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BY‑LAWS OF THE SOUTHEASTERN NEURORADIOLOGICAL SOCIETY

Section 1. NAME

The name of the Corporation is SOUTHEASTERN NEURORADIOLOGICAL SOCIETY, INC.

Section 2. PURPOSES

The purposes and objectives of this corporation shall be educational, scientific, non-sectarian, non-political, and inclusive:

  1. To advance knowledge in the field of neuroradiology.
  2. To develop and support standards for the training and practice of neuroradiology.
  3. To encourage research in neuroradiology.
  4. To stimulate interest in neuroradiology and development of equipment, instrumentation, and products designed to fill the needs of neuroradiologists.
  5. To promote a closer fellowship and exchange of ideas among neuroradiologists.

The purposes of the organization shall be achieved by conducting neuroradiology related conferences and presenting cases of interest to fellow neuroradiologists and members of the society.

Section 3. MEMBERSHIP

Membership shall be open to any individual interested in or practicing neuroradiology. Membership shall be in the following categories: Active, Associate, Corresponding, Emeritus and In-Training.

3.1. Membership categories

3.1.1. Active Member: An active member residing and practicing within the geographic limits of the Society as defined by Article XIII in the Articles of Incorporation (Alabama, Arkansas, Florida, Georgia, Kentucky, Louisiana, Mississippi, North Carolina, South Carolina, Tennessee, Virginia, and West Virginia). The Active Member in good standing shall be entitled to vote, to hold elected and appointed office(s), to serve on committee(s) and to propose candidate(s) for nomination(s) or membership.

3.1.2. Associate Member: A member as defined in section 3.1.1. who subsequently relocates and practices outside the geographic limits of the Society. The Associate Member shall have all the privileges of an “Active member” except for the right to vote or be elected to office, shall be required to meet all membership qualifications under Section 3.2., and shall pay same dues and registration fees as an “Active Member”. If the change from “active” to “associate” member occurs while the member is in an Executive Committee position the following will apply:

  • Permitted to ascend to the next Executive Committee position if the change to “associate” member occurs while holding the president elect or president position at the time of transition.
  • Permitted to continue only in the Executive Committee position for the current year if the change to “associate” member occurs in any other Executive Committee officer position.

3.1.3. Corresponding Member: A practicing non-board-certified Radiologist or non-physician professional such as a dentist, MRI scientist, nurse practitioner or Allied Health Professional with interest in the field of Neuroradiology.  The Corresponding Member shall have no right to vote or be elected to office and shall pay same dues and registration fees as an “Active Member”.

3.1.4. Emeritus Member: A current member who is retired from active practice and has been a member of SENRS or any/all House of Neuroradiology (HONR) Societies for at least 5 years. The Emeritus Member shall have all the privileges of an “Active Member” except for the right to vote or be elected to office. Dues are not required.

 3.1.5. In-Training Member: An In-Training Member shall be a medical student, resident participating in a full-time, accredited, training program or a fellow physician seeking subspecialty training in neuroradiology, head and neck imaging, neurointerventional radiology and or pediatric neuroradiology. Dues are not required.

3.2. Qualifications

Candidates must be eligible or have passed the American Board examination in Radiology or possess a specialty qualification in Radiology or Neuroradiology which is an acceptable equivalent in the opinion of the Society. This requirement is waived for In-Training applicants. Members of the House of Neuroradiology (HONR) Societies are automatically eligible for becoming Society members but require successful vote by the Society membership.

Notwithstanding the above qualifications, the Society may offer membership to any person who, in the opinion of the Society, possesses great merit, or has made outstanding contributions to the field of Neuroradiology and or to the Society.

3.3. Membership Application & Election to Membership

A candidate member may submit an electronic application for a Society Membership. In addition, any member of the Society may propose persons suitable for membership to the Chairperson of the Membership Committee. The Chairperson, having received such proposal of membership, shall correspond with the prospective member and request return of a completed membership application form. Applications shall be reviewed by the Membership Committee in regard to required qualifications. The names of all applicants shall be distributed by the Secretary to all voting members at least thirty (30) days prior to the Annual Meeting. The Membership Committee shall present the applicant to the Society membership at the Annual Meeting for a formal vote. Under these circumstances, a two‑thirds vote of the attending voting members shall be necessary for election of an applicant, at which time the applicant shall become a member of the Society. If no Annual Meeting is held, an electronic vote of new members may be initiated by the Secretary of Society for approval.

