Approved by AMWA Board of Directors September 30, 2015
Article I. Name and Territory
Section 1. The name of the organization shall be the Delaware Valley Chapter of the American Medical Writers Association (AMWA), hereafter referred to as the Chapter.
Section 2. The territory of the Chapter shall include northern Delaware, southern New Jersey and all of Pennsylvania except those areas now included within the Ohio Valley Chapter’s boundaries.
Article II. Objectives
Section 1. The objectives of the Chapter shall be the following:
- To bring together those persons within the Chapter area who are engaged in or interested in any aspects of communication in the medical and allied health professions.
- To promote standards of excellence in the communication of medical and other health related information.
- To inform and encourage its members and other persons interested in improving the quality and effectiveness of communication in medical and allied fields.
- To further the professional development of members through educational programs.
- To encourage non-members to become members of AMWA and participate in Chapter activities.
Article III. Membership
Section 1. Any member in good standing with AMWA and who resides or works in the territory of the Chapter shall automatically be a member of the Chapter.
Section 2. The standing of an individual member in AMWA shall be determined by the National Secretary.
Section 3. The categories of membership shall be those defined by AMWA.
Article IV. Officers, Terms of Office, and Duties
Section 1. The officers of the Chapter shall be a President, a President-elect, an Immediate Past President, a Secretary, and a Treasurer.
Section 2. All officers must be voting members of the Chapter.
Section 3. The President-elect shall be elected each year. The incumbent shall serve one year as President-elect, the next year as President, and the next year as Immediate Past President, for a total of three years.
Section 4. The Secretary and the Treasurer shall be elected in alternate years. Each shall have a two-year term of office. Each shall perform the duties customarily expected of holders of these offices and as directed by the Executive Committee.
Section 5. All elected officers shall take office on July 1st, at the conclusion of the fiscal year.
Section 6. The duties of the President-elect shall be:
- To serve as the officers’ liaison with the Pennsylvania and New Jersey program committees, the Freelance Workshop Committee and the Princeton Conference Committee.
- To oversee coordination of communication between program committee chairs (Pennsylvania and New Jersey), educational committee chairs (Freelance Workshop & Princeton Conference), and Web site and newsletter committees.
- To serve as chair of the Nominating Committee and to implement voting for the Executive Committee.
- To assist the President in all the duties and responsibilities of that office.
- To assume the office of the President at the end of one year or immediately upon the incapacitation or resignation of the President, in which case the President-elect would serve the unexpired term and the next year in that office.
Section 7. The duties of the President shall be:
- To serve as chair of the Executive Committee and as ex-officio member of all other committees.
- To appoint the chairs of all standing and other committees that are authorized by the Executive Committee.
- To appoint the chapter delegate(s).
- To preside at all business meetings of the Chapter.
- To serve as a member of the Finance Committee.
Section 8. The duties of the Immediate Past President shall be:
- To assist with Chapter affairs as requested by the President.
- To serve as a member of the Finance Committee.
C. To create and/or revise the Chapter Manual.
Section 9. The duties of the Secretary shall be:
- To take minutes at all general business and Executive Committee meetings.
- To serve as the Executive Committee liaison with the Membership Committee.
Section 10. The duties of the Treasurer shall be:
- To establish and maintain bank accounts, signature cards, receipt and payment procedures, and such other customary duties of the office as directed by the Executive Committee.
- To serve as chair of the Finance Committee.
- A special election shall be held for a new President-elect if a vacancy occurs in the office of the President-elect other than through progression to President.
- If a vacancy occurs in any other Chapter office other than President or President-elect, a successor for the remainder of the term shall be appointed by the Executive Committee.
Section 12. Delegates
- The Chapter will be represented on the AMWA Board of Directors by one or more Chapter delegates in accordance with AMWA Bylaws (Article IV-3).
- If a Chapter delegate is elected or appointed to AMWA national office, that person shall immediately resign as Chapter delegate.
- If a Chapter delegate resigns or is otherwise unable to complete a full term, a successor for the remainder of the term shall be appointed by the Executive Committee.
Article V. Elections
Section 1. Chapter officers shall be elected by a majority of the members who vote via electronic ballot through an online service. The President-elect shall be responsible for implementing the ballot and opening voting at least 30 days before the start of the fiscal year. The voting period must last a minimum of 10 days. All members in good standing are eligible to vote. They will be notified electronically when the voting begins and will receive voting instructions. The President-elect shall be responsible for informing the Executive Committee of the results within four days after voting is closed. The elections must be completed at least seven days before the start of the fiscal year.
Section 2. Chapter officers shall be nominated and elected in the following manner:
- The Nominating Committee shall present to the Executive Committee the names of nominees for each elective office, accompanied by an e-mail from each nominee stating that he or she will serve if elected. The Nominating Committee shall not nominate any of its members for elective office. The slate approved by the Executive Committee, comprising one nominee for each office, shall be circulated to the Chapter membership at least 60 days before voting begins.
- Additional nominations may be submitted in writing to the Chapter Secretary and President-elect at least 30 days before voting begins. Such nominations must be signed by at least ten (10) members in good standing and must be accompanied by email from the candidate stating that he or she will serve if elected.
