Chapter Objectives & Bylaws

 

Section 1. The name of this organization shall be the “Tri-State Chapter of International Society of Exposure Science (hereinafter designated as the Chapter and the Society).

Section 2. The geographical area of the Chapter shall consist of New Jersey, New York, and Pennsylvania.

Section 3. The address of the Chapter shall be the office of the incumbent President.

ARTICLE II: Chapter Objectives

The objectives of the Chapter are to be consistent with the objectives of the Society. In particular, the objectives of the Chapter are:

A. To foster, promote and advance the science of exposure analysis related to environmental stressors in human populations and ecosystems;
B. To promote communication among scientists, regulatory personnel, general public and other individuals or organizations interested in items listed in Objective A;
C. To strengthen the impact of exposure science on environmental policy;
D. To serve as the focal point for interaction of members of the Society and other interested individuals from academia, government, and industry in the Tri-State region, i.e. to provide communication and interaction opportunities for researchers, particularly young investigators and scientists associated with state and local government whose opportunity to travel to national meetings are limited;
E. To further understanding, awareness, and appropriate applications of exposure science, and to promote an exchange of ideas, communication and practical experiences among members of the academic, professional, industrial, and regulatory communities engaged in exposure science, e.g., exposure scientists, epidemiologists, toxicologists, and other scientists in academia, government, and industry in the Tri-State region;
F. To disseminate exposure information and concepts to all interested individuals;
G. To foster integration and interaction of the various disciplines involved in exposure science;
H. To hold scientific and educational meetings and workshops; and
I. To act as a resource for and provide support to the Society.

ARTICLE III: Chapter Membership

Section 1. A member in good standing of the Society and residing or working within the geographic area of the Chapter described in Article I shall automatically become a member of the Chapter upon payment of Chapter dues. Chapter membership in good standing is dependent upon payment of Chapter dues for the current year within the same time limit as established for the Society.

Section 2. A person who is not a member of the Society, but has a professional interest in exposure science and environmental and health effects research may become an associate non-voting member of the Chapter for two years. After that period, the associate member is expected to join the Society to continue their participation in the activities of the Chapter. The Society, in general, encourages and seeks broad participation from such disciplines as exposure science, toxicology, biochemistry, chemistry, biostatistics, statistics, epidemiology, wildlife management, ecology, risk assessment, and policy, among others. The Executive Committee of the Chapter shall serve as the Committee on Admissions and shall be responsible for examining the credentials of prospective associate members. Election to membership in the Chapter under the provisions of this Section requires the approval of a majority of the voting members of the Executive Committee. Associate members shall not hold office and they are ineligible to vote in Chapter and Society matters.

Section 3. Full-time undergraduate and graduate students in an accredited college and university that are located within the geographical domain of the Chapter described in Article I may participate in the activities of the Chapter as Associate Chapter members without becoming a member of the Society. The Chapter and the Society, in general, encourages student participation. However, Associate student members may not hold office and are ineligible to vote on Chapter and Society matters.

Section 4. Termination of membership in the Chapter is based on the same criteria listed in Article III, Section 4 of the Bylaws of the Society.

ARTICLE IV: Meetings of Members

Section 1. One annual general business meeting of the Chapter shall be held in person at which reports of the Officers shall be made. The time and place of the annual meeting together with the agenda shall be communicated to the membership at least 60 days prior to the meeting.

Section 2. Other meetings may be called by the President at any time, with the approval of the Chapter Executive Committee. At least 30 days prior to a meeting, the Secretary shall send each member a notice of the time, date and place of each meeting.

Section 3. Executive Committee meetings shall be held twice per year in person or via conference call. Additional meetings may be called at the discretion of the President, provided that each of the members of the Executive Committee is notified at least seven days prior to the meeting.

