ALLIANCE OF OHIO TRAUMA REGISTRARS
ARTICLE
I: NAME
The
name of the organization shall be the Alliance of Ohio Trauma
Registrars, an independent organization dedicated to the purposes
stated below, hereafter referred to as AOTR.
ARTICLE
II: PURPOSE
The
purpose of AOTR shall be the following:
1. To promote research and education in the trauma
registry field.
2. To provide assistance to registrars in their
professional development.
3.
To actively participate in the continued development and preservation
of the statewide
trauma registry in Ohio.
4. To encourage standardization among Ohio trauma
registries.
ARTICLE
III: MEMBERSHIP
Section
A: Eligibility for Membership
Membership is open to any person who meets the following criteria:
1. Responsible for maintaining trauma information
within the State of Ohio or actively
involved in establishing the same.
2. Payment of membership dues (See Standing Rules –
Membership Dues)
Section
B: Classes of Membership
Member in Good Standing.
1.
A
member in good standing shall have membership dues paid in full by
January 31st of each year. If payment has not been
received, per the treasurer by this date, no voting privileges will
be permitted until payment is received.
ARTICLE
IV: BOARD OF DIRECTORS
Section A: Membership
The Board of Directors shall consist of the Officers of AOTR. The
four officers and three of the most recent past presidents of the
AOTR and a member-at-large shall be members of the Board of
Directors. The President, in consultation with the Board of
Directors, shall appoint the Chairmen of the Standing Committees and
the member-at-large. All members of the Board of Directors shall be
members in good standing (Article III, Section B) of AOTR.
Section B: Duties
The Board of Directors shall supervise the business of AOTR. A
majority of the voting members of the Board of Directors shall
constitute a quorum for the transaction of business.
ARTICLE V: OFFICERS
The
Officers of the AOTR shall be: President, Vice-President, Secretary,
and Treasurer. The duties of the Officers shall be published in the
Standing Rules of the AOTR. The term of each office shall be for two
years beginning January 1 of even numbered years. Officers shall
serve no more than two consecutive terms in the same office. The
election of Officers shall be in accordance with the procedure set
forth in ARTICLE VIII of the Bylaws.
ARTICLE VI: STANDING AND SPECIAL COMMITTEES
Section A: Standing Committees
Standing Committees are
those committees, which are directly concerned with the management
and/or operation of the AOTR. The Board of Directors shall
establish additional committees at the discretion of the President
with Board approval.
Section B: Special Committees
Special Committees shall be appointed and dissolved by the President
as need for them arises. The Chairmen of such committees shall
report to the Board of Directors.
ARTICLE
VII: NOMINATING COMMITTEE
The
Nominating Committee shall consist of three (3) members who are in
good standing and appointed by
the Board of Directors. All members shall serve for a term of two (2)
years. The Nominating Committee shall elect one of its membership to
serve as Chairman each year.
ARTICLE VIII: ELECTIONS
Section A: Authority
The Nominating Committee shall actively seek nominations for all
offices. Nominees shall have been members in good standing for at
least the previous two (2) years. For Officers’ positions, a slate
of at least two (2) candidates for each position shall be presented
to the membership. No
two persons from one facility may serve as officers at the same
time.
Section B: Nomination Procedure
The Nominating Committee
shall initiate the call for nominations at the August AOTR meeting
in odd numbered years. The Nominating Committee shall be
responsible for the nomination form design and for implementing the
requirements of this section. Nominations shall include the name of
the person being nominated, the institution he/she represents and a
brief statement of the qualifications of the nominee. The deadline
for submission of nominations shall be set by the Nominating
Committee and announced at the August AOTR meeting on odd numbered
years.
Section C: Close of Nominations
The Nominating Committee shall present the
completed slate of candidates and their qualifications at the
October AOTR meeting.
Section D: Voting Procedure
1.
Printed ballots, with candidate
approved biographies, shall be mailed to all members in good
standing no less than twenty-one (21) days prior to the December
AOTR meeting in odd-number years.
2.
All printed ballots shall be
accompanied by a self-addressed, stamped envelope for the member to
return the completed ballot. The envelopes shall be clearly marked
with the word “Ballot” to identify it as containing same. Any
ballot arriving in any other envelope shall be considered void and
shall not be included in the tabulation.
3.
All ballots must be postmarked
at least three (3) days prior to the December AOTR meeting in
odd-numbered years. Any ballot not postmarked at three (3) days
prior to the December AOTR meeting in odd-numbered years shall be
considered void and shall not be included in the tabulation.
4.
Returned ballot envelopes shall
not be opened until vote tabulation at the December AOTR meeting in
odd-numbered years.
5.
The President shall appoint two
(2) tellers and announce the time and place for the ballot counting
at the December AOTR meeting in odd-numbered years.
