CONSTITUTION AND BYLAWS
THE SOCIETY FOR APPLIED SPECTROSCOPY
ARTICLE I: Name and Object
This Corporation shall be known as THE SOCIETY FOR APPLIED
SPECTROSCOPY - CHICAGO SECTION, a Corporation not for profit,
hereinafter referred to as the "Section". The object of this Corporation is to
promote the dissemination of knowledge of spectroscopy and related
ARTICLE II: Headquarters and Membership
Section 1: The headquarters of the Section shall be the National office of the
Society for Applied Spectroscopy, 201 B Broadway Street, Frederick, MD
21701-6501 (Phone 301-694-8122 / Fax 301-694-6860).
Section 2: Membership in the Section shall be consistent with the current
provisions of the Constitution and Bylaws of the National Society for
Applied Spectroscopy. Special Members are defined for the Section as
Supporting - Those organizations wishing to provide extra financial
support to the Section, which membership will entitle the supporting
member to appoint a representative to regular membership.
Section 3: The fiscal year of the Section shall begin on July 1 of each year
and end on June 30 of the following year.
ARTICLE III: Officers
Section 1: The elected officers of the Section shall be a Section
Chairperson, a Chairperson-Elect, a Secretary and a Treasurer, all of whom
shall be regular members or those enjoying all the privileges of regular
membership of the Society for Applied Spectroscopy and the Section.
Section 2: The Section Chairperson shall preside at meetings of the Section
and the Governing Board. In the absence of the Section Chairperson, the
Chairperson-Elect shall preside. In the absence of both of these officers, the
Secretary shall preside.
Section 3: The Secretary shall keep a record of the proceedings of the
Section and the Governing Board, shall file all reports required by law
except the Internal Revenue return, shall, under the direction of the Section
Chairperson, issue notices to the members of the Section and the Governing
Board, and shall perform all other duties usual to this office.
The Treasurer shall be required to deposit with the Secretary, for safekeeping,
an indemnity bond on the Section Chairperson and the Treasurer
payable to the Section.
Section 4: The Treasurer shall have charge of all funds belonging to the
Section. All bills payable by the Treasurer shall be approved in writing by
the officer or committee chairman who is duly authorized by the Governing
Board to make expenditures in the name of the Section. A contingency fund
shall be placed in a savings account(s) available for withdrawal by the
Treasurer or the Section Chairperson. The remaining moneys entrusted to
the Treasurer shall be placed in a checking account in a bank in such a way
that either the Treasurer or the Section Chairperson may withdraw the entire
amount with process of law. All savings and checking accounts shall only be
made in institutions approved by the Governing Board.
The Treasurer, with the help of the Section Chairperson and Chairperson-
Elect, shall prepare a proposed budget for operating expenses of the Section
for their fiscal year beginning on July 1 and shall submit it to the Governing
Board for approval not later than the first meeting of the Governing Board of
that fiscal year. Expenditures shall not exceed the amount provided in the
authorized budget except with the approval of the Governing Board.
The Treasurer shall submit the financial books and accounts of the Section
for periodic review. An independent reviewer shall be approved by the
Governing Board. A copy of the reviewer's financial statement shall be
presented to each member of the Governing Board within three months
following the close of the fiscal year. The Treasurer shall assemble an
integrated financial report which shall be presented to the Governing Board
no later than the September meeting. A formal review of the books should
be performed every two years coinciding with the election of the Treasurer.
Section 5: There shall be a Governing Board consisting of all the officers of
the Section, the immediate Past-Chairperson and the Chairpersons of all
committees. The Governing Board shall be a committee to conduct all
affairs of the Section not otherwise specifically provided ln the Constitution.
The Governing Board shall hold at least four meetings during the year and at
all times shall be subject to call by the Section Chairperson or any three of
its members. Each elected member of the Governing Board shall have three
votes and the chairpersons of no more than eleven committees shall have
one vote. These voting committees shall include those specified in Article
IV Section 1. A quorum shall consist of a majority of the Governing Board
including three elected members.
