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ASHI Governance
These Bylaws can be amended by a two-thirds vote (of the membership group that adopted them) at any business meeting or by mail ballot with previous notice.
Section 1. The name of this Society shall be American Society for Histocompatibility and Immunogenetics.
Section 2. The Society shall be incorporated in the State of Missouri as a not-for-profit corporation.
Section 3. The principal office of this Society shall be in a city/location designated by the Council, and there may be other offices as may from time to time be designated by the Council.
The purpose of the Society shall be: 1. To create a formal organization of workers in the field of histocompatibility testing that will provide a strong, unified and accurate voice in matters of mutual interest.
2. To advance the development of histocompatibility testing as a discipline of medicine.
3. To provide a forum for exchange of scientific information.
4. In general, to carry on any other lawful business or activity whatsoever, in connection with the foregoing, or that which is calculated directly or indirectly to promote the purposes of the Society.
5. Provided, that no activities may be conducted by the Society, its officers or members, which are not permitted to be carried on: (a) by a corporation exempt from Federal income tax under Section 501(c)(3) of the Internal Revenue Code of 1954 (or successor regulation), or (b) by a corporation, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code of 1954 (or successor regulation), or (c) by a corporation incorporated pursuant to the provisions of the "Not For Profit Corporation Law" of the State of Missouri.
ARTICLE III. MEMBERSHIP: VOTING RIGHTS
Section 1. Categories of Membership. The Society shall consist of Full, Associate, Institutional, Emeritus and Honorary Members. Members may be further subclassified as Regular or Sustaining.
Section 2. Eligibility for Membership. Any person, firm or corporation active in the field of histocompatibility testing or who/which has demonstrated a major and continuing interest in the field shall be eligible to seek membership in the Society. Candidates shall on their own initiative apply for Full, Associate, Institutional or Emeritus membership. The Society on its own initiative shall select candidates for Honorary membership in the Society.
Section 3. Qualifications for Membership Classifications. 1. Full Members. Full Members shall be individuals who have shown some evidence of continuing active involvement or expertise in a clinical histocompatibility or research laboratory, or in a laboratory performing work related to this field. An application for Full membership shall be supported by at least two sponsors who shall be Full Members of the Society.
2. Associate Members. Associate Members shall be individuals who (1) have shown interest in the field of histocompatibility testing but need not be actively working in the field OR (2) are new to the field and are not prior Full Members. An application for Associate membership shall be supported by at least one sponsor who shall be a Full Member of the Society. An Associate Member shall be eligible to apply for Full membership at any time s/he satisfies the qualifications for Full membership.
3. Institutional Members. Institutional Members shall be laboratories or other institutions active in the field of histocompatibility testing. Applications for Institutional membership shall be reviewed and approved by the Membership Committee.
4. Emeritus Members. Emeritus Members shall be individuals who have been in the fields of histocompatibility and/or immunogenetics and have contributed to the Society. To qualify, the individual must be retired and have been a Full Member of the Society more than 15 years.
5. Honorary Members. Honorary Members shall be those individuals (1) who are recognized because of their work as pioneers in this field OR (2) who have made significant contributions to the field or to the Society. Honorary membership may be extended to candidates only upon (1) recommendation of the Membership Committee with concurrence of the Council AND (2) approval by a majority vote of the membership by mail ballot or at the Annual Meeting. Honorary Members shall enjoy for life all the rights and privileges of membership as established by the Membership Committee with the concurrence of a majority of the Council.
Section 4. Qualifications for Membership Subclassifications. 1. Sustaining Membership. Sustaining Members shall be those members who agree to make a substantial financial commitment to the Society pursuant to criteria established by the Council, and reviewed and administered by the Membership Committee.
2. Regular Membership. Regular Members shall be members who are not Sustaining Members.
Section 5. Application for Membership. Applications for membership shall be reviewed for approval or disapproval by the Chair of the Membership Committee, or designated Membership Committee member, acting under the existing guidelines of the Membership Committee and Council. Decisions of the Chair of the Membership Committee may be appealed to the Council.
