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The National Capital Section of the Optical Society of America operates under a Constitution and set of By Laws that have been approved by the membership. A new Constitution, By Laws and Operating Procedures were adapted by acclaimation of a quorum of the membership at the May 19, 1998, annual business meeting held at the Goddard SFC Employee Recreation Area. These documents, shown below, replace older documents that were adapted in the 1980's. At our annual business meeting on May 25, 1999, an amendment to the constitution and by laws was adapted that changed the titles of the First Vice President to Vice President for Programs, of the Second Vice President to Vice President for Arrangements and of the Science Fair Chairman to Vice President for Education and Outreach. The latter was also made a voting member of the Board of Directors. The appropriate changes have been made in the documents that follow. |
Article I. Name
The name of this Society shall be The National Capital Section of the Optical Society of America.
Article II. Aim and Purpose
It is the aim and purpose of this Society, in full agreement with the purposes and scope of the Optical Society of America, its parent body, to promote and disseminate the knowledge of optics and closely allied sciences, to promote the mutual interests of scientists, engineers, teachers, students and skilled workers in these fields, and of designers, manufacturers, and users of optical instruments and allied scientific apparatus, and to encourage cooperation and establish acquaintance among these persons.
Article III. Members
Any individual having a significant connection with the field of optics and subscribing to the aims and purposes of the Society may become a member upon approval of the Board of Directors and the payment of the required dues and fees. Four categories of membership are authorized: Regular, Student, Honorary and Corporate. The membership eligibility for these four levels is further defined in the Bylaws
Article IV. Officers and Directors
1. The Board of Directors shall act as the executive governing body of the Society. All actions of the Society shall be conducted with the approval of the Board of Directors and the assistance of duly appointed committees.
2. The elected officers of the Society shall be:
3. The voting members of the Board of Directors shall consist of these seven officers. Other regular members (ex officio) of the Board may be appointed by the President with the concurrence of a majority of the Board of Directors present.
4. All officers shall hold office for the NCS fiscal year following their election. An officer may resign at any time by notifying the President or Vice President for Programs in writing.
Article V. Amendments
Amendments to the Constitution and By-laws may be proposed by three members of the Board of Directors or by ten members of the Society by written petition submitted to the Secretary of the Society. A notice of any proposed amendment shall be sent to each member with the notice of the next regular meeting. The proposed amendment shall be presented at the next regular meeting of the Society and voted upon at the following meeting. To be adopted the amendment must be affirmed by at least two-thirds of the members or at least four-fifths of the votes cast whichever is less.
1. Membership
1.1 Applications.
Application for membership in the Society shall be made in writing (Application Form) to the Board of Directors and shall state the applicant's name, mailing address, telephone and e-mail address, if available, and payment for one or more year's dues. Four categories of membership are authorized. Regular: Individuals expressing an interest in optics and submitting dues payment. Student: Students expressing an interest in optics and submitting reduced dues payments. The student must be in school 7th - 12th grade or university/college at least half time. Corporate: Authorized, but currently inactive. Honorary: Of one year duration awarded annually to those who have been speakers at an NCS meeting and to winners of Science Fair first place awards
1.2 Approval.
Applicants shall be admitted by action of the Board of Directors. No applicant shall be refused membership by reason of sex, race, religious or political belief.
1.3 Duties and Privileges
All members shall have the right to vote in elections and on general membership resolutions, hold office, serve on committees, attend meetings of the Society, and to receive such notices and reports as may be circulated, e-mailed, or mailed to members.
1.4 Termination of Membership
Any member may terminate his membership by giving notice in writing to the Secretary or the President. Members who have not paid dues for the current and one prior NCS fiscal years will automatically be terminated from membership as of December of the current fiscal year. Notice of impending termination will be mailed to such persons. This action may be cancelled for an individual member by vote of a majority of the Board of Directors. Membership in the Society may be suspended or terminated for cause by a two-thirds vote of the Board of Directors.
2. Collections and Disbursements
2.1 Dues
The dues shall be set annually by the Board of Directors at their first meeting. If the dues are increased, no additional charges will be made to members who have paid before this meeting. There will be no charge for Honorary membership.
2.2 Disbursements
Disbursements shall be made in accord with an adopted budget or by the approval of a majority of the Board of Directors.
2.3 Records
Financial: A yearly statement of financia1 condition shall be prepared by the treasurer and shall be reported to the membership within 90 days following the close of the fiscal year. Included in this statement shall be the amount collected from dues and other sources during the preceding years, the principal disbursements and the amount in hand in the treasury. Two members of the Society appointed by the president shall audit this statement and the financial books.
Bank Signatories: The Treasurer, President and Vice President for Programs shall be authorized as signatories on all financial accounts, only one signature being required to draw funds.
Annual Report: The President is responsible for preparing the Annual Report to the Optical Society of America in the format they specify. Other officers shall contribute required information promptly.
2.4 Fiscal Year
The fiscal year of the Society shall begin on July 1 of one year and end on June 30 of the next year.
3. Officers
3.1 Duties
The duties of the president, vice-presidents, secretary and treasurer shall be the usual ones pertaining to such offices. The President shall be an ex officio member of all committees except the nominating committee. The Immediate Past President shall chair the Nominating Committee for the next year, administer the year end elections and perform other duties as assigned by the President. [NOTE: The "Immediate Past President" is that individual who last served as President before the current President even if the latter is serving in his second or later terms.] The Vice President for Programs shall be chairman of a committee having the responsibility for arranging the meeting programs, subject to the approval of the Board of Directors. The Vice President for Arrangements shall be chairman of a committee having the responsibility for arranging the details of the dinner meetings subject to the approval of the Board of Directors. The Vice President for Education and Outreach shall manage and coordinate the NCS science fair activities. A detailed list of officers' duties shall be contained in an Operating Policy for the Board of Directors of NCS/OSA. This document is subject to revision by each new Board of Directors.
3.2 Mode of Election
The president shall appoint a Nominating Committee of not less than three members including the Immediate Past President, who shall be the committee chairman. The committee shall prepare a slate of candidates who have assented to their nomination and shall present this slate at the regular meeting preceding the annual election. At this time additional nominations may be made from the floor and placed on the ballot upon consent of the nominee. The election will take place at the annual business meeting and will be by secret ballot submitted either in person or by mail to the secretary. If only one candidate is nominated for an office, voting may be conducted by show of hands of those members present at the annual business meeting. The new officers will be installed at the close of the meeting. In case of a vacancy occurring in any officer position during the year, the highest-ranking officer shall appoint, subject to the approval of the Board of Directors, a person to serve for the remainder of the term.
3.3 Committees
The president shall appoint, with the approval of the Board of Directors, the chairmen of the standing committees and such other committees as required or deemed necessary. The standing committees are the Nominating and Audit. All committee terms expire with the term of the board appointing them.
4. Meetings
4.1 Society Meetings.
Meetings of the Society shall be held as determined by the Board of Directors. The annual business meeting and election shall be held in May or June of each year.
4.2 Quorum.
Quorum for meetings of the Society shall be 15 members or 15% of the membership whichever is larger.
4.3 Meetings of the Board of Directors
Board of Directors meetings shall be held not less than once every six months at convenient times decided by the President. The first meeting should be held within 90 days following the annual business meeting and election.
The "Operating Policy" describes the duties for all of the officers and the key committees of the National Capital Section. NOTE: "BoD" stands for Board of Directors. To see the details of each office or committee, click on the title.
Vice President for Arrangements
Vice President for Education and Outreach