Section 6: Delegate(s) and alternate delegate(s) shall be appointed by the
Section Chairperson of the Section to represent the Section at the Governing
Board meetings of the National Society for Applied Spectroscopy. The
number of delegates shall be determined as prescribed in the Constitution of
the National Society. Appointments of the delegate(s) and alternate
delegate(s) shall be made by the Section Chairperson preceding each
Governing Board meeting allowing sufficient time to duly certify each with
the National Society.
Section 7: No salary shall be paid to any member of the Section unless
authorized by the Governing Board as budgeted for specific services
ARTICLE IV: Committees
Section 1: There shall be committees known respectively as the House-
Hospitality, Membership, Program, Workshop, Nominating and Tellers
Committees. The Chairpersons of these committees shall be appointed and
announced by the incoming Section Chairperson before the first meeting of
the fiscal year. The work of the committees shall be under the direction of
the Section Chairperson. Each committee shall, upon request, report to the
Section 2: The general responsibilities for the committees are described
below. Additional responsibilities may be assigned by the Section
Chairperson or the Governing Board:
The House-Hospitality Committee shall arrange the details of regular
meetings and shall promote fellowship among the members and shall
introduce new members and visitors.
The Membership Committee shall endeavor to maintain and increase the
membership of the Section.
The Program Committee shall arrange programs and secure speakers for the
regular meetings of the Section.
The Workshop Committee shall, upon instruction from the Governing
Board, arrange for a periodic Workshop on spectroscopy and related
subjects. Workshops may be conducted by one or more committees with
The Nominating Committee shall seek qualified candidates for each office
and shall place in nomination one or more candidates for each office in
accordance with the respective terms as described in Article VI, Section 1.
The Tellers Committee shall be solely responsible for the official counting
of any and all votes taken by ballot, including Officer elections.
Section 3: There may be special committees appointed by the Section
Chairperson or the Governing Board whose duties will be directed toward
special projects of either short or long term duration. The Chairpersons of
the special committees will become members of the Governing Board.
Section 4: The term of office of each committee, unless otherwise directed
by the Governing Board, shall expire at the end of the fiscal year.
ARTICLE V: Meetings
Section 1: Periodic meetings shall be held with the membership for the
purpose of conducting business and/or presenting lectures on timely topics.
The number of meetings, the times, dates and places of such meetings, shall
be established by the current Section Chairperson or an authorized
representative. The Governing Board, by a 2/3 vote, may alter the time,
place or date of any regular meeting. Special meetings may be called by the
Section Chairperson or an authorized representative. For the transaction of
business at these meetings, a quorum shall consist of 10 members in good
Section 2: The Secretary or an individual or committee designated by the
Secretary shall send a notice of each meeting of the Section to all members
in advance of such meeting. The Governing Board, at its first meeting, shall
determine the deadline for the content and mailing schedule for the monthly
ARTICLE VI: Elections
Section 1: Officers of this section shall be chosen by ballot in accord with
the further provisions of this article, and shall take office July 1st. The
Section Chairperson and Chairperson-Elect shall hold office for one year or
until a successor is duly selected and takes office. The Secretary and the
Treasurer shall hold office for two years or until their successors are duly
elected and take office. The Secretary and Treasurer shall be elected so that
their terms of office do not coincide.
A Nominating Committee member who becomes a candidate for office must
resign immediately. The Section Chairperson shall appoint another member
to fill the vacancy.
The Chairperson of the Nominating Committee shall present a list of eligible
nominees for each elective office to the Secretary who will arrange to have
the list mailed to the membership along with the regular notice of the
February meeting. At the February meeting the Section Chairperson shall
call for additional nominations from the floor. Any person so nominated
from the floor must be seconded. The Nominating Committee shall certify to
the Secretary that each person whose name appears on the ballot has
consented to hold office if elected.