Section E: Tabulation of Vote
Ballots shall be opened and counted by the tellers and the Chairman
of the Nominating Committee or a designated representative from that
Committee. Any person standing for election shall not participate
in the ballot counting process. Observers of the ballot counting
shall be allowed.
Section
F: Election Results
Results shall be announced immediately upon the completion of
tabulation. The candidate receiving a majority of the votes shall
be declared the winner. In the event of a tie, the AOTR members in
good standing shall immediately be notified and a runoff election
shall be held by written ballot. The tellers shall count the votes
and the results shall be announced as soon as the count is
completed. Upon close of election/tally, the ballots and tally
sheets will be shredded and appropriately discarded.
Section G: Vacancies
Vacancies in Offices shall be announced at the first AOTR meeting
after the vacancy occurs. The Nominating Committee shall actively
seek at least two (2) candidates to fill the vacancy and the
position shall be filled by a vote of the full membership at the
next AOTR meeting following the announcement of the vacancy.
Filling an unexpired term does not count toward the term limits
stated within this document.
Section H: Delays in Tabulation of Vote and Election
Results
If, for any reason, the December AOTR meeting in odd-numbered years
is cancelled, the tabulation of the vote and the announcement of the
election results shall occur at the next regular AOTR meeting. Term
limitations notwithstanding, the terms of persons who hold office in
December of odd-numbered years shall be extended until the end of
the meeting in which the election results are announced.
ARTICLE IX: MEETINGS
Section
A: Board of Directors Meetings
The Board of Directors shall meet on a quarterly basis or as
necessary. The President may call
emergency meetings of the Board of Directors. Teleconferences
and/or emails constitute a meeting.
Section B: Membership Meetings
There shall be at least four (4) meetings of the AOTR at a location
and date agreed upon by the membership. Members present at a
membership meeting shall constitute a quorum for the transaction of
business. The December meeting of odd numbered years shall include
the introduction of new Officers.
ARTICLE X: FINANCES
Section A: Budget
The Treasurer shall prepare an annual report for approval and
adoption by the Board of Directors and the AOTR membership by the
April meeting.
Section B: Audit Committee
The President shall appoint an Audit Committee consisting of three
(3) members. An audit of the AOTR’s financial records shall be
conducted one to three months prior to the change of officers for
the new voting year. If the Treasurer leaves the position during
their term, an automatic audit will be done prior to the next
Treasurer taking office
Section
C: Finances
1. The Alliance
of Ohio Trauma Registrars is organized exclusively for educational
and charitable purposes, including for such purposes, the making of
distributions to organizations.
2. No part of the net
earnings of the AOTR shall inure to the benefit of, or be
distributable to its members, officers, or other private persons,
except that the group shall be authorized and empowered to pay
reasonable compensation for services rendered and to make payments
and distributions in furtherance of the purposes set forth in
Article X hereof. No substantial part of the activities of the group
shall be the carrying on of propaganda, or otherwise attempting to
influence legislation, and the group shall not participate in, or
intervene in (including the publishing or distribution of
statements) any political campaign on behalf of any candidate for
public office.
3. Upon dissolution of
the AOTR, the Board of Directors shall, after paying or making
provision for the payment of all of the liabilities of the group,
dispose of all the assets of the group exclusively for the purposes
of the group in such manner, or to such organizations or
organizations, organized and operated exclusively for charitable,
education, religious, or scientific purposes as shall at the time
qualify as an exempt organization or organization under 501[c](3) of
the Internal Revenue Code of 1954 (or the corresponding provision of
any future United States Internal Revenue Law), as the Board of
Directors shall determine.
ARTICLE XI: TRAUMA REGISTRY ADVISORY SUBCOMMITTEE
The
Alliance of Ohio Trauma Registrars shall annually recommend to
the State of Ohio EMS Board, a representative to serve on the Trauma
Registry Advisory Subcommittee. This representative will serve a
two-year term in that position.
1.
The
members in good standing shall elect three (3) candidates following
State of Ohio guidelines, to potentially represent the AOTR.
2.
The
terms for representing the AOTR on this subcommittee are 2-year
increments. Should the representative be unable to fulfill the term
limits, a special election will be held by the AOTR at the first AOTR
meeting after the vacancy occurs. Three members in good standing
shall be listed as candidates. The newly elected slate of candidates
names will then be submitted to the EMS Board for consideration as a
replacement.
ARTICLE XII: TRAUMA
COMMITTEE
The
AOTR shall elect from its members in good standing, a representative
to the State of Ohio Trauma Committee. The term is indefinite.
Should the representative be unable to fulfill the term, a special
election will be held by the AOTR at the first AOTR meeting after the
vacancy occurs. The newly elected representative’s name will then be
submitted to the EMS Board for consideration as a replacement.
ARTICLE XIII: STANDING
RULES
The
AOTR may adopt Standing Rules as the need arises. These rules shall
be adopted by a majority vote of the full members present at a general
membership meeting. They may be rescinded by the same procedure. The
Standing Rules shall be published annually.
