By-Laws

ARTICLE I

NAME

THE NAME OF THIS professional organization shall be the Maryland/Washington, D.C. Chapter of the Society of Otorhinolaryngology and Head-Neck Nurses, Inc. hereafter referred to as the “Chapter”.

ARTICLE II

PURPOSES

The purpose of this Chapter shall be:

  1. To encourage higher levels of education in Otorhinolaryngology and Head-Neck nursing through study, discussion, exchange of information, experiences and ideas.
  2. To unite registered professional Otorhinolaryngology and Head-Neck Nurses for the purpose of maintaining a society dedicated to the constant endeavor of promoting the highest professional standards of Otorhinolaryngology and Head-Neck nursing for the better and safer care of the patient.
  3. To hold meetings at intervals for the purposes of this Chapter and the Society.
  4. To cooperate lawfully with other professional associations, hospitals, universities, industries, technical societies, research organizations, and government agencies in matters affecting the foregoing purposes of the Chapter and Society.

ARTICLE III

MEMBERSHIP – MEMBERSHIP CATEGORIES – REPRESENTATION – ETHICAL STANDARDS – DUES

SECTION 1:

Membership in this Society and Chapter shall be a privilege and contingent on compliance with requirements as specified in these bylaws.

SECTION 2:

Categories of membership in this Society and Chapter shall be: Chapter Member, Full; Member at Large, Full; Chapter Member, Associate; Member at Large, Associate; Retired Chapter Member, Full; Retired Chapter Member at Large, Full; Retired Chapter Member, Associate; and Retired Member at Large, Associate.

  1. Chapter members:

A registered professional nurse or a licensed practical or vocational nurse with an interest in Otorhinolaryngology and Head-Neck nursing living in an area where a Chapter exists.

  1. Full: A registered professional nurse with an interest in Otorhinolaryngology and Head-Neck nursing.
  2. Associate: A licensed practical or vocational nurse with an interest in Otorhinolaryngology and Head-Neck Nursing.
  3. Retired: a registered nurse (Full) or licensed practical nurse/vocational nurse (Associate) who is retired from the healthcare industry with an interest in Otorhinolaryngology and Head-Neck nursing. The category is also inclusive of the registered nurse or licensed practical/vocational nurse who is totally disabled and unable to work in the healthcare industry.
  1. Members at large:

An Otorhinolaryngology and Head-Neck nurse living in an area where a Chapter does not exist.

  1. Full: A registered professional nurse with an interest in Otorhinolaryngology and Head-Neck nursing.
  2. Associate: A licensed practical or vocational nurse with an interest in Otorhinolaryngology and Head-Neck nursing.
  3. Retired: a registered nurse (Full) or licensed practical nurse/ professional nurse (Associate) who is retired from the healthcare industry with an interest in Otorhinolaryngology and Head-Neck nursing. The category is also inclusive of the registered nurse or licensed practical/vocational nurse who is disabled and unable to work in the healthcare industry.

SECTION 3: Representation

  1. Full members shall be eligible to hold office, serve on elected or appointed committees and exercise delegated power.
  2. Associate members shall be eligible to serve on appointed committees.
  3. Retired members shall be eligible to serve on elected or appointed committees.

SECTION 4:  Ethical Standards

  1. By two-thirds ballot vote, the Chapter Executive Officers may censure or expel a member for cause, provided there be an unprejudiced hearing at which the member was permitted to defend him/herself.
  2. A member suspended or expelled may be reinstated by a majority vote of the Chapter Executive Officers, making application as a new member, and paying current dues and assessments.

SECTION 5:  Dues

  1. Annual national membership dues in this Society shall be determined by the National Board of Directors subject to ratification by the House of Delegates.
  2. Chapter Dues
    1. Sixty days before the member’s renewal date, an annual dues bill for the Chapter and national dues will be sent to each member.  The member shall complete the form and return it together with Chapter plus national dues to the treasurer by March 1st.  A late penalty will be charged for these dues received after March 1st.  When the dues are received, the form will be processed, a membership card sent to the members, and a check for the amount of Chapter dues will be forwarded to the Chapter treasurer on a biannual basis.
    2. Membership application forms for new members shall be sent annually, and as needed, to the Chapter treasurer by the treasurer at the national headquarters.  After the National Credentials Committee has processed the application, a membership card will be sent to the member, and a check for the amount of the Chapter dues forwarded from the national treasurer to the Chapter.
    3. Members at large dues: Renewal notices should be sent to members at large by the treasurer at the national headquarters in the same manner as for Chapter members.  National and Chapter dues will be due on March 1st.
    1. Delinquency and Reinstatement
  1. Any member whose dues are not received by April 1st shall be removed from the membership roster, and all privileges of the Society are withdrawn.
  2. Reinstatement will require application as a new member and payment of current dues.

