MWAOHN Bylaws

METROPOLITAN WASHINGTON (D.C.) ASSOCIATION OF OCCUPATIONAL HEALTH NURSES, INC.,

a chapter of the American Association of Occupational Health Nurses (AAOHN), Inc.

Article I

NAME

The name of this chapter shall be Metropolitan Washington (DC) Association of Occupational Health Nurses (MWAOHN), Inc., a chapter of the American Association of Occupational Health Nurses (AAOHN), Inc.

Article II

PURPOSE

The purposes of MWAOHN are to:

1. constitute the local professional association of registered nurses engaged in the practice of occupational and environmental health nursing;

2. promote and/or provide continuing education in occupational and environmental health nursing;

3. maintain the integrity and character of the nursing profession;

4. promote scope of practice and standards for occupational and environmental health nurses;

5. provide a forum for networking and discussion of issues in the field of occupational and environmental health nursing;

6. participate in the process of monitoring and influencing state legislation and regulations;

7. promote occupational and environmental health nursing through local communications activities;

8. provide opportunities to develop chapter leadership skills; and

9. do within the limits of the law all things necessary, proper, incidental, suitable, useful and conducive to complete accomplishment of the foregoing purposes.

Article III

MEMBERSHIP

Section 1. CLASSES OF MEMBERSHIP

A. Active

1. A registered professional nurse currently employed in occupational and environmental health.

2. An active member whose employment status changes may maintain active membership for the remainder of that membership year and one additional consecutive year.

3. An active member may apply for inactive status if the member has temporarily left the field of occupational and environmental nursing due to hardship.

4. Inactive status must be renewed annually and may be maintained for a maximum of three years.

B. Retired

1. A member retired from occupational and environmental health.

C. Affiliate

1. A registered professional nurse not eligible for active status, but interested in the field of occupational and environmental health and the purposes of AAOHN.

2. Others, not eligible for active status, but practicing in a field of occupational and environmental health and interested in the purposes of AAOHN.

D. Student

1. A registered professional nurse enrolled as a student in a program of study related to occupational and environmental health.

2. A student in a professional nursing program with interest in occupational and environmental health.

3. This category of membership must be renewed annually.

E. Honorary

1. Honorary membership may be conferred upon an individual selected by the Board of Directors for outstanding service to MWAOHN and/or the profession of occupational and environmental health nursing.

F. Life

1. Life membership may be conferred upon MWAOHN past presidents at the completion of their term of office.

G. Secondary

                         1. A registered professional nurse who holds an active membership in another chapter and desires a secondary membership in MWAOHN.

                        2.  Local chapter dues will be collected directly from the member for this category of membership.

Section 2. RIGHTS AND PRIVILEGES

A. Active members shall have full rights and privileges of membership.

B. Members in all other classes:

1. shall be ineligible to hold office.

2. may attend membership meetings and participate in debates but shall not vote.

           C. Members in all classes may serve on committees.

D. Honorary and Life members shall have full privileges and shall not pay local chapter dues.

E. Retired members who are not practicing nursing have the option to belong to only MWAOHN and decline membership, and all rights and privileges, in AAOHN.

Section 3. APPLICATION FOR MEMBERSHIP

            A. Membership shall be granted by AAOHN. A written application submitted to the national office is   required for all classes of membership, except honorary and life.

B. Local chapters shall have thirty (30) days to challenge a member.

C. If a member’s application is challenged, there shall be automatic review by the AAOHN Membership Committee.

D. Final approval of applications for membership shall be within the sole and absolute discretion of the AAOHN Board of Directors.

Section 4. DUES

A. Annual dues of members are payable January 1st.

B. Each member shall send annual dues of AAOHN and MWAOHN to the national office.

C. New members joining after June 30, shall pay half a year’s national dues and full state and local dues for the balance of the first calendar year of membership.

D. The Finance Committee may recommend changes in local dues. Any such change must be approved by two-thirds (2/3) vote of the Board of Directors.

E. Upon recommendation of the Board of Directors, proposed changes in dues shall be submitted to the members at a regular or special meeting. Notice of such recommendations shall be sent to each member with the call to the meeting. Approval shall be by two thirds (2/3) vote.

