Constitution of the Human Factors and Ergonomics Society, South Jersey Chapter

The Human Factors and Ergonomics Society, South Jersey Chapter, is organized to serve the needs of the human factors profession in the southern and central portions of New Jersey. Its purpose is to promote and advance the understanding of the human factors involved in the design, manufacture, and use of machines, systems, environments, and devices of all kinds through the interchange of knowledge and methodology in the behavioral, biological, and physical sciences, industrial engineering, and other relevant engineering disciplines. The South Jersey Chapter is established as an affiliate of the Human Factors and Ergonomics Society, Inc., a nonprofit corporation chartered by the State of California, to operate exclusively for charitable, educational, scientific, and literary purposes by authority of and in accordance with the Articles of Incorporation, the Bylaws, and the Operating Rules of the Society now in force or hereafter amended.

BYLAWS OF THE HUMAN FACTORS AND ERGONOMICS SOCIETY, SOUTH JERSEY CHAPTER

ARTICLE I - NAME

The name of this organization is the "Human Factors and Ergonomics Society, South Jersey Chapter."

ARTICLE II - PURPOSE

The Human Factors and Ergonomics Society, South Jersey Chapter, hereinafter referred to as the Chapter, is an affiliate of the Human Factors and Ergonomics Society, Inc., a nonprofit corporation chartered by the State of California. Purposes of the Chapter are those set forth in the Articles of Incorporation of the Human Factors and Ergonomics Society, Inc., hereinafter referred to as the Society.

ARTICLE III - MEMBERSHIP

Section 1. Classes of Membership.

The voting membership shall include Members, Associates, and Student Affiliates of the Chapter. Additional special classes of membership and their voting privileges may be established by the Chapter Executive Council.

Section 2. Qualifications for Membership.

Qualifications for the various classes of membership, in addition to residing within the area serviced by the Chapter, are:

Member - a Member or Fellow of the Society
Associate - 1) Interest or activity in human factors or a related field, 2) Endorsement by a Member in good standing of the Chapter, and 3) Not a Member of the Human Factors and Ergonomics Society.
Student Affiliate - Any student in a recognized institution at the undergraduate or graduate level who expresses a sincere interest in the field of human factors.

Section 3. Application for Membership.

Persons who wish to apply for membership shall submit a written application to the Chapter Secretary on a prescribed form. This form must include acceptable evidence of the applicant's qualifications. Membership in the Society shall be verified by the Society's Central Office.

Section 4. Election to Membership.

The Membership Committee shall review submitted applications for all classes of membership and nominate qualified applicants to the Executive Council. Election to membership shall occur when a nominee is approved by a majority vote of the full Executive Council.

Section 5. Privileges.

Members.
Members in good standing shall be entitled to vote, hold office, receive notices, participate in all activities of the Chapter, inspect official records of the Chapter, insist on enforcement of the Bylaws and rules of the Chapter, receive one copy of all Chapter publications, and have a hearing before expulsion.
Associates.
Associates in good standing shall be entitled to all privileges of Membership with the exception of holding the offices of President or President-Elect. The President and President-Elect must be Members of the Chapter and Members or Fellows of the Society.
Special - Student Affiliate.
Special classes of member shall be entitled to such privileges as the Chapter Executive Council may establish. Students shall have voting rights and may serve on Committees.

Section 6. Change of Membership Status.

Associates of the Chapter in good standing shall be reclassified as Members when they become Members of the Society. Student Affiliates in good standing can become Associates when they no longer meet the criteria in Section 2.c. and receive an endorsement from a Member.

Section 7. Termination of Membership.

The membership of a person in the Chapter in any membership class may be terminated at any time by voluntary resignation, or by involuntary expulsion by a two-thirds (2/3) vote of the full Executive Council. Sufficient causes for involuntary termination include: 1) failure to pay dues for one year, and 2) conduct prejudicial to the purposes of the Chapter.

Section 8. Reinstatement of Members.