ARTICLE IV

MEETINGS – QUORUM – VOTING

SECTION 1: Meetings

  1. Society Meetings:
    1. Regular meetings of the Chapter shall be held five times per year including one business meeting, one journal club, one case conference, one educational talk, and one annual conference. Dates to be decided at the business meeting.
    2. The last meeting of the year will be designated as the annual business meeting.  The yearly financial and budgetary statements and the committee and officers’ reports shall be presented at that time.
    3. Robert’s Rules of Order, Newly Revised, will govern the meetings.

SECTION 2: Quorum

The presence of twenty percent (20%) of the total voting members registered constitute a quorum for all meetings of the Chapter.

SECTION 3: Voting

  1. A two-thirds majority vote shall apply to all bylaw changes. A majority (one-half plus one of those present and voting) shall apply to all other matters brought to vote.
  2. Each person entitled to vote (as established under ARTICLE IV, SECTION 1B) at any Congress, shall not cast more than one vote on any question.

ARTICLE V

OFFICERS AND DUTIES

SECTION 1: Executive Officers

The Executive officers of this Chapter will be: President, Vice President, Secretary, and Treasurer.

SECTION 2: Duties of Executive Officers

  1. President:
    1. Shall be responsible to the National Board of Directors and have the approval of the Chapter Executive Officers for the activities of the Chapter.
    2. Shall preside at all meetings of the Chapter Executive Officers.
    3. Shall appoint all committee chairs with the approval of the Board, and be a member ex-officio, therefore, except the Nominating Committee and those otherwise provided for in the bylaws or the order creating the same.
    4. Shall terminate non-functioning committees with the approval of the Chapter Executive Officers.
    5. Shall be the official representative of the Chapter at meetings of other organizations.  In the event the President is unable to attend, the Vice President is to attend. If the Vice President is unable to attend, an alternate may be designated by the President.
    6. Shall perform such other duties as they pertain to the office.
  2. Vice President:
    1. Shall perform the duties of the President in the absence or inability of the President to act.
    2. Shall assist the President in bylaws interpretation and procedures.
    3. Shall perform such other duties as may be delegated by the President or the Executive Committee.
  3. Secretary:
    1. Shall maintain a record of proceedings of all business meetings of Chapter and Chapter Executive Officers.
    2. Shall return approved minutes for duplication and distribution to the Executive Officers.
    3. Shall excerpt and submit pertinent data to respective committee chairmen.
    4. Shall carry on all correspondence between members.
    5. Shall keep copies of the bylaws and standing rules of the Chapter on and during all meetings.
  4. Treasurer:
    1. Shall assume responsibility for the financial affairs of the Chapter.
    2. Shall present a written report of the financial standing of the Chapter at the annual dinner business meeting of the Chapter.
    3. In conjunction with the President, prepare an annual financial report to be sent to the Chairperson of the Chapter Coordinating Committee.
    4. Shall act as chairman of the Budget and Finance Committee.

SECTION 3:  NOMINATING COMMITTEE

  1. Nominating Committee shall consist of two elected members.
    1. Members shall be elected for a term of two years on alternating years.
    2. Eligibility for this committee shall be the same as for the other elected positions in the Chapter as shown in SECTION 2 of this article.
  2. The nominating committee shall prepare a list of nominees accompanied by written consent to serve, and submit it to the Chapter Executive Officers for review and information before the election.

SECTION 4: FINANCIAL ADVISOR

  1. Financial Advisor is an appointed position for the oversight of the management of the Vondersmith Fund.
  2. Financial Advisor will collaborate with the Chapter Treasurer to ensure funds are deposited or withdrawn appropriately into / from the Vondersmith Fund respectively.
  3. Financial Advisor will also support in the auditing of the Vondersmith Fund.

ARTICLE VI

 Eligibility to Serve – nominations – Elections – Terms – Vacancies

SECTION 1: Eligibility to serve in an elected capacity 

  1. To be eligible for elected office as a member of the Chapter Executive Committee, a nominee must have been a full member of the Society for one year preceding nomination.
  2. To be eligible for elected office as a member of the nominating committee, a nominee must have been a full member of the Society for two years preceding nomination.

SECTION 2: Nominations

A slate of officers will be prepared by the nominating committee for presentation as specified in Article VI, SECTION 1B.

  1. Elections of Executive officers and Nominating Committee shall be held at the annual business meeting, and majority wins.  In case of a tie, the choice is by the lot.
  2. Any member holding an elected office may not be a candidate for another office in the Chapter unless his current term expires at the impending annual elections, or resignation to the Chapter Executive Officers before elections.
  3. The President shall appoint a tellers committee to serve.

