Radiation Therapists of Wisconsin

 

 

RADIATION THERAPISTS OF WISCONSIN

BY-LAWS

11-19-16

 

Article 1: Name

The name of the Society shall be Radiation Therapists of Wisconsin; RTOW, hereinafter referred to as the Society.

Article 2: Mission

Radiation Therapists of Wisconsin will provide, promote, and educate radiation oncology professionals with opportunities that will heighten professional growth on information and/or issues relating to radiation therapy.

The RTOW will achieve this mission by:

Providing:

·        Spring and Fall meetings

·        Board member leadership

·        Opportunities for mini-meetings

·        Financial support for national representation

·        Financial support for student achievement award

·        Financial support for student/therapist paper essay competition

·        Financial support for member scholarship award

Promoting:

·        Professional growth through educational activities

·        Society involvement: local and national

·        Nondiscriminatory membership

·        Advocacy of the profession

·        Membership representation on executive board positions including radiation therapy interns in membership,  activities, and executive board representation

Educating:

·        Radiation therapy interns

·        Through meeting attendance

·        Current issues related to radiation therapy

·        Community based education

·        Current trends in new technologies

·        Continuing education compliance

Article 3: Meetings: The Society will have meetings for purposes of education, business and Executive Board.

Article 3A: Educational and Business Meetings

1.      The Society shall hold a Spring and a Fall meeting to which all members are invited.

2.      The hosts of the meeting will set the place and date of the meetings with the approval of the Executive Board. 

3.      The majority of Active, Inactive, Retired and Student members at the meeting shall constitute the voting power for the enactment of Society business.

4.      The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the Society in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the Society may adopt.

5.      Special meetings may be held on a timely basis as so determined by the President or by twenty percent of the membership (20%).

Article 3B: Executive Board Meetings

1.      The Executive Board will set the place and date for the meetings.

2.      Special meetings may be held on a timely basis as so determined by the President or by twenty percent of the Board membership (20%).

Article 4: Membership

I.        Membership in the Society shall be offered to any person who meets the qualifications for membership.

II.        There shall be five (5) categories of membership: ACTIVE, INACTIVE, STUDENT, RETIRED, and ASSOCIATE

III.     Responsibilities and privileges of membership include receiving member rates for educational meetings, making motions, voting, eligibility for office or committee appointment and all other privileges customarily incident to membership in a professional society or set forth in the Radiation Therapists of Wisconsin Policies and Procedures.  

Article 4A: Qualifications For Membership

Active members shall be defined as any Radiation Therapist, Radiographer or Medical Dosimetrist employed in hospital or freestanding Radiation Oncology Department, on a full-time or part-time basis.

Inactive members shall be any Radiation Therapist, Radiographer or Medical Dosimetrist not actively employed by a hospital or free standing Radiation Oncology Department. Inactive members have the same rights and privileges as active members.

Student members shall be those students who are enrolled in an approved Radiation Therapist or Dosimetry training undergraduate program. Those members furthering education past his/her initial degree will fall in to active or inactive member status.  Eligibility for this category shall extend during the entire course of study, terminating upon the next scheduled membership renewal date following graduation. Student members shall receive all privileges of members with the exception of  holding office other than Student Representative to the Board.

Retired members shall be those persons 55 years of age or older who are formally retired from an active Radiation Oncology setting. Retired members shall have all the privileges of membership extended by the Society.

Associate members shall be those persons not eligible for active membership and shall have all privileges extended by the Society except those of introducing motions, voting, serving on committees and holding office.

Lifetime Membership shall be those persons retiring and nominated by their co-workers to an Executive Board member.  Approving the lifetime membership is voted on by the membership.  Person must have a minimum of 15-year membership in the RTOW and served in some capacity on the Executive Board.  Lifetime members shall have all the privileges of membership extended by the society.  It is the member’s responsibility to notify the RTOW of change of address.

Article 4B:  Dues Categories:

Dues shall be recommended by the Executive Board and voted on by the membership for the following categories of membership:

                        Active, Inactive, Student, Retired, and Associate

                                                                       

The time frame for renewal will be between Jan 1 and 31 of each calendar year. Beyond that time a late fee will be assessed.