The Secretary shall send to each member of the Section, at least 20 days
prior to the April meeting, a ballot stating the names of the candidates for
each office. Each voter shall signify or endorse the ballot in a manner which
will indicate their choice to the tellers.
The members shall seal the ballot in a plain envelope marked "Ballot" and
shall mail this envelope in a sealed envelope bearing the member's
handwritten signature to the teller no later than 12:00 noon the day of the
April meeting. The counting of the ballots shall not begin before this time.
The outer envelope shall be validated by the Tellers Committee. The
validated outer envelopes then shall be opened and the inner envelopes
segregated. The Tellers Committee shall then open the ballot envelopes and
count the votes.
After the count the Tellers Committee shall deliver to the Secretary all
ballots in a sealed package and shall certify to the Secretary the number of
votes cast for each name on the ballot. The Secretary shall declare elected
the candidate receiving the highest number of votes and in the case of a tie
vote, the names of the candidates tied shall be certified to the Governing
Board at the next meeting thereof, and the Governing Board shall elect from
the candidates so tied.
If there is both a single nominee for the office of Chairperson-Elect and a
single nominee for the second elected office (Treasurer or Secretary), the
Membership shall be informed of this situation at the February meeting and
in the March meeting mailing. No ballots will be mailed to the Membership.
At the March meeting, the Section Chairperson shall call for a vote on each
office. Only Section members may vote. The nominee for office shall be
elected by a 2/3 majority of members present at the March meeting. If a 2/3
majority is not achieved, the Secretary shall immediately mail ballots to all
Section members, and the voting shall proceed as prescribed above.
Section 2: The Chairperson-Elect, at the expiration of this term of office,
shall succeed to the office of Section Chairperson of the Section for a term
of one year.
Section 3. No member shall be eligible to hold more than one elective
position at one time. Power to appoint, select or elect implies power to
remove or replace.
Section 4: In the event of a vacancy in any elected office other than the
Section Chairmanship, a special election shall be called by the Section
Chairperson for the next regularly scheduled meeting, at which time
nominations and election shall be conducted to fill the unexpired term. In the
case of a vacancy in the office of Section Chairperson, the Chairperson-Elect
shall assume the duties of the Section Chairperson for the remainder of the
Section 5: If deemed viable, electronic balloting for election of Section
Officers may take place in lieu of or in addition to mail balloting.
ARTICLE VII: Disposition of Assets
Section 1: Upon the dissolution of the Section, remaining funds or assets
shall be used to discharge all just debts incurred by the Section, or by the
Officers acting on behalf of the Section. All funds remaining after the
discharge of such debt shall be distributed to scientific or educational
organizations which qualify under the provisions of Section 501(c)(3) of the
Internal Revenue Code and its regulations or as they may hereafter be
ARTICLE VIII: Bylaws and Amendments
Section 1: There shall be available an official copy of the Constitution and
Bylaws which shall be in the custody of the Secretary who shall make the
proper changes and alterations in this copy whenever the Bylaws are to be
Section 2: Amendments of these Bylaws may originate in the Governing
Board or as a petition presented to the Secretary and signed by not less than
five members of the Section in good standing. If the Governing Board by a
majority vote approves the Amendment(s), the Secretary shall update the
Bylaws and distribute them to the membership. The proposed amendment(s)
shall then be acted on at the following meeting, when a two-thirds (2/3) vote
of those present shall be necessary to carry.
Section 3: The Constitution and Bylaws shall be reviewed every three (3)
years or as appropriate to maintain a current and up-to-date operating
document for the Section.
ARTICLE IX: Rules of Order
Section 1: On all questions of order not covered by this Constitution and
Bylaws, "Roberts Rules of Order" shall be considered as authoritative.
Revised 04/05/2006 – Final Draft / DCL
Governing Board Reviewed and Ammended 03/08/2007- DCL