Procedures and conditions for the reinstatement of members shall be established by the Executive Council subject to the requirements of the other pertinent Sections of this Article.

Section 9. Dues.

Annual dues for each of the various classes of membership shall be established by the Executive Council.

ARTICLE IV - OFFICERS

Section 1. Designation.

President
President-Elect
Secretary
Treasurer
Chair of Membership Committee
Chair of Program Committee
Chair of Nominations and Elections Committee
Chair of Publications Committee

Section 2. Duties of Officers.

The Officers of the Chapter shall perform the regular and customary duties of their offices and other duties that may be required of them by the Executive Council, Chapter Bylaws, or the Society.

President.
The President shall be the chief executive officer of the Chapter. He or she shall be a member of the Executive Council. He or she shall preside over meetings of the Chapter and the Executive Council. He or she shall appoint, with the advice and consent of the Executive Council, all committee chairs not otherwise specified in these Bylaws.
President-Elect.
In preparation for assuming the duties of the Presidency, the President-Elect shall act as an understudy to the President, and become acquainted with the business and operations of the Chapter. He or she shall assume the duties of the President during the President's temporary absence, or in the event that the President is not able to perform his or her duties as determined by a two-thirds (2/3) vote of the Executive Council. The President-Elect shall be a member of the Executive Council.
Secretary.
The Secretary shall keep a true and faithful record of all business meetings of the Chapter and of the Executive Council. He or she shall be the custodian of all records and correspondence of the Chapter. The Secretary shall serve as Parliamentarian and prepare meeting agenda.
Treasurer.
The Treasurer shall be responsible for the money and securities of the Chapter. He or she shall keep a true and faithful record of all financial transactions and shall prepare the annual financial status report. The Treasurer shall deposit Chapter funds to the account of the Chapter in a bank or trust company selected by the Executive Council. He or she shall disburse such funds only upon approval by the Executive Council. The Treasurer shall be a member of the Executive Council.
Directors.
The Chairs of the Membership, Program, Nominations and Elections, and Publications Committees shall be members of the Executive Council and shall be designated as Directors.

ARTICLE V - EXECUTIVE COUNCIL

The affairs of the Chapter shall be managed by the Executive Council that shall consist of the elected Officers, including the Directors. The President shall call meetings of the Executive Council at least twice annually to administer the affairs of the Chapter. The chair of each standing committee shall report at these meetings.

ARTICLE VI - ELECTION OF OFFICERS

Section 1. Nomination.

At least three months prior to the Annual Business Meeting of the Chapter, the Chair of the Nominations and Elections Committee shall issue by mail a nominations ballot to all Members and Associates in good standing for nominations for the offices to be filled. The nominations ballot shall list all Chapter Members and Associates that are eligible for each office to be filled. Thirty days after the date nomination ballots are mailed, nominations from the membership shall be closed and the Nominations and Elections Committee shall begin to prepare the election ballot. This ballot shall include, for each office, the names of the three persons who received the largest number of nominating votes and who are both eligible and willing to stand for that office, as determined by the Nominations and Elections Committee. If any nominee is ineligible or unwilling to stand for office, the name of the person who ranks next in nominating votes, and who is eligible and willing to stand for that office, shall be substituted to fill out the slate for the election ballot. If the nominations ballots from the membership do not result in three candidates for each office who are willing to serve, the Nominations and Elections Committee may make additional nominations.

Section 2. Election.

No later than three weeks after the closing of nominations, the Chair of the Nominations and Elections Committee shall mail the election ballot to all Members, Associates, and Student Affiliates in good standing. Thirty days after the date the election ballots are mailed, the Nominations and Elections Committee shall close the election and count the votes. The candidate for each office who receives a plurality of the votes cast shall be elected. The votes for any office shall be resolved by drawing lots. The incumbent President shall notify the winning candidates of their election and shall direct that their names be published within 45 days in any publication distributed to all Chapter members. He or she shall further direct that names of the newly elected officers be forwarded to the Executive Administrator of the Society.

Section 3. Terms of Office.

