October 1997 (Last revision, January 1983)
Chicago Area Chapter, AWIS
Proposed New Chapter Constitution and Bylaws
CONSTITUTION
Article 1. Name and Affiliation
Section 1. The name of this organization is the Association for Women in
Science, Chicago Area Chapter, hereinafter referred to as AWIS-CAC.
Section 2. AWIS-CAC shall be a chapter of the national organization,
Association for Women in Science, Incorporated, hereinafter referred to as
AWIS.
Article 11. Purpose
Section 1. The purpose of this organization shall be to promote equal
opportunities for women to enter the professions and to achieve their career
goals, and to promote the understanding of science and science-related issues
among the general, public.
Section 2. The following specific objectives are included among those
recognized by AWIS-CAC as furthering the stated purpose:
a.To provide opportunity for communication among women in science;
b.To promote equal employment opportunities for women in science;
c.To educate women about seeking careers in science;
d.To encourage women to achieve professional advancement;
e.To recognize the achievements of women in science;
f.To promote employment flexibility to meet the needs of women in science;
g.To cooperate with national, state, and local organizations that share
common objectives with AWIS-CAC;
h.To publicize the activities of women in the scientific community.
Article 111. Membership
Section 1. Any individual who is a member of AWIS and who supports the purpose
of AWIS-CAC is eligible for membership in AWIS-CAC, and shall become a member
upon payment of the applicable chapter membership dues.
Section 2. Each member shall be entitled to one vote on each matter submitted
to a vote by the membership of AWIS-CAC, provided that each vote is cast
personally (see Article VI).
Article IV. Officers
Section 1. The elected officers of AWIS-CAC shall be the President, the Vice
Presidents for Communications, Finance, Membership, Public Relations, and
Programs and a maximum of four Executive Councillors from the general
membership.
Section 2. Each officer shall hold office for a term of one year, beginning on
January I following the election.
Section 3. All officers must be members of AWIS and AWIS-CAC.
Article V. Executive Board
Section 1. The AWIS-CAC Executive Board (hereinafter referred to as the EB)
shall consist of the elected officers (see Article IV above), and all Chapter
Trustees (see Section 2 below).
Section 2. All past chapter presidents shall be designated Chapter Trustees.
The Senior Chapter Trustee is the Immediate Past President of the Chapter.
Section 3. Each elected member of the EB and the Senior Chapter Trustee shall
be eligible to cast one vote on EB motions.
Section 4. Chapter Trustees shall not be eligible to vote on EB motions,
unless they also hold an elected EB position.
Section 5. A quorum of the EB shall consist of five voting members. Motions
may be carried or denied by a simple majority vote.
Article VI. Elections and Eligibility
Section 1. Any AWIS and AWIS-CAC member in good standing is eligible for
nomination to an elected AWIS-CAC position. Nominations may be put forth by the candidates
themselves, and are encouraged.
Section 2. Officers may not be re-elected to the same position for four
consecutive terms; they must vacate the position for one term before running
for it again. They may be elected to other EB positions in that time.
Section 3. Elections shall be held once per calendar year. A chapter Election
Commission shall be appointed by the EB to plan, conduct, and conclude the
election process for the chapter. A minimum of two designates must serve as
the Election Commission. No member who is running for office may participate in the Election
Commission. The President, whether running for re-election or not, may not participate in the
Election Commission.
Section 4. Information regarding the call for nominations, the slate compiled,
the election deadline, and the results of voting will be publicized to each
member via any media available to the member.
Section 5. The call for a slate of nominees shall be publicized no less than
three weeks prior to the election. A slate shall be assembled and placed
before the membership to open the election process. The slate shall include a
biographical sketch of each nominee.
Section 6. There shall be no less than three weeks of open voting time for
members to cast their votes. Votes must be cast personally by each chapter
member, and may be in any non-verbal communication form available to the
member (e.g. post mail, electronic mail, fax, etc...).
Section 7. Members must identify themselves on their ballots for the sole
purpose of verifying membership status, therefore voting eligibility. Voters
wishing to conceal their identity while their ballot in transit may send their
votes via post mail in seated envelopes.
Section 8. Ballots will be received, verified, and tallied by the chapter
Election Commission, who shall keep member identities and voting, results
anonymous.
