BYLAWS AND STANDARD OPERATING PROCEDURES OF THE AMERICAN SOCIETY FOR CLINICAL LABORATORY SCIENCE PENNSYLVANIA MAY 2013

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1 AND OF THE AMERICAN SOCIETY FOR CLINICAL LABORATORY SCIENCE PENNSYLVANIA MAY 2013 Page 1 of 30

2 AMERICAN SOCIETY FOR CLINCAL LABORATORY SCIENCE PENNSYLVANIA TABLE OF CONTENTS Article Title Page ARTICLE I NAME AND PURPOSE ARTICLE II AFFILIATION ARTICLE III CODE OF ETHICS ARTICLE IV DISTRICT SOCIETIES ARTICLE V REGIONAL COUNCILS ARTICLE VI MEMBERSHIP ARTICLE VII DUES ARTICLE VIII MEETINGS ARTICLE IX HOUSE OF DELEGATES ARTICLE X OFFICERS ARTICLE XI BOARD OF DIRECTORS ARTICLE XII REPRESENTATION TO THE PRESIDENT S COUNCIL OF ASCLS ARTICLE XIII REPRESENTATION TO THE HOUSE OF DELEGATES ARTICLE XIV COMMITTEES ARTICLE XV PUBLICATIONS ARTICLE XVI IMPEACHMENT ARTICLE XVII LOCATION ARTICLE XVIII FISCAL YEAR ARTILCE XIX DISSOLUTION ARTICLE XX PARLIAMENTARY AUTHORITY ARTICLE XXI AMENDMENTS APPENDEX ARTICLES OF INCORPORATION Page 2 of 30

3 AND OF THE AMERICAN SOCIETY FOR CLINICAL LABORATORY SCIENCE PA BYLAWS ARTICLE I NAME AND PURPOSE A. The name of this corporation is the American Society of Clinical Laboratory Science Pennsylvania (ASCLS-PA), a constituent society of the American Society of Clinical Laboratory Science (ASCLS). This corporation is hereinafter referred to as the Society. B. The purposes of this Society are stated in the Articles of Incorporation. The principles and goals for this Society fulfill these purposes and shall be the same as defined in the Standard Operating Procedures of ASCLS. ARTICLE I NAME AND PURPOSE A. Name B. Principles and Goals of the Society: 1. Clinical Laboratory Science is the application of physical, chemical and biological principles to the performance of laboratory procedures. Clinical Laboratory Science encompasses research, development, teaching supervision, and performance of these procedures and services. Clinical Laboratory Science is an independent profession which participates in health services. In order to fulfill its responsibilities, the Society is committed to the task of achieving equal opportunities in all aspects of any inter-society whose objectives are directed in the profession of Clinical Laboratory Science in which the Society is represented. The Society is responsible for evaluating the prerequisites and for setting educational and other requirements by working with college and university faculties and certifying or licensing agencies. The Society will provide the opportunity to increase knowledge in scientific depth and in advances of the profession through continuing education. The Society will participate in the development of programs that evaluate and monitor the technical proficiency of the practitioners of Clinical Laboratory Science. The Society provides a forum available to all practitioners subscribing to the Code of Ethics of the American Society for Clinical Laboratory Science. The Society concurs with the Code of Ethics of the American Medical Association. 2. The goals of the Society are: To assure patients and their physicians as well as those persons concerned with health and research the highest quality laboratory service that modern science affords; To expand and improve its services; to encourage intelligent and capable individuals to enter the educational path that leads to service in this profession; Page 3 of 30

4 ARTICLE II AFFILIATION BYLAWS This Society is an affiliate society of the American Society for Clinical Laboratory Science and shall at no time adopt any policy contrary to the policies of said society, except as may be required by the Commonwealth of Pennsylvania. ARTICLE III CODE OF ETHICS To establish and maintain high standards for the profession and for the services performed by its practitioners; To provide a forum for discussion of matters pertaining to the profession of Clinical Laboratory Science and for action thereon; To promote programs of continuing education, research and development; To represent the profession of Clinical Laboratory Science, to safeguard its standards, and to protect the professional interests of its members; To evaluate constantly the role and function of Clinical Laboratory Science; To interest candidates in choosing Clinical Laboratory Science as a career and to assist them in their evaluation of the profession of Clinical Laboratory Science; To encourage devotion to professional service and to our country, respect for our fellow man, the rule of the majority, the needs of the minority, and the will of God. ARTICLE II - AFFILIATIOLN ARTICLE III CODE OF ETHICS I acknowledge my professional responsibility to : Maintain and promote standards of excellence in performing and advancing the art and science of my profession; Safeguard the dignity and privacy of patients; Hold my colleagues and profession in high esteem and regard; Contribute to the general well-being of the community; and Actively demonstrate my commitment to these responsibilities throughout my professional life. Page 4 of 30