Article 5: Officers

Officers shall consist of a President, President-Elect, Secretary and Treasurer.

Article 5A: Elections

1.      Active, Inactive, and Retired members shall be eligible to hold office. Nominations for eligible members may be made from the floor at an RTOW meeting or submitted to the President up to one month prior to the meeting that is designated for the membership to vote.

2.      Election by ballot will take place at the designated RTOW meeting. An absentee ballot may be cast by a member only if he/she notifies his/her Area Representative of this intent and submits the ballot to the Area Representative or President prior to the time of the meeting. The name of the member voting in this fashion must be enclosed along with the ballot.  The Secretary will ascertain proof of membership.

3.      If there is but one candidate for each office, the election may be viva voce (by voice vote). The candidate for each office receiving the majority of the votes shall be declared elected. The newly elected officers shall assume their duties during that Fall Meeting and shall hold office until elections of their successors.

4.      The Society shall elect every-other year a President-Elect whose term shall be one year as President-Elect followed by a two-year term as President and a one-year appointment to the Executive Board as Past President. 

5.      The Society shall elect a Secretary and a Treasurer every two (2) years.

6.      An area Representative for each of the four areas of Wisconsin (Northwest, Northeast, Southwest and Southeast according to the attached map).  Members in their respective area of Wisconsin will elect the Area Representatives.

7.      In the event that the office of President becomes vacant, the President-Elect shall fill such vacancy for the un-expired term. Serving in this capacity shall not be counted as part of the next presidential term. In the event that the office of President-Elect becomes vacant, such vacancy shall be filled by a special election. During the scheduled term without a filled President-Elect the board with operate without the President-Elect position. In the event that the office of Secretary or Treasurer becomes vacant, such vacancy shall be filled by an appointment of the Executive Board for the remainder of the term.

8.    There will be two Webmasters on the Executive Board that may or may not have rotating terms.  Each individual term will last a minimal two (2) years; thereafter it is up the individual if he/she would want to step-down or to the Executive Board to propose a new candidate.  In the event a third person is interested, the Webmaster positions will need to be voted on by the Executive Board members.  The webmaster position will be determined by an executive Board voted after nomination.  If a RTOW member is interested in nomination he/she should contact an Executive Board member.

Article 6: Duties of Officers and Members of the Executive Board

The duties of the Officers shall be as follows:

A.    ALL: Voting and Non-voting board members shall attend all executive board meetings. If unavailable to attend, board member must inform President and pass along all updates.

B.     President: (2 year term)

1.      Shall preside over all meetings of the Society and the Executive Board

2.      Shall prepare the agenda of all meetings chaired by the President.

3.      Shall represent the Society at required functions.

4.      Shall co-ordinate meetings with the appointed meeting chairperson.

5.      Shall appoint all committee members and chairpersons with the approval of the Executive Board, except as otherwise prescribed by the By-laws

          6.      Shall inform the membership of actions taken by the Executive Board.

7.      Shall perform such duties as may be delegated by the Executive Board and any additional duties customarily incident to the office of the President.

8.      Shall provide mentoring and assistance to the President-Elect.

9.     Shall be a member of WSRT and represent the Society at the WSRT Board meetings. (The President may   delegate this responsibility to another Executive Board member if necessary.)

10.   Shall be a member of the ASRT.

11.   Shall be a voting officer of the Executive Board.

C.     The President-Elect: (1 year term)

1.      Shall precede the President in office.

2.      Shall preside in the absence or disability of the President.

3.      Shall assist the President in performing the duties of his/her office and shall familiarize himself/herself  with those duties.

4.      Shall perform such duties as may be delegated by the Executive Board, and any additional duties customarily incident to the office of the President-Elect.

5.      Shall study the Society’s Bylaws and all proposed changes or additions to the By-Laws.

6.      Shall rewrite such changes, convene a committee as necessary to review them and submit such recommendations to the Executive Board.

a)       Shall appoint a board member and/or member of RTOW to be a By-law Administrator of whom will help with the re-writing of changes and with updating the by-laws to remain current and up to date.  The administrator position will be a commitment of two years, the year of appointment and the following consecutive year when there is no president-elect to help with continuity of bylaw proposals and changes.

