Bylaws

WVAAP Bylaws

ARTICLE I. NAME OF ORGANIZATION

The name of this organization is The West Virginia Chapter of the American Academy of Pediatrics (WVAAP)

ARTICLE II.  PURPOSE

Section 1. Nonprofit Purpose

This organization is organized exclusively for charitable, educational, and scientific purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code.

Section 2. Mission statement

Attain the optimal health and well-being of all infants, children, adolescents and young adults by uniting and educating Pediatricians and facilitating effective Partnership between Pediatricians and other child experts and advocates.

 

ARTICLE III. MEMBERSHIP STRUCTURE

Section 1. General Membership
  • Any healthcare provider, medical resident, medical student or healthcare affiliate is eligible for membership.
  • Membership requires registration with the Chapter.
  • Members are considered in good standing provided their annual chapter dues are paid in full.  
Section 2. Chapter Officers
  • Chapter Officers shall include a Chapter President, a Chapter Vice-president and a Chapter Secretary/Treasurer.
  • All officers shall be Fellows of the American Academy of Pediatrics.
  • All officers shall have a 2-year term of service.
  • Officer terms begin and concluded at the WVAAP annual meeting 
    • A. Chapter President
      • Duties of the Chapter President shall include the following:
      1. The President shall preside at all meetings of the membership.
      2. Uphold the Bylaws of the Academy at the Chapter level.
      3. Promote Chapter activities, organize and conduct appropriate meetings and promote committee projects.
      4. Represent the Chapter at district and national meetings including the Annual Leadership Forum (ALF).
      5. Communicate and promote collaboration between the membership and the Executive Board
      6. Construct and file an annual report with the District Chairman, District Vice-Chairman and the Central Office.
      7. Keep a functional set of Chapter Bylaws.
      • Election of the President: The Chapter Vice-President will rise to Chapter President.  If for any reason the Chapter President is unable to complete his/her term, the Chapter Vice-President shall serve in his/her place and a new Chapter Secretary/Treasurer shall be selected by the Executive Board
    • B. Chapter Vice-President
      • Duties of the Chapter Vice-President shall include the following:
      1. Assist the Chapter President in the performance of his/her duties.
      2. Perform functions as delegated by the Chapter President or Chapter Executive Committee. 
      3. Succeed the Chapter President 
      4. Oversee Chapter Committees 
      5. Uphold the Bylaws of the Academy at the Chapter level. 
      6. Represent the Chapter at district and national meetings including the Annual Leadership Forum (ALF).
      • Election of the Vice-President: The Chapter Secretary/Treasurer will rise to Chapter Vice-President.  If for any reason the Chapter Vice-President is unable to complete his/her term, the Chapter Secretary/Treasurer shall serve in his/her place and a new Chapter Secretary/Treasurer shall be selected by the Executive Board
    • C. Chapter Secretary/Treasurer
      • Duties of the Chapter Secretary/Treasurer shall include the following:
      1. Recording and distributing the minutes of all meetings.
      2. Oversee the Executive Director in financial recording and transactions.
      3. Render a financial report to the Executive Committee and membership at the annual meeting. 
      4. Succeed the Chapter Vice-President
      5. Distribute Chapter correspondences to the membership
      • Election of the Secretary/Treasurer: The Chapter Executive Board will select a member from the Chapter Membership for consideration of the position.  The member will be confirmed to the position by a majority vote of members at the annual meaning.  

 

Section 3: Executive Director
  • Duties of the Executive Director shall include the following:
    1. Assist in conducting the business of the Chapter under the auspices of the Executive Board.
    2. Maintain all financial records and transactions of the Chapter with the assistance of the Secretary/Treasurer.
  • The Executive Director will be paid a monthly stipend, the amount of which will be determined by the Chapter Officers based on the extent of time spent and work performed.
 
Section 4: Chapter Executive Board
  • The Chapter Executive Board shall comprise of the Chapter Officers, the immediate Past President and five Members-At-Large. 
  • Board members shall have a 2-year term of service.
  • Terms begin and concluded at the WVAAP annual meeting.
  • The position of Past President will be held by the immediate past Chapter President
  • Members-At-Large shall be selected by the Chapter Officers.
 
Section 5: Chapter Executive Committee
  • The Chapter Executive Committee shall comprise of the Chapter Executive Board and Chairpersons of the Chapter Committees.
 
Section 6: Chapter Committees
  • The Executive Board may create and dissolve committees as needed based on the requirements of the Chapter.
  • Each committee should have a designated Chairperson responsible for leading the committee members, attending the annual Executive Committee meeting and presenting the committee’s report at the annual Chapter meeting. The committee Chairperson is also responsible for assisting the Chapter President in completing those sections of the annual report pertaining to their committee.

ARTICLE IV. MEETINGS OF MEMBERS 

Section 1: Chapter Annual Meeting
  • The Chapter shall hold an annual meeting of the entire membership.
  • The meeting shall include educational, business practice and healthcare collaboration opportunities for the membership.
  • The meeting will include a Chapter business session to conduct the necessary business of the Chapter requiring the presence of the entire membership.
Section 2: Executive Committee Meeting
  • At least one executive committee meeting should be held annually to ensure robust communication, collaboration and discussion of the Chapter’s business and strategic plan.
  • The Committee’s actions will be communicated to the members of the Chapter. 
Section 3: Meeting Standards
  • A quorum shall consist of 25% of the active membership.
  • All business of the Chapter shall be conducted in accordance with Revised Robert’s Rules of Order.
  • The Chapter President may call special meetings of the Chapter Officers or Executive Board as required.
  • The Chapter President must call a special meeting upon the request of any two members of the Executive Committee. A majority of the Executive Committee shall be present to constitute a quorum for the transaction of business.

ARTICLE V: DUES AND ASSESSMENTS

Section 1.  Chapter dues shall be set by the Chapter Officers and amended with the approval of the members present and voting at the annual meeting of the Chapter.

Section 2.  The Executive Board may waive dues for just cause.

Section 3.  Dues shall be collected in conjunction with the National AAP Chapter Membership Services or may be payed directly to the Chapter.

Section 4.  The Chapter will pay the registration fee to the American Academy of Pediatrics annual NCE for the Chapter President, or his designee provided the attendee is present for all District Meetings at the NCE.

Section 5.  Chapter Officers will have their registration fee to the Chapter Annual Meeting waived.

Section 6.  Chapter Officers will have Chapter annual dues waived.  

Section 7.  The Executive Board is empowered to defray all or part of the expenses of the Chapter Officers incurred in the performance of Chapter business.

Section 8.  All monies generated by the Chapter through Chapter activities are for the exclusive use of the Chapter to be placed in the treasury until dispersed by discretion of the Chapter Officers.

 

ARTICLE VI. AMENDMENTS

Section 1. Bylaws
  • The Executive Board may amend these Bylaws by majority vote at the Chapter Annual Meeting business session.