SECTION 3: Terms of Office   

  1. The President, Vice President, Secretary, and Treasurer shall be elected for a term of two years and shall serve until one’s successor has assumed office.

SECTION 4: Vacancies

  1. Vacancies that occur in any elected office of the Chapter, due to inability or ineligibility of the incumbent to perform the duties of the office, or the incumbent’s removal from office, are filled in the following manner:
    1. President: The Vice President shall immediately assume office.
    2. Vice President: Appointment will be made to fill this office by the Executive Committee.
    3. Secretary: Same as Vice President. See above.
    4. Treasurer: Same as Vice President. See above.
    5. The Executive Committee will fill other vacancies.
    6. Any member filling a vacancy for an unexpired term for six months or more will be deemed to have served for one year.

ARTICLE VII

COMMITTEES

SECTION 1: Executive Committee

  1. Executive Committee shall consist of President, Vice President, Secretary, and Treasurer and shall:
    1. Assist the President in expediting the business of the Chapter.
    2. Prepare and present proposals to be presented to the members.

SECTION 2: Standing Committees

The Standing Committees of the Chapter shall be appointed annually by the President with the approval of the Executive Committee, except as otherwise provided in the bylaws or the order creating the same.  Each committee shall consist of a chairperson and at least two members and a majority of members constitute a quorum.

  1. Budget and Finance Committee
    1. Shall prepare the annual budget and submit it to the Executive Committee in March.  The budget is approved at the annual business meeting.
    2. Submit an annual report to Headquarters.
    3. Coordinate fundraising activities
  2. Membership Committee
    1. Shall promote growth and development of the Chapter and the National Society.
  3. Education Committee
    1. Establish education calendar and obtain CEU’s.
    2. Plan and coordinate workshops, seminars, and so on, at the local and regional level.
    3. Conduct a needs assessment as necessary.

SECTION 3: Special Committees

Special Committees may be appointed by the President and cease to exist when the purpose for which they were created is complete.

SECTION 4: Committee Reports

  1. An outgoing committee chairperson shall submit a written report of the committee’s work during the preceding year at the Annual Spring meeting
  2. Verbal committee reports shall be given as requested or needed at the monthly meetings.

ARTICLE VIII

Fiscal Year

The fiscal year shall be January 1 through December 31.

ARTICLE IX

Parliamentary Authority

The parliamentary writing of General Henry M. Robert, Robert’s rules of order, newly revised, shall govern the Chapter in all cases not covered in these bylaws.

ARTICLE X

Amendments

Amendments to the bylaws may be made at any regular meeting by a 2/3 majority vote of those registered voting members present provided that written notice was given at the meeting preceding the one at which the proposed amendment is to be voted upon.

ARTICLE XI

Asset and Dissolution

(This section will vary depending on the tax laws in each state.  If you are not required to file taxes in your state the following is to be observed.  If you do file in your state, you must write this section according to your state law.)

SECTION 1: Assets

The Maryland/Washington, D.C. Chapter of the Otorhinolaryngology and Head-Neck Nurses, Inc. having granted a charter by the National Society, do hereby certify:

  1. Said organization is formed exclusively for charitable, educational, and scientific purposes, including for such purposes, the making of distributions to organizations that qualify as exempt organizations under Section 501 (3) if the Internal Revenue Code of 1954 (or the corresponding provision of any further United States Internal Revenue law.)
  2. The Chapter shall account to the National Society all financial proceedings of the Chapter by November 30 of each year.
  3. No part of the net earnings of the Chapter shall inure to the benefit of, are to be distributed to its members, officers, or other private persons, except that the Chapter shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions furtherance of the purposes set forth in Article XII, Section 1-A.  No part of the activities of the Chapter shall be carrying on propaganda, or otherwise attempting to influence legislation, and the Chapter shall not participate or intervene in any political campaign on behalf of any candidate for public office.  Notwithstanding any other provisions of these articles, the Chapter shall not carry on any activities not permitted to be carried (a) by a corporation exempt from Federal Income Tax under Section 503 (3) of the Internal Revenue Code of 1954 or by (b) by a corporation, contributions of which are deductible under Section 170 (2) of the Internal Revenue Code of 1954.

SECTION 2: Dissolution

  1. Upon dissolution of the Chapter, the present officers shall, after paying or making provisions for the payment of all liabilities of the Chapter, turn over all remaining funds to the National Society.

Revised: January 2002, April 2005, June 2009 January 2010, May 2013, May 2018