ISIMS Constitution 2017 revised

 

International Society for Ion Mobility Spectrometry - ISIMS

 

CONSTITUTION


Article I - Name and Purpose


Section 1: Name


The Name of the organization shall be the International Society for Ion Mobility Spectrometry hereinafter referred to as "the Society".

 

Section 2: Purpose

The purposes of this Society are:

a) Promote the use of ion mobility spectrometry (IMS) and ambient pressure gas phase ion-molecule chemistry as an analytical technique.
b) Promote education on IMS theory and practice.
c) Provide opportunity for the free exchange of ideas and information on IMS through yearly conferences, poster sessions, vendor exhibits, and publications.
d) Encourage the spirit of unity and cooperation among Society members to advance the Society's objectives.

 

Section 3: Restrictions

This Society shall be restricted to dues paying members. The Society is open to those using IMS or with a strong interest in IMS as an analytical technique.

 

Article II - Membership

Section 1: Requirements


Membership is extended to anyone, in particular to all scientists, engineers, management and sales personnel, and university students who are interested in the development and / or application of IMS as an analytical technique or are interested in ambient pressure gas phase ion-molecule chemistry.

 

Article III - Dues

Section 1: Annual Dues


The membership dues are paid with the registration fee of the annual conference. Membership may also be purchased separately for those unable to attend the annual conference through the official ISIMS website.

 

Article IV - Board of Directors and Officers

 

Section 1: Board of Directors


The policy-making body of the Society shall be a Board of Directors consisting of the Officers and four Members-at-large as voting members, as well the Organizers of the Short Course and of the present and of the upcoming conferences as non-voting members. The Chairperson of the Board shall be the current President.

 

Section 2: Officers

 

The officers of this Society shall be a President, Vice President, Past President, Secretary, Treasurers(2), Technical Program Chair, Nominations Chair, Web Master, and Sponsorship Liaison elected by the Members of the Board for 2 (two) years, except the treasurers(2) which will be elected for 5 (five) years. An honorary voting position on the Board is held by the Editor of the Society's Journal and the Chair of the Advisory Panel. Officers completing their official term of duty and not qualifying, or not eligible to take up further official duties, shall be eligible to serve on the Advisory Panel as decided by the board of Directors.

 

Section 3: Eligibility and Duties

 

Eligibility requirements and duties of Officers and Directors shall be as prescribed in the bylaws.

 

Article V - Election

Section 1: Officers and Members-at-Large

 

The Officers are elected for a 2 (two) year period by the Board of Directors by secret ballot, excluding the President and the Past President. The Vice President will automatically become President after 2 (two) years serving as Vice President and the President will become the Past President after serving for 2 (two) years as President.
The Members-at-Large are elected for a 2 (two) year period by the general membership by secret ballot as prescribed in the bylaws at the annual IMS conference. If a member-at-large is unable to perform actively their duties in accordance with the constitution for 2 (two) consecutive terms then he or she will be disqualified from standing for election at the next election.

 

Section 2: Nominations

 

Nominations for Members-at-Large shall be presented to the membership during the annual meeting, at least 1 (one) day before the elections. The candidates will have the possibility to present themselves to the membership.
Voting shall be completed during the annual conference.
Nominations for Officers of the Board of Directors shall be presented to the Board and elections shall be completed during the Board meeting prior to or at the first day of the annual conference.

 

Article VI - Meetings

Section 1: Annual Meeting

 

There shall be an annual meeting during the annual conference of the Society as prescribed in the bylaws.

 

Section 2: Board Meetings

The Board of Directors shall meet regularly at least once a year. Special meetings may be called by the Chairperson of the Board, or upon petition generated by at least three members of the Board of Directors. They can be held by teleconferences or other web tools.

 

Section 3: Meeting Quorum

No quorum is set for the annual meeting of the society members. A quorum of the Board of Directors for the transaction of business shall be a majority of the Board of Directors.

 

Section 4: Procedure

The rules of procedure contained in Robert's RULES OF ORDER, REVISED shall be used in the conduct of business of the Society in all cases that are not covered by the constitution, bylaws, or other special rules of this Society.

 

Article VII - Committees

Section 1: Committees

Additional standing committees can be initiated by the Board of Directors. Additional committees may have a temporary nature as defined by the President or the Board of Directors.

