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Date Approved by Council: April 14, 2016
Date Ratified by Members: TBD
(In the following text, "Society" shall signify the American Physical Society, "Council" and “Board” shall signify the Council of Representatives and the Board of Directors of the Society, respectively; "CEO" shall signify the Chief Executive Officer of the Society. In addition, “Topical Group” shall signify the APS Topical Group on Medical Physics, and “Regular meeting” shall signify the principal meeting held once a year by the Topical Group.)
ARTICLE I -- NAME
This Topical Group of the American Physical Society shall be called the Topical Group on Medical Physics (GMED).
ARTICLE II -- OBJECTIVE
The objective of the Topical Group shall be advancement and diffusion of knowledge of physics in various areas of medicine. This includes, but is not limited to the physics of imaging, therapy, and modeling, with applications in oncology, neurology, cardiology, as well other diseases and normal physiological states.
ARTICLE III -- ENABLING CONSTITUTIONAL PROVISION
Article VIII of the Constitution and Bylaws, and the associated Policies and Procedures of the Society, as said Article, and Policies and Procedures, may be subsequently revised or amended, are hereby incorporated in these Bylaws by reference.
ARTICLE IV -- MEMBERSHIP
The members of the Topical Group shall consist of Members of the Society who have indicated in accordance with procedures established by Council their desire to join the Topical Group and who retain membership from year to year by the payment of designated dues or by other method established by Board.
ARTICLE V -- EXECUTIVE COMMITTEE
Governance. The Topical Group shall be governed by an Executive Committee, which shall have general charge of the affairs of the Topical Group.
Composition. The Executive Committee shall consist of the Officers of the Topical Group, the most recent Past Chair, and six Members-at-Large elected to staggered three-year terms.
Executive Committee Meetings. The Executive Committee shall meet at least once each year and one meeting shall be held during the Regular Meeting of the Topical Group. Any member of the Executive Committee unable to attend a meeting may name a nonvoting alternate who is a member of the Topical Group to represent him or her, subject to the approval of the Chair. A majority of the voting members, including at least two Officers, shall constitute a quorum.
ARTICLE VI -- OFFICERS
Officers. The Officers of the Topical Group shall be a Chair, a Chair-Elect, a Vice- Chair, and a Secretary/Treasurer.
Duties of the Chair. The Chair has overall responsibility for the operations of the Topical Group, and shall preside at all meetings of the Executive Committee and Business Sessions of the Topical Group at which his or her attendance is possible.
Duties of the Chair-Elect. The Chair-Elect shall act in place of the Chair if the latter is unable to perform his or her duties. The Chair-Elect shall perform such other functions as may be explicitly provided in the Bylaws.
Duties of the Vice-Chair. The Vice-Chair shall act in place of the Chair-Elect if the latter is unable to perform his or her duties. The Vice-Chair shall perform such other functions as may be explicitly provided in the Bylaws.
Duties of the Secretary/Treasurer. The Secretary/Treasurer shall maintain the records of the Topical Group including minutes of Executive Committee meetings and Business Sessions, Topical Group activities, and membership lists. The Secretary/Treasurer shall notify the Executive Committee of matters requiring the decision of said Committee and, in collaboration with the Chair, shall prepare the agenda of Executive Committee meetings and Business Sessions. The Secretary/Treasurer shall prepare minutes of Executive Committee meetings and Business Sessions and shall submit these minutes to each member of the Executive Committee and the Corporate Secretary within four weeks after each meeting. Following elections, such minutes are to include the results of the election and a roster of the current Executive Committee membership. The Secretary/Treasurer shall keep the Council informed of the activities and needs of the Topical Group. The Secretary/Treasurer shall have responsibility for all funds in the custody of or placed at the disposal of the Topical Group and, with the concurrence of the Chair, shall authorize disbursements from such funds for expenses in a manner that is consistent with the general policies of the Society and the Topical Group. Financial records shall be kept on an annual basis consistent with the fiscal policies of the Society. The Secretary/Treasurer shall present a financial report at each meeting of the Executive Committee and at the annual Business Session of the Topical Group.
ARTICLE VII -- ELECTION AND TENURE OF THE OFFICERS AND EXECUTIVE COMMITTEE MEMBERS
Qualifications. Officers, Members-at-Large of the Executive Committee and the Student Representative must be members of the Topical Group at least during the year of their nomination and during their tenure in office.