5 ARTICLE IV DISTRICT SOCIETIES A. This Society shall be composed of district societies. The boundaries of a district society shall be clearly defined and recorded by the Board of Directors provided such change has been approved by Each district society. B. A district society shall be defined as a group of persons holding a valid charter from this Society. Only the House of Delegates may grant, revoke, or reinstate a charter of a district society. 1. Three or more persons who are eligible for professional membership in this Society may apply for grant of charter. Procedure for seeking charter shall be defined in the Society Standard Operating Procedures. 2. Revocation of a district society charter shall require two-thirds vote of the accredited members of the House of Delegates certified as present by the Credentials Committee at the time of the vote. A motion for revocation of charter shall not come before the House of Delegates of this Society until the following conditions have been met: a. Cause shall be cited. Sufficient cause of initiation of revocation procedures shall exist whenever a district society fails to abide by the terms under which charter was granted or whenever a district society adopts or persists in policies or procedures contrary to the purposed of the ASCLS o0r of this Society. b. Charges filed against a district society shall be received by a responsible officer or officers of the society from the present of the Society at least 60 days prior to the dates when the House of Delegates may take action. c. The district society shall have the opportunity for full hearing and defense before the Board of Directors and the right to appeal to the House of Delegates of this Society whose decision shall be final. ARTICLE IV DISTRICT SOCIETIES A. The name of each district society shall contain the word the American Society of Clinical Laboratory Science PA and shall further define or contain the name of its geographic area. B. District Society Charter 1. Individuals shall seek permission to organize a district society by submitting, on a form prepared by this Society, a petition to the chairman of the Board of Directors of this Society. The petition shall be accompanied by an application fee of $5.00, together with an electronic copy of the proposed codes of organization (articles of incorporation, constitution, and bylaws, as applicable) and lists of names and addresses of all charter members and officers. After examination of the required documents by the Board of Directors and by the Bylaws Committee of this Society and approval by the Board of Directors, the Board of Directors shall report and bring recommendations for charter of the petitioning group to the House of Delegates for action at the next annual meeting. 2. Revocation of charter. 3. A society whose charter has been revoked may apply for reinstatement. Application for reimbursement shall not be considered until all outstanding financial obligations of the society to this Society have been discharges. Application shall be made according to the procedure and requirements in these SOP s for issuance of charter to a new district. 3. Reinstatement of a society whose charter has been revoked shall require a majority vote of the House of Delegates of this Society. Procedure for reinstatement shall be defined in this Society Standard Operating Procedure. Page 5 of 30

6 C. A district society shall be obligated under the charter granted by this Society to regulate its members and its conduct of business, so that the principles, policies and procedures of the ASCLS and of this Society shall not be superseded or obstructed. Duties, responsibilities and privileges of a district society shall be defined in the Society Standard Operating Procedures. C. Duties, responsibilities and privileges of a district society: 1. Each district society shall sustain its status of affiliation with this Society. a. Each district society shall: 1) require its members to abide by the Code of Ethics of the ASCLS and of this Society; 2) maintain its constitutional codes and conduct its affairs and activities in accord with the4 principles, policies, and procedures of the ASCLS and of this Society; 3) be responsible to this Society when the best interest of this Society and the ASCLS are involved. 4) Be considered active if it holds at least three educational meetings, or the state annual meeting, and one Board meeting during the course of the ASCLS-PA fiscal year (September 1 August 31). The Chapter President must submit written reports as requested by the ASCLS-PA President. The Chapter President or appointed alternate must attend at least one ASCLS-PA Board meeting during the year and the annual House of Delegates. 5) Have two years of documented inability to meet the requirements outlined in the Standard Operating Procedures Article IV.C.1.a.(4) before being considered inactive. b. This Society shall dissolve the connection with the district and the Society in the event of failure on the part of the district society to meet the requirements of this Society. c. Each district society shall provide that a student district society may be organized by at least three student members of this Society, provided they have as an advisor a professional member of this Society. 2. A district society shall provide for the types and qualifications and privileges of membership specified in the Bylaws of this Society and shall extend reciprocity of such membership to other district societies chartered by this Society. No individual Page 6 of 30

7 possessing the qualifications for professional membership in the ASCLS may be accepted into membership, unless he becomes a member of this Society and the ASCLS. 3. A district society may establish within its own organizational structure special categories of membership for persons not eligible for membership in this Society. A district society shall require such members to abide by the Code of Ethics of the ASCLS and of this Society and shall regulate such membership, by means of its constitutional codes, in such a manner as to avoid conflict with or influence on the principles, policies and procedures of the district society, this Society, or the ASCLS. Such membership shall not be construed as membership in the ASCLS or in this Society. 4. A district society shall submit all proposed amendments of its constitutional codes to the Bylaws Committee of this Society fro review and approval before adoption. When amendment of Bylaws or Standard Operating Procedures of this Society shall require revision of a district society's constitutional codes, each district society shall be obligated to act to restore accord within two years after adoption of such amendment. When a complete revision of the Bylaws or Standard Operating Procedures of this Society shall have occurred, the grace period shall be three years after adoption and may be extended by direction of the House of Delegates. A district society may appeal an unfavorable decision of the Bylaws Committee to the Board of Directors of this Society. Upon adoption of amendments to district society codes, an official copy of the amended codes shall be transmitted to the Chair of the Bylaws Committee of this Society and there placed on file. A district society shall furnish to the President of this Society all such information necessary to the organizational function of this Society as implied or expressed din the Bylaws and Standard Operating Procedures of this Society. 5. Within thirty days after the fact, a district society shall transmit the names and pertinent information of officers elected or committee chair appointed to positions in that district society. Page 7 of 30