7.      Shall be a member of ASRT and serve as a liaison to that organization.

8..      Shall attend all business sessions and meetings of the Executive Board without voting privileges.

D.    The Past President (1 year appointment to the Board)

1.      Shall succeed the President in office.

2.      Shall assume such duties as are delegated by the President and/or the Executive Board.

3.      Shall provide continuity and mentoring the President and President-Elect.

4.       Shall provide continuity, mentoring, and support to area representatives in fulfilling their duties as area  representatives.

5.      Shall compile and maintain archives of such material as pertinent to the Society and its members.

6.       Shall prepare at least one (1) historian annual report, as directed by the Executive Board.

7.      Shall perform such duties as may be delegated by the President or Executive Board.

8.      Shall serve as non-voting member on the Executive Board.

E. The Secretary: (2 year term)

1.      Shall keep the minutes of the meetings of the Society and of the Executive Board.

2.      Shall be responsible for the maintenance of permanent records of the Society and shall keep on file all reports presented to and by the Executive Board.

3.      Shall have custody of secretarial records and all legal documents relevant to the current term of office.

4.      Shall be responsible for mailing of membership applications on a timely basis.

5.      Shall be responsible for keeping a list of all members, their addresses and telephone numbers and for issuing a revised directory of the Society on an annual basis.

6.      Shall submit the minutes to the membership in the publication of the newsletter following each meeting.

7.      Shall co-ordinate the Newsletter with the assistance of the Area Representatives and receive approval from the President prior to publications.

8.      Shall perform such duties as may be delegated by the Executive Board and any additional duties customarily incident to the office of the Secretary.

9.      Shall be a member of the ASRT.

10.   Shall be a member of the WSRT.

11.   Shall be a voting officer of the Executive Board.

F. The Treasurer: (2 year term)

1.      Shall be responsible for the collections of dues.

2.      Shall receive and disburse funds.

3.      Shall report on the Society’s current financial status and prepare an annual financial report to the Executive Board and the membership at meetings.

4.      Shall deposit funds in designated financial institutions as approved by the Executive Board.

5.      Shall pay by check, bills approved by the President and authorized by the Executive Board and submit a financial report upon request.

6.      Shall keep and preserve proper vouchers, receipts, and books of accounts per approved forms as permanent records, which shall be open to inspection by the Executive Board to audit at any time.

7.      Shall be bonded. (The fee for bonding to be paid by the Society.)

8.      Shall turn record/books over for audit as directed by the Executive Board. This action shall be carried out every year, or at the discretion of the Executive Board.

9.       Shall perform such duties as may be delegated by the Executive Board and any additional duties customarily incident to the office of the Treasurer.

10.   Shall be a member of the ASRT.

11.   Shall be a member of the WSRT.

12.   Shall be a voting officer of the Executive Board.

H. The Area Representative (2 year term)

1.      Shall represent one of the four designated areas of Wisconsin.

2.      Shall encourage new membership in his/her designated areas.

3.      Shall introduce potential new members to the Society and provide names and addresses of potential new members to the Secretary.

4.      Shall provide assistance with the Society Newsletter.

5.      Shall provide assistance with the annual society meeting if held in his/her area.

6.      Shall perform such special projects delegated by the President.

7.      Shall communicate regularly with members of their area.

8.      Shall be responsible for designation of a recipient for charitable contribution as directed by the Executive Board.

9.     Shall perform a minimum of one community service act per year in their district in honor of RTOW.

10.   Shall serve as a non-voting member of the Executive Board attending meetings, advising officers and performing such duties as may be delegated by the Executive Board.

I. Student Representative: (1 year term)

1.      Shall communicate with student members prior to and after meetings.

2.      Shall promote membership among radiation therapy and dosimetry students.

3.      Shall provide assistance with the newsletter.

4.      Shall consist of two students, the RT Club President from the class on campus at UW-La Crosse, and the outgoing RT Club President, representing the class at internship.

5.      Shall represent student members as a non-voting member at Executive Board meetings.

J: Webmaster: (at least 2 year term)

1.    Shall post updates and changes to the RTOW webpage (www.rtowonline.com) as instructed by the President or Executive Board regarding official RTOW documents.

