BYLAWS FOR NVAOHN, a chapter of the American Association of Occupational Health Nurses (AAOHN), Inc.
The name of this chapter shall be Northern Virginia Association of Occupational Health Nurses, Inc. (NVAOHN), a chapter of the American Association of Occupational Health Nurses (AAOHN), Inc.
The purposes of NVAOHN are to:
- Constitute the local professional association of licensed nurses engaged in the practice of occupational and environmental health nursing;
- Promote and/or provide lifelong learning opportunities in occupational and environmental health nursing for members;
- Maintain the integrity and character of the nursing profession;
- Develop and promote scope of practice and standards for occupational and environmental health nurses to improve population-focused nursing services;
- Advance the profession through discussion of issues in the field of occupational health and environmental health nursing;
- NVAOHN is a 501-C (6) incorporated with the Commonwealth of Virginia State Corporation on May 12, 2005. NVAOHN was originally incorporated on June 25, 1993 in the state of Delaware.
- Stimulate occupational and environmental health nurse participation in all activities with MOHN and its constituencies; and,
- Do within the limits of the law all things necessary, proper, incidental, suitable, useful and conducive to complete accomplishment of the foregoing purposes.
Section 1. CLASSES OF MEMBERSHIP
- A licensed nurse currently engaged in occupational and environmental health impacting the health and well-being of worker populations.
- Active members shall have all rights and privileges of membership including voting, holding AAOHN, and chapter office, serving on AAOHN and chapter committees or panels.
- An active member may apply for inactive status if the member has temporarily left the field of occupational and environmental health nursing due to hardship.
- A licensed nurse who temporarily changed their engagement in occupational and environmental health (e.g. hardship or employment status change).
- Inactive members will have voting rights but are not able to hold AAOHN office.
- Inactive status must be renewed annually and may be maintained for a maximum of three years.
- A previously active member; now retired but continues to be interested in occupational and environmental health and supports the purposes of AAOHN.
- Retired members have voting status in AAOHN, may not hold an elected AAOHN office, but may serve as a committee or panel member.
- Retired members may hold office, serve on committees and vote in local (NVAOHN) as supported by NVAOHN chapter Bylaws.
- A licensed nurse not eligible for active status, but interested in the field of occupational and environmental health and the purposes of AAOHN.
- Individuals who are not licensed nurses but who are engaged in the field of occupational and environmental health or are interested in the purposes of AAOHN.
- Affiliate members have no national voting privileges.
- Affiliate members may hold office, serve on committees and vote or hold office in NVAOHN.
- A licensed nurse enrolled as a student in a program study related to occupational and environmental health.
- A student in a nursing program with interest in occupational and environmental health.
- Student members may participate in local (NVAOHN), and state (VSAOHN) chapters as supported by NVAOHN and state Bylaws.
- Student members may not vote or hold office, but may serve on committees in NVAOHN.
F. Chapter Bylaws shall not establish any other classes of membership.
Section 2. RIGHTS AND PRIVILEGES
A. Active, Inactive, Retired, Affiliate, Student members who reside or work in the area of a local, state or regional chapter must be members of those chapters. If more than one local chapter exists in an area, the membership shall be in the chapter of the member's choice.
Section 3. APPLICATION FOR MEMBERSHIP
Membership shall be granted by AAOHN. A written application submitted to the national office is required for all classes of membership, except honorary and life, or other classes of membership unique to the chapter.
A. The local chapter shall have (30) days to challenge a member.
B. If a member's application is challenged, the final review and approval shall be the sole and absolute discretion of the AAOHN Board of Directors.
Section 4. DUES
A. Dues are revolving on a 12-month basis and collected by AAOHN.
B. Each member shall send National dues, State dues and Chapter dues to AAOHN National Office.
C. Chapter dues shall be sent by AAOHN to each chapter.
D. Chapter dues are determined by a two-thirds vote of the Chapter Board of Directors.
Section 5. FORFEITURE OF MEMBERSHIP
Membership shall be automatically terminated for:
A. Not meeting membership criteria or
B. Non-payment of dues
Section 6. REINSTATEMENT
A former member who forfeited membership may be reinstated by applying as a new member, pay the current dues and meet the requirements then in force.
Section 7. ACCESS TO RECORDS
Consistent with legal requirements, a member may inspect the books and records of NVAOHN for any proper purpose upon reasonable notice to the chapter Board of Directors.
