Bylaws

ARTICLE I – NAME

This organization within the American Physical Society, hereafter referred to as the Society, shall be called the Forum on International Physics, hereafter referred to as the FIP. The Executive Officer shall hereafter refer to the Executive Officer of the Society.

ARTICLE II – OBJECTIVE

The objective of the FIP shall be the advancement and diffusion of the knowledge of physics by fostering communication and mutual understanding among physicists of all countries.

ARTICLE III – ENABLING CONSTITUTIONAL PROVISION

The FIP is established by the authority vested in the Council in Article VIII of the Constitution of the Society. Said article as it may be subsequently revised or amended, is hereby incorporated in these bylaws by reference.

ARTICLE IV – MEMBERSHIP

1. The membership of the FIP shall consist of members of the American Physical Society who have made application to the Secretary/Treasurer of the FIP, or who have otherwise indicated in accordance with procedures established by the Council and the Bylaws of the FIP, their desire to join the FIP. The membership shall be maintained from year to year by the payment of designated dues or other method established by the Council, provided continuing membership in the Society is maintained in good standing. Any member of the FIP may resign upon notice to the Secretary/Treasurer.

2. The privilege of voting in elections of the FIP shall be limited to members of the Society whose application for membership in the FIP has been received at least thirty days prior to the date the voter ballots are distributed.

ARTICLE V – EXECUTIVE COMMITTEE

1. Governance. The FIP shall be governed by an Executive Committee, which shall establish the policies and have responsibility for the affairs of the FIP.

2. Composition. The FIP Executive Committee shall consist of the immediate Past Chair, Chair, Chair-Elect, Vice-Chair, Secretary/Treasurer, six Members-at-Large, the Editor of the FIP Newsletter, and the FIP Councillor elected in the manner specified in Article VII of these Bylaws. All current APS International Councillors shall be ex officio members of the FIP Executive Committee.

3. Executive Committee Meetings. The Executive Committee shall meet at least once a year. One meeting shall be called the Annual meeting and shall be held in the fall or winter. A second meeting may be held optionally in the spring. Any member of the Executive Committee unable to attend a meeting may name a nonvoting alternate to represent him or her, subject to the approval of the Chair. The Chair of the FIP shall preside over the Executive Committee meetings. A majority of the voting members, including at least at least two officers, shall constitute a quorum.

4. When grants-in-aid from outside sources or voluntary contributions from FIP members are desired for the support of specific FIP projects, the Executive Committee shall submit an intention to solicit such funds to Council, in accordance with the APS Bylaws, Article V, Section 4, which is hereby incorporated in these Bylaws by reference.

ARTICLE VI – OFFICERS AND FORUM COUNCILLOR

1. Officers. The Officers of the FIP shall be a Chair, a Chair-Elect, a Vice-Chair, and a Secretary/Treasurer.

2. Duties of the Chair. The Chair shall preside at all meetings of the Executive Committee, and shall be responsible for implementation of the policies of the FIP as established by the Executive Committee. The Chair shall prepare agendas for meetings of the Executive Committee, and shall prepare a yearly report of the activities of the FIP, to be made available to the Council of the APS and members of the FIP. In addition, the Chair shall perform other functions as appropriate or as provided in the Bylaws.

3. Duties of the Chair-Elect. The Chair-Elect shall assume the duties of the Chair whenever the Chair is unable to perform them and other functions as appropriate or as provided in the Bylaws.

4. Duties of the Vice Chair. The Vice Chair shall assume the duties of the Chair-Elect whenever the Chair-Elect is unable to perform them, and other functions as appropriate or as provided in the Bylaws.

5. Duties of the Secretary/Treasurer. The Secretary/Treasurer shall maintain the records of the FIP, inform the Council and the Executive Officer of the needs of the FIP, prepare and distribute minutes of the FIP Executive Committee meetings within four weeks after each meeting, arrange for mailing, receiving, and counting the annual election ballots from the membership, and inform the - Executive Officer, the FIP Executive Committee, candidates, and FIP membership of the election results. The Secretary/Treasurer shall also have responsibility for all funds in the custody of or placed at the disposal of the FIP, and shall authorize disbursements from such funds for FIP expenses. The Secretary/Treasurer shall present a financial report at each meeting of the Executive Committee. In addition, the Secretary/Treasurer shall perform other functions as appropriate or as provided in the Bylaws.

6. Duties of the FIP Councillor. The FIP Councillor shall serve as a liaison between the Council of the Society and the Executive Committee of the FIP, and shall bring proposals and issues of concern to the FIP to the attention of the Council. Following each Council meeting, the FIP Councillor shall report to the Chair and the Secretary/Treasurer regarding actions that affect the status and operations of the FIP. Reports shall be made to the entire Executive Committee during regularly scheduled meetings. In addition, the FIP Councillor shall perform other functions as appropriate or as provided in the Bylaws.

7. CISA: The FIP Chair-Elect, Chair, and the Past Chair shall serve as statutory members of the Committee on the International Scientific Affairs (CISA) as described in Article III, Section B, and Paragraph 8 of the Society Bylaws.

ARTICLE VII – ELECTION AND TENURE OF THE OFFICERS, FIP COUNCILLOR AND EXECUTIVE COMMITTEE

1. Qualifications. Officers, FIP Councillor and Members-at-Large of the Executive Committee must be members of the FIP for at least one year prior to nomination. Elections shall be held annually by electronic and/or paper ballot as hereafter provided.