Section 6. Notification of Membership Application Status. Acting under the existing guidelines of the Membership Committee and Council, the Chair of the Membership Committee, or designee, shall notify candidates of the status of membership applications submitted ( i.e., approved or disapproved) and of selection to be an Honorary member.
Section 7. Duration of Membership. Membership in the Society may terminate by death, voluntary withdrawal as herein provided or otherwise in pursuance of these Bylaws. All rights and privileges of a member shall cease upon the termination of membership.
Section 8. Withdrawal, Suspension and Expulsion. 1. Withdrawal. Any member may, by giving written notice of such intention, withdraw from membership. Withdrawals shall be effective upon fulfillment of all obligations to the date of withdrawal.
2. Suspension and Expulsion. For cause, and upon reasonable notice, any member may be suspended or expelled. Sufficient cause for such suspension or expulsion of a member shall be violation of the Bylaws or any lawful rule or practice duly adopted by the Society or any other conduct prejudicial to its interest. Suspension or expulsion shall be by two-thirds vote of the entire Council.
(a) A member threatened with expulsion or suspension shall be invited to appear before the Council for a hearing only after charges have been presented in writing and transmitted by registered mail to the accused 30 days previous to the meeting. The accused may reply in writing or in person and shall be given full opportunity for defense before the Council. An expelled member shall forfeit all rights and privileges in this Society, and a suspended member shall forfeit all rights and privileges during the period of his suspension. In the event that charges are proffered against an institutional member, that institutional member shall be represented by a responsible person duly certified in writing by the executive head of the institution.
(b) Appeal of a decision by the Council for expulsion or suspension may be made by the involved member to the full membership of the Society at the next scheduled Annual Meeting. A vote of the majority of the members present and voting if favorable to the appellant will nullify the Council's decision for expulsion or suspension, and restore the member to membership status previously in effect.
Section 9. Voting Privileges. Full or Honorary Members shall each have one vote. Associate, Institutional or Emeritus Members shall have no vote.
Section 10. Eligibility To Hold Office. Only Full or Honorary Members shall be eligible to hold office. Associate, Institutional or Emeritus Members shall be ineligible to hold office.
Section 1. Assessment. Dues shall be assessed annually according to type of membership in amounts stipulated by the Council. Changes must be approved by an affirmative vote of a majority of the votes cast at the Annual Business Meeting.
Section 2. Delinquent in Payment. The Secretary or designee shall send written notification to members who fail to pay their dues within three (3) months from the date that dues become delinquent. If payment is not made within ninety (90) days of the date of this written notification, the Secretary or designee shall report to the Membership Committee that the member is in arrears, and the member shall without further notice and without hearing be dropped from the rolls and thereupon forfeit all rights and privileges of membership.
Section 1. Annual Scientific Meeting. The Society shall hold an annual scientific meeting at a time and place to be decided by the Council, for presentation and discussion of materials related to the goals, purposes and interests of the Society members and their guests.
Section 2. Annual Business Meeting. A business meeting of the Society shall be held annually in conjunction with the scientific meeting for the purposes of presenting committee reports to the membership and transacting other Society business as needed.
Section 3. Special Scientific or Business Meetings. Special scientific or business meetings may be called by the Council.
Section 4. Notification of Scientific or Business Meetings. Notification of annual or special meetings shall be mailed to the last recorded address of each member at least two months in advance of the meeting date.
Section 5. Quorum. The quorum required at all business meetings of the Society shall be not less than 50 members and in case there be less than this number, the presiding officer may adjourn the meeting from time to time until a quorum is present.
Section 1. Elected Officers and Terms of Office. There shall be elected by the membership the following officers: A President-Elect to serve a term of one year, after which s/he shall automatically become President to serve a term of one year, after which s/he shall automatically become immediate Past-President to serve a term of one year; a Vice President to serve a term of one year; a Secretary to serve a term of three years; a Treasurer to serve a term of three years; and nine Councilors who will be elected on a staggered schedule and will each serve a term of three years .