8 ARTICLE V REGIONAL COUNCILS ARTICLE V REGIONAL COUNCILS A. This Society shall participate in the Regional Councils of the ASCLS. A. This Society shall be included in Region II of the Regional Councils of the ASCLS. B. The structure and organization of the Regional Councils are defined in the Bylaws and the Standard Operating Procedures of the ASCLS. 1. Representation from this Society to the Regional Councils shall be defined in the Society Standard Operating Procedures. ARTICLE VI MEMBERSHIP A. The membership of this Society shall consist of the following classes: Professional, Collaborative, Emeritus, Student, and Honorary. B. Structure and Organization 1. The president, president-elect, and Immediate Past President of this Society shall serve on the Regional Council, and, as ex officio embers, all such persons resident in the State who serve the ASCLS in an elective or appointive position. 2. Procedures for the nomination and election of the Regional Directors are stated in the Standard Operating Procedures of the ASCLS. 3. Any Regional Council member may appoint a professional or emeritus member resident within the Region as a replacement during an absence from a meeting. ARTICLE VI MEMBERSHIP A. Classes of Membership B. The applicant shall be considered only for membership in the class appropriate to the maximum qualifications he possesses: and exception will be made for a professional member who requests student membership while enrolled full time in a graduate program. Procedures for membership application are defined in the Standard Operating Procedures of this Society. C. The qualifications for each class of membership shall be defined. 1. The professional member shall be the same as defined by the Bylaws of the ASCLS and as printed in the Standard Operating Procedures of this Society. B. Application for membership individuals seeking membership in this Society shall furnish information defining their qualifications on application forms outlining the prerequisites for all classes. A graduate program shall be defined as any course of study subsequent to the receipt by the individual of an initial degree or certificate relevant to this profession. Applications shall bear the signature of a professional member of this Society. Applications shall be sent directly to the Executive Office of the ASCLS. Equivocal applications shall be referred to the Executive Office of the ASCLS either to a designated official of this Society or to the Member Recruitment Committee of the ASCLS. If disagreement ensues, the Judicial Committee of the ASCLS shall rule on the application. C. Qualifications for membership 1. The professional member shall possess one of the following: a. a degree at the graduate level in science, education, or administration together with activity in the field of clinical Page 8 of 30

9 2. The collaborative member shall be the same as defined in the Bylaws of the ASCLE and as printed in the Standard Operating Procedures of this Society. 3. The emeritus member shall be any person who has become an emeritus member of the ASCLS. 4. The student member shall be the same as defined in the Bylaws of the ASCLS and as printed in the Standard Operating Procedures of this Society. 5. The honorary member shall be the same as defined in the Bylaws of the ASCLS and as printed in the Standard Operating Procedures of this Society. laboratory science. b. a baccalaureate degree from an accredited college or university with: 1) a major in clinical laboratory science or a related science, both of which include accredited, approved or licensed clinical training; OR 2) certification in one of the specialties by certifying bodies recognized by the ASCLS; OR 3) two years of experience in the practice of clinical laboratory science, at least one year of which is subsequent to the degree provided that the degree is in biology, chemistry, or science related to clinical laboratory science. c. certification as a Clinical Laboratory Scientist by certifying bodies recognized by the ASCLS. d. affiliate or associate membership in the ASCLS at the time of the Bylaws Revision of 1968, provided that membership is renewed within ninety days, and further provided that professional membership so granted is continuously maintained. e. a certificate attesting completion of a structured program in clinical laboratory science approved by agencies recognized by the ASCLS. Recognized agencies include: nationally recognized accrediting or certifying agencies which are recognized subject to standards acceptable to ASCLS; agencies recognized by the Council on Postsecondary Accreditation or agencies recognized by organizations holding membership in the International Association of Medical Laboratory Technologists; branches of the military services with laboratory training programs of o less than 12 months duration; or governmental licensing or certifying boards within the United States of America and its possessions having requirements comparable to the foregoing. f. alternative qualifications include 1) five years experience in clinical laboratory science immediately prior to application for professional membership; 2) associate membership in good standing of this Society the year prior to June 4, The list of associate members for the year prior to June 24, 1977 shall be kept in the files of the ASCLS Executive Office in perpetuity. Page 9 of 30