Section 9. In the event that multiple ballots are received from one member,
the Election Commission shall count only the first ballot. Subsequent ballots
shall be disregarded.
Section 10. The results of the election shall be announced to the membership
by the Election Commission within three weeks of the voting deadline.
Article VII. Succession of Office
Section 1. If the office of President becomes vacant, the Senior Chapter
Trustee shall serve the remainder of the term until the next elections are
held.
Section 2. If the office of Senior Chapter Trustee becomes vacant, it shall be
filled by the most recent available Chapter Trustee until the next Senior
Chapter Trustee arises.
Section 3. If other EB offices become vacant, they shall be filled by
appointment and approval of the remaining EB members by a simple majority
vote. Approved appointees shall serve the remaining term until the next
election for that position. Appointees are eligible to run for that office in
that election. The partial term of office shall not consume any portion of
the eligibility of the appointee to seek a second term in that position.
Section 4. If an elected officer fails to satisfactorily perform the duties of
the office, they may be removed from office by a unanimous vote of the
remaining EB. The officer in question must be informed a minimum-of two
months in advance of this vote.
Article VIII. Authority
Section 1. AWIS-CAC shall abide by the Constitution and Bylaws of AWIS.
Section 2. AWIS-CAC shall have the power to establish the rules and
regulations of the chapter, to determine activities, to delegate
responsibility, and to amend any or all parts of the Constitution and Bylaws
of the chapter.
Section 3. The EB of AWIS-CAC is the authority of the chapter, and has the
power and responsibility to conduct AWIS-CAC business affairs on a routine
basis.
Section 4. The EB of AWIS-CAC shall act for the Chapter in the conduct of its
business affairs during the interim periods between regular business meetings
of the chapter.
Section 5. The EB of AWIS-CAC shall coordinate the activities of the chapter
and develop agendas for regular chapter meetings.
Article IX. Amendment of the Constitution or Bylaws
Section 1. The Constitution or Bylaws may be amended as necessary by a simple
majority of votes received from the general AWIS-CAC membership.
Section 2. Suggestions for amendments may be made to the EB by any member of
AWIS-CAC via any means of communication (oral, written, electronic, etc...)
Section 3. The EB shall designate an Election Commission (see Article VI) to
plan, conduct and conclude votes on the Constitution and Bylaws.
Section 4. Recommendations for amendments shall be reviewed by the EB.
Proposed amendments shall be placed before the general AWIS-CAC membership, by
any available means of communication, no
Section 5. Votes by AWIS-CAC members may be cast as described in Article VI.
Section 6. Voting shall be open for a minimum of three weeks.
Section 6. The EB shall implement the approved amendments and publish a
revised Constitution and/or Bylaws no later than one month following the
election.
BYLAWS
Article 1. Duties of Officers
Section 1. The President shall coordinate the business of the chapter, call
and preside at all chapter and EB meetings, prepare business meeting agendas,
serve as an ex officio member of all committees, designate representatives of
AWIS-CAC to other organizations or events, prepare and present the yearly
chapter status report at the Annual Chapter Meeting (see Article 111), perform
other duties incident to the office as required by the Constitution and
Bylaws, or by the EB, and represent or designate a representative of AWIS-CAC
at national meetings when such attendance is authorized by the EB.
Section 2. The Vice President for Communications shall assume primary
responsibility for recording the activities of the EB and the chapter,
preparing minutes of EB. meetings, preparing other reports as requested by
AWIS, and updating the Web Site routinely.
Section 3. The Vice President for Membership shall assume primary
responsibility for managing the list of members of AWIS-CAC, providing current
member contact information as needed, and publishing a chapter membership
directory.
Section 4. The Vice President for Public Relations shall assume primary
responsibility for editing and publishing the AWIS-CAC newsletter, and
publicizing all meetings and events of the chapter by any means available to
chapter members.
Section 5. The Vice President for Programs shall assume primary responsibility
for coordinating the program activities of the chapter (e.g. chapter meetings,
award ceremonies, panel discussions, fund-raising events, or other special
programs).
Section 6. The Vice President for Finance shall assume primary responsibility
for conducting the financial business of AWIS-CAC, including bank
transactions, tax issues, and preparing financial statements annually, or at
the request of the EB.