BOARD OF DIRECTORS
Section 1. COMPOSITION
The Board of Directors shall be comprised of the elected Officers and elected Chairmen
Section 2. DUTIES
The duties of the Board of Directors shall be to:
A. Establish mission, goals and planning strategies of NVAOHN.
B. Transact the general business affairs of NVAOHN not otherwise provided in these Bylaws.
C. Adopt an annual budget;
D. Designate the place of deposit for money:
E. Provide for an independent review by an external party of the books and records of this chapter.
F. Recommend to membership any proposed change in local dues structure:
G. Fill any vacancy, except that of the President, by ballot vote:
H. Approve presidential appointments:
I. Appoint election Tellers and Chairman Tellers and Nominating Chair:
J. Process all complaints or requests;
K. Initiate proceedings for the removal of an officer for misconduct or neglect of duty in office using due process procedures as outlined in Robert's Rules of Order Newly Revised or the corporate code of the association;
L. Establish advisory councils if and when deemed necessary;
M Determine time and place for annual meeting, the membership meetings and the Board meetings;
N. Adopt the necessary standing rules and policies to implement these bylaws.
Section 3. MEETINGS
A. Regular meetings of the Board of Directors shall be held at least annually.
B. Special meetings of the Board of Directors:
- May be called by the President or;
- Shall be called by the president upon written request of a majority of the members of the Board of Directors.
- May be held with at least 24 hours' notice.
C. Notices of all regular meetings of the Board of Directors shall be electronically transmitted at least 5 days before the date of the Board meeting.
D. Meetings may be conducted through the use of any means of communication by which any or all Directors participating may simultaneously hear each other during the meeting. A director participating in a meeting by this means is deemed to be present in person at this meeting.
E. Two-thirds (2/3) members of the Board of Directors, including the President or Vice President shall constitute a quorum at any meeting of the Board.
Section 4. OFFICERS
A. The officers shall be the President, Vice President, Secretary and Treasurer.
B. Qualifications: to be eligible for election, candidates must be active members. In addition, the candidate for president shall have served a minimum of one year as an active member of NVAOHN.
C. Duties: The duties shall be such as are implied by the respective titles except as otherwise stated in these Bylaws (more specific duties may be found in our Policies and Procedures Manual) and more specifically shall include the following:
- The president shall
- be the chief executive officer and official representative of NVAOHN;
- perform duties as set down in the Bylaws or standing rules adopted by the Board of Directors;
- appoint, subject to the approval of the Board of Directors, standing and the ad hoc committees;
- approve bills for payment, subject to limits prescribed by the Board of Directors;
- establish policies to ensure proper accounting procedures are followed;
- sign all checks in the absence of the Treasurer;
- submit to the AAOHN office written reports as requested by AAOHN;
- notify AAOHN in writing, of the election or change in officers within (30) days;
- submit a written report to the membership at the annual meeting.
- The Vice President shall:
- in the absence of the President, assume all the duties of the President;
- succeed to the office of the President for the unexpired term in the event of a vacancy in that office;
- assume other duties assigned by the Bylaws or Standing rules, or the Board of directors;
- The Secretary shall:
- prepare the minutes of all general meetings and Board meetings of NVAOHN
- notify all officers of their election and all committees of their appointments;
- The Treasurer shall:
- deposit all money belonging to this association in a bank approved by the Board of Directors;
- keep itemized records of receipts and disbursements and book of accounts;
- pay by check all bills approved by the President;
- submit the books and records for an annual independent review by an external party appointed by the Board of Directors:
- submit an annual financial report to the annual meeting:
- at least (90) days before the annual meeting, mail to the Chairman of the Nominating Committee and to the Chairman of the tellers upon appointment, an accurate list of voting members:
- submit a written report at each meeting of the Board of Directors and NVAOHN.
D. The Committee Chairs shall perform such duties as assigned by the President or Board of Directors.
E. All officers and Committee Chairs shall keep accurate records during their term of office and shall deliver to their successor all books, papers, or other property belonging to NVAOHN within thirty (30) days after completion of the term of office.
Section 5. Committee Chairs and Committees
A. There shall be three (3) Committee Chairs
- Governance -consist of bylaws, planning and policies and procedures
- Outreach -consist of membership, newsletter/webmaster and hospitality
Section 6.TERM OF OFFICE
A. The term of office for Officers shall be two (2) years or until a successor has been elected and assumes office.
B. The term of office for Committee Chair shall be for two (2) years or until a successor has been elected and assumes office.
C. No member of the Board may serve more than two (2) consecutive terms in the same office except the Treasurer whose eligibility for reelection shall not be limited.
D. The term of office shall begin at the close of the annual business meeting in the year of election.
E. Any part of a term in excess of twelve (12) months shall be considered a term in deciding eligibility for reelection.
Section 7. VACANCY IN OFFICE
A. A vacancy in the office of President shall be filled by the Vice-President.
B. Any other vacancy shall be filled by ballot vote of the Board of Directors.
NOMINATIONS AND ELECTIONS
Section 1. NOMINATING COMMIITEE
A. There will not be a nomination committee. A call for nomination will be sent out as determined by the Board of Directors.
B. A nominating "Chairman" for the current voting season will be appointed by the Board.
C. The consent of all persons whose names appear on the ballot shall be secured.
D. The Nominating Chairman shall confirm that all nominees are NVAOHN members.
E. A ballot shall be prepared with the placement of names chosen by lot.
Section 2. BALLOT
A. In even numbered calendar years, the ballot shall contain nominees for the office of:
- Vice President
- One (1) Chairman - Governance
B. In odd numbered calendar years, the ballot shall contain nominees for the office of:
- One (1) Chairman - Outreach
- One (1) Chairman - Education
C. No member shall be a candidate for more than one (1) position.
Section 3. ELECTIONS
A. All elections shall be by a ballot prepared by the Nominating Chair.
B. Voting will be by electronic methods.
C. Tellers: The Board of Directors shall appoint two (2) Tellers and the Chairman of Tellers at least ninety (90) days before the annual meeting.