Article VI. Committees
Section 1. Executive Committee:
- The officers, Chapter delegate(s) and the chairs of all standing committees shall comprise the Executive Committee. The President will serve as chair. A simple majority is required for a quorum, but must include the President or President-elect among those present and voting.
- The Executive Committee shall be responsible for the direction of the affairs of the Chapter, and shall be the trustee of all Chapter property.
- Officers, as directed by the President or these Bylaws, will serve as liaison to committees in order to expedite the flow of communication and the successful accomplishment of committee requests to and assignments from the Executive Committee.
Section 2. Standing Committees:
- The standing committees shall be the Pennsylvania Program Committee, New Jersey Program Committee, Freelance Workshop Committee, Princeton Conference Committee, Finance Committee, Membership Committee, Web site Committee, Webinar Committee, Newsletter Committee, and Communications Committee. The chair and committee members of each standing committee must be Chapter members in good standing.
- The Pennsylvania Program Committee shall be responsible for improving medical communication by arranging and administering meetings in Pennsylvania and/or Delaware.
- The New Jersey Program Committee shall be responsible for improving medical communication by arranging and administering meetings in New Jersey.
- The Freelance Workshop Committee shall be responsible for improving medical communication by arranging and administering the Freelance Workshop.
- The Princeton Conference Committee shall be responsible for improving medical communication by arranging and administering the Princeton Conference.
- The Finance Committee shall consist of the President, the Immediate Past President, at least one (1) voting member of the Chapter, and the Treasurer, who shall serve as chair. It shall audit the financial records of the Chapter annually and report its findings to the Executive Committee. It also shall present an annual budget to the Executive Committee. The Treasurer has a single vote.
- The Membership Committee shall encourage all qualified persons to apply for membership in AMWA and shall cooperate with the Pennsylvania and New Jersey program committees, the Freelance Workshop Committee, and the Princeton Conference Committee in fostering the benefits of membership. The Publicity Coordinator shall report to the Membership Committee Chair.
- The Web site Committee shall maintain the chapter’s Web site, including posting program announcements, the chapter newsletter, and other content.
- The Newsletter Committee shall publish a Chapter newsletter and other publications approved by the Executive Committee.
J. The Communications Committee shall create and distribute communications to the membership about
programs, elections, and other chapter news.
K. The Webinar Committee shall create, organize, and host educational and informational webinars.
- The Treasurer shall submit monthly statements to the Executive Committee on the Chapter's finances.
- The Finance Committee shall submit quarterly reports to the Executive Committee.
- Each standing Committee shall prepare an annual report for submission to the Executive Committee by the date of the winter/spring planning meeting each year.
- The President shall prepare an annual written report for the Chapter membership summarizing the activities of the Chapter and including the annual budget and financial report. This annual report shall be distributed at the annual business meeting of the Chapter
Section 3. Other Committees:
- The President may appoint such other committees, except new standing committees, deemed necessary and appropriate to the conduct of Chapter business. The President shall designate the chairperson of each such ad hoc committee and, in consultation with the Executive Committee, shall appoint as many members of the Chapter to each committee as deemed appropriate.
- The President may recommend the formation of new standing committees to the Executive Committee. On approval by the Executive Committee, the recommended name, responsibilities and composition of the proposed standing committee will be prepared for appropriate amendments action to the Chapter Bylaws as specified in these Bylaws.
- The Nominating Committee shall consist of the President-elect (who shall chair the committee) and not fewer than two (2) other voting members appointed by the President. Nominations shall be made in accordance with the provisions of Article V, Section 2 of the Chapter Bylaws.
Article VII. Meetings
Section 1. There shall be at least two (2) general membership meetings held each year, including the annual Chapter business meeting in June. The Executive Committee shall establish the time and place of each meeting in cooperation with the Pennsylvania and New Jersey Program Committees.
Section 2. The chapter will comply with the national AMWA policy regarding the scheduling of major meetings in the specified time period before or after the annual conference.
Article VIII. Amendments
Section 1. Amendments to these Bylaws may be proposed in writing to the Executive Committee by any voting member of the Chapter. The Executive Committee shall consider all proposed amendments within 90 days of their submission. After discussion by the Executive Committee, amendments will be made available to the Chapter membership for comment for a minimum period of two (2) weeks. Amendments will be voted on by the Executive Committee. Amendments approved by the Executive Committee will be submitted to the AMWA Board of Directors for approval.
Section 2. A copy of the approved, amended Bylaws will be posted on the Chapter Web site within 30 days after approval by the AMWA Board of Directors, and Chapter members will be notified.
Article IX. Dissolution of the Chapter
Section 1. If the Chapter is dissolved, the Chapter’s net assets shall be transferred to the American Medical Writers Association or other organizations, as designated by the American Medical Writers Association, provided such organizations are exempt from Federal income tax under section 501(c) of the Internal Revenue Code of 1986 (or corresponding provisions of any subsequent federal tax laws), or to any other organizations that are also exempt from Federal income tax under § 501(c) of the Internal Revenue Code of 1986 (or corresponding provisions of any subsequent federal tax laws).
Article X. Date of Effect
Section 1. These Bylaws shall become effective immediately on approval by the Board of Directors of AMWA.