Section 2. Qualifications. It is strongly recommended that the President has served at least two (2) years on Council prior to taking office. President-Elect must have served at least one (1) year on Council or at least one (1) year term as a Committee Chair prior to taking office.
Section 3. Nominations By Nominating Committee. 1. Composition and Term of Membership. The Nominating Committee shall consist of the Immediate Past-President, the President-Elect, and all officers whose terms will expire at the close of the next Annual Business Meeting, provided, however, that no officer who is standing for re-election may serve on the Nominating Committee. The President-Elect shall serve as Chairperson of the Nominating Committee. The committee shall notify the Secretary, in writing, of the official ballot for officers. This committee shall also nominate new officers to replace members who cannot serve their terms for any reason. In establishing the Council, there shall be an attempt to create a geographic and professional-technological balance of representation.
2. Duties of Nominating Committee. Giving consideration to nominations from the membership, the Nominating Committee shall (a) arrive at a final slate of nominations with at least one nominee for each vacancy, (b) verify that each nominated candidate has signed a statement of willingness to serve if elected, and (c) construct the mail ballot used for the election. To encourage membership participation in the nomination process, a preliminary list of nominees shall be mailed to the membership with a copy of a nominating petition blank at least 180 days prior to the Annual Business Meeting.
Section 4. Nominations By Petition From Membership. Nominations by petition for officers must be received by the Secretary or designee by the date nominations close, i.e., 120 days prior to the Annual Business Meeting. Such nominations from the membership must be endorsed with the names of not fewer than ten full or honorary members of the Society, and the candidate shall submit a signed statement of his/her willingness to serve. The Secretary or designee shall forward all nominations to the Nominating Committee within five days following the deadline for receiving nominations. All valid nominations by petition from the membership shall be included on the ballot.
Section 5. Mail Ballot For Election. 1. Construction of Final Ballot. The Nominating Committee shall construct a mail ballot containing all valid nominations from the Nominating Committee and the membership. This official mail ballot will be submitted in writing to the Secretary or designee.
2. What Is On Ballot. The ballot shall list the nominations for the following offices: (a) President-Elect; (b) Vice President; (c) Secretary (if the current term of office is expiring); (d) Treasurer (if the current term of office is expiring); (f) Three Councilors. (g) Officers for any vacant position then open or which had been filled by a vote of the Council during the preceding year (for the unexpired term of the officer whose position is vacant).
3. When Ballot Is Mailed. The Secretary or designee shall oversee the balloting process. At least 90 days before the Annual Business Meeting, an official mail ballot will be sent to all full members of the Society, to the member's last recorded address on the rolls of membership. The balloting procedure will be so constructed that the mail ballot will be a true secret ballot. These ballots must be received by the Secretary or designee at least 45 days before the Annual Business Meeting.
Section 6. Counting Ballots. Tellers to count the ballots will be appointed by the Council. Results of the balloting will be certified by the tellers to the Secretary. Results of the election will be announced at the Annual Business Meeting. In the event there is no Annual Business Meeting, the results shall be published in the first issue of the Society's newsletter following the election.
Section 7. Requirements to Elect. Election of officers shall be by majority vote of the members eligible to vote and voting. In the event that no majority is obtained by mail ballot for a particular office, the following procedures shall be followed:
(a) If only two people are running for an office and a tie exists between them, the issue will be settled by a flip of a coin by the tellers who count the mail ballots. (b) If more than two people are running for an office and no candidate has a majority vote, a runoff election between the two (or three if there is a tie for second) competing candidates with the greatest number of votes will be held (1) at the Annual Business Meeting or (2), in the event that no Annual Business Meeting is scheduled, by a special mail ballot held within thirty days of the certification of the initial ballot.
Section 8. When Terms Begin and End. Officers' terms shall begin at the close of the Annual Business Meeting, and end when their successors take over. The President shall become immediate Past-President upon the accession of the President-Elect to the office of President.