C. The Tellers shall check the eligibility of the voter on the list provided by the Outreach Chairman. The ballots shall be counted prior to the annual meeting. The full report of the Tellers shall be read at the annual meeting.
D. Decision: A plurality vote shall elect. In the event of a tie vote, a decision shall be determined by lot.
E. Ballots shall be retained for three (3) months.
MEETINGS OF MEMBERS
Section 1. ANNUAL MEETING;
A. There shall be an annual business meeting. The annual meeting shall be held at such time and place as shall be determined by the Board of Directors.
B. Cancellation of Annual meeting: In the event of an emergency the Board of Directors by a two-thirds (2/3) vote may cancel or reschedule the annual meeting. All members shall be notified of the cancellation or rescheduling and the results of any election or bylaws amendments.
Section 2. SPECIAL MEETINGS:
A. Special meetings may be called by the President upon written request of 2/3 of the membership.
B. General Membership meetings shall be held at least three (3) times a year.
Section 3. NOTICES:
Members shall be notified at least 30 days before the date of all meetings of the membership.
Section 4. QUORUM:
10 members shall be present at a meeting, including two (2) officers, one of whom shall be the President, or Vice President, shall constitute a quorum.
Section 5. Meeting business:
A. The only matters which may be voted on are those matters described in the notice of the meeting.
B. New business may be introduced if a simple majority of those present agree and approve the introduction of a new subject.
Section 6. OFFICIAL RECORD:
An official record of the meetings will be made.
Section 1. STANDING COMMITTEES
A. Committees shall be established and appointed by the President with the approval of the Board of Directors.
B. Each committee shall consist of a least one member.
C. Detailed duties and procedures shall be set forth in the standing rules or chapter policies and procedures.
Section 2. AD HOC COMMITTEES:
Ad Hoc Committees may be appointed as authorized by the general membership or the Board of Directors.
Section 3. EX-OFFICIO MEMBERS:
The President shall be an ex-officio member of all committees.
Section 4. QUORUM:
Quorum for any committee meeting shall be a majority of the committee.
Robert's Rules of Order Newly Revised shall govern the proceedings of the chapter, in all cases not provided for in these bylaws or in the standing rules or policies.
A. These bylaws may be amended at any annual meeting or special meeting of membership by a two-thirds (2/3) vote of the members present and voting, provided that the proposed amendments shall have been approved by the Chapter Board of Directors and sent to each voting member at least thirty (30) days in advance.
B. The board of directors may amend the bylaws at any regular or special meeting prior to which proper notice was given.
C. Bylaws Revision Procedures for Established Chapters:
- Submit one (1) complete copy of your bylaws with revisions highlighted or changes "tracked" to the AAOHN national office for review.
- Note that some special requirements must be included in your bylaws to remain an AAOHN chapter. These requirements are in BOLD, ITALICIZED print in the guide; the necessary wording that must be used and included in chapter bylaws without change in order to assure approval as a chapter of AAOHN should be used. Those items not in bold italicized print are suggestions only and may be adapted to meet the needs of your chapter.
- You will receive notification by AAOHN only for recommendations for necessary changes.
- Submit revised bylaws to your members for approval.
- Submit final copy of membership approved bylaws within 15 days to AAOHN office for permanent files to the following address:
AAOHN Membership Specialist
7794 Grow Drive
Pensacola, Florida 32514-7072
Section 1. Formation
1. A chapter may be formed by at least fifteen (15) AAOHN members.
2. Members who reside or work in the area of a chapter must be members of a chapter.
A local chapter may be designated by the Board of Directors as a chapter of AAOHN if:
1. Application has been sent to the National Office on the official form and approved by the Board of Directors.
Section 2. Bylaws
Chapters shall follow AAOHN guidelines in writing their own Bylaws which shall contain such mandatory provisions as determined by the Board of Directors of AAOHN and shall not be in conflict with the Bylaws of AAOHN.
Section 3. Revocation of Designation
A. If a chapter fails to comply with the purposes of AAOHN, these Bylaws, the membership requirements, or for other cases deemed sufficient by the Board of Directors, the chapter's designation shall be revoked by a two-thirds vote of the Board of Directors, provided due notice has been given to such chapter at least three (3) month s before the vote is to be taken, and the chapter has had an opportunity to be heard.
B. A chapter may dissolve by notifying AAOHN in writing of their intent, including a report of intent to disperse funds.
Section 4. Reinstatement
A chapter whose designation has been revoked/dissolved may apply for reinstatement and may be redesignated as a chapter by a two-thirds vote of the AAOHN Board of Directors.
Submitted by NVAOHN: 3/31/14
Accepted as final by AAOHN: 3/31/14