CONSTITUTION AND BYLAWS ASSOCIATION FOR WOMEN IN SCIENCE, WASHINGTON DC METROPOLITAN CHAPTER

CONSTITUTION

Article I. Name and Affiliation

The name of this organization is the ASSOCIATION FOR WOMEN IN SCIENCE, WASHINGTON DC METROPOLITAN CHAPTER, hereinafter referred to as the Washington DC Metropolitan Chapter. The Washington DC Metropolitan Chapter shall be a chapter of the national organization, the Association for Women in Science, Incorporated, hereinafter referred to as National AWIS.

Article II. Purpose

The purpose of this organization shall be:

to increase the number of women obtaining their degrees in science and technology at all levels;

to increase the number of women participating in the scientific and technological workforce at all levels;

to raise public awareness of the scientific and technological skills and contributions of women;

to work with other scientific, educational, and women’s organizations in developing national and community programs that meet the above goals;

and to provide awards for and recognition of individual women scientists in order to advance the above goals.

Article III. Membership

Section 1: Membership shall be open to all persons who support the goals of AWIS.

Section 2: All national AWIS members are eligible for chapter membership and shall hold full membership status upon payment of chapter dues. Hereafter, full members shall be referred to as members.

Section 3: The voting members and those eligible for elected office in the local chapter shall be members who have paid both chapter and national dues for the current year.

Article IV. Authority

Section 1: Washington DC Metropolitan Chapter shall abide by the Constitution and Bylaws of National AWIS.

Section 2: Washington DC Metropolitan Chapter shall have the power to establish the rules and regulations of the Chapter, to delegate responsibility, and to amend any or all parts of the Constitution and Bylaws of the Chapter. 

Article V. Amendments

Amendments to the Constitution may be submitted by a member at any time to the Executive Board for review and approval. The Executive Board then submits the approved version of the amendment, with an explanation of the purpose of the amendment, to the members of the Chapter for approval by ballot vote. A simple majority of the members voting by the time specified on the ballot is required for ratification. Any approved amendments must be submitted to National AWIS for review and approval.

 

BYLAWS

 

Article I. Executive Board 

Section 1: The Executive Board shall consist of a President, Past-President, President-Elect, and Vice Presidents for Programs, Finance, Communications, Social Media, and Membership. The Executive Board shall serve as the Policy Body of the Washington DC Metropolitan Chapter.

Section 2: The President-Elect, and above listed Vice Presidents shall be elected by the members of the Washington DC Metropolitan Chapter. The President-Elect will serve for a total of three years: one year as President-Elect, one year as President, and one year as Past-President. The term of office for the above listed Vice Presidents will be one year. All terms will start January 1.

Section 3: If any elected officer is unable to serve a full term, a new officer may be appointed for the remainder of that year by a majority vote of the remaining members of the Executive Board.

Section 4: Elected members of the Executive Board may be removed from office by a unanimous vote of all the remaining voting members of the Board. The member who has been removed shall have the right to appeal directly to the membership by a ballot vote. If the vote of the Board is not unanimous, but is at least 2/3 in favor of removing the member, the Board may refer the matter to the membership for a ballot vote.

 

Article II. Duties of Officers

Section 1: The President shall:

  1. Preside at chapter events of the Washington DC Metropolitan Chapter and at meetings of the Executive Board.
  2. Represent the Washington DC Metropolitan Chapter at national meetings of AWIS.
  3. Coordinate the business and affairs of the Washington DC Metropolitan Chapter.
  4. Appoint persons to non-elected positions on the Executive Board and within the Chapter, with approval of a majority of the Executive Board. These positions include committee chairs and representatives to other organizations.
  5. Act as liaison for the Washington DC Metropolitan Chapter to National AWIS, receiving and responding to communications from National AWIS.
  6. Submit the Washington DC Metropolitan Chapter Annual Report to National AWIS.
  7. Act as a signatory on chapter financial accounts.
  8. Disburse all monies to be paid by the Washington DC Metropolitan Chapter as required.
  9. Perform other duties incident to the office as required by the Constitution and Bylaws or by the Executive Board.

Section 2: The Vice President for Programs shall:

  1. Plan the programs and activities of the Washington DC Metropolitan Chapter.
  2. Chair the standing programs committee.
  3. Be empowered to establish standing and ad hoc committees as she/he sees necessary to perform chapter functions.
  4. Be responsible for committees and monitor their progress by regular reporting of committee chairs.
  5. Perform other duties incident to the office as required by the Constitution and Bylaws or by the Executive Board.

Section 3: The Past-President shall:

  1. Assist the President and VP for Programs in the performance of their duties.
  2. Chair the nominations and elections committee.
  3. Perform other duties incident to the office as required by the Constitution and Bylaws or by the Executive Board.

Section 4: The President-Elect shall:

  1. Perform all duties of the President in the absence, disability, or resignation of the President.
  2. Assist the President and VP for Programs in the performance of their duties.
  3. Perform other duties incident to the office as required by the Constitution and Bylaws or by the Executive Board.