Section 7. The Senior Chapter Trustee shall act as Parliamentarian at EB and
chapter meetings, and assume primary responsibility for maintaining the
archives of AWIS-CAC.
Section 8. The four Executive Councillors shall assume primary
responsibilities as liaisons of the general chapter membership in matters
before the EB, and shall serve as EB ambassadors to new chapter members.
Section 9. The Chapter Trustees shall serve as senior advisors to the EB, and
may assume such responsibilities as are deemed appropriate by the EB to serve
the objectives of the chapter.
Section 10. Other AWIS-CAC members may be recruited and appointed by the
Executive Board to serve in defined capacities for the chapter (e.g. Science
Fair Judging Coordinator).
Section I 1. Executive Board members may recruit assistance at their
discretion in carrying out the activities of their offices, and are encouraged
to do so. However, the elected official retains primary responsibility at all
times for the functions of the office.
Section 12. In the event that the President is temporarily unavailable to
conduct AWIS-CAC business, the Senior Chapter Trustee shall act in her place.
In the event the Senior Chapter Trustee is also unavailable, the Vice
Presidents, in order of their seniority, shall act for the President.
Article 11. Committees and Sub-Committees
Section 1. AWIS-CAC committees may be established as necessary to serve the
objectives of the chapter as listed in Article 11 of the Constitution.
Section 2. No committees shall be established that do not have a designated
chairperson. Committee chairs shall be re-appointed annually by the EB.
Section 4. The establishment, inactivation, or chair appointments of AWIS-CAC
committees shall be by a vote of the EB.
Section 5. Proposed committee activities involving AWIS-CAC financial
transactions must be approved by the EB. Section 6. Committee activities on
behalf of AWIS-CAC shall be reviewed and approved by the EB.
Article Ill. Meetings and Events
Section 1. There shall be a minimum of three regular chapter meetings in each
calendar year. Notice of regular chapter meetings shall be communicated in a
timely manner to each member by any means available to the member.
Section 2. The last meeting of the calendar year shall be designated as the
AWIS-CAC Annual Chapter Business Meeting. A yearly status report of the
chapter shall be presented at the Annual Chapter Business Meeting, and
published in the next newsletter following this meeting.
Section 3. Special chapter meetings or events may be proposed to the EB by any
AWIS-CAC member. Special meetings/events shall be approved by the EB. Notice
of special mee tings or events shall be communicated in a timely manner to
each member by any means available to the member.
Section 3. There shall be a minimum of three EB meetings in each calendar year
to conduct chapter business. Financial transactions exceeding $50 shall be
approved by the EB.
Section 4. Special meetings of the EB may be requested by any board member.
Special board meetings shall be convened by the President.
Section 5. The latest edition of "Robert's Rules of Order" shall serve as the
parliamentary guideline for procedural matters not specifically described in
the Bylaws, or adopted by the EB.
Article IV. Dues and Membership
Section 1. Annual chapter membership dues for AWIS-CAC shall be established by
the EB. Dues increases shall be subjected to a vote by the general AWIS-CAC
membership, following the protocol described in Article IX for amendments.
Section 2. Annual dues shall be due at the same time as their national
membership
Section 3. Members whose chapter dues are in arrears for greater than six
months may be sent a notice of discontinuance of membership status. Members
may be re-instated immediately upon payment of membership dues.
Article V. Public Information
Section 1. All statements made in the name of AWIS-CAC shall be reviewed and
approved by the EB prior to being made public. AWIS-CAC assumes no
responsibility for public statements advanced by members unless approved by
the EB.
Section 2. Publication of personal or professional information on the AWIS-CAC
Web site (or other electronically-networked medium) shall be made by personal
choice of each member. AWIS-CAC assumes no responsibility for the use of this
information subsequent to its electronic publication.
Article V. Dissolution of AWIS-CAC
Section 1. AWIS-CAC may be dissolved following a formal vote by the general
AWIS-CAC membership. The proposal to dissolve shall be drafted and
unanimously approved by the EB to be submitted for general chapter election
following the protocol described in Article IX for amendments.
Section 2. The proposal to dissolve must be approved by a minimum of a two-
thirds majority of the chapter members of record.
Section 3. In the event of dissolution, the chapter assets remaining following
payment of outstanding chapter debts shall be ceded to the AWIS Educational
Foundation, or similar AWIS outreach committee.