 

Article VIII - Amendments

 

Section 1: Procedure

 

The constitution may be amended by a two-thirds vote of the members present at any regular or special meeting. Amendments must be proposed in writing over the signed petition of 10(ten) members, and presented to the Board of Directors at least 30 days prior to a regularly scheduled meeting. The Board of Directors must give notification of the vote on a proposed amendment at the beginning of a regularly scheduled meeting. The vote shall take place during a regularly scheduled meeting.

 

BYLAWS

 

ARTICLE I - Membership

Section 1: Admission to Membership

Any participant of the annual meeting is a member of the society for 1 (one) year.

 

Section 2. Retired Members

Established members of the Society who retire from their place of employment shall have their dues waived.

 

ARTICLE II - Eligibility of Officers and Directors

Section 1: Officers

Officers consist of the following positions: President, Vice President, Past President, Secretary, Treasurers, Technical Program Chair, Nominations Chair, Web Master, Sponsorship Coordinator, Journal Editor, and Advisory Panel Chair. Any candidate for these positions, except the Journal Editor, shall have been a member of the Society for 2 (two) years before taking office. The Journal Editor is in an honorary position as an Officer.

 

Section 2: Directors

The Directors consist of the Officers and 4 (four) Members-at-Large. Any candidate for the Member-at-Large positions shall have been a member of the Society for one year before taking office.

 

Section 3: Term

The term of Office or membership of the Board of Directors shall commence at the end of the applicable annual conference.

 

ARTICLE III - Dues

Section 1: Annual Dues

Each member shall be required to pay dues with the annual conference registration. Each member not participating in the conference shall pay dues of $150 for the coming 12 months starting at August 1st either by charge card(s), which are currently accepted by the Society, or by a personal check.

 

ARTICLE IV - Duties of Officers and Board of Directors

 

Section 1: Board of Directors

Duties shall be:

a. Serve as the policy-making body of the organization.
b. Set immediate goals for the current administrative year, and long-term plans and goals for future development.
c. The annual financial audit is carried out by the Board of Directors during the annual meeting.
d. Serve as an evaluation committee to report on membership, meetings, programs, and other activities.
e. Continuously monitor activities in the Society to assure that board policies are being observed.
f. The Board of Directors may cause the removal and replacement of a director for irregular attendance at Board meetings or failure to fulfil his/her responsibilities upon a two-thirds vote of the entire Board.

 

Section 2: Board Membership

The Board of Directors will be composed of the officers and 4 (four) Members-at-Large.

 

Section 3: President

Duties shall be:
a. Responsible to the Board of Directors for the satisfactory operation of the Society in accordance with the constitution and the bylaws established by the Board.
b. Establish organizational structure and staff it.
c. Preside at all regular and special membership meetings of the Society.
d. Sign all written contracts on behalf of the Society as authorized by the Board of Directors or delegate this signing authority to an appropriate individual including the conference organizer.
e. Following term as President, serve on the Board of Directors as Past President for the next 2 (two) program years.
f. Signature authority in the absence of the Treasurers.

 

Section 4: Vice President

Duties shall be:
a) In the absence of the President, perform the duties of the President.
b) Perform such other duties pertaining to the office as designated by the President.
c) Following term as Vice President, serve on the Board of Directors as the President for the next 2 (two) program years.

 

Section 5: Secretary

Duties shall be:
a) Maintain membership records.
b) Take minutes of all Board meetings, general membership meetings and send minutes to the members of the board.
c) Perform such other duties pertaining to his or her office as may be designated by the President.

 

Section 6: Treasurer

Duties shall be:
a) Assume responsibility for the funds of the Society and deposit them in a depository approved by the Board of Directors.
b) With the Conference Organizer, concur with written conference contracts as authorized by the Board of Directors.
c) Pay all bills that fall within the budget, provided the invoices are approved by the official responsible for the activity.
d) Pay all other bills which are duly approved by the Board of Directors. Bills below $500 do not need approval by the Board of directors.
e) Keep books of account of receipts and expenditures which shall be open at all times for inspection by the Board of Directors.
f) Make such reports as designated by the President.
g) The Board of Directors shall serve as the Finance Committee with responsibility for approval of the annual budget. All expenditures within budget are subject to approval of the official responsible. Any change or transfer of funds or expenditures over budget must be approved by the Board.