Section 5: The Vice President for Finance shall:

  1. Receive from National AWIS all chapter dues, donations and other income; keep these monies in an authorized and insured financial institution; and disburse all monies to be paid by the Washington DC Metropolitan Chapter.
  2. Maintain financial records for the Washington DC Metropolitan Chapter.
  3. Prepare a financial report annually and when requested. This report shall be a part of the Washington DC Metropolitan Chapter Annual Report.
  4. Perform other duties incident to the office as required by the Constitution and Bylaws or by the Executive Board.

Section 6: The Vice President for Communications shall:

  1. Keep minutes of Chapter meetings and Executive Board meetings.
  2. Record amendments to the Constitution and Bylaws approved by the membership.
  3. Coordinate the receiving and maintaining of all records of correspondence to the Washington DC Metropolitan Chapter.
  4. Disseminate notices to the membership.
  5. Prepare and distribute Board meeting announcements to all members of the chapter.
  6. Perform other duties incident to the office as required by the Constitution and Bylaws or by the Executive Board.

Section 7: The Vice President for Membership shall:

  1. Be responsible for recruiting and retaining chapter membership; develop ideas to increase member participation and numbers.
  2. Keep an up to date roster of the Washington DC Metropolitan Chapter members and follow up with emails to lapsed members.
  3. Follow up with attendants at chapter events, members and nonmembers.
  4. Perform other duties incident to the office as required by the Constitution and Bylaws or by the Executive Board.

Section 8: The Vice President for Social Media shall:

  1. Oversee all aspects of management of the DC Metropolitan Chapter web site, including oversight of content and ensuring that the site is current and interactive.
  2. Maintain activity on chapter Facebook page.
  3. Maintain activity on chapter LinkedIn page.
  4. Maintain activity on chapter Twitter page.
  5. Develop ideas to increase member participation and numbers.
  6. Perform other duties incident to the office as required by the Constitution and Bylaws or by the Executive Board.

 

Article III. Committees

Section 1: There shall be the following standing committees;

a. The program committee, chaired by the Vice President for Programs.

b. The nominations and elections committee, chaired by the Past-President.

Section 2: Other committees may be created as deemed necessary by the Executive board.

Section 3: The chair of each committee shall be appointed by the President or VP for Programs with approval of the Executive Board, to serve a term coinciding with the tenure of that President. The Chair of each committee must be a member of the chapter. The chair will prepare a report to the VP for Programs on a quarterly basis on the committee progress or upcoming events.

Section 4: Any member in good standing with the Chapter may serve on any committee.

Article IV. Nominations and Elections 

Section 1: An election shall be held once every year to fill the offices of President-Elect, and Vice Presidents for Programs, Finance, Communications, Social Media, and Membership for the next term. This election shall be held no later than one month prior to the expiration of the current term.

Section 2: A Nominations and Elections Committee shall be appointed by the Executive Board no later than two months prior to the next election. This Committee will solicit nominations and select a slate of candidates to present to the members of the Washington DC Metropolitan Chapter.

Section 3: A ballot listing the offices and candidates along with a brief biography of each candidate shall be prepared and distributed to the members no later than two weeks prior to the ballot return date.

Section 4: The election results shall be validated by the Elections Committee within 10 days after the ballot due date. The results of the election are to be announced to the membership within one month of the election.

Article V. Dues and Membership 

Section 1: The annual membership dues for the Washington DC Metropolitan Chapter shall be established by the Executive Board and shall be paid through National AWIS.

Section 2: Any member whose annual dues lapse shall cease to be a member of the Washington DC Metropolitan Chapter. Reinstatement will be made after receipt of dues by National AWIS.

Article VI. Meetings

Executive Board meetings shall be held on a regular basis, at least four times a year. Special meetings may be called by the President. Notice of meetings shall be sent to the chapter membership.

Article VII. Annual Report

The Executive Board shall prepare an Annual Report, summarizing the activities and financial status of the Washington DC Metropolitan Chapter for the previous fiscal year. The annual report shall be part of the Chapter record and presented to the Executive Board of National AWIS.

Article VIII. Responsibilities to National AWIS 

As a chapter of National AWIS, the Washington DC Metropolitan Chapter must provide the National Headquarters with the following information:

  1. The Chapter’s current website address. National AWIS must be notified when there is any change in this information.
  2. A list of the Chapter officers within thirty days of their election, including addresses and phone numbers. The Washington DC Metropolitan Chapter must notify National AWIS of any changes in those Officers, or in their addresses or phone numbers.
  3. A copy of the Washington DC Metropolitan Chapter’s Annual Report.

 Article IX. Affiliation with other organizations 

Upon approval of the Executive Board, the Washington DC Metropolitan Chapter may hold membership in other organizations having a purpose similar to that of the Chapter.

 Article X. Amendments

Amendments to the Bylaws may be submitted at any time to the Executive Board for review. The final version of any such amendment is to be submitted to the members of the Chapter for approval by ballot vote. A simple majority of the voting membership is required for ratification. Any approved amendments must also be submitted to National AWIS for review and approval.

 Article XI. Dissolution

Section 1: In the event of the dissolution of the Washington DC Metropolitan Chapter, all assets shall be donated to the AWIS Educational and Professional Development Awards Program, in accordance with National AWIS guidelines and/or state regulations.

Section 2: National AWIS shall be notified in writing of the dissolution and shall receive the records of the Chapter.

 Article XII. Parliamentary Procedure

The Chapter shall abide by Robert’s Rules of Order, Newly Revised in conducting its business meetings.