Philadelphia Section AIHA Bylaws

 Philadelphia Section AIHA Bylaws

Revisions to the Philadelphia Section AIHA's bylaws were submitted to National AIHA on February 2nd, 2023, and were approved. Members of the Philadelphia Section AIHA voted on these bylaws changes, and they were unanimously approved following balloting which ended on February 28th, 2023. 
The changes to the bylaws were made in order to bring them into line with current guidance from National AIHA, and to add additional detail on Local Section Executive Board positions.

Bylaws of the Philadelphia Section AIHA
Adopted 28 February 2023

Contents

ARTICLE I                   Name
ARTICLE II                  Purpose
ARTICLE III                 Membership
ARTICLE IV                Meetings
ARTICLE V                 Officers
ARTICLE VI                Directors
ARTICLE VII               Committees
ARTICLE VIII              Dues
ARTICLE IX                Elections and Voting
ARTICLE X                 Public Statements
ARTICLE XI                Dissolution
ARTICLE XII               Amendments

Article I – Name
The organization shall be known as the Philadelphia Local Section of AIHA (referred to in this document as “AIHA”), or Philadelphia Section AIHA (both referred to in this document as “Local Section”).

Article II – Purpose
The purpose of the Local Section shall be to promote the purposes of AIHA, as set forth in its Articles of Incorporation, within the geographic boundaries of the greater Philadelphia metropolitan area, consisting of the Pennsylvania counties of Philadelphia, Bucks, Chester, Delaware, and Montgomery.

Article III – Membership
Section 1.  Any person may become a member of the Local Section upon payment of Local Section dues.  A person may be a member of more than one Local Section at the same time.
Section 2.  Life membership in the Local Section may be extended to a member in good standing who has participated actively in the Local Section for not less than ten years immediately preceding their nomination, and who has retired from the practice of the industrial hygiene profession or who has reached the age of sixty-two (62), with approval of the Local Section Board of Directors.  A Life member retains all privileges of a member of the Local Section but will not be assessed annual Local Section dues.  Nominations for Life membership may be made to the Local Section Board of Directors by any member in good standing, or by the Local Section Honors and Awards Committee, and must be approved by the Local Section Board of Directors.
Section 3.  Student membership may be granted to persons enrolled full-time in an undergraduate/ graduate school located within the geographic boundaries of the Local Section.  These persons must be matriculated in a course of study in industrial hygiene or a related subject, such as (but not limited to) environmental sciences, occupational health and safety, or safety management.  Student memberships will be granted upon application; there is no annual fee for those meeting Student membership criteria.  Student memberships will renew on an annual basis and will require annual proof of current student status.
Section 4.  Additional classes of membership in the Local Section may be created with approval of the Local Section Board of Directors.


Article IV –Meetings
Section 1.  General meetings of the membership of the Local Section (educational, networking, or social, held with or without other groups/organizations) shall be held at the time and place designated by the Local Section Board of Directors, typically between the months of September and June of each year.  Meetings may be held in person or virtually.
Section 2.  The Local Section Board of Directors shall plan to meet monthly during the months of September through June.  Meetings may be held in person or by some other means where each Officer and Director can communicate with all other Officers and Directors.  Notice of the time and place of each meeting of the Local Section Board of Directors shall be given not less than five (5) days before the date of the meeting, which notice need not specify the purpose of the meeting.
Section 3.  The presence of a majority of the Local Section Board of Directors is necessary to constitute a quorum of a meeting.  The act of a majority present at a meeting at which a quorum exists is the act of the Local Section Board of Directors.  Each member of the Local Section Board of Directors shall be entitled to one vote.  Proxy voting shall not be permitted for any purpose.
Section 4.  An annual planning meeting, at which the installation of officers and directors shall take place, shall be held at such time and place as designated by the Local Section Board of Directors.
Section 5.  Special meetings shall be called at the discretion of the President with the approval of the Local Section Board of Directors or in response to the written request of twenty (20) percent of the members of the Local Section in good standing.
Section 6.  Committee meetings shall be held, as necessary, to transact Committee business, at the discretion of the Committee Chair (see Article VII).

