By-laws

ARTICLE I - Duties of the Governing Council and Management of the Society

1. The affairs of the Society shall be managed by its members through their Governing Council, which shall consist of the President, President-Elect/Vice President, Vice President-Elect, Secretary-Treasurer, Secretary-Treasurer-Elect, Past-President, Editor, and the six Councilors. The President shall act as Executive Officer of the Governing Council. No individual may simultaneously serve in two capacities on the Governing Council.

2. The duties of President, President-Elect/Vice President, Vice President-Elect, and Secretary-Treasurer shall be those customarily performed by such officers unless otherwise decided by the Governing Council.

3. The President and the President-Elect/Vice President, and Vice President shall serve a term of one year which shall begin at the end of the annual Business Meeting. The President-Elect shall assume the position of Presidency at the end of his/her term as President-Elect. The Presidency and the proceeding offices will be rotated through the three discipline areas in the following sequence: biological and chemical sciences, medical and clinical science, and physical and engineering sciences.

4. The Secretary-Treasurer-Elect shall serve a term of one year, followed by a term of two years as Secretary-Treasurer. These terms shall begin at the end of the annual Business Meeting.

5. There shall be six Councilors, two from each of the following three disciplines: physical and engineering sciences; biological and chemical sciences; and medical and clinical sciences. Each Councilor shall serve a term of two years which shall begin at the end of the annual Business Meeting. Each year, one Councilor from each of the three disciplines will be elected. The duties of the Councilors shall be to participate in the Governing Council.

6. An Editor to manage affairs related to Society publications may be appointed by the Council for a five-year term, renewable for one additional term. This individual will serve as the North American Editor of the International Journal of Hyperthermia. The Editor will be a voting member of the Governing Council.

7. With the exception of the Editor, no Officer or Councilor shall be eligible for election to the same office for two consecutive terms.

8. The Governing Council may appoint an Executive Director with appropriate compensation to manage certain business affairs of the Society.

9. The President and the President-Elect will be the representatives of the Society to the Radiation Research Society Council.

10. The President shall appoint a Parliamentarian to advise the Governing Council on matters pertaining to the orderly management of the Society according to the Constitution and Bylaws. The Parliamentarian will also serve as an ex officio member of the Constitution and Bylaws Committee.

ARTICLE II - Standing Committees

1. All permanent standing committees shall include at least one person from each of three disciplines. By the end of the Annual Meeting, or as soon thereafter as feasible, the President for the following year shall appoint a Chairperson and at least two additional Active or Emeritus Members to the Constitution and Bylaws, Membership, and Professional Affairs Committees, and to additional committees as required. Members shall be appointed for one-year terms, but may be reappointed for additional terms. The President shall also appoint a Chairperson for the Finance Committee, which will be composed of six members serving six-year terms with one member being replaced each year. In addition, the Secretary-Treasurer will serve as an ex officio member of the Finance Committee.

The Nominations Committee shall be composed of the three most recent Past-Presidents, and shall be chaired by the most recent Past-President. The Award Selection Committee will be composed of the three most recent Past-Presidents and the most recent recipient of the J. Eugene Robinson Award, and will be chaired by the Past-President with the longest tenure.

The Chairperson of the Program Committee shall be the President-Elect/Vice-President, who shall appoint the members of the Program Committee. The Vice-President Elect and Past-President will also serve as a member of the Program Committee.

2. The duties of the Nominations Committee shall be to receive nominations and formulate the ballot for the election to be held prior to the Annual Meeting. The duties of the Membership Committee shall be to pass judgment on the qualifications of applicants for membership in the Society. The duties of the Constitution and Bylaws Committee shall be to formulate and/or review all proposed changes or additions to the Constitution and Bylaws. The duties of the Professional Affairs Committee shall be to address questions and develop standards pertaining to the clinical use of hyperthermia. The duties of the Finance Committee shall be to make recommendations to the Governing Council concerning investment of financial reserves of the society so as to obtain the maximum secure return, and to develop an annual budget for presentation to the Governing Council. The duties of the Award Selection Committee shall be to develop a list of candidates and then to select a recipient of the J. Eugene Robinson Award. The Committee shall also select recipients of other awards, as requested by Governing Council. The duties of the Program Committee shall be to formulate the program for the scientific portions of the Annual Meeting as well as manage other details of the Meeting. Additional appropriate duties may be assigned to these or other Committees as deemed necessary by the Governing Council.

ARTICLE III - Elections and Nominations

1. Officers and Councilors shall be elected by mail ballot. No less than three months prior to the Annual Meeting, the Secretary-Treasurer shall send to each Active or Emeritus Member a request for nominations, specifying the positions to be filled and the individuals to be replaced. Each member shall, within 30 days, transmit his/her nominations to the Secretary-Treasurer who shall forward the valid nominations to the Nominating Committee. A member is a candidate if he/she is nominated by at least ten members, if he/she satisfies the requirements for the office, and he/she agrees to be a candidate. The Committee may nominate any other qualified member who agrees to be a candidate. The Committee shall present at least two names for each vacancy. The Committee shall transmit to the Secretary-Treasurer the names of all nominees. The Secretary-Treasurer shall have prepared a ballot with the names of nominees for each position and a blank space for each position, to allow for write-in votes. The Secretary-Treasurer shall mail a copy of the ballot to each Active or Emeritus Member not less than one month before the Annual Meeting. To be valid, each ballot must be properly marked and received by the Secretary-Treasurer at least five days before the Annual Meeting. The Secretary-Treasurer shall deliver all valid ballots to tellers appointed by the President. The tellers shall count the ballots and report the results to the President. The results shall be announced prior to or at the Annual Meeting. In case of failure of one candidate to secure a majority of the votes cast for any one office, a run-off election between the two candidates receiving the largest number of votes shall be held by secret ballot of the Active and Emeritus Members present at the Business Meeting at the Annual Meeting.