2. Nomination and Election of the Vice-Chair, Secretary/Treasurer, FIP Councillor and Members-at-Large of the Executive Committee. Each year the Nominating Committee shall nominate at least two candidates for the office of Vice-Chair, two candidates for each opening for Member-At-Large, and at least two candidates for FIP Councillor during the final year of the term of the current Councillor.

The Nominating Committee shall also nominate two candidates for the office of Secretary/Treasurer during the final year of the term of the current Secretary/Treasurer, unless that Secretary/Treasurer wishes to serve a second three-year term in which case he/she may run unopposed. After two complete terms, a Secretary/Treasurer may be elected to subsequent terms but may not run unopposed.

3. Terms of Office. The Vice-Chair shall be elected by the membership to a one year, shall then become Chair-Elect for one year and Chair for one year. The six Members-At-Large shall serve staggered three-year terms. Two Members-At-Large shall be elected each year. The FIP Councillor shall serve a four year term.

4. Nominating and Balloting. Nominations shall be solicited from FIP members via the FIP newsletter and/or other means. Election ballots will be made available electronically or by mail to the membership no later than 1 July and are to be returned to the Secretary/Treasurer no later than 1 September. Election shall be by plurality of those voting. The Chair shall not cast any ballot for any position except in the case of a tie. Newly elected officers shall take office on January 1 following the elections.

5. Vacancies in Office. If a vacancy occurs in the office of the Chair, the Chair-Elect shall succeed and complete the term and shall serve as Chair also in the following year. The Vice-Chair shall serve simultaneously as Chair-Elect. During the remainder of the term and shall continue to serve as Chair-Elect in the following term.

If a vacancy occurs in the office of Chair-Elect otherwise than through advancement to Chair, the Vice-Chair shall become Chair-Elect. In this case, and also if he office of Vice Chair becomes vacant for other reasons, the office of the Vice Chair shall remain vacant for the remainder of the term. In the next scheduled election, candidates for both Chair-Elect and Vice Chair shall be nominated.

If vacancies occur in the offices of both the Chair and the Chair-Elect, the Vice Chair shall become Chair and shall complete the term. In this case, a special election shall be held to fill the offices of Chair-Elect and Vice Chair. The members so elected shall continue to serve as officers in the normal succession order.

Vacancies in any other elected office shall be filled (or left unfilled) by the Executive Committee until such time as the vacancy can be filled by regular election procedures.

ARTICLE VIII – OFFICIAL YEAR

The official year of the FIP is a calendar year from January 1 through December 31.

ARTICLE IX – APPOINTED COMMITTEES

There shall be four statutory committees of the FIP, plus any other deemed necessary for the operation of the FIP in the judgment of the Executive Committee. The statutory committees shall be as follows:

1. The Nominating Committee: The Nominating Committee shall be chaired by the FIP Past Chair and in addition shall include members of the FIP appointed by the FIP Chair to staggered two-year terms, and one member appointed to a one-year term by the APS Council. The FIP Chair shall ascertain through the Executive Officer the identity of this member. The Nominating Committee shall prepare a slate of candidates for the positions of Vice-Chair, Secretary/Treasurer, FIP Councillor and Members-at-Large, in accordance with Article VII of these Bylaws. The Nominating Committee shall also advise the Chair on suitable candidates for Society offices and committees, including the Wheatley Award Selection Committee, the Committee on International Scientific Affairs, and the Committee on the International Freedom of Scientists.

2. The Program Committee: The Program Committee shall consist of the Chair, the Chair-Elect, the Vice Chair and the Secretary/Treasurer, and other FIP members appointed as necessary by the FIP Chair. The Program Committee shall be chaired by the Chair-Elect, and shall be responsible for arranging invited and contributed papers and organizing symposia within the area of interest of FIP at APS General Meetings.

3. The Fellowship Committee: The Fellowship Committee shall consist of the Chair- of the FIP and the Members-at-Large of the Executive Committee, and shall be chaired by the Chair- of the FIP. The Fellowship Committee shall be responsible for reviewing the qualifications of candidates for fellowship and reporting its recommendations to the FIP for submission via the Executive Officer to the Fellowship Committee of the Society.

4. The Newsletter Committee: The Executive Committee shall elect an Editor for the Newsletter to a renewable term of three years. The Editor may recruit Newsletter Committee members as required from among FIP members. The Newsletter Committee shall be responsible for collecting and reporting on issues and events in the interests of FIP members, and producing two issues of the Newsletter each year; one of which shall be sent to FIP members and shall include election and balloting information, and the other of which, if the Secretary/Treasurer so approves, shall go to the entire APS membership.

5. Ad Hoc Committees: The Chair may appoint other ad hoc committees, which shall serve only during his or her term as Chair. The terms of committee members appointed or recommended by an incoming Chair shall commence at the beginning of the year in which he or she assumes office.

ARTICLE X – AMENDMENT OF BYLAWS

Proposals for amendments to these bylaws may be made by the Council, by the FIP Executive Committee, or by petition to the Chair signed by no less than ten percent of the members of the FIP. If a proposed amendment originates within the FIP, it must be approved by Council before further action can be taken. Following Council approval, the Secretary/Treasurer shall distribute copies of the proposed amendment to all members of the FIP not less than four weeks before the Annual Meeting, and opportunity for discussion shall be given during the Annual Meeting. The Secretary/Treasurer shall incorporate a vote on the proposed Amendment in the next unit election. The adoption of an amendment shall require the affirmative vote of no less than two thirds of the members voting and shall become effective as soon as the official count of the ballots is completed.

Last Revision: November 2012