Section 9. Number of Terms. No officer may serve more than two consecutive terms in the same office. The sequence from President-Elect to President to Immediate Past-President shall be construed as one term of office. Officers having served two consecutive terms of an office may be re-elected to the same office after being out of that office for one term. There shall be no restriction for officers being elected to a different office immediately consecutive to their term. Persons who fill a vacancy and serve for less than one half the usual term for that office may run for re-election as if they have never held the office. No member shall hold more than one elected office at a time.
Section 10. No Annual Business Meeting. In the event that no Annual Business Meeting is scheduled for the months of October, November or December, the time frames referenced to the date of the Annual Business Meeting shall be based on November 15 of the respective year.
Section 1. Members. The Council shall consist of the 15 elected officers, for the duration of their terms of office: President, President-Elect, Immediate Past President, Vice President, Secretary, Treasurer and nine Councilors.
Section 2. Duties. 1. The Council shall have the supervision and control of the affairs of the Society, shall determine policies within the limits of the Bylaws, shall actively pursue the Society's purposes and shall have discretion in the disbursement of funds.
2. The Council shall be subject to the directives of the Society, and none of its acts shall conflict with action taken by the Society.
Section 3. Meetings. 1. The Council shall meet at least annually at the time of the Annual Scientific Meeting of the membership for the purpose of appointing committees, setting the date and place of future annual meetings, and transacting other business. In the event there is no Annual Scientific Meeting, the Council will meet as soon as possible following the certification of the annual election, but no later than the last day of January of the calendar year immediately following the election.
2. The Council shall hold sufficient regular meetings to carry out its duties. Special meetings of the Council may be held upon call by the President or upon demand of a majority of Council members with the time and place being set by the President or majority of Council.
3. Regular and special meetings may be held in person (i.e., face-to-face) or by conference calls. Written notice of all Council meetings shall be sent to each member of the Council at least thirty (30) days in advance of such meetings. In case of extreme emergency, the thirty (30) day requirement may be waived with approval of a majority of the full Council. Minutes shall be taken for all meetings.
Section 4. Quorum. A majority of the Council shall constitute a quorum at any meeting of the Council.
Section 5. Absences and Vacancies. Any member of the Council unable to attend a meeting shall, in a letter addressed to the President or Secretary, state the reason for his/her absence. If a Council member is absent from three consecutive meetings (the various Council meetings which will occur at the annual meeting all being considered one meeting for the purpose of this Section) for reasons that the Council has failed to declare to be sufficient, his/her resignation may be deemed to have been tendered and accepted if so voted by a majority of the remaining Council members.
Any vacancies that may occur among the officers (with the exception of President), by reason of death, resignation or otherwise, shall be filled by a majority vote of the full Council. The person selected by the Council shall serve until the next annual election at which time the membership shall elect a successor to complete the unexpired term. A vacancy in the office of President, however, shall be filled as provided in these Bylaws.
ARTICLE VIII. OFFICERS AND STAFF
These officers shall perform the duties prescribed by these bylaws and by the parliamentary authority adopted by the Society:
Section 1. President. The President shall be the chief officer of the Society and shall preside at meetings of the Society and of the Council. S/he shall also, at the annual meeting and at such other times as s/he shall deem proper, communicate matters to the membership or to the Council as may in his/her opinion tend to promote the welfare and increase the usefulness of the Society, and shall perform such other duties as are necessarily incident to the office of President or as may be prescribed by the Council.
Section 2. President Elect. If the office of the President should become vacant between elections, the President-Elect shall automatically fill the vacancy. The President Elect may be designated by the President to perform his/her duties, in the event of his/her temporary disability or absence from meetings.
Section 3. Vice President. The Vice President may be designated by the President to perform his/her duties, in the event of his/her temporary disability or absence from meetings.
Section 4. Treasurer. The Treasurer shall keep an account of all moneys received and expended and shall make disbursements authorized by the Council and such officers as Council may prescribe. S/he shall make a report at the annual meeting or when called upon by the President. The funds, books and vouchers in his/her hands shall, at all times, be subject to verification and inspection of the Council. At the expiration of his/her term of office, the Treasurer shall deliver over to his/her successor, or, in the absence of a Treasurer-Elect, to the President, all Society books, money and other property.
