Bylaws

Please note–a PDF version of the bylaws can be downloaded.

AMWA NORTH CENTRAL CHAPTER BYLAWS

The North Central Chapter of the American Medical Writers Association (AMWA) subscribes to the constitution of the American Medical Writers Association insofar as the latter’s principles, objectives, and provisions may apply to a chapter.

Article I. Name

The name of this organization shall be the North Central Chapter of the American Medical Writers Association, hereafter referred to as the “chapter.”

Article II. Objectives and Territory

The objectives of the chapter are to support the objectives of AMWA within the chapter’s territory. The territory includes Minnesota, North Dakota, South Dakota, and the designated northern section of Wisconsin not already included within the province of other chapters.

Article III. Membership

All members in good standing in AMWA who live or work in the designated territory of the chapter are automatically members of the North Central Chapter. The standing of an individual member shall be determined by AMWA records. Categories of membership shall be as defined by AMWA. Membership in the chapter shall be terminated or reinstated according to the rules of AMWA. Membership also may be terminated for valid and proper reasons presented to the chapter Executive Committee.

Article IV. Officers

Section 1. Definition

The officers of the chapter Executive Committee shall be Past-President, President, President-Elect, Secretary, and Treasurer.[1] All officers of the chapter shall be voting members in good standing with AMWA.

[1] Refer to Article IV, Section 2 for additional details about the roles of Co-Secretary and Co-Treasurer within the Secretary and Treasurer positions.

Section 2. Terms of Office

Each officer who is elected, approved, or appointed by the chapter Executive Committee shall serve for three years (except as noted in Article IV, Section 3). The President-Elect shall serve for a term of one year, then ascend to the office of President for one year, and then serve in the office of Past-President for one year. The Secretary and Treasurer shall act as Co-Secretary and Co-Treasurer to assist the incumbent Secretary and Treasurer, respectively, in the first year; assume sole responsibility for their offices in the second year; and serve as mentors to their successors in the third year. Officers’ terms shall begin on October 1.

Section 3. Vacancy

If a vacancy occurs in the office of President, the President-Elect shall assume the duties of President. If a vacancy occurs in the office of the Immediate Past-President, it shall remain vacant until the transition of leadership. Any vacancy that occurs in the offices of President-Elect, Secretary, or Treasurer shall be filled by Executive Committee appointment for the remainder of the year or until a new officer is elected, approved, or appointed.

Section 4. Duties of the President and Immediate Past-President

The president shall serve as chair of the Executive Committee and as ex-officio member of all standing Committees. The Immediate Past-President shall assist the president, if needed.

Section 5. Duties of the President-Elect

The President-Elect shall:

  1. Assist the President in all duties and assume the responsibilities of the presidency when the President is unable to perform in the official capacity.
  2. Serve as the delegate (Director) to the spring and fall AMWA Board of Directors meetings (see Article VI) and as a member of the Program Committee.
  3. Prepare chapter reports twice yearly for Executive Committee approval and subsequent submission to AMWA.
  4. Prepare and distribute minutes from the chapter Executive Committee monthly calls.

Section 6. Duties of the Secretary

The Secretary shall:

  1. Prepare and send communications to the membership with help from the Publications and Membership
  2. Maintain the chapter website.
  3. Inform AMWA of current chapter officers and chapter activities with help from the Publications Committee.
  4. Maintain chapter document archives.
  5. Perform any other duties assigned by the Executive Committee.

Section 7. Duties of the Treasurer

The Treasurer shall:

  1. Deposit all monies paid the chapter into the chapter’s bank account.
  2. Pay all bills.
  3. Keep accurate and detailed records of all transactions and banking correspondence.
  4. Prepare an annual report of income and disbursements with a balance sheet of the chapter’s finances for Executive Committee approval and subsequent submission to The fiscal year is from July 1 through June 30.
  5. Works with the Executive Committee to develop an annual budget.
  6. Perform any other duties assigned by the Executive Committee.

Article V. Election or Appointment of Officers

Section 1. Timing

The position of the President-Elect shall be open each year. The position of the Secretary shall be open in odd years. The position of the Treasurer shall be open in even years.

Section 2. Nomination

The Executive Committee shall solicit nominations or interested candidates from the membership throughout the year. The Secretary shall announce the nominations or potential candidates to all chapter members for a vote..