Section 4. Quorum – At any General Business Meeting of the Chapter 25% of the membership shall, either by presence, by mail, or by proxy, be a quorum for voting purposes except as otherwise provided by law. Whether or not a quorum is present, a meeting may be adjourned from time to time by vote of a majority of the members present, without notice other than by announcement at the meeting and without further notice to any absent member.

Section 5. Standing Committees shall meet at least once each year in person or via conference call, and shall be convened at the discretion of the Chairperson.

Section 6. Meetings shall be conducted according to Robert’s Rules of Order.

ARTICLE V: Chapter Officers and Councilors

Section 1. The Officers of the Chapter are the President, the Secretary, and the Treasurer.

Section 2. The President shall have a two-year term in office. At the initiation of the Chapter, the President will be elected by the members of the Society residing within the geographical domain of the Chapter described in Article I. In subsequent years, the President will be elected by the members of the Chapter to serve a two-year term and will be eligible to succeed himself/herself for one additional term. The immediate Past President cannot be re-elected for President.

Section 3. The Secretary and Treasurer shall serve a two-year term in office with staggered terms. The Secretary and the Treasurer shall be elected to a two-year term by the members of the Society residing within the geographical domain of the Chapter described in Article I and are eligible to succeed himself/herself for one additional term.

Section 4. There shall be at least three Councilors: (1) the Past President (if any), (2) one Councilor-at-large, and (3) one student councilor. The student councilor must be a full-time enrolled student in a graduate program in a discipline related to exposure science at an accredited university or college that is located in the geographical domain of the Chapter described in Article 1. At the initiation of the Chapter, two Councilors shall be elected to a two-year term by the members of the Society residing within the geographical domain of the Chapter described in Article 1. In subsequent years, the immediate past President (if any) will serve a two-year term as Councilor; the other Councilor will also be elected to a two-year term. The graduate student councilor shall be elected to a one-year term at the initiation of the Chapter and in subsequent years to increase and encourage student representation and participation in the Chapter matters and activities.

Section 5. Chapter elections shall be held every year. Ballots shall be distributed by the Chapter Secretary to the Chapter membership in September. Mail ballots or electronic transmission will be used for the election of officers and councilors. Completed ballots returned to the Chapter Secretary shall be valid if returned no later than 30 days after the date on which ballots were distributed, and should contain either an electronic signature of the member for electronic balloting or handwritten signature of the member for ballots distributed by postal mail. The Chapter Secretary and, at least, one member of the Chapter Executive Committee shall tally the ballots. All elections are to be decided by a plurality of the Chapter members voting. Ties shall be settled by a suitable lottery.

Section 6. Nominations may be made by the Nominating Committee or by petition of three Chapter members in good standing. One or more nominees for each position must be submitted to the Secretary at least one month prior to the mailing of ballots.

Section 7. In the event of a vacancy in the offices of Secretary or Treasurer, or any Councilor position, the Chapter Executive Committee may make an appointment to fill the vacancy until the unexpired term is completed. In the event of a vacancy in the office of the President, the Executive Committee may make an appointment to fill the vacancy until the unexpired term is completed.

Section 8. Recall of any elected Officer or Councilor shall be by written ballot and shall require a two-thirds majority of the Chapter members voting provided that at least 50 percent of the Chapter members in good standing vote for recall. Such recall shall be initiated by a petition signed by at least 20 percent of the Chapter members in good standing.

Section 9. Officers, Councilors, and nominees for these offices must be fully paid members in good standing of the Society and the Chapter.

Section 10. The Secretary, or immediate vacating Secretary, shall provide a copy of the Society and Chapter Bylaws to newly elected officers and councilors at the commencement of their term of office.

Section 11. Officers and Committee Chairs vacating their positions on the Executive Committee shall provide to the Chapter Secretary, by January 30 following cessation of their term, a listing of all financial or contract records and related items that would be needed for continuing Society operations. The Executive Committee may request copies of these records or items within six months following cessation of the officer’s or chair’s term.

ARTICLE VI: Chapter Administration

Section 1. The Chapter shall be governed by the Executive Committee except as otherwise herein expressly provided.

