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:
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 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 (at least four (4)
times per year). The President may call emergency meetings of the Board
of Directors.
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 a 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 on
an annual basis prior to submission of the budget or as needed or
requested by the President of the group.
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. This 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.
ARTICLE VI: EFFECTIVE DATE
These
Bylaws shall be effective on Feb 7, 2003.
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.
V. Finance Committee
1.
Prepare an annual budget for submission to the Board of Directors
in consultation with the Chairmen of the Standing Committees and
Officers.
2.
Will conduct annual audit of AOTR books and report findings to
the Board of Directors and general membership.
VI. Finances
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.
Functions as Chairman of the Finance Committee and 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:
Bylaws Final 2003; rev 6/04, 8/04, 6/06, 12/06, 2/07