Section 5. Secretary. The Secretary shall give notice of and attend all meetings of the Society and keep a record of their proceedings; keep a list of members; prepare an annual report of the transactions and conditions of the Society; distribute a list of committee assignments to all members following the annual meeting; and generally devote his/her best efforts to advancing its interests.
Section 6. Councilors. The Councilors shall act as liaisons between the ASHI members and ASHI Council. They are expected to address all concerns brought to them by the membership, referring the member to the appropriate committee when possible.
Section 7. Executive Director. The Council and officers may delegate responsibility for the day-to-day administration and management of the Society to a person or company who shall serve subject to review by the Council as Executive Director of the Society.
ARTICLE IX. THE EXECUTIVE COMMITTEE
Section 1. Composition. The Executive Committee shall have seven (7) members: President, President-Elect, Immediate Past President, Vice President, Secretary, Treasurer; and a Councilor-At-Large (i.e., a current Councilor elected by the other Councilors to represent them).
Section 2. Duties. The Executive Committee shall conduct the day-to-day business of the Society with all actions subject to approval by the Council at the next regularly scheduled Council meeting, or by ballot as directed by the President.
Section 3. Meetings. Meetings of the Executive Committee may be called by the President, and meetings shall be called by the President upon written request of three members of the Executive Committee.
Section 4. Quorum. The President and three (3) members of the Executive Committee shall constitute a quorum for the transaction of business.
Section 1. Formation. The Council shall establish such standing or special committees or subcommittees as may be required by the Bylaws, or as they may find necessary. The committees themselves may also appoint subcommittees to help them in completing their duties. Each committee and subcommittee shall have at least three (3) members, one of which shall serve as Chair.
Section 2. Term of Appointment. Unless designated otherwise in these Bylaws, committee members shall be appointed to a three (3) year term. Each term shall begin at the close of the Annual Business Meeting and end when the successors take over. An effort should be made to rotate committee membership in such a way that one-third of the members will change on each committee each year.
Section 3. Committee Membership. Unless designated otherwise in these Bylaws, committee members shall be appointed by the Council taking into account (a) recommendations from the committee chair and (b) desire of persons who volunteer to serve on a committee. All Committee Chairs, Vice Chairs and committee members must be ASHI members in good standing.
Section 4. Committee Chair. Unless designated otherwise in these Bylaws, committee chairs shall be appointed by the Council.
Section 5. Standing Committees. 1. Bylaws Committee. The committee shall regularly review (a) current rules and bylaws of the Society for update and (b) proposed changes in the rules and Bylaws. They shall prepare a summary of proposed changes for presentation to the membership for comment. The committee shall assist in selection of a parliamentarian, subject to review by the Council, to serve at the annual business meeting and advise the presiding Officer on rules, bylaws and procedures.
2. Clinical Affairs Committee. The committee shall maintain the Society's status as a resource and expert in histocompatibility testing by identifying issues in histocompatibility and immunogenetics that have current or potential clinical significance. The committee shall gather information relevant to those issues, analyze and interpret such information in terms of their clinical impact and issue recommendations to the Council as to what action, if any, needs to be taken.
3. Finances and Audit Committee. The committee shall be responsible for general supervision of the Society's finances. The Treasurer of the Society shall be an ex officio member of the Finances and Audit Committee. (a) The committee shall prepare the future year's annual operating budget in time for Council to review it and issue a final approved budget by the end of the Council's last official business meeting of the year. (b) The committee shall have the books of the Society audited at least once a year by an independent auditing firm. The committee shall review the audit and shall submit the report at the Annual Business Meeting.
4. International Affairs. The committee assesses the needs of the international members, evaluates those needs, and provides benefits and services to meet the needs.
5. Membership Committee. The committee shall periodically re-evaluate membership dues structure, membership classifications and membership criteria for need to update. The Chair of the Membership Committee, or designated Membership Committee member, shall review applications for membership. The committee shall assess the needs of all members and shall suggest changes to membership benefits and services to address those needs and to facilitate recruitment of new members.