The Officers shall assume their offices on the first day after the close of the Annual Business Meeting of the Chapter following their election. They shall hold office until their successors accept office in their stead, or until the Executive Council shall have declared their office vacant as provided for elsewhere in these Bylaws. Terms of Directors, the Secretary, and the Treasurer shall be two years. The Program and Membership Committee Chairs and the Treasurer shall be elected in even-numbered years, to assume office in the next odd-numbered year. The Nominations and Elections Committee Chair, the Publications Committee Chair, and the Secretary shall be elected in odd-numbered years, to assume office in the next even-numbered year. The terms of all other Officers shall be one year.

Section 4. Installation.

Election results shall be announced during the Annual Business Meeting of the Chapter and the newly elected Officers installed by the incumbent Officers.

Section 5. Eligibility and Vacancies.

No individual may hold more than one elective office concurrently. The President-Elect shall serve his or her complete term of office before becoming eligible for election to any other office. The Executive Council shall consider the failure of any incumbent to perform the duties of his or her office from disability or other circumstances and may decree the office vacant by a two-thirds (2/3) vote. In the event that the order of succession of office described above does not provide for the assumption of duties by another Incumbent, the Executive Council may appoint a qualified member to assume the duties of the vacant office until that vacancy is filled at the next election.

ARTICLE VII - COMMITTEES

Section 1. Types.

Committees shall either be Standing, as provided for in these Bylaws, or Special, as may be determined by the President with the advice and consent of the Executive Council. The selection of Special Committee Chairs, the status of each Special Committee, and the period of continuance of each Special Committee shall be determined by the President with the advice and consent of the Executive Council. Except as otherwise provided for in these Bylaws, the Chair of each Committee shall select and appoint such Committee members as are necessary to conduct the affairs of the Committee. Special Committee Chairs and Special Committee Members shall normally serve from the time of their appointment until the close of the next Annual Business Meeting.

Section 2. Standing Committees.

Membership.
The Membership Committee shall consist of a Chair and not less than two additional members appointed by the Chair. The Committee shall 1) evaluate the eligibility of all applicants for membership for all classes of membership, 2) evaluate the eligibility of all applicants for changes in membership status, 3) submit its evaluations and recommendations to the Executive Council for action, and 4) maintain the membership list and other mailing lists pertinent to Chapter business.
Program.
The Program Committee shall consist of a Chair and not less than two additional members appointed by the Chair. The Committee shall plan the content of and execute the arrangements for all regular meetings of the Chapter, as well as such special meetings as may be called by the President and the Executive Council.
Nominations and Elections.
The Nominations and Elections Committee shall consist of a Chair and not less than two additional members. The Committee shall: 1) administer the procedures for the nomination and election of candidates for elected offices of the Chapter as provided for elsewhere in these Bylaws, and 2) ascertain the eligibility and willingness to serve of all nominees.
Publications.
The Publications Committee shall consist of a Chair and not less than two additional members. The Committee shall produce and distribute the Chapter's newsletter and any other publications developed for distribution to the Chapter.

ARTICLE VIII - MEETINGS

Section 1. Types.

There shall be Regular and Special Meetings of the Chapter, and Regular and Special Meetings of the Executive Council.

Section 2. Regular Meetings of the Chapter.

The Chapter shall hold no less than three Regular Meetings each year. One of these shall be designated the Annual Business Meeting. The selection of the time and place of each meeting shall be designated by the Executive Council or its delegated representative for this purpose. Announcements for each meeting shall be mailed to Chapter membership not less than 30 days prior to the meeting date.

Section 3. Special Meetings of the Chapter.

A Special Meeting of the Chapter may be called by the entire Executive Council or by the Secretary or Treasurer upon written request of not less than five members of the Chapter. The Executive Council shall select the time and place of all Special Meetings. Announcements for each special meeting shall be mailed to the Chapter membership not less than 10 days prior to the meeting date.

Section 4. Quorum.