Ballot. The Vice-Chair, Secretary/Treasurer, Members-at-Large of the Executive Committee and Student Representative shall be elected by mail and/or electronic ballot as hereinafter provided.
Nomination and Election of the Vice-Chair, Secretary/Treasurer, and Executive Committee Members-at-Large. Each year the Nominating Committee shall nominate at least two candidates for the office of Vice-Chair, for Secretary/Treasurer during the final year of the term of the current Secretary/Treasurer, and for open positions of Members- at-Large of the Executive Committee and Student Representative. The Nominating Committee shall consult with the Chair before approving the nomination of any candidate for a second consecutive term. The Nominating Committee shall notify the Secretary/Treasurer of the results not later than sixteen weeks before the Regular Meeting, except under extraordinary circumstances. The Secretary/Treasurer shall inform the Topical Group members of the nominations made and shall invite these members to suggest candidates for the various offices and Executive Committee positions. If as many as five percent of the total Topical Group membership determined on 31 December of the year preceding the election suggests the same person for the same office, that person shall be deemed to have been nominated.
The Secretary/Treasurer shall poll the Topical Group membership by mail and/or electronic ballot, stating a closing date at least three weeks prior to the Regular Meeting. Ballots shall be returned to and counted by the Secretary/Treasurer or his or her designate. In the case of an election when the Secretary-Treasurer is a candidate for a second term, the election shall be administered by a process determined by the Executive Committee. Election shall be decided by a plurality of those voting. If there is a tie, the Executive Committee shall decide the election, with the Chair voting only in the case of a tie among the other Executive Committee members. The Secretary/Treasurer shall communicate the results of the election to the Chair and to the Society Corporate Secretary at least two weeks prior to the Regular Meeting and shall publish the results in the following issue of the newsletter of the Topical Group.
Official Year. The official year shall extend from the close of one Regular Meeting to the close of the next Regular Meeting.
Vice-Chair, Chair-Elect, and Chair. The member elected as Vice-Chair shall serve in that office for one year, then for one year as Chair-Elect, and then for one year as Chair. The Chair shall not be eligible for the office of Vice-Chair in the year following his or her term of office.
Terms of Office. The terms of office of the Officers, Members-at-Large of the Executive Committee and Student Representative shall begin at the close of the Regular Meeting of the Topical Group following their election. The Secretary/Treasurer shall serve for a term of three years each and may not serve more than two consecutive terms. The tenure of a Member-at-Large of the Executive Committee shall be three years and shall terminate in the event of his or her assumption of a post as an elected Officer of the Topical Group, and the unexpired portion of his or her term shall be filled as hereinafter provided for a vacancy. The Student Representative shall serve for a term of two years, and may not serve two consecutive terms. If the student status of the Student Representative changes during a first term, he or she will complete the current term but not be eligible for a second term.
Vacancies in Offices. If a vacancy occurs in the office of 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. The Secretary/Treasurer will immediately inform the Corporate Secretary of any vacancies that occur in the Executive Committee.
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 the office of Vice-Chair becomes vacant for other reasons, the office of 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 -- APPOINTED COMMITTEES
Nominating Committee. The Nominating Committee shall consist of three individuals: a member of the Executive Committee appointed by the Chair, with the concurrence of the Executive Committee, for a one-year term who shall serve as Chair of the Nominating Committee; and two members of the Topical Group, one of whom is not a member of the Executive Committee, to be appointed by the Chair of the Nominating Committee with the concurrence of the Chair for one-year terms; and a member appointed by the CEO. The Nominating Committee shall prepare a slate of candidates for the positions of Vice-Chair, Secretary/Treasurer, Members-at-Large of the Executive Committee, and Student Representative according to Article VII.3 of these Bylaws. The Nominating Committee shall advise the Chair on suitable candidates for Society committees, including relevant Society Prize and Award committees, and on candidates for Society offices. The Nominating Committee shall perform such other duties as determined by the Executive Committee of the Topical Group.
Program Committee. The Program Committee shall consist of the Program Committee Chair appointed for a one-year term by the Chair with the concurrence of the Executive Committee; and any other members of the Topical Group whose assistance the Program Committee Chair chooses to obtain during the term of his or her appointment. The Program Committee shall have the responsibility of assisting the APS Director of Meetings in arranging the meetings of the Society. This activity shall include the scheduling of contributed papers within the areas of interest of this Topical Group, as well as the arranging, in cooperation with the APS Director of Meetings, of symposia and sessions of invited papers sponsored by the Topical Group for a meeting. For meetings of the Topical Group, including the Regular Meeting, the Program Committee shall be responsible for the solicitation and selection of invited and review papers and for the arrangement of the programs of such meetings.