3.4. Membership fees and dues

The dues of this Society shall be due and payable on January 1. The paid dues shall cover the fiscal year beginning on that date. The dues shall be set annually by the Executive Committee and shall be consistent with the needs of the Society.

Dues shall become delinquent on June 30 of the year and delinquent members shall be notified by that date that their membership in the Society will be terminated in thirty (30) days unless dues are paid. Failure to pay dues by the end of this grace period shall automatically result in dropping of the delinquent member from the Society effective on the 31st day.

For reinstatement, a member terminated for non-payment of dues in the calendar year of termination shall pay all regular dues set by the Executive Committee. In the second year following termination, all regular dues and dues in arrears must be paid and the Executive Committee must approve reinstatement. If the Executive Committee does not approve reinstatement or if the member was terminated more than 2 years ago, a reapplication for Society membership is required.

Section 4. OFFICERS

The officers of the Society shall be the President, President‑Elect, Secretary, and Treasurer.   Officers shall be members of the Society, in good standing, and shall be elected by a majority of votes at an Annual Meeting, providing a quorum is present.

4.1. President

The President shall be the presiding officer of the Society, Chairperson of the Executive Committee, and a member ex‑officio of all committees. He/she shall perform all of the duties which custom and parliamentary practice commonly associate with the office of President and shall appoint all Ad Hoc committees and representatives as necessary. The term of office as the President shall begin at the adjournment of the Annual Meeting at which election took place. If no Annual Meeting is held, then the term of office shall be extended to the next Annual Meeting.

In the absence of the President-Elect, or if otherwise unable to act, the duties of the President-Elect shall be performed by the President.

4.2. President-Elect

The President‑Elect shall be a member of the Executive Committee, shall be Chairperson of the Nominating Committee and Chairperson of the Program Committee.  The term of office as President-Elect shall begin at the adjournment of the Annual Meeting at which election took place. If no Annual Meeting is held, then the term of office shall be extended to the next Annual Meeting.

In the absence of the President, or if otherwise unable to act, the duties of the President shall be performed by the President‑Elect.

4.3. Secretary

The Secretary shall maintain a correct and permanent record of the proceedings of the Society and shall coordinate with the Executive Secretary to produce an up-to-date directory of membership every two years, showing members’ current addresses, telephone numbers, and e-mail addresses; shall conduct correspondence, assure applicants for membership in the Society are notified of their acceptance within thirty (30) days of the Annual Meeting and perform all other duties that usually and customarily appertain to the office of Secretary; shall assure safe keeping for all records and transactions of the Society which possess historical value; shall distribute to each member of the Society a transcript of the minutes of the Annual Meeting, which shall include the reports of all officers and committees.  The transcript shall not be verbatim but may be condensed and abridged by order of the Executive Committee.  The Secretary shall be a member of the Executive Committee. Following two years of service as Secretary, the Secretary will ascend to the office of President-Elect alternating with the Treasurer. If no Annual Meeting is held, then the term of office shall be extended to the next Annual Meeting. In the absence of the Treasurer, or if otherwise unable to act, the duties of the Treasurer shall be performed by the Secretary.

4.4. Treasurer

The Treasurer, in collaboration with the Executive Secretary, shall collect, receive, and be accountable for all funds of the Society and shall disburse from the treasury such funds only upon order of the Executive Committee and shall keep a complete and permanent record of the financial bond.  The treasurer shall make a full financial report at the Annual Meeting of the Society which shall be incorporated into the minutes of the meeting.  The Treasurer shall be a member of the Executive Committee. Following two years of service as Treasurer, the Treasurer will ascend to the office of President-Elect alternating with the Secretary. If no Annual Meeting is held, then the term of office shall be extended to the next Annual Meeting. In the absence of the Secretary, or if otherwise unable to act, the duties of the Secretary shall be performed by the Treasurer.

4.5. Executive Secretary

The Executive Secretary shall be a paid employee of the Society and shall report to the Executive Committee.  The Executive Secretary will be responsible for the books and records, planning and executing the Annual Meeting, compiling an annual financial statement to the Executive Committee at the Annual Meeting, and for performing other responsibilities designated by the President and by the Executive Committee.  The Executive Secretary shall be proactive and shall have wide latitude in coordinating the affairs of the society.