10 2. The collaborative member shall possess a. an earned degree in the field of education from an accredited college or university with an interest in the field of Clinical Laboratory Science; OR b. such other qualifications as are defined in the ASCLS Standard Operating Procedures. (Alternative qualifications include: an active interest in supporting the purposes and goals of this Society by those individuals in industry, education, government, and health services [to include clinical laboratory sciences] who are not eligible for professional membership in this Society. 3. The emeritus member shall be an individual who has retired from gainful employment and who has been an associate member or a professional member of this Society for a total of fifteen years, five years of which must have been consecutive, and one year of which must have been in the professional membership category immediately preceding application. 4. The student member shall be enrolled in one of the following: a. a structured program of training conducted by agencies recognized by the ASCLS; b. a program recognized by the ASCLS at an accredited college or university. Recognized agencies include: schools of clinical l laboratory science approved by the Council on Me4dical Education of the AMA or by the Education Committee of the ASCLS; accredited academic institutions that offer graduate programs or programs which include clinical training and lead to associate or baccalaureate degrees; branches of the military services with laboratory training programs of no less that twelve months duration. 5. The honorary member shall be an individual elected to membership by the ASCLS House of Delegates in recognition of outstanding service or contribution to the field of laboratory medicine. Honorary membership shall not exceed one percent of the total professional membership of this Society. Election to honorary membership shall require majority vote of the ASCLS House of Delegates. Page 10 of 30

11 D. Professional and emeritus members are entitled to vote, hold office, and serve on any board or committee of this Society. Voting privileges in the House of Delegates shall be extended to student member delegates. Formerly professional members enrolling as full-time students and holding student membership will not forfeit continuity of professional membership privileges upon resuming professional membership. Collaborative members are entitled to all the rights, benefits and privileges of this Society with the exception of holding elective position and serving as a voting member of the House of Delegates. All other rights, benefits, and privileges of this Society shall be extended to all members. Any member of this Society may serve as a consultant or advisor to any committee when requested by the Chair. E. A member shall maintain membership in this Society through place of residence or employment. F. A member may be expelled for conduct detrimental to the ASCLS or to this Society. Procedures relating to expulsion shall be conducted in the manner prescribed by the ASCLS. G. An expelled member may be reinstated following the procedures prescribed by the ASCLS. ARTICLE VII DUES A. Annual dues for membership in this Society shall be based on the class of membership for which the applicant is eligible. The amount of dues for each class shall be defined in the Standard Operating Procedures of this Society. D. Privileges of membership: The qualifications for voting, holding office, and serving on any board or committee are defined in the appropriate sections of the Bylaws and Standard Operating Procedures of this Society. E. Place of membership, This Society shall follow the format prescribed in the Standard Operating Procedures of the ASCLS. F. Expulsion of membership. G. Reinstatement of an expelled member will be conducted by the ASCLS. ARTICLE VII DUES A. Annual dues for membership in this Society shall become effective July 1, 1987: Professional member $10.00 Collaborative member Emeritus member Student member Honorary member NONE NONE NONE NONE Dues exception: Dues for professional members working as full-time volunteer employees and receiving only stipends or subsistence pay from a non-profit welfare or medical service program are $2.50 per year for the duration of such employment. Page 11 of 30

12 B. A member shall remit the dues of this Society and of the ASCLS to the Executive Office of the ASCLS. Procedures shall be defined in the Standard Operating Procedures of this Society. B. The annual dues of this Society shall be added to the dues of the ASCLS and the total shall be remitted to the Executive Office of the ASCLS. The Executive Office shall retain the appropriate amount for membership in the ASCLS and shall remit the remainder to the treasurer of this Society monthly. C. Annual dues are due and payable on the date determined by the ASCLS. Membership shall be renewed in the same category, provided that the member has not in the interim become eligible for a different class of membership. D. A member who fails to pay annual dues to this Society shall be considered delinquent. C. The date shall be the same as that of the ASCLS. Annual dues shall be paid on a yearly basis. A member delinquent in paying annual dues shall forfeit all membership privileges. Upon payment of dues, the membership shall be considered continuous. ARTICLE VIII - MEETINGS ARTICLE VIII MEETINGS A. This Society shall hold an annual meeting A. Annual meeting B. The time and place of the annual meeting shall be determined B. Time and place of annual meeting: by the Board of Directors of this Society. C. The Board of Directors or the president may authorize interim meetings of the Board of Directors, Board meetings by conference call, special scientific meetings, and voting distributed via mail, fax, electronic bulletin board or other means as current communication technology allows, as the best interests to conduct of affairs of the Society may render necessary or appropriate. ARTICLE IX HOUSE OF DELEGATES A. The House of Delegates is the ruling body of this Society, and action taken by the House shall be binding. The House of Delegates shall establish the Society Standard Operating Procedures. The House of Delegates, in delegating powers, shall define those areas for which authority is granted. Notice of the annual meeting shall be printed in t he official publications and sent to all members of this Society at least thirty days in advance of the meeting. C. Other meetings Notice of special meetings shall be sent to the members of this Society at least ten days prior to the meeting. The requirement for such written notice may be waived by majority vote of the Board of Directors when a conference call meeting or voting by mail, fax, electronic bulletin board or other means as current communication technology allows is deemed necessary and/or advisable. Be it noted that all Board members must be polled when seeking to obtain this waiver, even after majority vote is obtained. ARTICLE IX HOUSE OF DELEGATES A. Power of the House of Delegates Page 12 of 30