Fellowship Committee. The Fellowship Committee shall consist of the Vice-Chair and the Members-at-Large of the Executive Committee. The Vice-Chair shall serve as Chair of the Fellowship Committee.
Terms of Office of Appointed Committee Members. 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.
Ad Hoc Committees. The Chair shall appoint other ad hoc committees as necessary, which shall serve only during his or her term as Chair.
ARTICLE IX -- MEETINGS
Regular Meeting. One meeting of the Topical Group, to be known as the Regular Meeting, shall be held annually at such time and place as shall be ordered by the Executive Committee, subject to approval by the Society Director of Meetings. Whenever it shall be feasible and not to the disadvantage of the members of the Topical Group, the Executive Committee may order this or any other meeting to be held conjointly with a Meeting of the Society or of another society, conference, or group, so long as such joint meeting does not conflict importantly with the schedule of Meetings of the Society as determined by the Society Director of Meetings. The registration fee for the Regular Meeting, when not held jointly with a Meeting of the Society, shall be fixed after consultation with the Society Director of Meetings. Non-members of the Society shall pay a surcharge consistent with Board policy.
Annual Business Session. Each year the Topical Group shall hold a Business Session which shall be a session of the Regular Meeting. This Business Session shall be devoted exclusively to the reports of officers and committees, election results, and the transaction of business affairs. No scientific program of the Topical Group shall be presented simultaneously with the Business Session. The Secretary/Treasurer shall notify the Topical Group members of the agenda for the Business Session no later than three weeks prior to the Regular Meeting.
Other Meetings. Meetings of the Topical Group, other than the Regular Meeting, may be initiated by the Executive Committee or by petition of twenty percent of the members of the Topical Group, subject to consultation with the Society Director of Meetings. Special conferences may be sponsored in whole or in part by the Topical Group, subject to the rules and regulations specified in the Society’s Constitution and Bylaws and Policies and Procedures.
Papers at Meetings. Programs of meetings of the Topical Group may provide for the inclusion of both invited and contributed papers. When a meeting of the Topical Group is held in conjunction with a General Meeting of the Society, the rules of the Society shall apply to submitted papers. When a meeting of the Topical Group is not held in conjunction with a meeting of the Society, the Executive Committee shall prescribe the subject and character of the meeting, which may include limitations on the subject matter of submitted papers. The Secretary/Treasurer shall fix the deadline date for receipt of titles and abstracts in consultation with the Society Director of Meetings and shall designate the place to which they should be sent. The amount of time to be allowed for the presentation of a paper at the Regular Meeting shall be determined by the Program Committee, except as otherwise directed by the Executive Committee. These allotments of time shall be consistent with the Constitution and Bylaws of the Society and with regulations of Council.
ARTICLE X -- DUES
Dues for maintenance of membership in the Topical Group shall be established by...? (text stops here)
ARTICLE XI -- NEWSLETTER
The newsletter of the Topical Group shall be managed and edited by the Chair, who shall oversee its preparation and distribution. There shall be at least one issue per year; the frequency and timing of these issues shall be determined by the Chair in consultation with the Executive Committee. The Editor shall be assisted in policy decisions by the Executive Committee as a whole.
ARTICLE XII -- OFFICIAL ANNOUNCEMENTS
Official announcements shall be made in the APS News (at the discretion of the APS News Editor), in the newsletter of the Topical Group, and/or electronically on the Topical Group website and via email.
ARTICLE XIII -- PROCEDURE FOR AMENDMENT OF BYLAWS
Proposal of a revision or amendment to these Bylaws may be made by the Council, by the APS Governance Committee, by the Executive Committee, or by a petition to the Chair signed by not fewer than ten percent of the members of the Topical Group. However initiated, it must be reviewed by the APS Governance Committee and 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 Topical Group not less than three weeks before the Regular Meeting and opportunity shall be given for discussion during the Business Session. The voting on the proposed Amendment shall be as follows. If a special election is to be held, the Secretary/Treasurer shall initiate a vote of the membership and again distribute copies of the proposed Amendment, accompanied by ballot forms. If a special election is not held, a vote on the proposed Amendment will be included on the next regularly scheduled unit election. Adoption of the Amendment shall require a two-thirds vote by those voting.