6. National Affairs Committee. The committee shall establish communication with the various governmental agencies which are responsible for regulation and accreditation of clinical laboratories and provide these agencies with the recommendations of the Society on these matters. The committee shall notify other pertinent agencies and organizations of the existence of the Society and establish and maintain lines of communication in areas of mutual interest. The President shall serve as Chair.
7. Proficiency Testing Committee. The committee shall oversee the content, quality and all other aspects of the operation of all ASHI-sponsored proficiency survey activities and make recommendations for changes or additions to those activities.
8. Program Committee. The committee shall be responsible for planning, organizing, and overseeing all arrangements for annual meetings to provide educational and scientific programs that will address needs and interests of the membership. The committee shall establish criteria and select from the nominees for awards as designated by the Council.
9. Publications Committee. The committee shall be responsible for all Society publications, including but not limited to newsletters, manuals and journals. They shall oversee and review such publications for timeliness and accuracy.
10. Quality Assurance and Standards Committee. The committee shall establish ASHI standards to include governmental regulations for laboratories and technologists engaged in clinical histocompatibility testing. The committee shall maintain these standards and revise them as new state-of-the-art methodologies are incorporated into histocompatibility laboratories.
11. Regional Education Committee. The committee shall be responsible for planning, organizing, and overseeing all arrangements for the Regional Educational Workshops. These meetings will encompass basic science, clinical applications, and ongoing research and development in the field of histocompatibility and immunogenetics.
12. Scientific Affairs. The committee shall promote and coordinate multi-laboratory studies and workshops in relevant scientific areas to provide a mechanism to accumulate and evaluate data that requires a large database.
ARTICLE XI. ACCREDITATION PROGRAM
Section 1. Purpose. The purpose of the Accreditation Program shall be to promote quality laboratory practice in histocompatibility and immunogenetics through the objective and consistent evaluation of compliance with ASHI Standards.
Section 2. Duties. 1. Laboratory Evaluations. The program personnel shall evaluate the compliance of laboratories with ASHI Standards and shall have the authority to conduct laboratory inspections and issue accreditation in ASHI's name to laboratories complaint with the Standards.
2. Contracts/Agreements. The program personnel shall maintain contracts/agreements for performing laboratory evaluations for other organizations and agencies.
3. Operations Manual. The program personnel shall maintain the Accreditation Program Operations Manual that outlines the personnel and operations of the program.
ARTICLE XII. AMERICAN BOARD OF HISTOCOMPATIBILITY AND IMMUNOGENETICS
The Society recognizes that the purposes of the American Board of Histocompatibility and Immunogenetics (ABHI) shall be those nonprofit purposes as stated in the ABHI articles of incorporation, as may be amended, including:
1. To implement the educational and competency standards established by the Society for laboratory personnel by means of certification. 2. To define and promote laboratory work in histocompatibility and immunogenetics as an occupation in the public sector. 3. To examine individuals at the doctoral and non-doctoral levels on a national scale and to issue certificates of competency to successful applicants in the name of the ABHI. 4. To maintain a registry of certified individuals and to disseminate other information by publications or other means. 5. To promote continued professional growth and to document such activity. ABHI shall be independent from the Society in operation and fiscal matters.
ARTICLE XIII. THE ASHI FOUNDATION
The Society recognizes the need for a foundation to raise funds to support basic and applied scientific research, administrative research/projects, professional education, technical training and development, and public education in all aspects of histocompatibility, immunogenetics and transplantation immunobiology. The ASHI Foundation (hereafter referred to as the Foundation) is recognized as the body that will provide and maintain these services
The annual budget of the Foundation shall be presented by the Foundation's Finance Committee to the ASHI Council and the Foundation's Board of Trustees for approval. Expenses funded by ASHI will be reviewed by the ASHI Finances and Audit Committee and approved by ASHI Council.
During the first five (5) years (i.e., Foundation development stage), ASHI will provide financial support from ASHI investment earnings. This financial support shall not exceed 100 percent of the interest that ASHI earns on the combined annual operating and reserve funds. The Foundation should be financially independent at the end of five (5) years from the date of incorporation (i.e., April 22, 2004). Further financial support from ASHI beyond that date can only be extended by vote of the ASHI membership.