Section 5. FORFEITURE OF MEMBERSHIP

A. Membership shall be automatically terminated for not meeting membership criteria; or

2. for non-payment of dues.

Section 6. REINSTATEMENT

A. A former member who forfeited membership for non-payment of dues may be reinstated:

1. during the year of forfeiture by payment of current dues.

2. after the year of forfeiture, by application as a new member and payment of current dues.

B. A former member who forfeited membership for any other reason may apply as a new member, pay the current dues, and meet the requirements then in force.

Section 7. ACCESS TO RECORDS

A. Consistent with legal requirements, a member may inspect the books and records of MWAOHN for any proper purpose upon reasonable notice.

Article IV

BOARD OF DIRECTORS

Section 1. COMPOSITION

A. The Board of Directors shall consist of elected Officers and elected Directors.

Section 2. DUTIES

A. The duties of the Board of Directors shall be to establish mission and goals, and planning strategies for MWAOHN;

B. transact the general business affairs of MWAOHN not otherwise provided in these bylaws;

C. adopt an annual budget;

D. designate the place of deposit for money;

E. provide bond for any person handling funds;

F. provide for an independent review by an external party of the books and records of this chapter;

G. recommend to membership any proposed changes in local dues structure;

H. fill any vacancy, except that of President, by ballot vote;

I. fill any vacancy on the Nominating Committee;

J. approve presidential appointments;

K. appoint election Tellers and Chairman of Tellers;

L. process all complaints or request for disciplinary action against a member;

M. initiate proceedings for the removal of an officer for misconduct or neglect of duty in office using due process procedures as outlined in Robert’s Rules of Order Newly Revised or the corporate code of an incorporated chapter;

N. establish advisory councils if and when necessary;

0. determine time and place for annual meeting, the membership meetings, and the board meetings;

P. adopt the necessary standing rules and policies to implement these bylaws; and

           Q. review and revise the mission statement of MWAOHN.

Section 3. MEETINGS:

A. Regular meetings of the Board of Directors shall be held at least 4 times annually.

B. Special meetings of the Board of Directors:

1. may be called by the President or;

2. shall be called by the President upon written request of two-thirds (2/3) of the voting members of the Board of Directors or;

3. may be held with at least twenty-four (24) hours prior notice.

C. Notice of all regular meetings of the Board of Directors shall be given to the general membership by advance schedule at least 20 days before the date of the meeting.

D. Meetings may be conducted through the use of any means of communication by which any, or all Directors participating, may simultaneously hear each other during the meeting. A Director participating in a meeting by this means is deemed to be present in person at the meeting. At least two-thirds (2/3) of the members must participate in such action. A report of any action taken shall be verified and made part of the minutes of the next Board meeting.

E. Two-thirds (2/3) members of the Board of Directors, including the President or Vice President shall constitute a quorum at any meeting of the Board.

Section 4. OFFICERS

A. The officers shall be the President, Vice President, Secretary, and Treasurer.

B. Qualifications: To be eligible for election, candidates must be active members.

1. Candidates for President shall have served a minimum of one (1) term as an active member of MWAOHN.

C. Duties: The duties, shall be such as are implied by the respective titles, except as otherwise stated in these bylaws and more specifically shall include the following:

1. The President shall:

a. be the chief executive officer and official representative of MWAOHN;

b. perform duties as set down in the bylaws or standing rules adopted by the Board of Directors;

c. appoint, subject to the approval of the Board of Directors, standing and ad hoc committees;

d. approve bills for payment, subject to limits prescribed by the Board of Directors;

e. establishes policies to ensure proper accounting procedures are followed;

f. signs all checks in the absence of the Treasurer;

g. submit to the AAOHN office written reports as requested by AAOHN;

h. notify AAOHN in writing of the election or change in officers within thirty 30 days;

i. submit a written report to the membership at the annual meeting.

2. The Vice President shall:

a. in the absence of the President, assume all the duties of the President;

b. succeed to the office of President, for the unexpired term, in the event of a vacancy in that office;

c. assume other duties assigned by the bylaws or standing rules, or Board of Directors.