2.    Shall post other updates at the discretion of the Webmaster – for example job postings, paper competition awards and summaries, meeting updates, et cetera.

3.    Shall serve as an ex-officio (non-voting) member on the Executive Board.

Article 7: Committees

The President shall appoint committees from time to time as is deemed necessary or as is requested by the Executive Board. Because of the stated mission of the Society, the Chairs of the committees shall be ex-officio members of the Executive Board.

Article 8: The Executive Board

1.      The affairs of the Society shall be administered by the elected officers who shall consult with the Executive Board in matters of the Society’s mission, functions, activities, duties, responsibilities and affairs.

2.      The Chairperson of the Executive Board shall be the President. Voting members of the Executive Board shall be the current elected officers. Ex-officio members shall include the immediate past president, the president-elect, the Student Representatives, the four Area Representatives, webmaster and other persons appointed by the President for the completion of a specified task or representing a committee, the appointment to expire with the completion of the task or committee.

3.      The Executive Board shall have the authority to approve donations to individuals or organizations seeking contributions up to $500 without membership approval. A report of such decisions is to be given to the membership.

4.      The Executive Board shall have the authority to approve cash advances up to 75% of total estimated expenses requested by members planning a RTOW function.

5.      The Executive Board will review the Treasurer’s annual financial report.

6.      The Executive Board will be responsible for any other duties covered in other articles of the By-laws.

 

Article 9: Amendments

1.      The Radiation Therapists of Wisconsin By-laws may be amended at any time by a majority vote of members present at the meeting during the vote this includes of Active, Inactive, Retired, and Student members as well as any absentee ballots.

2.      All proposed amendments (or revisions) should be sent to the President Elect for review.  Such proposals shall be prepared and presented to the Executive Board.

3.      All amendments proposed in accordance with the By-Laws will be presented to the membership with the recommendation of the Executive Board. The President shall direct the Secretary to notify the membership of the proposed amendment at least one month prior to the meeting at which the vote may be taken. Any member unable to attend the meeting has the option of voting by absentee ballot in a manner consistent with that described in Article 5A. A majority vote of those present at the time of vote of Active, Inactive, and Retired, and Student members shall be necessary to amend the Bylaws.

4.      Approved amendments of the By-Laws will take effect immediately upon announcement of adoption.

Article 10: Dissolution

Dissolution of this Society shall occur at the passage of suitable amendment to these By-Laws. The funds remaining in the treasury after payment of the incurred debts shall be donated to the American Cancer Society.

Article 11: Enactment

Persons contacted throughout the state by the Secretary-Treasurer by mail shall vote to adopt these By-Laws. A majority of the votes cast at that time being in favor of enactment, these By-Laws shall thereby be enacted and shall become immediately effective.

Radiation Therapists of Wisconsin

Policies and Procedures

Section 1: Mission and Vision

Radiation Therapists of Wisconsin will provide, promote, and educate radiation oncology professionals with opportunities that will heighten professional growth on information and/or issues relating to radiation therapy.

The RTOW will achieve this mission by:

 A.       Providing:

·        Spring and Fall meetings

·        Board member leadership

·        Opportunities for mini-meetings

·        Financial support for national representation

·        Financial support for student achievement award

·        Financial support for student/therapist paper essay competition

·        Financial support for member scholarship award

B.         Promoting:

·        Professional growth through educational activities

·        Society involvement: local and national

·        Nondiscriminatory membership

·        Advocacy of the profession

·        Membership representation on executive board positions including radiation therapy interns in membership, activities, and executive board representation

C.         Educating:

·        Radiation therapy interns

·        Through meeting attendance

·        Current issues related to radiation therapy

·        Community based education

·        Current trends in new technologies

·        Continuing education compliance

The vision of RTOW will include and aspire to the following:

Membership

·        Support high quality educational opportunities. 

·        Inform members of national and state issues related to radiation therapy.

·        Enhance communication among members throughout each district.

·        Heighten national involvement from society membership.

Community

·        Heighten awareness of the society within the community of each district.

·        Seek out opportunities to educate and promote oncology related topics to communities.

