Bylaws of the New Jersey Section of the AIHA

ADOPTED APRIL 9, 1946
AS AMENDED 1947, 1959, 1965, 1970, 1975, 1983, 1986, 1991, 1995, 1999, 2005, 2010, 2011

ARTICLE I – NAME

Section 1. The name of this organization shall be the American Industrial Hygiene Association, New Jersey Section, Inc., hereinafter referred to as NJAIHA.

ARTICLE II – OBJECT

Section 1. The object of the NJAIHA shall be to promote the industrial hygiene profession; to increase the knowledge of industrial hygiene through interchange and dissemination of information; to promote the study and control of environmental factors affecting the health and well-being of workers; to correlate such activities as are conducted by individual s and agencies through industrial, educational and governmental groups and to bring together persons interested in the various phases of industrial hygiene.

Section 2. The NJAIHA shall cover the State of New Jersey.

ARTICLE III – MEMBERSHIP

Section 1. There shall be four classes of membership in NJAIHA called Full Member, Student Member, retired member, and Honorary Life Member

Full membership is the class of membership for those actively engaged in the practice or study of industrial hygiene, or any subspecialty of industrial hygiene, or activities that support the field of industrial hygiene. Student membership is the class of membership for those who are regularly enrolled in an accredited college or university in a field of study related to industrial hygiene and who spend full time on academic course work. Retired membership is the class of membership given to those who have retired from work in the field. Honorary Life Membership is the class of membership awarded to individuals who have made a significant contribution to the Section and/or field of industrial hygiene.

Section 2. Full Membership shall be conferred upon an eligible individual, as described in Section 1 of this Article, by a two-thirds majority vote of the Executive Committee. A Full Member in good standing shall have the right to vote on questions placed before the membership at large and shall be eligible to hold any elective or appointed office within the section, provide that the requirements of Article IV Section 3 are met.

Section 3 Eligibility, application and acceptance for Student Member shall be the same as for Full Membership, except that the applicant must be enrolled as a full-time student in a College or University, as verified with a copy of student enrollment forms or tuition charges. A Student Member in good standing shall have all the rights and privileges of a Full Member, except the privilege of holding elected or appointed office.

Section 4 Retired membership may be conferred upon an eligible individual, as described in Section 1 of this Article, by affirmative vote of a simple majority of the Executive Committee. Retired Member shall have the rights and privileges of a Full Member. A free lifetime membership (no dues) will be an additional privilege. Section 5 Honorary Life Membership may be conferred upon an eligible individual, as described in Section 1 of this Article, by affirmative vote of two-thirds majority of the Executive Committee. An Honorary Life Member shall have the same rights and privileges of a Full Member. A free lifetime membership will be one of the additional privileges. [Note: This section on Honorary Life Membership will follow section below (Retired Membership).]

Section 6 Any member of NJAIHA in good standing as of the date of the adoption of these Bylaws or of any subsequent amendment shall continue his/her status as a member of the Section, notwithstanding any changes in eligibility requirements for any class of membership.

ARTICLE IV – OFFICERS AND DIRECTORS

Section 1. The officers of the NJAIHA shall be a President, President-Elect, Past-President, Secretary, and Treasurer. The President-Elect shall be elected annually and shall serve until his/her successor is installed. The Treasurer shall be elected for three (3) years and serve until her/his HIS/HER successor is installed. The Secretary shall be elected for two (2) years and serve until his/her successor is installed. The President-Elect and President shall automatically accede to the Presidency and Past-Presidency on the Election of the President-Elect.

Section 2. There shall be three (3) directors, who shall be elected for three (3) year staggered terms. Should a Directorship become vacant, the unexpired term will be filled by Presidential appointment.

Section 3. The elected officers shall be either Full, Honorary Life, or Retired Members of the National AIHA in good standing at the time of installation.

Section 4. If the office of President becomes vacant, the President-Elect shall assume the position of President and the Executive Committee shall determine if it is necessary to fill the President-Elect’s office. If the office is to be filled, the Executive Committee will do so by conducting a general election. If both offices of President and President-Elect become vacant less than 60 days before the annual election, the Senior Director (Director on Executive Committee for longest time period) shall serve as President. If any other office becomes vacant, the President, with a simple majority approval of the Executive Committee, shall appoint a member to fill this vacancy until the next election.

