AOTR Bylaws

 

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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

 

 

 

 

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