13 B. The voting members of the House of Delegates shall be the president and president-elect of each district society (or their alternate), delegates designated by each district society, and the members of the Board of Directors of this Society and student delegates shall be eligible to serve as voting members of the House. Past Presidents of this Society, who are professional members, shall have the privilege of being seated in the House as non-voting members. Each member of the House of Delegates shall have been duly certified by the Credentials Committee before being seated. C. Each district society shall be entitled to its full quota of representation in the House of Delegates of this Society. 1. The official quota of voting members in the delegates of a district society shall include the president and president-elect (or their alternates) and the delegates due that district society on the basis of professional and emeritus membership count and one student member in that district society. Each district society shall be entitled to a delegation of at least four members which shall include its president and president-elect (or their alternates), one delegate designated by either elections or appointment by that district society and one student member designated by either election or appointment by the district society. 2. The maximum number of designated delegates shall be based on one delegate for each ten members or major fraction thereof, up to and including a total of fifty members; an additional delegate for every twenty members or major fraction thereof, up to and including a total of two hundred and ten B. The Chair of the Credentials Committee and the Treasurer of this Society shall define the procedure and transmit instructions necessary to constitute official lists of delegates to the meetings of the House of Delegates. Such official lists shall include the names and addresses: 1. of the president and president-elect of the district societies (or their alternates); 2. of the delegates designated by each district society, and of their alternates; 3. of student delegates designated by each district society, and of their alternates; 4. of the members of the current Board of Directors of this society; and 5. of past presidents who exercise the privilege of sitting with their district society s delegation as non-voting members of the House. The official lists shall further indicate the chair and co-chair, and their alternates, of each district society delegation. From the official lists, the Credentials Committee shall certify the members of the House of Delegates, except in unusual circumstances, when the Credentials Committee shall conduct certification of members as directed by the president of this Society. C. The districts shall be: District I (Lehigh Valley), which shall include the counties of Berks, Carbon, Lehigh, Monroe, Schuykill, and Northampton. District II (Northcentral), which shall include the counties of Bradford, Cameron, Clinton, Lycoming, Montour, Potter, Sullivan, Tioga, and Union. District III (Northeast), which shall include the counties of Columbia, Lackawanna, Luzerne, Pike, Susquehanna, Wayne, and Wyoming. District IV (Northwest), which shall include the counties of Clarion, Crawford, Elk, Erie, Forrest, Jefferson, McKean, Mercer, Venango, and Warren. District V (Southcentral), which shall include the counties of Bedford, Blaire, Cambria, Centre, Clearfield, Fulton, Huntingdon, Indiana, Mifflin, and Somerset. Page 13 of 30

14 members. An additional delegate shall be allowed for each forty members or major fraction thereof, in excess of two hundred and ten members. District VI (Southeast), which shall include the counties of Bucks, Chester, Delaware, Montgomery, and Philadelphia. District VII (Southwest), which shall include the counties of Allegheny, Armstrong, Beaver, Butler, Fayette, Greene, Lawrence, Washington, and Westmoreland. District VIII (Susquehanna), which shall include the counties of Adams, Cumberland, Dauphin, Franklin, Juniata, Lancaster, Lebanon, Northumberland, Perry, Snyder, and York. 1. The seat of an official delegate absent from a meeting of the House of Delegates may be filled by a properly certified alternate, chosen by the chair of the delegation, or in his absence, by the co-chair. In the absence of both chair and co-chair, and at the request of the professional members of that district society, the president of this Society shall be empowered to act to complete the delegation with properly certified members of that district society. 2. The size of a district society delegation shall be based on the number of professional and emeritus members of this Society who reside in each district plus one student member. a. The membership chair shall, on the thirtieth day prior to the opening of the Annual Meeting of the House of Delegates, close the official membership files and shall record the number of professional members in each district society as of that day. Within one week, the president of each district society shall be notified by the membership chair of the number of delegates t be designated by the society. b. A member who has transferred membership from one district society to another shall be counted as a professional member of the district society in which the name is listed on the day the professional membership file is closed by the membership chair. Page 14 of 30