3. The Secretary shall:

a. prepare the minutes of all meetings of MWAOHN and the Board of Directors;

b. notify all officers of their election and all committees of their

appointments;

c. conduct the general correspondence;

d. notify members and directors in writing of the time and place of

meetings.

4. The Treasurer shall:

a. serve as chairman of the Finance Committee;

b. deposit all monies belonging to this chapter in a bank approved by the Board of Directors;

c. keep itemized records of receipts and disbursements and book of

accounts;

d. pay by check or credit card all bills approved by the President;

e. submit the books and records for an annual independent review by an external party appointed by the Board of Directors;

f. submit an annual financial report to the annual meeting;

g. at least sixty (60) days before the annual meeting mail or email, to the Chairman of the Nominating Committee and to the Chairman of Tellers upon appointment, an accurate list of the voting members;

h. submit a written report at each meeting of the Board of Directors and MWAOHN.

D. The Directors shall perform such duties as shall be assigned by the President or the Board of Directors.

E. All officers and directors shall keep accurate records during their term of office and shall deliver to their successors all books, papers, and other property belonging to MWAOHN, within thirty (30) days after completion of term of office.

Section 5. DIRECTORS

1. There shall be three (3) directors.

1. The directors shall perform such duties as assigned by the President or Board of Directors.

Section 6. TERM OF OFFICE

A. The term of office for Officers and Directors shall be for two (2) years or until a successor has been elected and assumes office.

B. No member of the Board of Directors may serve more than two (2) consecutive terms in the same office or as a Director, except the Treasurer whose eligibility for re-election shall not be limited.

2. Any part of a term in excess of twelve (12) months for Officers or Directors shall be considered a term in deciding eligibility for re-election.

6. Absences of a member of the Board of Directors of more than two (2) consecutive meetings, without sufficient reason, as determined by the majority of the entire Board will constitute resignation from elective office.

6. If an Officer or Director shall become ineligible for office due to moving from the area or otherwise become ineligible, the Officer or Director shall submit a resignation to the Board of Directors.

Section 7. VACANCY IN OFFICE

A. A vacancy in the office of President shall be filled by the Vice President.

B. Any other vacancies shall be filled by ballot vote of the Board of Directors.

Article V

NOMINATIONS AND ELECTIONS

Section 1. NOMINATING COMMITTEE

A. Composition

1. The Nominating Committee shall be composed of three (3) members elected by the members.

B. Chairman

1. The candidate receiving the highest number of votes in the odd year shall be chairman.

C. Qualifications

1. A member shall have been a member of MWAOHN for no less than one (1) year.

D. Term

1. Members shall serve two (2) years or until their successors are elected and shall not be eligible for immediate re-election.

E. Vacancy

1. Should a member of the Nominating Committee become a nominee for office, that person shall resign from the Nominating Committee.

2. The Board of Directors shall fill any vacancy on the Nominating Committee with the candidate who received the next highest number of votes, in the most recent election.

3. If there is no candidate eligible in accordance with this provision, the vacancy shall be filled by a ballot vote of the Board of Directors.

F. Duties

1. The committee shall request that members recommend the names of

candidates for elective positions.

2. The committee shall consider the qualifications of all candidates proposed

by the membership or by members of the Nominating committee and shall

select nominees for each office, director and vacancy on the Nominating

Committee.

3. The committee will obtain the biographical data on each member for the ballot and his/her written consent to appear on the ballot.

4. A ballot shall be prepared with the placement of names chosen by lot.

Section 2. BALLOT

A. In even numbered calendar years, the ballot shall contain nominees for the office of:

1. President;

2. Secretary;

3. One (1) Director;

4. One (1) Member of the Nominating Committee.

B. In odd numbered calendar years, the ballot shall contain nominees for the office of.

1. Vice President;

2. Treasurer;

3.Two (2) Directors and;

4. Two (2) members of the Nominating Committee.

C. No member shall be a candidate for more than one (1) position.

D. In the event that a member is nominated and qualifies for more than one (1) position, the member shall select a position.

Section 3. ELECTIONS

A. All elections shall be by ballot prepared by the Nominating Committee. Elections shall be held annually by mail ballot, which may be either paper or electronic.