Section 2. The Executive Committee shall consist of the three Officers and the three Councilors.

Section 3. The President shall preside at all meetings of the Chapter and of the Executive Committee and shall perform such other duties as may be directed by the Executive Committee. In the President’s absence, the Executive Committee shall designate a temporary chairperson for the meeting.

Section 4. Four members of the Executive Committee shall constitute a quorum for the transaction of business.

Section 5. The Secretary shall keep accurate minutes and records of all meetings of the Chapter and of the Executive Committee; shall carry on the correspondence of the Chapter; and shall keep an accurate list of the members and their status. Minutes of the meetings of the Chapter and the Executive Committee shall be promptly submitted to the Executive Committee for approval. The Secretary shall submit nominees for the Executive Committee to the membership for election.

Section 6. The Treasurer shall be the custodian of all funds of the Chapter and shall sign and pay all authorized bills incurred by the Chapter in the name of the Chapter. The disbursement of Chapter funds shall be made only upon authorization of the Executive Committee. The Treasurer shall prepare and submit to the Executive Committee annually a balance sheet and financial statement for the past year and an estimate of the probable income and expenditures for the Chapter for the ensuing year.

Section 7. Contracts and Services – The Executive Committee of the Chapter may be interested directly or indirectly in any contract relating to the operations conducted by the Chapter or in any contract for furnishing supplies thereto, and no transaction entered into by the Chapter shall be affected by the fact that the Executive Committee members were personally interested in it. Every Executive Committee member is hereby relieved from any disability resulting from holding such office that might otherwise prevent her/his contracting with the Chapter for the benefit of herself/himself or of any firm, association, or corporation in which he/she has any interest, provided that such information is revealed to the Executive Committee.

Section 8. Compensation – Executive Committee and ad hoc or standing committee members, as such, shall not receive any stated salary for their services, but by resolution of the Executive Committee, expenses, if any, may be allowed for participation at each regular or special meeting of the Executive Committee, ad hoc, or standing committee; provided that the Executive Committee shall have power at its discretion to contract for and to pay to Executive Committee members rendering unusual or exceptional services to the Chapter special compensation appropriate to the value of such services.

Section 9. Contracts – The Executive Committee, except as in these Bylaws otherwise provided, may authorize any officers, agent, or agents, to enter into any contract to execute and deliver any instrument in the name of and on behalf of the Chapter, and such authority may be general or confined to specific instances; and unless so authorized by the Executive Committee, no officer, agent, or employee shall have power or authority to bind the Chapter by a contract or engagement or to pledge its credit or render it liable pecuniarily for any purpose or to any amount.

ARTICLE VII: Chapter-Society Relationship

Section 1. The Chapter is an independent non-profit scientific and professional organization which is affiliated with the International Society of Exposure Science. The Society shall have no legal, contractual or financial responsibility of any kind for the affairs of this Chapter.

Section 2. The activities of the Chapter and its members shall be governed by the Bylaws of the Society and the Bylaws of the Chapter.

Section 3. The Chapter shall not have authority to act for or in the name of the Society. No action, financial or other obligation or expression of the Chapter as a whole without prior approval of the Board of Directors of the Society shall be considered an action, obligation or expression of the Society.

Section 4. Before the Chapter publishes technical information or otherwise publicly issues any statement upon a policy matter which purports to represent the opinion of the Society, it must obtain the consent of the Board of Directors of the Society. The Chapter also agrees that from time to time the Society may restrict, limit, or prohibit the use of its name by the Chapter in certain publications, meetings or similar activities involving communication with the public.

Section 5. The Chapter policy shall be set by the Chapter Executive Committee consisting of three officers and three councilors as described in Article V. An annual report concerning the Chapter shall be submitted by the Chapter Secretary to the Board of Directors of the Society prior to the Annual Meeting of the Society. The report shall describe the financial and membership status of the Chapter and major scientific and educational activities during the year. The Chapter is also encouraged to submit a brief annual summary to the Society newsletter or website.