Forty percent of the members (all classes included) of the Chapter present in person shall constitute a quorum of any Regular or Special Meeting of the Chapter. Any meeting at which a quorum is present may, by a two-thirds (2/3) vote, order the submission of any question, except one affecting the Bylaws of the Chapter, to the Executive Council or to the voting members by mail ballot. A quorum need not be present to adjourn a meeting.

Section 5. Executive Council Meetings.

Meetings of the Executive Council shall be called by the President. The President may request the attendance of any committee Chair or member-at-large to represent or receive reports and recommendations pertinent to the conduct of Chapter affairs. A majority of the members of the Executive Council present in person shall constitute a quorum.

Section 6. Parliamentary Authority.

The rules contained in Roberts' Rules of Order, current revision, shall govern the Chapter in all cases in which they are applicable, and in which they are not inconsistent with the Chapter or Society, or the body of standing rules or rules of order of the Chapter.

ARTICLE IX - FISCAL ACCOUNTING

Section 1. Accounting.

The Chapter shall keep a record of all money received and paid out on the basis of the same fiscal year as designated by the Society. Chapter funds shall be deposited to the account of the Chapter in a bank or trust company selected by the Executive Council.

Section 2. Financial Report.

The Chapter Treasurer shall prepare an Annual Financial Report for submittal to the Executive Council of the Society within one month following the end of the fiscal year. The Treasurer shall present a financial status report at the Annual Business Meeting of the Chapter.

ARTICLE X - AMENDMENTS

Section 1. Proposal.

Motions to adopt, amend, or repeal Chapter Bylaws submitted in writing to the Secretary/Treasurer shall bear the signatures of at least four members of the Chapter Executive Council. Motions shall be distributed by the Secretary to the Executive Council within 30 days for evaluation and voting. The proposed changes shall be evaluated by the Executive Council to ascertain whether they are consistent with the Articles of Incorporation, the Bylaws, and the Operating Rules of the Society. Members of the Executive Council shall be allowed not less than 7 days, nor more than 14 days thereafter, to return their votes.

Section 2. Adoption.

Motions Approved by the Executive Council.
Approval of Motions to adopt, amend, or repeal Chapter Bylaws shall require a sixty percent vote of the Executive Council. After approval by the Executive Council, the proposed change shall be submitted to the voting membership of the Chapter, either during the next meeting or by mail ballot. Voting members shall be allowed not less than 7 days, nor more than 14 days thereafter, to return their votes. Voting shall be by secret ballot. Motions shall be adopted if approved by a two-thirds (2/3) majority of those present and voting.
Motions Not Approved by the Executive Council.
In the event that the Executive Council fails to approve a motion, a petition bearing the signatures of at least six voting members shall cause a mail ballot on the motion to be distributed by the Secretary within 30 days to all voting members of the Chapter. Voting members shall be allowed not less than 7 days, nor more than 14 days thereafter, to return their votes. Voting shall be by secret ballot. Motions shall be adopted, thus overriding any contrary vote of the Executive Council, if approved by a two-thirds (2/3) majority of all voting members.

Section 3. Society Approval.

Any amendment to these Bylaws initiated by the Chapter's action shall be submitted in writing within 30 days after its passage to the Chair of the Chapter Affairs Committee of the Society for approval or disapproval by the Executive Council of the Society.

Section 4. Date of Effect.

Adoption, amendment, or repeal of a Bylaw shall take effect immediately upon its passage by the Chapter and approval by the Executive Council of the Society and shall be announced immediately by mail to all members by the Secretary.

ARTICLE XI - COMPATIBILITY OF BYLAWS

These Bylaws shall be compatible with the Articles of Incorporation, the Bylaws, and the Operating Rules of the Society; any deviation therefrom is null and void.

ARTICLE XII - DISSOLUTION

The Chapter may be dissolved according to procedures described in the Operating Rules of the Society. In the event that the Chapter dissolves, its assets will be distributed for one or more of the purposes in section 501(c)(3) of the Internal Revenue Code or to an organization that has been held exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code.