2. If a vacancy occurs in the Presidency, the President-Elect/Vice President shall assume the duties of that office prior to his/her official succession to that position. If a vacancy occurs in the President-Elect/Vice President, the Vice-President Elect shall assume the duties of that office prior to his/her official succession to that position. The Vice-President Elect shall also serve as Chairperson of the Program Committee for the Annual Meeting. If a vacancy occurs in the office of Vice-President Elect, both a President-Elect/Vice President and a Vice-President Elect shall be elected at the next election. The Council will appoint an individual to serve as Chairperson of the Program Committee for the next Annual Meeting. If a vacancy occurs in the office of Secretary-Treasurer, the Secretary-Treasurer-Elect (if there is one) will assume the duties of that office prior to officially taking office. If there is no Secretary-Treasurer-Elect, the Governing Council will appoint a temporary Secretary-Treasurer to serve until a Secretary-Treasurer can be elected. If a vacancy occurs in the office of Councilor, the Governing Council shall appoint a qualified successor to complete the term of that individual.

ARTICLE IV - Membership

1. Application for membership shall be made on a form authorized by the Membership Committee, signed by the prospective member, and listing as references two Active or Emeritus Members.

2. Applications shall be sent to the Secretary-Treasurer or to the Chairperson of the Membership Committee, who shall forward copies of applications to Committee members as required, but at least once every three months. The Committee shall act on applications at the time of receipt and return responses to the Chairperson. An affirmative vote by two-thirds of the members of the Membership Committee is necessary for approval of membership. The Chairperson shall report the acceptance or rejection of each application and the category of membership to the Secretary-Treasurer. The Secretary-Treasurer shall inform the applicant of the decision of the Membership Committee. A person shall become a member upon receipt of an affirmative notification.

ARTICLE V - Dues and Fiscal Year

1. The amount of annual dues shall be proposed by the Governing Council, and if approved by the Active Membership at the Annual Meeting, shall go into effect for the next fiscal year.

2. Any person who becomes a member prior to 1 October shall pay dues for that year.

3. A person who becomes a member after 1 October shall not pay dues until the next fiscal year.

4. The fiscal year of the Society shall be the calendar year.

5. Dues shall be payable in advance by 1 January of each year.

6. Any member in arrears for two consecutive calendar years shall have his membership revoked by the Governing Council. One months notice shall be given before termination.

7. Delinquent members may be reinstated by the Governing Council provided all indebtedness to the Society is liquidated.

ARTICLE VI - Meetings of the Membership

1. The Governing Council shall determine the time, place, and frequency of the regular meetings of the Society to be held each year.

2. One of these meetings shall be designated the Annual Meeting and shall include a general Business Meeting of the membership at which there shall be reports of the officers, announcements of the results of elections, and discussion of other items of business.

3. The time and place of the next Annual Meeting shall be announced to all members at the Annual Meeting.

4. Special meetings may be called by the President with the approval of the Governing Council.

5. Fifty Active or Emeritus Members shall constitute a quorum for all Business Meetings.

ARTICLE VII - Meetings of the Governing Council

1. There shall be at least two meetings of the Governing Council each year at the Annual Meeting. One meeting shall be held prior to the general Business Meeting; one meeting shall be held after the Business Meeting and the installation of the new Council.

2. Special meetings of the Governing Council may be called as deemed necessary by the President with the approval of the Governing Council.

3. A request to the President made in writing by six members of the Governing Council shall render the convocation of the Governing Council necessary.

4. For meetings of the Governing Council, a quorum shall consist of six persons.

ARTICLE VIII - Order of Business and Parliamentary Procedure

The order of business for executive sessions and general business meetings shall be according to the latest edition of "Robert's Rules of Order, Revised", except and unless otherwise ordered by the Constitution and Bylaws of the Society.

ARTICLE IX - Amendments

An Amendment to the Bylaws must be proposed in writing, either as a proposal by the Governing Council or as a petition signed by five Active or Emeritus Members, and be submitted to the Secretary-Treasurer at least two months before the Annual Meeting, at which time the Amendment will be voted on. The Secretary-Treasurer shall send a copy of the proposed Amendment to all Members at least one month before the Annual Meeting. It shall be discussed and voted on during the general Business Meeting and an affirmative vote of two-thirds of those Active and Emeritus Members voting shall be necessary for its passage.

Approved 12 April, 1986 Amended 17 April, 1988 Amended 8 April, 1990 Amended June, 1992 Amended 29 April, 1994, Amended April 1998.

 

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