 

Section 7: Technical Program Chair

Duties shall be:
a) Assume responsibility for the assessment of abstracts for acceptance to the technical program.
b) Inform the authors of submitted abstracts whether their abstract has been accepted or rejected, by the due date agreed by the Board of Directors.
c) Compile the technical program for the annual conference for approval by the Board of Directors.

 

Section 8: Nominations Chair

Duties shall be:
a) Engage with the membership, promote the work of the Board of Directors, survey for potential future members of the Board of Directors and encourage their future participation.
b) Explain the composition and work of the Board of Directors at the start of the annual conference.
c) In years requiring vacancies to be filled it is the responsibility of the Nominations Chair to invite nominations from the membership at the start of the annual conference.
d) If there are more nominations than vacancies the Nominations Chair shall organize an occasion in the program for nominees to present themselves to the membership in order for them to articulate their experience in IMS and their visions for the future work of the Society, organize a voting session during the annual conference, and inform the membership of the results.

 

Section 9: Web Master

Duties shall be:
a) Assume responsibility for the maintenance and improvement of the ISIMS website.

 

Section 10: Sponsorship Liaison

Duties shall be:
a) Assume responsibility for liaison with potential sponsors for the solicitation of funds for the work of the Society.
b) Assume responsibility for all correspondence relating to sponsorship.

 

Section 11: Past President

Duties shall be to
a) Support the President and the entire Board of Directors with his or her experience.

 

Section 12: Journal Editor

The Journal Editor shall:
a) Promote the journal to the society members to publish their work there.
b) Be the contact person with the publisher.
c) Propose and arrange special issues of the journal concerning up to date topics.

 

Section 13: Advisory Panel

Qualification shall be:
a) Ex Officio members who have completed their term shall qualify to serve as specialist advisors to the Society if required by the Board of Directors.
b) Others who are related to the purpose of the society as proposed and elected by the board of directors.
c) Panel members and chair will be selected by the Board of Directors.

Duties shall be:
a) Support the Board of Directors, including attending board meetings. Chair of the advisory panel has voting rights on Board of Directors
b) Support and promote the work of the Society.
c) Advise and support conference organizers with his or her experience.

 

ARTICLE V - Committees

Section 4: Committees

Additional committees may consist of an editorial, finance or other committees of another special nature.
Membership to these committees shall be made by the Board.
All Chairpersons to special committees shall be appointed by the President and concurred upon by the Board of Directors.

 

ARTICLE VI - Vacancies of Officers

Section 1: Procedure

If a vacancy occurs in a directorship during the 2 (two) year period, the Board of Directors shall appoint a qualified member to serve for the balance of the year. The remainder of the vacated term, if any, shall be filled by an appointed short-term director. If a vacancy occurs in an officer's position during the year, the President or the Board of Directors, shall appoint a qualified member to serve the balance of the year.

 

ARTICLE VII - Nominating and Election Procedure

Section1: Nomination

The Nomination Chair shall present the Board of Directors and the presently open Member-at-Large positions and shall call to nominate members for the elections of these open positions at the beginning of the annual meeting. Nominated persons shall have the possibility to present themselves to the members during the annual meeting.

 

Section 3: Procedures and Time of Election

Election of Members-at-Large shall be held during the Society's annual meeting. The Board of Directors may change the time of the election if special circumstances exist.

 

ARTICLE VIII - Meetings

Section 1: Annual

This meeting shall occur in conjunction with the Society's annual conference. All business needing approval of the membership will be presented at this meeting. All annual reports will be presented. Installation of Officers and Directors will be held.

 

Section 2: Special

Special meetings of the Society may be called for a specific purpose only. No other business may be transacted at this meeting. Special meetings may be called by the President, a majority of the Board of Directors, or two-thirds of the membership. The membership must be given a two week advance notice before the meeting is convened.

 

Section 3: Board of Directors

The Board will establish annual meetings. Board meetings should be held in conjunction with the Society's annual meeting. Special meeting dates for the Board, in lieu of or in addition to the above, shall be as decided by the Board.

 

ARTICLE IX - Amendments

Section 1: Procedure

The bylaws may be amended by a two-thirds majority vote of the Board of Directors.
Any proposal for amendments to the bylaws must be presented in writing to the Board of Directors 2 weeks prior to a regularly scheduled meeting. The Board of Directors must give notification of the vote on a proposed amendment at the beginning of a regularly scheduled general meeting. The vote shall take place on the last day of regularly scheduled general meeting.