·        Promote awareness of the radiation therapist’s role as cancer care provider.

Financial

·        Allocate financial resources, which demonstrate conscience decision-making.

·        Remain fiscally responsible annually.

·        Expend finances for the betterment of the society.

·        Utilize finances to allow professional growth.

Section 2: Benefits of Membership

1.      Notification of meeting locations and dates will be made in the newsletter and by meeting announcements prior to each meeting made available to all members.

2.       All members shall have access to any RTOW meeting or mini-meeting.

3.      The secretary with member’s home addresses shall maintain a mailing list of members. A directory of members and where they work will also be compiled.

4.      Mailing lists may be sold for $50 only for professional purposes, not for marketing. The Executive Board may waive the fee. 

5.      Job ads may be placed in the newsletter.

6.      Members can expect that meeting minutes will be available within one month of a business meeting.

Section 3: Business of the Society

1.      The frequency of business and Executive Board meetings and the duties and powers of the Board are included in the Bylaws.

2.      The Executive Board can decide on expenditures under less than or equal to $500, expenditures over that amount must be voted by the membership. The membership must also vote on bylaw and policy changes.

3.       A formal funding request must be submitted to the president at or before a board meeting, if action is requested at that meeting.    

4.      The secretary may decide to set up a post office box for convenience in RTOW correspondence.

Section 4: Meeting Planning

1.      A meeting-planning guide will be kept updated along with the policies and procedures and will be made available to meeting planners as requested.

2.      Host locations of meetings will be determined on a volunteer basis with encouragement to rotate meetings equitably between the four designated areas (NE, SE, SW, NW).

3.     Hosts of meetings will work with the RTOW administrator(s) to apply for ECE recognition for ASRT and MDCB

4.      Out of state registrants for most meetings are encouraged. Meeting notices may be made available to hospitals and departments in Illinois, Iowa and Minnesota as appropriate.

5.      Any member may submit a suggestion for speakers to his/her area representative.

6.      The secretary will maintain a speakers list of RTOW members to share with any organization-requesting speakers on radiation therapy topics.

7.      Differences in meeting fees between non-members and members should be double the cost of the annual RTOW membership fee.

8      Guidelines on expenditures for speakers shall be as follows: equal to $100 for local speakers (those  less than 55 miles away) or mileage for a distance up to 55 miles; $100 and/ room cost or mileage for a distance of 55 miles or more, not to exceed $115, unless the speaker is subsidized by an outside donation.  Details of the type of reimbursement need to be submitted with the outline of speaker’s presentation so to be reimbursed at the time of the meeting.   Scholarship award speaker will not receive any reimbursement since speaking is a condition of the scholarship.

9.      Updated mailing labels will be sent from the secretary two months prior to the meeting for sending meeting notices to members. The treasurer upon presentation of a receipt will reimburse postage.

10.   The meeting host/planner will submit a financial report of the meeting to the treasurer within one month after the meeting.

11.   Mini-meetings are encouraged. The host of such a meeting is asked to notify the area representative of such plans. The area representative will assist in notifying potential attendees.  The host of the meeting is encouraged to cover the cost of the meeting through member fees, vendor solicitation, and institutional support but a maximum from contribution of $150 would be available from the RTOW to assist with meeting costs.

12.   There will be no reimbursement for cancelled meeting registration.

Section 5: Financial Aspects

1.      The Treasurer can approve financial commitments for meetings.

2.      The Treasurer or the Secretary may write checks.

3.      Types, of accounts (i.e. Checking or savings or certificate of deposit) and the location of the bank can be made by the Treasurer under the direction of the Executive Board. Safety of the investment is important in such decisions.

4.      Reimbursement for expenses of Executive Board and Committee meetings shall be according to the following guidelines. Mileage for travel > 35 miles from home is reimbursed at the federal rate. MapQuest or similar data must be submitted to show mileage.  Meals during meetings will be paid by RTOW, not to exceed $25 per attendee and no alcoholic beverages. If a meeting requires an overnight stay the Board or Committee members may be reimbursed for the half of the hotel room cost per board member sharing the room of the RTOW meeting chosen hotel if not paid by an employer.  (A receipt is required.)

