Proposed amendments to the constitution of the Pennsylvania-Ohio-West Virginia AAPM Chapter to be voted on by chapter membership in the 2025 election.
Item 1: Proposed global change of chapter name from Penn-Ohio Chapter of the American Association of Physicists in Medicine” to “Penn-Ohio-West Virginia Chapter of the American Association of Physicists in Medicine”.
- Occurs in constitution title, Article I (Name), and Section 2 of Article II (Purpose and Jurisdiction)
Item 2: Proposed global change of instances of “AAPM” to “the Association” to reflect the replacement term defined in Section 1 of Article III.
- Occurs in Section 2 of Article III and Sections 1 & 9 of Article V
Item 3: Proposed amendment to Article I to include the replacement term “the Chapter” used throughout the document. (amendment text italicized)
- The name of this organization shall be “Penn-Ohio-West Virginia Chapter of the American Association of Physicists in Medicine” herein after called the Chapter.
Item 4: Proposed amendment to Section 1 of Article V to include Past-President, Secretary-Elect, Treasurer-Elect and Board Representative-Elect as elected officers of the Chapter. (amendment text italicized)
- The elected officers of the Chapter shall be a President, President-Elect, Past-President, Secretary, Secretary-Elect, Treasurer, Treasurer-Elect, Board Representative to the Association, and Board Representative-Elect, with terms arranged such that not all positions are active concurrently (see Section 3 of Article V).
Item 5: Proposed amendment to Section 2 of Article V to formalize the current election process, including method for nominations, ballot requirements and dissemination, and election timeline. (significant changes italicized)
- Nominations for an elected office may be submitted by at least two members of the Chapter by notifying the Chapter Secretary in writing (on paper or in electronic format) during the fourth quarter of the calendar year. No member shall be nominated without their consent. The Secretary shall prepare a Ballot that will include the proposed nominees, a biographical summary of each nominee, and a write-in selection choice. The ballot will be distributed to Chapter membership via either postal service or secure electronic voting system. A plurality vote of the valid Ballots received will elect. The election must be completed by the end of the calendar year.
Item 6: Proposed amendment to Section 3 of Article V in conjunction with removal of Section 6 of Article V to reflect the current tenure of elected officials. (significant changes italicized)
- Tenure of office for President, Secretary, and Treasurer shall be three years, the first of which is served as position-elect. The President and Past-President assume their positions at the end of their tenure, i.e. the President-Elect succeeds to the office of President, and the President becomes Past-President. The Board Representative shall serve for four years, the first of which is served as Board Representative-Elect. After serving a full term, the Board Representative shall not be eligible for immediate re-election. The term of office will begin at the start of the calendar year following the election or immediately on vacancy.
- Section 6 (to be removed): At the end of his term of office, the President-Elect shall succeed to the office of the President.
Item 7: Proposed amendment to Section 4 of Article V to include all elected officers as part of the Chapter Executive Board. (amendment text italicized)
- The Executive Board of the Chapter shall consist of
the fiveall elected officers. They shall be responsible for the affairs of the Chapter.
Item 8: Proposed amendment to Section 9 of Article V to update election process for office vacancy. (amendment text italicized)
- If any office, other than that of President or Past-President, becomes vacant, elections to fill the vacancy for the unexpired term will be held
at the next slated meetingat least 30 days following written notification to the Chapter membership. Prior to thismeetingelection, an interim appointment may be made by the Executive Board. If the office of the President becomes vacant during the year, the President-Elect will assume the duties of the President. If the office of Past-President becomes vacant during the year, the Executive Committee will decide who among the officers will assume the duties of the Past-President. An individual who has filled such a vacancy as a Representative to the Association shall be eligible for immediate re-election to a regular three-year term. At the discretion of the Association an election to fill a vacancy in the office of Representative to the Association may be deemed the start of a full three-year term.
Item 9: Proposed amendment to Section 2 of Article VI in conjunction with removal of Sections 3, 4 & 5 of Article VI to reflect the current operations of the chapter, i.e., no standing committees of the chapter are active as most business is conducted by the Executive Board. (amendment text italicized)
- Committees of the Chapter will be established by the Executive Board as needed.
- Section 3 (to be removed): Nominating Committee – The President shall appoint a Nominating Committee each year at least four months before the next Annual Business Meeting. This Committee shall make nominations for elective officers.
- Section 4 (to be removed): Membership Committee – With the concurrence of the Executive Board, the President shall appoint a Membership Committee, which shall receive applications for membership from the Secretary and which, after consideration of the applicant’s qualifications, shall make recommendations to the Executive Board. A majority vote of the Executive Board is required for membership.
- Section 5 (to be removed): Program Committee – With the concurrence of the Executive Board, the President shall appoint a Program Committee in which the President-Elect will be Chairman. This committee shall arrange programs and shall recommend to the Executive Board the time and place of Chapter Meetings.
Item 10: Proposed amendment to Section 1 of Article VIII to expand the ability to propose amendments to outside chapter meetings. (amendment text italicized)
- Amendments to this Constitution may be proposed
at any meetingby any member with theapprovalsupport of at least three other members.
Item 11: Proposed amendment to Section 2 of Article VIII giving the power of amending the constitution to Chapter membership by ballot vote. (amendment text italicized)
- Proposed Amendments meeting the criteria of Section 1 and submitted in writing to the Chapter Secretary at least 30 days prior to the close of Call for Nominations (see Section 2 of Article V) will be included on the current Member ballot. The adoption of the proposed amendment will require an affirmative vote of 60% of the voting Members.