The Bylaws of the Foundation shall fix the number of, specific qualifications for, the nomination process for and the election procedure for members of the Board of Trustees. All members of the Board of Trustees shall be approved by the ASHI Council.
The fiscal year shall commence on January 1 of each year and end on December 31 of that year.
The Society shall have a seal of such design as the Council may adopt.
ARTICLE XVI. NONDISCRIMINATION
There shall be no discrimination on the basis of color, race, religion, creed, national origin, age, sex, sexual orientation, physical appearance or marital status in decisions concerning eligibility for membership, committee assignments or office, or concerning employment, transfers or promotions of staff, or concerning any other business or activity of the Society.
ARTICLE XVII. CONFLICTS OF INTEREST
A "Declaration of Interest Statement" must be signed by each individual officer, Councilor, Committee Chair and/or Executive Office Staff member. No officer, councilor or committee member shall vote on any matter or take any action which would involve a conflict of interest.
Whenever an officer, council member or committee member has cause to believe that a matter to be voted upon would involve himself or herself in a conflict or possible conflict of interest, he or she shall announce the conflict or possible conflict of interest and shall abstain from voting on such matter. The question of whether any actual conflict exists shall be decided by a majority vote of the Council or committee members involved in the matter. Any other member may raise a question of conflict of interest or possible conflict of interest with respect to any Council member or committee member present. The question of whether an actual conflict of interest exists shall be decided by a majority vote of the Council or of the committee involved in the matter. Decisions of committees on conflicts of interest are subject to review by the Council. Minutes of Council or committee votes on conflicts of interest shall be matters of permanent record.
ARTICLE XVIII. PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the Society in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the Society may adopt.
ARTICLE XIX. AMENDMENT OF BYLAWS
Section 1. Proposal of Amendments. To amend the Bylaws, amendments may be proposed to the Council by the Bylaws Committee. Additionally, amendments may originate from the membership, in which case they must be proposed in writing to the Council by five (5) members of the Society and shall be reviewed by the Bylaws Committee. Amendments proposed shall then be voted on by the membership in a manner designated by these Bylaws.
Section 2. Notification of Membership. 1. Amendment(s) shall be submitted to the membership with a minimum of the following information: (a) The rationale clearly explaining the pros and cons of the issue under consideration, (b) A copy of the section being amended, i.e., how the section reads currently, if there is one in the Bylaws, (c) A copy of the proposed amendment, i.e., how the section will read with the changes implemented, (d) Where the amendment originated, i.e., membership, committee, Council, parliamentarian, etc., and (e) The recommendations of the Bylaws Committee on the proposed amendment.
2. A copy of the proposed amendment(s) shall be mailed to the last recorded address of each member eligible to vote. The mailing shall take place at least thirty (30) days prior to date the vote on the amendment will be counted, and postmark shall be used to verify date mailed.
Section 3. Accepted Voting Methods. 1. The Council and Bylaws Committee shall select which method of voting is to be used for each amendment submitted to the membership - vote by mail ballot, vote at annual business meeting or both. Each eligible member shall have only one(1) vote on each amendment. In the event no consensus on voting method is reached by the Council and Bylaws Committee, the amendment shall be presented at the next Annual Business Meeting.
2. Before vote by any accepted method can be taken on proposed amendment(s), the membership shall be provided an opportunity to discuss amendment(s) at the Annual Business Meeting and, if recommended by the Bylaws Committee, at an open bylaws forum.
3. Voting methods should be utilized to provide timely updates in Bylaws and to maximize participation from membership, especially on issues deemed of great importance to the membership. Voting methods available to the Society are as follows:
(a) Vote by Mail Ballot. (1) Ballots shall be mailed to members with amendment(s) according to Section 2 Notification of Membership. The ballots should be returned within thirty (30) days, and ballots shall be counted and certified by the same procedures as for the annual election of officers and Councilors. (2) The proposed amendment(s) shall require for its (their) adoption (a) an affirmative vote of two-thirds (2/3) of the ballots returned and (b) return of at least one-third (1/3) of the ballots mailed to the members eligible to vote. (3) Results of the balloting shall be published within ninety (90) days of the official date the ballots are to be returned. The Society's official publication or a separate mailing shall be used to notify members of the outcome. (4) If the amendment is approved, the amendment shall go into effect the first day of the month following publication of the results of the balloting.