Section 5. In the event that any officer or director is incapable of fulfilling the obligations of this office as provided in Attachment A “NJAIHA Position Descriptions,” whether by geographical restriction, illness, or other cause, the Executive Committee shall be empowered to declare his/her office vacant and the vacancy shall be filled according to these Bylaws. Inability to fulfill the obligation of an office shall be determined by simple majority of all members of the Executive Committee.

Section 6. An officer may resign by oral tender of resignation at any meeting of the Executive Committee, or by giving written notice thereof to the Executive Committee. Such resignation shall take effect at the time specified and acceptance of such resignation shall not be necessary to make it effective.

ARTICLE V – ADMINISTRATION

Section 1. The NJAIHA shall be governed by an Executive Committee (EC). The EC shall consist of the o Officers , and the Directors. The President shall serve as the chairperson of the EC. A simple majority of the members of the EC shall constitute a quorum.

Section 2. The Past President or President-Elect in the President’s absence shall preside at all meetings of the Executive Committee.

Section 3. The President chairs all NJAIHA Executive Committee meetings, prepares EC meeting agenda and appoints members of NJAIHA Committees. Additional responsibilities are provided in Attachment A “NJAIHA Position Descriptions.”

Section 4. The President-Elect arranges all regular monthly meetings of NJAIHA and oversees monthly newsletter and announcements. Additional responsibilities are provided in Attachment A “NJAIHA Position Descriptions.”

Section 5. The Treasurer shall be the custodian of all funds of the Section, shall receive all monies due the Section and shall pay all authorized bills against the Section.  The disbursement of all funds from the section shall be made upon authorization by the President or President-Elect and requires signatures by 2-approved members of the Executive Committee. Additional responsibilities are provided in Attachment A “NJAIHA Position Descriptions.”

Section 6. The Secretary shall keep an accurate record of the transactions of the EC and shall carry on the general correspondence of the Section. Additional responsibilities are provided in Attachment A “NJAIHA Position Descriptions.”

Section 7. The Director of Publications is responsible for the maintenance and updating of the Section website ( www.njaiha.org ). If the webmaster is a different person than the Director of Publications, the Director of Publications shall be responsible for the website-related activities of the Webmaster. Additionally, the Director of Publications shall be responsible for overseeing the update of our membership roster on the website. Additional responsibilities are provided in Attachment A “NJAIHA Position Descriptions.”

Section 8. The Director of Membership Services shall receive and distribute new member applications and oversee the NJAIHA Section Scholarships. Additional responsibilities are provided in Attachment A “NJAIHA Position Descriptions.”

Section 9. The Director of Administration shall act as liaison to National AIHA for legislative affairs. Additional responsibilities are provided in Attachment A “NJAIHA Position Descriptions.”

ARTICLE VI – ELECTION OF OFFICERS AND DIRECTORS

Section 1. Nominations for Officers and Directors are presented under the direction of the Past-President with the assistance of a committee as needed.

Section 2. Additional nominations may be made by petitions signed by ten (10) members of the Section in good standing. These nominations must be delivered to the Past President prior to the close of nominations.

Section 3. The Executive Committee shall send a ballot listing all nominations to each member in good standing not later than 30 days prior to close of elections.

Section 4. The results of the elections shall be reported promptly to the Executive Director of the National AIHA.

Section 5. Election shall be by mail ballot in April/May of each year. Those elected shall take office on the following June 30th.

ARTICLE VII – MEETINGS

Section 1. General membership meetings shall be held at least six (6) times per year, between September 1st and June 30th.

Section 2. Special general membership meetings may be called by the President at any time, with the approval of the EC or by petition to the President, signed by ten (10) members of the Section in good standing.

Section 3. All members in good standing shall be notified of meetings at least ten (10) days in advance of the date set for the meeting.

Section 4. EC meetings may be held at the discretion of the President at any time during the year provided notice of at least ten (10) days is given to the members of the EC. The EC shall meet a minimum of six times per year. When the President determines that action on significant section issues are not being addressed in a timely fashion, he/she has the authority to arrange for voting by e-mail or other written communication on items that have been discused and approved for a motion by the EC in prior meetings. The voting will be done through an online balloting system. No one will be able to determine the vote of another EC member and each item for vote will have a predetermined date by which a vote must be cast.

Section 5. The NJAIHA shall be represented on the Local Section Council of the AIHA by two officers chosen from Past President, President or President-Elect of the Section or their designees. They may not be officers or members of the Board of Directors of the AIHA at the time of their service on the Local Section Council.