4.6. Procedure for vacancy

A vacancy in any of the foregoing offices because of death, resignation, disqualification or otherwise, shall be filled by an Active Society member selected by the Executive Committee for the un-expired portion of the term.

Section 5. COMMITTEES

Standing committees of the Society shall be as follows: Executive Committee, Program Committee, Nominating Committee, Membership Committee, Education Committee and such other committees that in the judgment of the Executive Committee or the membership of the Society may be necessary.  Such committees shall be appointed by the President unless otherwise provided herein or directed by the Society.  Actions of all committees shall be reported to the membership at its annual Business Meeting and are subject to review and approval by the membership. In-Training Members are not eligible to serve on the standing committees but may serve on other ad hoc committees if considered appropriate by the President.

Existing ad hoc committees shall be as follows: By-Laws Committee, Corporate Liaison Committee, Electronic Media Committee, and Gold Medal Award Committee.

5.1. Executive Committee

  • The Executive Committee shall consist of the President, President‑Elect, Secretary, Treasurer, and the immediate Past President. The President shall be the Chairperson of the Executive Committee.
  • The Executive Committee shall perform the duties customarily expected of boards of directors of corporations, shall be empowered to carry out the business of the Society between meetings of the membership, to control and manage the affairs and expenditures and investments of valuable property. No money or other valuable property of the Society shall be expended, mortgaged, or otherwise disposed of without the sanction and approval of the majority of the Executive Committee, except it be ordered by a three‑fourths vote of the members present and voting at the regular Annual Meeting. It shall require a three‑fourths vote of members present and voting to reject any recommendation of the Executive Committee relative to finances of the Society.
  • The Executive Committee shall select the time and place of meetings as well as the dues for the ensuing year which shall be consistent with the operational needs of the Society. The Executive Committee may set late payment fees for delinquent dues.
  • The Executive Committee shall provide general supervision of the affairs of the Society not otherwise provided for.

 5.2. Program Committee

The President Elect shall be Chairperson of the Program Committee and shall appoint members as necessary for assistance. The Treasurer shall be a member of this committee.

The Program Committee is responsible for the planning and implementation of the Annual Meeting.  These responsibilities include:

  • Inviting the main presenters.
  • Obtaining titles of presentations and abstracts. Creation of program outline including focus and duration of sessions, types and length of presentations, as well as times and locations of events with the tentative schedule available in January and the final brochure by March of the meeting year.
  • Sending of notes of thanks to all presenters and corporate support after the meeting.

 5.3. Nominating Committee

The Nominating Committee shall consist of the President‑Elect, as Chairperson, and two members in good standing who shall be elected from the membership at large. Each member shall serve for one year with option to be renewed for another year.

The Nominating Committee shall oversee the recruitment and succession planning for all officers and committee assignments which will be solicited from the general membership.  It shall nominate one or more candidates for the Membership Committee (considered the entry position for the Executive Committee of the Society) after obtaining the candidate’s consent and approval of the nominee(s) by the Executive Committee. Nominees will obtain final approval by vote of the general membership at the Annual Meeting.  It shall be also responsible for sending out any changes to the organizations governance policies, procedures, and guidelines to the general membership for a vote.

 5.4. Membership Committee

The Membership Committee shall consist of the Past President (Chairperson), and three elected members. Each member will be elected for three years. There will be a regular yearly rotation of one member per year. Following three years of service on the Membership Committee, the committee member will ascend to fill either the office of Secretary or Treasurer depending on vacancy.

The Membership Committee will monitor all aspects of membership including invitations, retention and education including:

  • Increasing membership through recruitment.
  • Reviewing and screening membership candidates to assure they fulfill the requirements for membership in the appropriate category as determined by these By-Laws.
  • Keeping members updated on relevant events and information.
  • Welcoming new members, facilitating onboarding and encouraging participation in the Society.

5.5. Education Committee

The Education Committee shall consist of the Chairperson (preferentially to be selected from Education Committee members of the proceeding years), President-Elect, and up to five members in good standing who shall be selected from the membership at large. Each member shall serve for one year with option to be renewed for another year.