Article V – Officers
Section 1.  The Officers of the Local Section shall consist of the President, President-Elect, Secretary, Treasurer, and immediate Past President.  Only members of AIHA may be elected as officers of the Local Section.  No person shall serve as an officer in more than one Local Section at the same time.  An officer need not reside or work within the geographic boundaries of the Local Section.
Section 2.  The officers of the Local Section shall be elected by ballot for terms of office as hereinafter provided, which terms shall begin and end at the Local Section’s annual planning meeting (held between the months of June and August).  Each officer shall hold office until a successor shall have been duly elected, or until death, resignation, or removal.  The Local Section shall give notice of the names and addresses of the newly elected officers to AIHA within thirty (30) days of such election.
Section 3.  A vacancy in office because of the death, resignation, or removal of an officer may be filled, for the unexpired term by a qualified member of the Local Section, as selected by the Local Section Board of Directors.  If the vacancy occurs in the office of President-Elect, the member appointed to fill the vacancy shall not automatically succeed the President, and the President for the following year shall be elected at the next annual meeting of the Local Section.
Section 4.  An officer may resign by oral tender of resignation at any meeting of, or by giving written notice thereof to, the Local Section Board of Directors.  Such resignations shall take effect at the time specified and acceptance of such resignation shall not be necessary to make it effective.
Section 5.  An officer may be removed, with or without cause, at a meeting expressly called for that purpose, by a two-thirds (2/3) vote of the Local Section Board of Directors.
Section 6.  The duties and responsibilities of the President shall include, but not be limited to:
Presiding at all meetings of the Local Section membership and the Local Section Board of Directors
Performing such other duties as may be directed by the Local Section Board of Directors
Appointing, subject to the provisions of these bylaws, members, and chairs of all committees
Serving as an ex-officio member of all committees
Serving as a liaison to and participates in NEIHC Planning Committee activities
Working closely with the President-Elect to promote transition of duties
Serving as back-up for administration of Local Section telecommunication and Website accounts
Designating a Local Section’s Legislative Affairs Response Coordinator (as needed)
Holding business continuity back-up files from SecretaryThe President shall serve a one-year term of office and becomes Past President upon completion of their term.

Section 7.  The duties and responsibilities of the President-Elect shall include, but not be limited to:
Performing tasks as may be requested by the Local Section Board of Directors and/or as assigned by the Local Section President
Conducting meetings when the President is absent or not available
Attending Local Section Board meetings
Becoming President if the President’s office becomes vacant, as per the Local Section’s bylaws
Attending or designates an attendee for the annual AIHA Local Sections Leadership Workshop
Chairing Local Section Nominating Committee

The President-Elect shall serve a one-year term of office and shall automatically succeed the President in office upon completion of the President’s term of office. 

Section 8.  The duties and responsibilities of the Past President shall include, but not be limited to:
Serving as an advisor to President
Performing tasks as may be requested by the Local Section Board of Directors and/or as assigned by the Local Section President
Attending Local Section Board meetingsThe Past President shall serve a one-year term of office.
Section 9.  The duties and responsibilities of the Treasurer shall include, but not be limited to:
Preparing and maintains financial records for the Local Section
Receiving, disbursing, and serving as custodian of all Local Section financial assets
Making all regular and necessary disbursements upon authorization of the Local Section Board of Directors
Preparing and presenting a preliminary annual financial report and submits the accounts of the Local Section for the first meeting of the Local Section Board of Directors (annual planning meeting) each year
Preparing and presenting an annual financial report at the first monthly meeting of the Local Section, with a high-level summary of finances in Local Section newsletter or other mailing to members
Annually working with designated members of the Board of Directors to perform a high-level audit of Local Section finances
Performing tasks as may be requested by the Local Section Board of Directors and/or as assigned by the Local Section President
Filing Local Section tax exemption form with National AIHA by June 30 of each year, and files necessary financial paperwork with National AIHA
Providing financial updates during monthly Board of Directors meetings
Filing necessary forms with the Local Section’s financial institution to assure approved check signer's signatures and related records are on file
Attending Local Section Board meetingsThe Treasurer shall serve a two-year term of office.  Upon completion of their service, the Treasurer shall transmit to their successor in office all funds, financial documents, and property of the Local Section.
Section 10.  The duties and responsibilities of the Secretary shall include, but not be limited to:
Giving notice of all meetings of the Local Section, and Local Section Board of Directors.
Maintaining an accurate list of the Local Section membership, including contact information and membership status
Coordinating all Local Section mailings/e-mailings
Keeping records of Local Section Board meetings (meeting and conference call minutes)
Serving as custodian of the records of the Local Section including current and past incorporation documents, minutes, correspondence, and other pertinent documents
Performing tasks as may be requested by the Local Section Board of Directors and/or as assigned by the Local Section President
Maintaining bylaws and files for continuity purposes
Ensuring that the Local Section contact at National AIHA receives all Local Section mailings, updated membership directories published during their term of office, and notification of any officer or bylaws changes,
Attending Local Section Board meetings
Sending out and ballots and member surveys, as directed by the Board of Directors
Serving as contact for confirming member attendance at Local Section meetings and other events
Serving as back-up to Treasurer, and as an additional signatory for Local Section financial accounts
Maintaining Local Section telecommunication and web site accountsThe Secretary shall serve a two-year term of office.  Upon completion of their service, the Secretary shall transmit to their successor in office all records/documents and property of the Local Section.