Section 6. The members attending the Local Section’s Council Meeting shall report to the NJAIHA on the Annual Meeting of the AIHA, and bring its members the highlights of that meeting. The report shall be presented at the first NJAIHA meeting following the National Meeting.

ARTICLE VIII – PUBLIC STATEMENTS

Section 1. No statement which purports to represent the opinion of AIHA shall be issued by the Section until the consent of the Board of Directors of National AIHA has been obtained.

Section 2. No statement which purports to represent the opinion of the NJAIHA shall be issued unless the statement is determined to represent the opinion of the simple majority of the Executive Committee.

ARTICLE IX – DUES

Section 1. The dues shall be established by the EC for Full membership based on the operating expenses of the section. Dues for student membership shall never exceed one half of that charged for Full Members. Honorary Life and Retired Members shall not be assessed dues.

Section 2. Dues shall be invoiced during the  last quarter of each year and shall be payable within 45 days of the invoice date.  When the dues of any member are not paid within three months after they are due, his/her membership is no longer active.  The remedy for this situation will be determined by the Executive Committee.  In general, future payment of full dues results in restoration of active membership.

Section 3. The fiscal year for the NJAIHA will be from July 1 through June 30 so that it coincides with the NJAIHA election year.

ARTICLE X- COMMITTEES

Section 1. The President shall appoint the President-Elect as the chairperson of the Program Committee. The Committee shall be responsible for all arrangements for the regular general membership meetings.

Section 2. The President shall appoint an Audit Committee, consisting of at least two (2) members, at least one (1) of whoM shall be a member of the EC. The function of the Audit Committee shall be to review and verify the financial records of the Section. It is recommended that a financial audit be performed annually, but it shall be performed at least once every three (3) years.

Section 3. The President shall create such other committees as are deemed desirable for the effective management of the NJAIHA and shall automatically become ex-officio member of such committees.

Section 4. The President shall appoint the chairpersons of all committees.

ARTICLE XI – AMENDMENTS

Section 1. A motion to amend these bylaws may be presented by any member in good standing at any regular meeting of the Section or at any special meeting called for the specific purpose. It is recommended that the bylaws be considered for amendment at least once every five years, but no more than every eight years. Proposed amendments on the motion for consideration shall be presented to the membership present at that meeting and circulated to the membership. A simple majority shall be necessary to pass the motion to present the amendment to the general membership.

Section 2. A petition to amend these Bylaws signed by at least ten (10) members in good standing may be presented to the President. Upon receipt of such petition, the President shall present the amendment (s) to the general membership.

Section 3. By two-thirds majority vote of the EC, the amendments to the Bylaws may be presented to the general membership.

Section 4. A written copy of the proposed amendment shall be distributed to the membership. Time shall be allocated for the discussion of the amendment at the subsequent general membership meeting s .

Section 5. Voting shall be by mail ballot or by other verifiable means by members in good standing. A two-thirds affirmative vote of the ballots returned within 30 days shall be necessary for adoption of any amendment.

Section 6. Following adoption by the Section membership, amendments to these Bylaws shall be submitted to the Board of Directors of the AIHA for approval.

Section 7. The New Jersey Section will defend and indemnify each and all officers and directors from any liabilities arising out of the performance of their duties.

ATTACHMENT A to NJAIHA Bylaws 2005

Position Descriptions – Officers

President- serves for one year.

  • Chairs all NJAIHA Executive Committee meetings and prepares agenda
  • Appoints members of NJAIHA Committees
  • Serves as a liaison to and participates in NEIH DEFINE Conference Planning Committee activities
  • Represents NJAIHA as a voting member of the Local Sections Council and, if possible, attends or has designee attend the Local Sections Council forum and business meeting at the annual American Industrial Hygiene Conference & Exposition (AIHCE)
  • Routinely communicates with NJAIHA Membership, Executive Committee, and headquarters staff.
  • Serves as a member of the NJ Industrial Safety Committee
  • Ensures that the local section contact at National AIHA receives all section mailings, any updated membership directories published during his/her term, notification of any officer and bylaw changes, and a complete section activity plan in June (of each year)
  • Expected to attend 75% (3/4) or more of the Executive Committee meetings during his/her one-year TERM.
  • Prepares and presents annual report at last meeting as President (Spring Awards Dinner).

President-Elect- serves for one year.

