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 South Jersey area. 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 and industrial 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.
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 as the Chapter, is an affiliate of the Human Factors 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 as the Society.
ARTICLE III – MEMBERSHIP
Section 1. Classes of Membership. The voting membership shall include Members and associates 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:
a. Member – Membership in the Human Factors and Ergonomics Society (HFES).
b. Associate – Interest or activity in human factors or a related field.
c. Contributing – Donating more money than is required for dues.
Section 3. Application for Membership. Persons who wish to apply for membership shall submit a written or electronic application to the Chapter Secretary following a prescribed format. This format must include acceptable evidence of the applicant’s qualifications. Membership in the Society shall be verified against HFES Records.
Section 4. Election to Membership. The Membership Committee or current chapter officers 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.
a. 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 access to all Chapter publications, and have a hearing before expulsion.b. Associates. Associates in good standing shall be entitled to all privileges of Membership with the exception of holding the office of President. The President must be a member of both the Society and Chapter.c. Special. Special classes of member shall be entitled to such privileges as the Chapter Executive Council may establish.
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.
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 vote of the full Executive Council. Sufficient causes for involuntary termination include: 1) failure to pay dues for one year, or 2) conduct prejudicial to the purposes of the Chapter (for which an appeal may be made to the Executive Council, if requested in writing 30 days from receipt of notice of termination).
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.
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.
a. 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.
b. 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 vote of the Executive Council. The President-Elect shall be a member of the Executive Council.
c. 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. He or she shall maintain the membership list and other mailing lists pertinent to Chapter business. The Secretary shall be a member of the Executive Council.
d. 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.
e. Membership Chair. The Membership Chair shall keep a record of all Chapter members and their contact information. He or she shall maintain an electronic mailing list to aid other officers in contacting Chapter members.
f. Activities Chair. The Activities Chair shall be responsible for organizing and communicating with all Chapter members about events. He or she shall reserve space as necessary for events and propose all costs associated with Chapter activities.
g. Nominations Chair. The Nominations Chair shall run all Chapter elections. This includes contacting all Chapter members when seeking nominations, when asking for votes on nominations, and to provide a method by which to vote. He or she will provide a tally for votes.
h. Publications Chair. The Publications Chair shall use an agreed-up method (e.g., website) by which to announce and record events; show chapter bylaws; and provide contact information for Executive Council officers.
i. Program Chair. The Program Chair schedules regular meetings for the Chapter and the Executive Council. He or she also reserves meeting spaces.
ARTICLE V – EXECUTIVE COUNCIL
The affairs of the Chapter shall be managed by the Executive Council, which shall consist of the elected Officers. 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 Chairperson of the Nominations and Elections Committee shall issue by electronic or regular 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 who are eligible for each office to be filled. Thirty days after the date nomination ballots are delivered, 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. In order 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 two weeks after the closing of nominations, the Chairperson of the Nominations and Elections Committee shall distribute by email or mail the election ballot to all Members and Associates in good standing. Thirty days after the date the election ballots are sent, 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. Tie votes for any office shall be resolved by drawing lots or by runoff electronic voting. 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 (and Officers-Elect) 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 shall be two years. 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. Officers-Elect shall serve their complete terms of office before becoming eligible for reelection to the same 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 vote. In the event that an Executive Council member resigns or is removed, the Executive Council may appoint, by a majority vote, 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 Committee Chairpersons, 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 Chairperson of each Committee shall select and appoint such Committee members as are necessary to conduct the affairs of the Committee. Chairpersons and other Committee Members shall normally serve from the time of their appointment until the close of the next Annual Business Meeting.
Section 2. Standing Committees.
a. Membership. The Membership Committee shall consist of a Chairperson and not less than one additional member appointed by the Chairperson. It 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, and 3) submit its evaluations and recommendations to the Executive Council for action.
b. Nominations and Elections. The Nominations and Elections Committee shall consist of a Chairperson and not less than one additional member. It 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, 2) ascertain the eligibility and willingness to serve of all nominees.
c. Program. The Program Committee shall consist of a Chairperson and not less than one additional member appointed by the Chairperson. It shall 1) plan the content of, and 2) execute the arrangements for, all regular meetings of the Chapter, and such special meetings as may be called by the President and the Executive Council.
d. Publications. The Publications Committee shall consist of a Chairperson, the Editors of all regular chapter publications and not less than one additional member appointed by the Chairperson. It shall 1) be responsible for publishing and distributing all Chapter publications, 2) identity and defined requirements for new publications, and 3) prepare and submit budget requests to the Executive Council at least annually. The Chairperson shall appoint Editors for each Chapter publication, subject to confirmation by the Executive Council. He or she shall establish and enforce editorial policies subject to such constraints as may be imposed by the Executive Council. Editors shall be delegated full editorial authority, subject only to established editorial policies. The tenure of an Editor shall be limited only by his willingness to serve and continued approval by the Executive Council. The Executive Council may vote for the removal of an Editor. Copies of all Chapter publications shall be submitted regularly to the Executive Council.
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. Meetings may be held electronically or physically; however, one regular physical meeting must be held every year.
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 five days prior to the meeting date.
Section 3. Special Meetings of the Chapter. A Special Meeting of the Chapter may be called by the: 1) Executive Council, or 2) Secretary upon written request of not less than one member of the Chapter. The Executive Council shall select the time and place of all Special Meetings. Announcements for each meeting shall be mailed to Chapter membership not less than one day prior to the meeting date.
Section 4. Quorum. Fifty percent of the voting members of the Chapter present in person shall constitute a quorum at any Regular or Special Meeting of the Chapter. Any meeting at which a quorum is present may, by 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 Chairperson, publication Editor, or member-at-large to present or receive reports and recommendations pertinent to the conduct of the Chapter affairs. A majority of the members of the complete Executive Council shall constitute a quorum.
Section 6. Parliamentary Authority. The rules contained in Roberts’ Rules of Order shall govern the Chapter in all cases in which they are applicable, and in which they are consistent with the Chapter or the HFES, 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 HFES. 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 Society.
Section 3. Special Expenditures. If a member has a need for a Chapter purchase or other expenditure, the Treasurer can approve such a purchase as many times as needed, not to exceed a total of $200 per calendar year.
ARTICLE X – AMENDMENTS
Section 1. Proposal. Motions to adopt, amend, or repeal Chapter Bylaws submitted in writing to the Secretary and shall bear the signatures of at least one member of the Chapter or Executive Council. Motions shall be distributed by the Secretary to the Executive Council within seven 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 one day, nor more than seven, thereafter to return their votes.
Section 2. Adoption.
a. Motions Approved by the Executive Council. Approval of Motions to adopt, amend, or repeal Chapter Bylaws shall require a two-thirds 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 one day, nor more than seven days, thereafter to return their votes. Voting shall be by secret ballot. Motions shall be adopted if approved by a two-thirds majority.
b. 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 two voting members shall cause a mail or electronic ballot on the motion to be distributed by the Secretary within seven days to all voting members of the Chapter. Voting members shall be allowed not less than one day, nor more than seven 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 majority of all voting members.
Section 3. Society Approval. Any amendment to these Bylaws initiated by the Chapter shall be submitted in writing within 30 days after its passage to the Chairperson 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 email or regular 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; and any deviation there from 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.