15 D. The House of Delegates shall hold no less than one meeting during any one Annual Meeting. 1. The order of business for the meeting shall include amending the Standing Rules of Order, when necessary; receiving reports from officers and committees; accepting nominations from the floor, accepting items of business for discussion, recommendations and considerations; voting for officers and other elected officials. 2. A quorum shall be 60% of the total number of voting members certified by the Credentials Committee for the Annual Meeting. E. Designated delegates shall serve from the opening of the House of Delegates at the annual meeting for which they were selected until the opening of the House of Delegates at the next annual meeting. ARTICLE X OFFICERS A. The officers of this Society shall be the president, presidentelect, secretary, and treasurer. The duties of the officers shall be defined in the Standard Operating Procedure of this Society. D. Meetings of the House of Delegates. Any member of this Society is eligible to attend the annual meeting of the House of Delegates. The privilege of the floor shall be granted to a non-delegate by consent of the House. The privilege of the floor of the House of Delegates shall be granted automatically to past presidents of this Society seated as nonvoting members of the House of Delegates. E. Terms of service of members of the House of Delegates ARTICLE X OFFICERS A. Duties of the Officers 1. The president shall be the chief executive of this Society and shall preside at all meetings of the Board of Directors and at the House of Delegates, shall be an ex-officio member of all committees except nominations and elections committee, shall appoint all appointive committees, and, with the approval of the Board of Directors, shall appoint such ad hoc committees as are needed. 2. The president-elect shall become familiar with the duties of the office of president while in office. In the event of a vacancy in the office of president, the president-elect shall become president. 3. The secretary shall act as secretary at all meetings of the Board of Directors and the House of Delegates, and shall keep in permanent form, a record of all minutes taken at all official meetings; shall send copies of the minutes within 30 days after meetings to Board members, committee chairs, district society presidents, and editor of the official publication; shall conduct such correspondence as shall be authorized by the Board of Directors and the House of Delegates or as requested by the president; shall submit to the Executive Office of the ASCLS the names and addresses of the president president-elect, delegates and alternates representing Page 15 of 30

16 B. Professional and emeritus members of this Society shall be eligible to hold office provided they have been members for at least one year and are in good standing in this Society. C. Officers of this Society shall be elected by the House of Delegates at the annual meeting following the procedures defined in the Standard Operating Procedures of this Society. this Society at all meetings of the House of Delegates of ASCLS; shall deliver to the next secretary all Society properties within one month after expiration of the term of office. 4. The treasurer shall assure the receipt and expenditure of funds in accordance with directives of the Board of Directors and a. have the accounts audited every two years or at the end of the term of office by a public accountant at the Society s expense, or by an auditing committee appointed by the president from the profession membership; b. submit a statement of all receipts and expenditures to the Board of Directors and House of Delegates; c. file the proper IRS forms annually; d. deliver all records following the last audited report all cash on hand to the next treasurer at the end of the term of office; and be an ex-officio member of the Finance Committee. B. An officer of this Society may be nominated for a different office and is entitled to continue in office until election to a different office is made official, whereupon resignation from the original office is necessary. C. The election of officers by the House of Delegates shall be conducted by the Elections Committee. Election shall be by ballot and a majority of votes cast shall elect. If no candidate for an office receives a majority of the votes on the first ballot, the candidate with the lowest number of votes shall be eliminated and the balloting shall continue until a candidate receives a majority of the votes cast. In the event of a tie, the election shall be determined by lot. 1. An official list of candidates and their qualifications shall be sent to each professional member of this Society not less than thirty days before the date of the next annual meeting. 2. Nominations may be made from the floor. The written permission and qualifications of all persons nominated from the floor shall be presented to the House of Delegates at the time such nominations are made. Page 16 of 30

17 D. The term of office for each officer of this Society shall be defined in the Standard Operating Procedures of this Society. E. A vacancy occurring in any office of this Society shall be filled in the manner defined in the Standard Operating Procedures of this Society. D. Terms of Office 1. The term of office for the president of this Society shall be one year. 2. The president-elect shall be elected for a term of one year. Except in the event of a vacancy in the office of president, the president-elect shall serve for one year and then automatically succeed to the office of president. 3. The secretary shall be elected for a term of two years and shall not serve in this office for more than two consecutive full terms. 4. The treasurer shall be elected for a term of two years, or until the successor is elected and qualified for office, and shall not serve in this office for more than two consecutive full terms. 5. The term of office of any officer of this Society shall be from September 1 to August 31 inclusive. E. Filling of vacancies 1. A vacancy in the office of president shall be filled by the president-elect for the remainder of the unexpired term. The office of president-elect shall remain vacant until the next annual meeting when the House of Delegates shall elect a president-elect for a term on one year. 2. A vacancy in the office of president-elect, except to fill a vacancy in the office of president, shall remain vacant until the next annual meeting when the House of Delegates shall elect a president and a president-elect. 3. In the event of simultaneous removal during their terms of office of both the president and president-elect, the immediate past president shall become the president of this Society for the remainder of the unexpired term of president. The office of president-elect shall remain vacant until the next annual meeting when the House of Delegates shall elect both a president and presidentelect. 4. A vacancy in the office of either a secretary or treasurer shall be filled by the Board of Directors who shall elect the replacement by majority vote to serve until the next annual meeting. In the selection of a candidate to fill a vacancy, the Board shall first consider the candidates from the slate of nominees for that office in the preceding election. At the next annual meeting, the House of Delegates shall fill the unexpired term of Page 17 of 30