The Education Committee will be responsible for outreach and engagement with students, trainees, and junior faculty. The committee shall oversee the format and announcements for abstracts and other submissions, selection of abstracts for presentation at the Annual Meeting, selection of awards for abstract submission, and other related submissions. In addition, the Education Committee shall be responsible for selection of the Best Presentation Award and organization and presentation of the Best Presentation Award to the selected presenter at the Annual Meeting. The committee shall work directly with the Program Chair and SENRS/ASNR staff to coordinate announcements to the respective memberships regarding abstract and related submissions.

 5.6. Other

Other necessary committees and representatives, not specifically mentioned heretofore, shall be appointed by the President.

Section 6. MEETINGS

The Annual Meeting of the Society shall be held at a place and time designated by the Executive Committee. Special business meetings may be called by the President of the Society or upon the written request of one‑third of the members. Such written request shall be sent to the Secretary. At such special meetings, no other business shall be conducted except that stated in the call of the meeting.

Ten percent of the voting members in good standing shall constitute a quorum. A notice of, and agenda for, the Annual Meeting shall be sent to all members by the Secretary thirty (30) days in advance of such meeting. Similarly, notices for special meetings shall be sent thirty (30) days in advance. The President Elect shall be responsible for the meeting arrangements. Attendance at business meetings shall be limited to members.

Scientific meetings shall be open to members and invited guests as approved by the Executive Committee.

  6.1. Meeting Procedure

The fiscal year shall begin on the first of July and shall end on the 30th of June. In the absence of contrary statements in the Articles of Incorporation, Roberts’ Rules of order shall govern the procedure.

Order of business:

  • Call to order
  • Reading and approval of the minutes
  • Secretary’s report
  • Treasurer’s report
  • Report of the committees
  • Unfinished business
  • Election of members
  • New business
  • Report of Nominating Committee
  • Appointment of tellers
  • Election of officers
  • Installation of officers
  • Appointment of committees
  • Adjournment

 Section 7. AMENDMENTS

These By‑Laws may be amended at any Annual Meeting of the Society by two‑thirds of the members present, providing there is a quorum.  Notice of the proposed amendment shall be presented to the members in the call for the meeting at which the vote is taken, in accordance with the provisions of the Articles of Incorporation. In the event of conflicting statements, the By-Laws shall supersede the Articles of Incorporation.

Section 8. ELECTION

Officers of this Society shall be elected at the Annual Meeting each to serve for a period of one year or until the next Annual Meeting, except the Secretary and Treasurer, who will serve for a period of two years. The Secretary and Treasurer will be elected in alternating years, such that these two offices will not be filled or vacated simultaneously.

The method of procedure for holding election of officers of this Society shall be as follows:

8.1. The Nominating Committee shall nominate one or more candidates for each of the elective offices of the Society, namely: President‑Elect, Secretary, Treasurer, as well as the Education Committee Chairperson and report the names to the Society at the Annual Meeting, after obtaining the candidate’s consent. The current President Elect shall become the President.

8.2. The order of elections shall be as indicated in the above list of elective officers.

  • The President shall give opportunity for other nominations to be made from the floor after which the nominations shall be closed.
  • In all cases where more than one person shall be nominated for the same office, votes shall be cast by secret ballot.
  • A three-person committee shall act as tellers; distribute, collect and count ballots and report the same to the President.
  • The result of the election shall be announced immediately. The candidate getting the greatest number of votes shall be declared elected. In case of a tie ballot, the presiding officer shall declare the election for that position void, and additional nominations will be called for before another vote is taken.
  • Only active members in good standing shall be entitled to vote and to hold office.

 Section 9. WAIVER OF NOTICE

Whenever any notice is required to be given under the provisions of the Florida Non‑Profit Corporation Act on its provisions of the Articles of Incorporation or the By‑Laws of the corporation, a waiver thereof in writing signed by the person or persons, entitled to such notice, whether before or after the time stated therein, shall be deemed equivalent to the giving of such notice.

Section 10. CERTIFICATION

I, the undersigned, do certify that these By‑Laws have been adopted by the Executive Committee as submitted.

Section 11. DISSOLUTION

In the event of dissolution or final liquidation of the Society, all of its assets remaining after payment of its obligations shall have been made or provided for, shall be distributed to and among such corporations, organizations, and foundations organized and operating exclusively for scientific and educational purposes consistent with those of the Society as shall be designated by the Executive Committee.