Article VI – Directors
Section 1.  Directors of the Local Section shall be elected, by ballot, for two-year staggered terms, with an equal number of Directors elected each year.  The term of office of Directors shall begin and end on the date of the annual planning meeting (held between June and August).  Each Director shall hold office until a successor shall have been duly elected or until death, resignation, or removal.  Directors must be members of the Local Section, but do not need to be members of AIHA.
Section 2.  A Director may resign at any time, either by oral tender of resignation at any meeting of the Local Section Board of Directors or by giving written notice thereof to the Secretary.  Such resignation shall take effect at the time specified and acceptance of such resignation shall not be necessary to make it effective.
Section 3.  The Local Section Board of Directors may, by a vote of two-thirds (2/3) of its members, remove any Director at a meeting expressly called for that purpose.
Section 4.  The vacancy in office of any Director may be filled by vote of the Local Section Board of Directors.  A Director elected to fill such a vacancy shall be elected to the unexpired term of the predecessor in office. 

Section 5.  The duties of each Director shall include, but not be limited to:
Leading and/or assisting in the planning of at least one Local Section educational meeting per term
Participating in at least one Local Section committee
Performing tasks as may be requested by the Local Section Board of Directors and/or as assigned by the Local Section President
Attending Local Section Board meetings
Article VII – Standing Committees
Section 1.  The Local Section Board of Directors shall consist of the elected Officers and Directors and shall be responsible for the governance of the Local Section, as well as for development of educational programs for the Local Section membership.  The President shall serve as chair of the Local Section Board of Directors.  The presence of a majority of the Local Section Board of Directors is necessary to constitute a quorum for a meeting.  The act of a majority present at a meeting at which a quorum exists is the act of the Local Section Board of Directors.  Each member of the Local Section Board of Directors shall be entitled to one vote.  Meetings of the Local Section Board of Directors may be called at the discretion of the President on not less than five (5) days’ notice.
Section 2.  The Nominating Committee shall be chaired by the President-Elect; shall consist of two Local Section volunteer Board of Directors members and shall function with the assistance of other members of the Board of Directors.  To avoid conflicts of interest, appointed members of the Nominating Committee shall not be candidates for pending elections, as far as possible.  The Nominating Committee shall identify and put forth qualified Local Section members, in good standing, for Officer and Director positions for the Local Section, and it shall share its candidate information with the Board of Directors before delivering nominations for each office to the Secretary for circulation with the notice of annual voting.  In addition to nominations made by the Nominating Committee, nominations or self-nominations may be made by qualified members of the Local Section.  The Nominating Committee shall review completed election results prior to presentation to the Board of Directors and to AIHA.
Section 3.  The Awards and Honors Committee shall be comprised of volunteer or appointed member of the Board of Directors.  The Awards and Honors Committee shall maintain the Local Section Awards and Honors program and shall recommend Local Section Life Members and other Local Section Awards/Recognition.  The Awards and Honors Committee shall also coordinate AIHA Fellow submittals and other recognitions.
Section 4.  The Membership Committee shall be comprised of the Membership Chair and other appointed or volunteer participants.  The Membership Committee shall receive and distribute new member applications from the Secretary and generate welcome letters to new and renewing Local Section members.  The Membership committee shall also coordinate membership drives for the Local Section and assist in outreach to potential new Local Section members. 
Section 5.  The Outreach Committee shall be comprised of the Outreach Chair and other appointed or volunteer participants.  The Outreach Committee shall coordinate with local schools and other educational organizations to provide EHS-related material and presentations to students; maintain educational program coordinator contact lists and apprise coordinators of Local Section scholarship information and status of applications received from their schools.  The Outreach Committee shall maintain a list of Local Section members willing and interested in participating in outreach efforts and shall track outreach efforts and identify/assist in preparing Local Section members to speak at outreach events.
Section 6.  The Northeast Regional Industrial Hygiene Conference and Expo (NEIHC) Planning Committee shall include all members of the Board of Directors, as well as non-Board volunteers.  The NEIHC Committee shall identify a NEIHC Chair in years when NEIHC program is the Philadelphia Section’s responsibility and shall begin formal NEIHC planning at least 6 months prior to the date of the conference.  The committee shall schedule and hold supplementary NEIHC planning meetings/conference calls, as needed, and shall manage NEIHC advertising/sponsorships (when applicable).