18 ARTICLE XI BOARD OF DIRECTORS A. The affairs of the Society shall be governed by the Board of Directors B. The directors shall serve as members of the House of Delegates and shall represent the Society when the House of Delegates is not in session. C. 1. The number of voting directors shall be thirteen (13) the President, President-elect, Secretary, Treasurer, Immediate Past President, and six (6) Directors at Large elected by the House of Delegates in a manner prescribed by the Board of Delegates of this Society. There shall b e one (1) voting Student Director and one (1) voting First Year Professional Director, each appointed by the President of this Society. 2. Each director shall served a term of three (3) years or until a successor is elected with the exception of the of the Student and First Year Professional Directors, who shall serve for a term of one year. The Student Director, if eligible, shall move into the position of First Year Professional Director. 3. A board member may be eligible for re-election, except the Student and First Year Professional Directors, but may not serve more than two consecutive terms. The House of Delegates shall elect by majority vote the appropriate number of directors each year at its annual session. office by election. ARTICLE XI BOARD OF DIRECTORS A. The yearly business of the Society is the responsibility of the Board of Directors. All business transacted by the Board of Directors shall be reported to the House of Delegates at the next annual meeting. 1. There shall be at least two meetings of the Board of Directors. One meeting shall be in the Fall and one meeting within two weeks prior to the annual meeting. The time and place of such meetings to be designated by the chair. There shall be additional meetings as the business of the Society shall require. 2. A member of the Board of Directors may be appointed by the president to serve as an ex-officio member of one or more appointive committees as appropriate or necessary for the purpose of liaison and communication. 3. The chair of the ASCLS-PA Student Forum shall be a voting member of the Board. B. The president of this Society shall serve as chair of the Board of Directors and the secretary shall serve as the secretary to the Board of Directors. C. Election to the Board of Directors 1. The elected members of the Board of Directors shall be nominated and elected in the manner described by the Standard Operating Procedures of this Society for nominations and election of officers. 2. The term of office of a member elected to the Board of Directors shall begin on September first. The term of office shall be three years. An elected member of the Board of Directors shall serve no more than six years or two consecutive full terms as an elected member. After serving six years, a minimum of one year must elapse before a member is eligible to be re-elected to the Board of Directors. 3. In the event of a vacancy among the elected members to the Board of Directors, the president of this Society shall appoint a successor to serve until the next annual meeting and give first consideration of appointment of one of the candidates from the most recent slate of nominees for Board of Directors. At the next annual meeting the vacancy shall be filled by election of the House of Delegates to fill the unexpired term. In the event of a vacancy in the position of Page 18 of 30

19 4. A vacancy occurring among the elected members of the Board of Directors or in the position of immediate past president shall be filled in a manner defined in the Standard Operating Procedures of this Society. D. A quorum shall consist of the Chair or an alternate plus six other voting members of the Board of Directors. E. The Executive Secretary may be selected by the Board of Directors and shall perform duties under the direction and supervision of the Board of Directors. ARTICLE XII REPRESENTATION TO THE PRESIDENT S COUNCIL OF THE ASCLS A. Representation from this Society to the President s Council of the ASCLS shall be defined in the Standard Operating Procedures of this Society. ARTICLE XIII REPRESENTATION TO THE HOUSE OF DELEGATES OF THE ASCLS A. This Society is entitled to representation at the Annual Meeting of the ASCLS stipulated in the Bylaws of that society. B. The total number of delegates is exclusive of the officers and members of the Board of Directors of the ASCLS having residence in this State in attendance at the Annual Meeting. C. The selection of delegates shall be defined in the Standard Operating Procedures of this Society. Immediate past president on the Board of Directors, the president shall appoint a past president to fill the unexpired term. D. Quorum E. Executive Secretary The executive secretary shall perform duties as defined by the Board of Directors. ARTICLE XII REPRESENTATION TO THE PRESIDENT S COUNCIL OF THE ASCLS A. When the President s Council of the ASCLS functions as a part of the House of Delegates, the president and president-elect of this Society who held such office on January 1 of the current year (or in the event of a vacancy having occurred and having been filled in the interim, of the constitutionally defined successor, or their alternates), shall serve as representatives of this Society. When the President s Council of the ASCLS meets in Annual Assembly, as it functions as a section of that society between Annual Meetings of the House of Delegates, the president and president-elect (or their alternates) of this Society who will hold such office on September 1 of the current year shall serve as representatives of this Society. ARTICLE XIII REPRESENTATION TO THE HOUSE OF DELEGATES OF THE ASCLS A. Each Society is entitled to the following delegates: Society President, Society President-elect, Student Representative, New Professional, and a total number of delegates-at-large as Determined by the ASCLS. B. Delegates-at-large shall be elected at the Annual Meeting of the ASCLS-PA House of Delegates C. One New Professional delegate to the ASCLS House of Delegates shall be elected by the ASCLS-PA House of Delegates. In the event a New Professional delegate is not elected or cannot attend the ASCLS Annual Meting, the president shall appoint a New Professional as delegate. If no New Professional delegate is Elected or appointed, the position shall remain vacant. D. All persons interested in serving as a delegate to the ASCLS Annual Meeting will submit their names in writing to the ASCLS-PA President no later than April 1 of the calendar year in which the meeting is planned. Page 19 of 30

