical area of a Chapter will be accepted as a member
of that Chapter or an alternate Chapter of his or her choice for
one year, renewable annually contingent on membership in the
Society.
Section 2: Student Chapters
(a): Formation. The Board of Directors may establish a Student
Chapter of the Society by approval of a petition signed by at
least eight student members and by one regular member who is on
the faculty or staff of the university to be served by the
proposed Student Chapter. The petition shall state the area(s)
of technical interest and the university of the proposed
Chapter. The petitioners shall submit the petition to the Board
Directors.
(b): Advisors. The Advisor must agree to advise the Student
Chapter for a minimum of two years and must be a regular member
of the Society.
(c): Chair. The Chair for a newly organized Student Chapter
shall be appointed by the President of the Society to serve a
term of one year. In each succeeding year, the Chair of a
Chapter shall be elected by the members of the Student Chapter
provided in the By-laws of the Chapter.
(d): Executive Committee. The Executive Committee of the Student
Chapter shall be comprised of the Chair, Vice-Chair and other
officers as provided in the By-laws of the Chapter. A complete
financial report for each fiscal year and budget for the ensuing
year shall be submitted by the Executive Committee to the
Treasurer of the Society. The Student Chapter shall be
authorized to incur only such expenses as may be contained
within the Chapter budget as approved by the Board of Directors
of the Society. All activities of the Student Chapter shall be
reviewed and coordinated by the Chapters, Divisions and Groups
Committee Chair. All dues, fees, and funds imposed or solicited
by the Student Chapters are subject to review and revision by
the Board of Directors.
(e): Membership. Any student member of the Society attending the
university will be accepted as a member of the Student Chapter.
Any employee of the university who is a member of the Society
will be accepted as a member of the Student Chapter, but shall
not have the right to hold office or vote. Members will be
enrolled in the Student Chapter and may choose to join a second
Chapter of his or her choice for one year, renewable annually
contingent on membership in the Society.
BY-LAW 6: Symposia and Conferences
Section 1: Symposia. The Society shall endeavor to organize and
conduct annually symposia on science and technology topics of
interest to the Society and its members. The over-all
responsibility shall rest with the President, but the details
may be delegated to the Symposia and Conferences Committee and
the Marketing and Communications Committee. All Divisions,
Technical Groups and Chapters shall cooperate with the Symposia
and Conferences Committee in providing a technical program of
broad interest to all members the Society.”
Section 2: Divisions, Technical Groups and Chapters Conference.
Each Division, Technical Group or Chapter shall be authorized to
organize separate conferences or symposia on the subject matter
of the field or fields of interest, scheduled so as not to
conflict with the symposia of the Society and with consideration
of the schedule of any other Division, Technical Group or
Chapter of the Society. The over-all responsibility for
Division, Technical Group or Chapter conferences shall rest with
their Chair, but the details may be delegated by him or her to
appointed committees.
BY-LAW 7: Dues and Fees
Section 1: Annual Membership. All members shall pay to the
Society annual dues as fixed by the Board of Directors.
Section 2: Symposium Registration. The registration fees for the
annual national symposium and any discounts or privileges for
members shall be fixed by the Board of Directors.
Section 3: Other Fees. The Society may charge other fees for its
services and publications as needs arise.
BY-LAW 8: Administration
Section 1: President. The President shall be the chief executive
officer of the corporation with power to administer the
decisions of the Board of Directors and, in consultation with
individual Board members, to take such action as may be
necessary between meetings of the Board on all matters not
solely within the jurisdiction of the Board of Directors.
Section 2: President-Elect. The President-Elect shall serve as
assistant to the President and shall act for him or her in the
absence of the President.
Section 3: Treasurer. The Treasurer shall have charge of all
monies, securities, and valuable papers of the corporation;
shall collect monies due in accordance with the By-Laws and acts
of the Board of Directors. TheTreasurer shall deposit money so
collected to the account of the Society in a bank to be
designated by the Board of Directors. The Treasurer shall be
authorized individually to sign checks drawn upon said bank. The
Treasurer shall make no payments except as approved by the Board
of Directors or upon vouchers approved by the current chair of
the appropriate committee or the President. The Treasurer shall
keep a correct account of all receipts and disbursements, and
render a full report annually, or oftener, if required by the
Board of Directors, and shall turn over all property of the
corporation in his or her possession to his or her successor in
office when such successor is duly chosen and qualified. The
account books of the Society shall be audited annually prior to
the annual meeting. The Treasurer shall be responsible for
maintaining adequate bonding and insurance coverage for the
protection of the Society.
Section 4: Clerk. The Clerk shall keep complete and full minutes
of the annual meeting of the Society and of the meetings of the
Board of Directors; issue all notices and calls for meetings;
maintain the membership list; and shall perform such other
duties as the Board may direct.
Section 5: Administrative Staff. The Board of Directors shall
have the power to hire an Administrative Staff, consisting of
full time staff members and full time or temporary assistants,
and shall have the power to terminate their employment. The
Staff shall carry out the administrative affairs of the Society
under the direction of the President, with the assistance of the
Treasurer and Clerk.
BY-LAW 9: Termination of Membership
All interests of any member in the corporation or in its
property or funds shall terminate and vest in the corporation
upon ceasing to be a member, whether by death, resignation, or
otherwise.
BY-LAW 10: Responsible Conduct
AVS Members acting in an official AVS capacity shall perform
their AVS functions in compliance with AVS policies and
procedures. An individual in violation may be removed from
his/her position, or membership in the Society, by a two-thirds
majority vote of the AVS Board of Directors, after the
individual has been given the opportunity to make his/her case
to the Board.
BY-LAW 11: Amendments
These By-Laws may be amended, provided that the amendment:
A. As proposed is first considered by the President of the
Society; secondly, is studied by a committee appointed for that
purpose by the President and the committee's recommendations are
presented to the Board of Directors; thirdly, is approved by a
favorable vote of majority of the Board of Directors; fourth, is
distributed in writing to all members of record, with a ballot,
an announced date for closing the ballot, andan explanation of
the reasons for the proposed amendment, and fifth, is approved
by a majority vote of those members voting through letter
ballot. The counting of the ballots shall be entrusted to
tellers appointed by the President. The approved amendment shall
take effect after having been announced either at the annual
business meeting of the Society, or in an official publication
of the Society.
or
B. Is first submitted to the Clerk as a petition signed by at
least 30 members or 1% of the members of record (whichever is
greater) at least sixteen weeks in advance of the regular annual
business meeting of the Society. The Clerk shall then distribute
the proposed amendment in writing, at least six weeks prior to
the next annual business meeting of the Society, to all members,
along with (1) a ballot, (2) an indication that the proposed
amendment is by petition, and (3) a critique by the Board of
Directors. An affirmative vote by a majority of those voting
through letter ballot is required for approval. No ballot shall
be counted unless received two weeks prior to the annual
meeting. The counting of the ballots shall be entrusted to
tellers appointed by the President. The results of balloting
shall be announced in a publication of the Society and at the
annual business meeting of the Society. The approved amendment
will take effect after the annual business meeting.
BY-LAW 12: Parliamentary Law and Procedure
Any matter of Parliamentary Law or Procedure not specifically
provided for in these By-Laws shall be governed by Robert's
Rules of Order as published in the last revised edition.
Approved 10.09
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