Section 3. Election or Appointment

Ballots shall be provided by the Secretary to all voting members by electronic mail. Ballots must be returned within 14 days. The ballots shall be tabulated and the results shall be announced to the membership by electronic mail within 30 days of the close of elections. For each position, the candidate receiving the most votes shall be elected. If only one candidate is identified, the candidate will be announced to the membership for a vote and members may write in additional candidates.

Article VI. AMWA Directors

 The chapter delegate (Director) to the AMWA Board of Directors meetings is the President-Elect. The Director is the consultant serving as the liaison between AMWA and the local chapter and shall keep the chapter informed of AMWA activities. In the event the President-Elect is unable to serve as the delegate for an AMWA Board of Directors meeting, the Executive Committee shall appoint another chapter member to serve as the chapter delegate. The Executive Committee may appoint a guest delegate to attend the Board of Directors meetings. The number of Directors and the effective dates of their terms are specified in the AMWA bylaws.

Article VII. Committees

Section 1. Executive Committee

The officers will serve as the Executive Committee. The Executive Committee shall be responsible for the direction of the affairs of the chapter, and acquisition and disbursement of funds. The Executive Committee shall also be the trustee of the property of the chapter. Sixty percent of the Executive Committee members shall constitute a quorum. The Executive Committee will be responsible for nominating and recruiting new officers and Committee chairs. The Executive Committee will develop an annual budget.

Section 2. Standing Committees

With Executive Committee approval, the President shall recruit a chair to each standing Committee. Standing Committee chairs may recruit as many chapter members as are needed to carry out Committee tasks.

  1. Program Committee

The chief purpose of the Program Committee shall be to plan chapter events and special educational programs.

B. Membership Committee

The chief purpose of the Membership Committee shall be to retain current members and encourage nonmembers to join. The Committee shall work with the Secretary to prepare and send communications to the membership.

C. Publications Committee

The chief purpose of the Publications Committee shall be to work with the Secretary to inform chapter members and AMWA about chapter activities through development of website content, journal articles, and newsletters.

D. Finance Committee

The chief purpose of the Finance Committee shall be to conduct an annual audit of the chapter financial records and to provide a written report of the records to the Executive Committee to be included in the Fall Chapter Report. The Finance Committee shall consist of at least 2 voting members, none of whom is the treasurer. The Co-treasurer may participate in conducting the audit.

Article VlII. Meetings

Section 1. The Executive Committee, in cooperation with the Program Committee, shall establish the time and place of membership meetings.

Section 2. The chapter shall comply with AMWA policy regarding the scheduling of major meetings, such as a workshop or seminar lasting a half-day or longer, within the 30 days before or after the AMWA annual conference.

Section 3. The Executive Committee may authorize regional groups to organize local meetings.

Section 4. Members shall be notified of meetings at least 15 days in advance by electronic mail.

Section 5. The Executive Committee shall establish the time and forum (telephone, electronic, or in person) for its meetings. The President may also call a meeting of the Executive Committee, independently, when such a meeting is deemed desirable or necessary.

Article IX. Dues

The amount of annual dues is determined by AMWA. Subject to approval by AMWA’s Executive Committee, the local chapter shall have authority to assess local dues if such action becomes necessary.

Article X. Tax Status

AMWA North Central Chapter is a nonprofit, small tax-exempt organization receiving all revenue from AMWA, which is a 501(c)(3) organization. The tax identification number for the AMWA North Central Chapter is EIN 27 2578246.

Article XI. Amendments

Section 1. Amendments to these bylaws may be proposed in writing to the Executive Committee by any voting member of the chapter.

Section 2. Proposed amendments shall be considered by the Executive Committee within 90 days of their submission.

Section 3. Amendments approved by a majority of the chapter’s Executive Committee shall be submitted for review and approval of the AMWA Board of Directors as described in the AMWA bylaws.

Section 4. Amendments approved by the AMWA Board of Directors shall be adopted and put into effect immediately.

Article XII. Dissolution of Chapter

In the event that the chapter was to dissolve, the Executive Committee shall transfer the chapter’s net assets directly to AMWA or any organization approved by AMWA.

 

Approved by the AMWA Board of Directors on September 30, 2015.