  • Arranges all regular monthly meetings of NJAIHA. This includes finding speakers, replacement speakers or programs when necessary, meeting location, speaker gifts, procuring appropriate certification points for meetings and providing necessary information to Executive Secretary to ensure membership is informed of meeting information in a timely fashion
  • Oversees monthly newsletter and announcements
  • Chairs the Program Committee and is a nonvoting member of the Local Sections Council
  • Performs tasks requested by President
  • When the President is absent, runs meetings
  • Serves as liaison with the Executive Secretary
  • Serves as liaison to the Welcoming Committee (sign-in table) for meetings
  • Becomes President if the President’s office becomes vacant
  • Expected to attend 75% (3/4) or more of the Executive Committee meetings during his/her one-year term.
  • Attends or designee attends the annual AIHA Local Sections Leadership Workshop.

Past-President- serves for one year.

  • Chairs Nominating Committee (Search Committee)
  • Oversees annual Professional Development Courses preceding NEIH Conference
  • Performs tasks requested by President
  • Expected to attend 67% (2/3) or more of the Executive Committee meetings during his/her one-year term.

Treasurer- serves for three years.

  • Prepares and maintains financial records for NJAIHA
  • Receives funds and pays bills
  • Serves as liaison with the accountant and internal auditor
  • Performs tasks requested by President
  • Files NJAIHA tax exemption form with National AIHA by June 30 and files necessary financial paperwork with National AIHA
  • Prepares and issues financial reports to the Executive Board monthly
  • Prepares and issues financial an annual financial report to the membership at the Spring Awards Dinner
  • Expected to attend 75% (3/4) or more of the Executive Committee meetings during his/her three-year term term.

Secretary- serves for two years.

  • Prepares and maintains minutes for the Executive Committee meeting
  • Maintains current and past incorporation documents, minutes, correspondence and other pertinent documents. Some of these materials are provided to the Historian for long-term storage. Holds the corporate seal for the NJAIHA Section.
  • Oversees Historian
  • Performs tasks requested by President
  • Expected to attend 75% (3/4) or more of the Executive Committee meetings during his/her two-year term.
  • Hands over bylaws and files to incoming Secretary and sends bylaw changes, complete membership roster and local section activity plan to National AIHA.

POSITION Descriptions- DIRECTORS

Director of Publications- serves for three years.

  • Maintains and updates the NJAIHA website with announcements, newsletters, forms, etc.
  • Coordinates development, updating and distribution of the NJAIHA Summer Study Guide
  • Organizes membership roster and oversees updates on the web (at least annually)
  • Manages advertising (when applicable) in monthly announcement
  • Performs tasks requested by President
  • Expected to attend 67% (2/3) or more of the Executive Committee meetings during his/her three-year term.

Director of Membership Services- serves for three years.

  • Receives and distributes new member applications and generates acceptance letters
  • Oversees awarding of NJAIHA Section scholarships
  • Oversees Student Affairs Committee
  • Selects appropriate awards for presentation on Awards night
  • Coordinates conducting of membership drives for NJAIHA Section and contacting potential members
  • Performs tasks requested by President
  • Expected to attend 67% (2/3) or more of the Executive Committee meetings during his/her three-year term.

Director of Administration- serves for three years.

  • Liaison to National for Legislative Affairs
  • Serves as liaison to the lobbyist when NJAIHA is using a lobbyist
  • Serves as liaison to the Audit Committee
  • Performs tasks requested by President
  • Prepares reports for each Executive Committee Meeting and/or publishes report in newsletter
  • Expected to attend 67% (2/3) or more of the Executive Committee meetings during his/her three-year term.

POSITION Descriptions- NON-ELECTED

Historian (no specific term – not a member of the Executive Committee).

  • Coordinates solicitation, collection and storage of documents, equipment and possessions of the NJAIHA Section judged worthy of saving by Executive Committee.
  • Oversees archiving/documentation of items placed into storage.
  • Coordinates removal and subsequent return of items from storage when needed for special events.
  • Expected to read meeting minutes and attend some Executive Committee meetings.

Executive Secretary (no specific term – not a member of the Executive Committee).

  • Maintains in conjunction with the Director of Publications a current roster of the Executive Committee (names, addresses, and telephone numbers) and NJAIHA Membership
  • Maintains NJAIHA mailing list and coordinates NJAIHA mailings.
  • Sends out dues notices and meeting announcements
  • Serves as contact person for confirming attendance at meetings and other events.
  • Performs tasks requested by President
  • Expected to read meeting minutes.