ARTICLE XIV: BYLAWS REVISION/PUBLICATION
Bylaws may be changed by a two-thirds vote
of the full members present at a membership meeting. Members shall
receive written notice of the meeting along with a copy of the
proposed change at least fourteen (14) days prior to the meeting. The
Bylaws shall be published annually.
ARTICLE XV: PARLIAMENTARY AUTHORITY
The
rules contained in the most current edition of ‘Robert’s Rules of
Order Newly Revised’ shall govern the Alliance of Ohio Trauma
Registrars in all cases to which they are applicable and in which
they are not inconsistent with the Bylaws or any special rules of
order the AOTR may adopt.
The meetings will be run
according to Robert’s Rules of Order. If there are any meeting
issues, the decision will be clarified by the use of Robert’s Rules
(the President will keep a copy on hand) and the group will agree to
following the guidance of the book.
ARTICLE VI: EFFECTIVE DATE
These Bylaws shall be effective on December 5, 2008.
STANDING RULES
I.
General
1.
Any member/individual who cannot support or promote the purpose
of the Alliance of Ohio Trauma Registrars (ARTICLE II) shall
not use the AOTR or any part thereof as a forum for the public
expression of personal opinion.
2.
Any member/individual shall not use, or allow anyone else to
use, the names, addresses and email address of the AOTR membership to
solicit funds or to promote any commercial service or product.
3.
Any member/individual shall not use the name Alliance of
Ohio Trauma Registrars, or any confusingly similar title or name,
on any item or document without written permission of the AOTR Board
of Directors.
4.
A member in good standing (Article III, Section B) shall have
voting privileges.
5.
A member not considered in good standing, shall have no voting
privileges, however, shall be heard in all discussions and debates.
II. Membership Dues (ARTICLE III, Section A)
1.
Annual dues of twenty-five dollars ($25.00) are due by January
31st.
III. Standing Committees (ARTICLE VI)
Except for the Finance Committee, the President in consultation and
with the advice of the Board of Directors appoints the Chairmen of the
Standing Committees. The Chairmen shall select their committee
members. All Committees shall keep permanent minutes of meetings and
records of the actions taken and decisions made during the year. At
the end of the tenure these records shall be given to the incoming
Chairman.
IV.
Continuing Education
1.
Develop educational programs for the AOTR members.
PARLIAMENTARY ASSISTANCE
President shall appoint an ad hoc committee to:
1.
Conduct a yearly review of existing Standing Rules and Bylaws
to ensure they are current and appropriate.
2.
Ensure that proposed Standing Rules and Bylaws are clearly
worded and in correct parliamentary form.
3.
Assist members in motions to be brought to the membership
4.
Assist any member in drafting a proposed Standing Rule or
Bylaw.
5.
Develop new Standing Rules and Bylaws at the request of the
President or Board of Directors.
DUTIES OF OFFICERS (Bylaws: ARTICLE V)
President
1.
Presides at all meetings of the Board of Directors and the
general membership.
2.
Is the official spokesman of the AOTR or delegates a liaison
with other professional organizations to speak on behalf of the AOTR.
3.
Is responsible for the efficient functioning of the AOTR.
4.
Appoints the Parliamentarian and Chairmen of all Standing
Committees (with the exception of the Finance Committee) in
consultation with the Board of Directors.
5.
Appoints all Special Committees as needed.
6.
Serves as ex-officio member of all committees.
7.
Assumes other duties prescribed by the Board of Directors.
Vice-President
1.
Has all the powers and performs all duties of the President in
his/her absence.
2.
Shall automatically succeed the President in the event the
President cannot fulfill the duties of his/her term of office.
3.
Performs other duties as assigned by the President.
Secretary
1.
Records all minutes of the Board of Directors and general
membership meetings.
2.
Provides copies of the Board of Directors meeting minutes to
all members of the Board for their correction and/or approval.
3.
Provides copies of the general membership meeting minutes to
all members for their correction and/or approval.
4.
Maintains a current contact list of all members.
5.
Maintains a current list of members in good standing and shall
report at each general meeting whether a quorum has been met.
6. Performs other duties as assigned by the President.
Treasurer
1.
Is accountable for all moneys received and disbursed.
2.
Is responsible for seeing that all financial obligations of the
AOTR are met.
3.
Prepares a monthly financial statement detailing receipts and
disbursements for presentation at meetings of the Board of Directors
and general membership.
4.
Is responsible for the AOTR’s use of accepted methods of
accounting.
5.
By February 1, submits the AOTR’s books to the Audit Committee
appointed by the President.
6.
Performs other duties as assigned by the President.
AOTR:
BylawsFinal2003; rev 6/04, 8/04, 6/06, 12/06, 2/07, 12/08