Section 6. The Executive Committee of the Chapter shall appoint a Chapter Delegate to serve as a non-voting representative of the Chapter for all Society business. The Chapter Delegate may be a member of the Executive Committee or a member of the Society. If the Chapter Delegate is not a member of the Chapter Executive Committee, he or she would be expected to participate in meetings of the Chapter Executive Committee. The Chapter Delegate will be expected to participate in all meetings of the Society’s Board of Directors and General Membership as a non-voting member. The Chapter Delegate shall be a fully paid member of the Society.

Section 7. A representative of the Chapter shall attend the General Membership Business Meeting and the Board of Directors Meeting at the General Scientific Meeting of the Society, subject to available funds. The Society shall assist the Chapter in facilitating or identifying potential sources of funding for attendance of the Chapter representative to the Annual Meeting.

Section 8. The Society shall serve as a facilitator and/or a resource center for administrative, scientific and technical functions and operations of the Chapter.

Section 9. The Chapter shall not conduct any meetings or conferences which conflict with the General Scientific Meeting of the Society.

ARTICLE VIII: Chapter Committees

Section 1. In addition to the Executive Committee there shall be Temporary Committees (e.g., Nominating Committee).

Section 2. All other committee chairpersons shall be appointed by the President with approval of the Executive Committee. Any committee should strive for three members at a minimum.

Section 3. A Nominating Committee consisting of not less than three members shall be appointed by the President with the approval of the Executive Committee of the Chapter within two months following the installation of the current slate of officers. Should the appointees not be able to serve, they may be replaced. The Nominating Committee will prepare the slate of candidates for each Chapter election on a timely basis, and as specified in Article V.

Section 4. Temporary committees may be created and abolished by the Executive Committee (except for the Nominating Committee which is established above, Article VIII, Section 3). The Executive Committee shall approve the charge for all committees, and in the case of temporary committees, shall specify the period of time.

ARTICLE IX: Amendment of Bylaws

Section 1. These Bylaws may be amended at an Annual or special meeting of the Chapter, provided that a written notice of the meeting, together with the text of the proposed amendments and of any existing articles thereby affected, has been sent to the members by mail or electronic transmission by the Secretary at least thirty (30) days before the meeting at which a vote will be taken.

Section 2. Amendments to these Bylaws may be proposed by the Chapter Executive Committee or by petition of at least 10 full members in good standing. Amendments must be presented to the Secretary at least two months before the meeting at which the vote on them will be taken.

Section 3. Adoption of a proposed amendment to these Bylaws shall require the affirmative votes of a majority of the members voting, provided that votes are received from at least 20 percent of the members in good standing.

Section 4. An amendment is ratified when approved by Chapter membership.

ARTICLE X: Chapter Dues and Finances

Section 1. All Chapter’s dues shall be set by the Chapter’s Executive Committee with the approval of the Society’s Board of Directors.

Section 2. All funds of the Chapter, not otherwise employed, shall be deposited from time to time to the credit of the Chapter in such banks or other depositories as the Executive Committee may select.

Section 3. The annual budget shall be subject to approval by the Executive Committee.

Section 4. In the event of dissolution of the Chapter, any remaining funds or assets after discharge of all liabilities and obligations shall be given to the Society. No part of the net earnings of the Chapter shall inure to the benefit of any private shareholder or individual. If the Society is unable, unwilling, or ineligible to receive assets: i) the assets of a Chapter in the U.S. will be distributed to one or more organizations exempt under Section 501(c)(3) of the Internal Revenue Code of 1954; or ii) the assets of a Chapter residing outside of the U.S. will be distributed to a charitable organization in the geographical region or the country in which the Chapter resides. This decision is to be made by the then existing Board of Directors of the Society.

ARTICLE XI: Fiscal Year

Section 1. The Chapter fiscal year shall be the same as the Society’s fiscal year.