(b) Vote at Annual Business Meeting. (1) Vote shall be taken at the Annual Business Meeting according to the Parliamentary Authority. (2) The proposed amendment(s) shall require for its (their) adoption an affirmative vote of two-thirds (2/3) of the votes cast. (3) Results of the balloting shall be published within ninety (90) days of the official date the amendment was voted upon. The Society's official publication or a separate mailing shall be used to notify members of the outcome. (4) If the amendment is approved, the amendment shall go into effect immediately.
(c) Vote by Mail Ballot and Annual Business Meeting. (1) To maximize opportunity for membership to vote, amendment(s) may be presented for approval by mail and by vote at the Annual Business Meeting providing the balloting process ensures each person eligible casts only one (1) vote on the amendment(s). (2) The proposed amendment(s) shall require for its (their) adoption an affirmative vote of two-thirds (2/3) of the votes cast. (3) Results of the balloting shall be published within ninety (90) days of the official date the final votes were counted on the issue. The Society's official publication or a separate mailing shall be used to notify members of the outcome. (4) If the amendment is approved, the amendment shall go into effect the first day of the month following publication of the results of the balloting.
These Standing Rules provide the operational details of the Society and are organized in the same format as the Bylaws for easy cross referencing using the Article/Section headings and numbers. In summary, these Standing Rules can be amended by a majority vote (of the membership group that adopted them) at any business meeting without previous notice.
SR ARTICLE III. MEMBERSHIP: VOTING RIGHTS
Section 3. Qualifications for Membership Classifications. 1. Full Members. (a) Individuals who have been active in the field of histocompatibility for five (5) years or less are eligible for Associate membership. No one active in the field can be an Associate Member for more than five (5) years. (b) Individuals who are active in the field of histocompatibility for more than five (5) years are not eligible for Associate membership but are eligible for Full membership. (c) Full Members who become inactive in the field of histocompatibility are eligible to renew membership as an Associate Member during that period of inactivity. However, Associate membership expires upon active re-entry into the field, and the individual is eligible to renew membership as a Full Member.
4. Emeritus Members. Retirement from "full time employment" means employment of any kind, i.e., not just in histocompatibility.
5. Honorary Members. (a) Permanent Honorary Members are listed as follows: Dr. D.B. Amos Dr. R.O. Payne Dr. P.I. Terasaki Dr. R.L. Walford (b) Permanent Honorary Associate Members are listed as follows: Joyce Haas (c) Honorary Members (per Bylaws terminology revision 10/15/96) are listed as follows:
Section 6. Notification of Membership Application Status. The ASHI Executive Office is currently the "designee" appointed by the Chair of the Membership Committee.
Section 10. Eligibility To Hold Office. 1. Additional Privileges of Membership. Institutional members shall be eligible for additional privileges as determined by the Council.
2. The following table outlines the benefits of the classifications of membership:
1. Order of Business. The order of business at meetings shall be as follows: (1) Call of the meeting to order; (2) Reading and approval of minutes of previous meeting; (3) Receiving communications; (4) Reports of officers and staff; (5) Reports of committees: (a) Standing. (b) Special; (6) Unfinished business; (7) New business; (8) Adjournment.
SR ARTICLE VI. ANNUAL ELECTION
Section 3. Nominations By Nominating Committee.
1. A copy of the nomination form should be published at least annually in the ASHI Quarterly, preferably in the first issue mailed out each year.
2. The Nominating Petition sent to the membership shall contain a brief statement indicating the candidate's willingness to serve if elected and a signature/date line for the nominee to sign.
Section 5. Mail Ballot for Election. | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||