Section 7.  Other standing or temporary committees may be established, as needed, by the Local Section Board of Directors. 

Article VIII – Dues
Section 1.  Annual dues for Local Section membership may be paid at any time during the year.  The dues amount for each year shall be set by the Local Section Board of Directors.  Dues paid are not refundable nor transferrable.
Section 2.  Member dues paid are good for one (1) year from the date of dues payment or of receipt of notification of dues payment (for dues paid through AIHA). 
Section 3.  Student members will not be assessed annual Local Section dues, as long as they continue to meet all criteria for Student membership.
Section 4.  Any member whose dues are unpaid is not in good standing and shall have no vote or other privileges of membership in the Local Section.

Article IX – Elections and Voting
Section 1.  Officers and directors of the Local Section shall be elected by ballot of current members of the Local Section.  Voting shall be conducted using electronic balloting, via a secure on-line service.  Dates for the start and end of voting, and candidate information, shall be shared with the voting membership of the Local Section before or at the time of distribution of the electronic ballots.  The Secretary shall promptly report the results of the election to AIHA.
Section 2.  Voting for officers and directors for the Local Section will take place in April of each year. 
Section 3.  Except as provided in Article XII, a plurality of the ballots cast in an election of any officer or Director or in a referendum on any issue to be considered or action to be taken shall be effective to constitute the election of a person as an Officer or Director of the Local Section and as a decision or act of the Local Section with respect to any issue to be considered or any action to be taken.  In the event of a tie vote in any election of officer or director, the tie shall be resolved by vote of the Local Section Board of Directors. 
Section 4.  The Local Section Board of Directors, at any time, may conduct by ballot a referendum of the membership in connection with any issue it may consider or action to be taken.  Such ballot or referendum shall specify a deadline for its completion.
Section 5.  Any member eligible to vote, at any time, may on written request to the President require the Local Section Board of Directors to conduct a ballot referendum of the membership on any issue to be considered and/or action to be taken relating to the purposes of the Local Section.  Such a request shall state, with specificity, the issues to be considered and/or the action to be taken and shall bear the signature of not less than five percent (5%) of members eligible to vote.

Article X – Public Statements
Section 1.  The Local Section shall not issue or publish any public statement that uses any form of the name of AIHA on a policy or technical issue, other than issues which primarily affect the Local Section, without prior consent of the AIHA Board of Directors.
Section 2.  No public statement on any matter, which purports to represent the opinion of the Local Section, shall be issued, or published, unless that statement has been authorized by the Local Section Board of Directors as expressing the opinion of a majority of the members of the Local Section.

Article XI – Dissolution
The Local Section shall use its funds only to accomplish the purposes specified in these bylaws.  No part of the funds shall be used to the advantage of any single person or entity or be distributed to the members of the Local Section.  In the event of the dissolution or final liquidation of the Local Section, its remaining net assets shall be distributed to such nonprofit corporations or associations as are exempt from Federal Income Tax under Section 501(c) of the Internal Revenue Code, as deemed appropriate by the AIHA Board of Directors. 

Article XII – Amendments
Section 1.  These bylaws may be amended, or new bylaws adopted, by a two-thirds (2/3) vote of the members of the Local Section who respond to a ballot conducted in accordance with the provisions of Article IX.
Section 2.  Such amended or new bylaws shall become effective upon approval by the AIHA Board of Directors or their designee.