20 ARTICLE XIV COMMITTEES A. Elective Committees 1. There shall be the following elective committee Nominations and Elections. E. At the ASCLS-PA House of Delegates, additional names may be added to the slate of delegates to be elected. F. All delegates to the ASCLS-PA meeting will be provided with a ballot with the candidate names. An alternative to the written ballot would be to place the names on a blackboard or other temporary surface. G. Candidates for delegate should be present in the gallery of the House or on the floor of the House, if they are serving as a delegate to ASCLS-PA. They will be introduced by the Speaker of the House. If unable to attend, their name and chapter affiliation will be announced. H. The Speaker will instruct the ASCLS-PA House of Delegates to cast their ballots for the ASCLS delegates needed for the year. I. The delegate candidates with the highest number of votes will serve as delegates. The three highest below this group will serve as alternates. J. No person may serve as delegate more than two years in a row, unless the number of delegate candidates is not sufficient to fill the available delegate slots. In addition, each candidate must have attended at least 50% of the ASCLS-PA Board meetings in the current year to be eligible. The ASCLS-PA secretary will be responsible for maintaining a book with the delegate service records. Delegates must take off one year after serving two before being eligible to serve again. K. Stipends for delegates and alternates will be determined by the ASCLS-PA Board of Directors. Stipends for all delegates will be paid no later than September 1 following the meeting, upon receipt of reports from delegates and proof of attendance from the alternates. The latter may be a form letter provided to the alternates which is signed by the ASCLS-PA president on site of the ASCLS meeting. L. One student delegate and alternate to the ASCLS House of Delegates shall be elected by the student membership. In the event the delegate and alternate are not elected or cannot attend the ASCLS Annual Meeting, the president shall appoint a student delegate and alternate. ARTICLE XIV COMMITTEES A. Elective Committees 1. Nominations and election of nominees for the Nominations and Election Committee shall be conducted in the manner prescribed by the Standard Operating Procedures of this Society for the nomination and election of officers. a. The Nominations and Elections Committee shall be composed of one professional member elected from each Page 20 of 30

21 B. Appointive Committees 1. There shall be the following standing committees: Bylaws; Educational; Government Liaison; Professional, Personnel and Public Relations; Membership Recruitment; Membership Services; Career Recruitment; Continuing Education Assistanceship; Leadership Development; and Planning and Scope. Qualifications for membership, method of appointment and duties of the standing committees shall be defined in the Standard Operating Procedures of this Society. district society. Each member shall serve for a term of one year, and may serve two consecutive full terms. The chair shall be appointed by the president from the elected members. No officer, director, elected or appointed representative of this Society shall be a member of the Nominations and Elections Committee. Duties of this Committee shall include: 1) notification to the president of each district society, on or before January 1, of all elected persons whose terms expire on September 1; 2) notification to district societies and professional members of this Society that nominations are in order and solicitation of their co-operation in obtaining qualified candidates; 3) initiation of direct contact with qualified persons to be nominees, in the event of an insufficient number of nominations to complete the slate; 4) verification that nominees possess those qualifications prescribed by the Bylaws and Standard Operating Procedures of this Society for a specific elected position and that such nominees agree to candidacy; 5) publication of the slate of at least two nominees for each office, together with the qualifications of such nominees, no less than thirty days before the next annual meeting; 6) preparation of a ballot for election by the House of Delegates at the annual meeting; 7) conduct elections of the House of Delegates following instructions prepared by the president; 2. Filling vacancies a. when vacancy occurs on the Nominations and Elections Committee, the district society president concerned shall appoint a qualified person to serve the remainder of the unexpired term. The president shall give first consideration to the candidates for committee membership to the most recent slate. B. Appointive Committees 1. Standing Committees. With the exception of the Membership Recruitment and Membership Services, Leadership Development, and the Planning and Scope Committees, each committee shall consist of three members appointed by the president, one member annually, each member to serve a three year term, and the chair appointed by the president. The following classes of members shall serve on these committees: professional, collaborative, student and emeritus. These Page 21 of 30