1. The ballot, together with directions and the accompanying documents of each candidate shall be mailed or emailed at least forty (40) days before the annual meeting.

2. The sealed official envelope containing the marked ballot shall be mailed to the Chairman of Tellers no later than twenty (20) days before the annual meeting.

3. The Treasurer shall deliver an official roster of members eligible to vote to the Chairman of Tellers.

4. If voting is done electronically, the ballot with the accompanying documents of each candidate shall be emailed at least forty (40) days before the annual meeting.

5. If voting is held electronically, the ballot shall be emailed to the Chairman of the Tellers no later than twenty (20) days before the annual meeting. Copies of all received emails, including dates the emails were sent, will be presented to the nominating committee for tabulation.

B. Tellers: The Board of Directors shall appoint two (2) Tellers and the Chairman of Tellers at least ninety (90) days before the annual meeting.

C. The Tellers shall check the eligibility of the vote on the list provided by the Treasurer.

D. The sealed ballots, or email ballots, shall be counted prior to the annual meeting. The full report of the Tellers shall be read at the annual meeting.

1. Decision: A plurality vote shall elect. In the event of a tie vote, a decision shall be determined by lot.

F. Ballots and copies of email ballots shall be retained for six (6) months.

Article VI

MEETINGS

Section 1. ANNUAL MEETING:

A. There shall be an annual meeting. The meeting shall be held at such time and place as shall be determined by the Board of Directors.

B. Each officer and committee chairman shall present a summarized report of the past year activities and achievements of their committee.

C. In the event of an emergency, the Board of Directors, by two-thirds (2/3) vote, may cancel or reschedule the annual meeting. All MWAOHN members shall be notified of the cancellation and rescheduling and the results of the election.

Section 2. MEMBER MEETINGS

1. There shall be a minimum of four (4) member meetings held during the year.

Section 3. SPECIAL MEETINGS

A. Special meetings may be called by the President upon written request of thirty percent (30%) of the membership.

Section 4. NOTICES

A. Notices of all meetings of the membership shall be mailed, or emailed, not less than seven (7) days before the date of the meeting and not more than thirty (30) days before the date of the meeting.

Section 5. QUORUM

A. Fifteen (15) active members, including two (2) officers, one of whom shall be the President or Vice President, shall constitute a quorum of all meetings of membership.

Section 6. OFFICIAL RECORD

A. An official record of the meetings will be made.

Article VII

COMMITTEES

Section 1. COMPOSITION

A. Committees shall be established and appointed by the President with approval by the Board of Directors.

B. Each committee shall consist of at least two (2) members of the Chapter and a representative from the Board of Directors.

C. All committees shall have an uneven number of members.

Section 2. AD HOC COMMITEES

A. Ad Hoc committees may be appointed as authorized by the general membership or the Board of Directors.

Section 3. EX-OFFICIO MEMBERS

A. The President shall be an ex-officio member of all committees except the Nominating Committee.

Section 4. QUORUM

A. A quorum for any meeting shall be a majority of the committee.

Article VIII

PARLIAMENTARY AUTHORITY

Robert’s Rules of Order Newly Revised, shall govern the proceedings of this chapter, in all cases not provided for in these bylaws or in the standing rules or policies.

Article IX

AMENDMENTS

A. These bylaws may be amended, at any annual meeting or special meeting by two- thirds (2/3) vote of the members present and voting, provided that the proposed amendments shall have been approved by the Board of Directors and mailed or emailed to each voting member at least (30) days in advance.

B. The directors may amend the bylaws at any regular or special meeting prior to which prior notice was given.

C. These bylaws may be amended at any annual or special meeting, without previous notice, by a ninety-nine percent (99%) vote of all members present and voting, provided the proposed amendments shall have been approved by the Board of Directors.

D. No bylaws shall be effective until approved by the Board of Directors of t he American Association of Occupational Health Nurses (AAOHN), Inc.

E. Any amendment to the AAOHN bylaws adopted at any annual meeting or special meeting which directly relates to the business of the local chapter shall automatically and immediately effect the necessary amendments to these bylaws.