5.      Current dues rates are as follows:

                                    Between Jan. 1-31 of each year                         After January 31

                                    $30 for Active, inactive and associate members              $42

                                    $15 for student                                                                       $27

                                    $20 Retired                                                                               $32

The late fee will be waived for any professional joining after January 31 who has never been a member of the RTOW.

Student memberships will be pay for membership in the fall of their year on Campus at UW-Lacrosse, which will include their membership for the remainder of that calendar year, as well as the following.  They will then pay again the January of their year at internship.  They will be considered student members until graduation, then members until the end of that calendar year.

The Webmaster and executive board members will receive free membership while holding office as an active officer on the board.

The Executive Officers and Webmaster will be provided with or reimbursed for the bi-annual fall and spring meeting registration fees following their elections.

6.      The treasurer will seek bonding from an insurance company at the beginning of his/her term.

7.      Another Executive Board member and two members of the society will do an Audit of the financial books in the month of March or the month of the spring meeting.

8.      RTOW may reimburse any amount up to the full amount of annual membership fee to the ASRT and the WSRT for the secretary, Treasurer, President Elect and the President while holding office as an active member on the board. It will be up to each office member to inform the board know if he/she would like to reimbursed and to what dollar amount.

9.       An annual donation of $100 will be given per year to each district for support in community activities that will be in honor of RTOW. The donation will be given per the request of the Area Representative and will not be used for registration or pledges.

10.   Address labels may be sold to vendors in the amount of $50.00 per set.

11.   Vendors may advertise in the newsletter or on the website to $50.00 ea. or $75.00 for both per time. 

12.   An audit of the financial records will be done quarterly.

13.   Any check written for over $500 will need the signature of the treasurer and one other executive board member.

14.   RTOW may sponsor the ASRT and WSRT membership for the Secretary, Treasurer, President Elect, and President during their term of office, if any office member wishes to have it sponsored.  If any of the RTOW Board Officers were to step down during their terms, reimbursement to the RTOW fund is required.Section 6: Awards and Paper competitions.

1.      An annual student achievement award of $200 will be given to one student at each of the internship sites of the Radiation Therapy program at University of Wisconsin La Crosse.

2.      Criteria for this award are determined by the RTOW and are located on the website.

3.      An annual paper competition will be held for students and for therapists. The award levels are $150 for first place, $100 for 2nd and $50 for 3rd. Criteria for judging is included in appendix 2. Three judges are customary and their scores are added.

4.      Presentation of winning papers is required in some form, either at an RTOW meeting, mini-meeting, to fellow students or to clinical site staff.

5.      Abstracts of the winning papers will be placed on the website; therapists may request a copy of the paper to read from the secretary.

6.      RTOW may provide recognition awards to members for service to the society and/or the profession.

7.      A $1000 scholarship will be available for a RTOW member who is pursuing an advanced or graduate degree. The criteria for each applicant are as follows: currently enrolled in courses at an accredited school with at least a 3.5 GPA (submit a notarized copy of school transcripts) and submits a page essay stating why and how the degree will enhance the advancement of the profession to the current president of RTOW. The due date is January 31. The board will vote on a recipient at the Spring Board Meeting and announce the selected recipient at the Spring Board Meeting.

Section 7: Publications

1.      The newsletter shall be published at least twice per year, following the spring and fall meetings and more frequently as necessary.

2.      The newsletter shall contain minutes of the meetings, acknowledgement of vendors and contributors, announcements related to job or personal/social interest. Any announcements must be submitted to the secretary at the meeting or no later than one week after.

Section 8: Duties of Officers and elected officials

1.      Duties of officers and other elected officials are described in the bylaws.

2.      In period of transitions from old to new officers the experienced member is asked to orient his/her successor and pass over any pertinent records.

3.      New board members should be invited to the Executive board meeting prior to the beginning of his/her term. An educator and host of the next meeting shall be invited to the Executive Board meeting.

Section 9: Committees

1.      RTOW has no standing committees.

2.      The President will appoint committees as required.

3.      Each committee will appoint a Chair, who will become an ex officio board member during the time the committee is meeting.  

 

 

 

 

 

 

 

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