NORTHERN CALIFORNIA SOPHE BYLAWS
ARTICLE I – NAME
The name and title of this organization shall be the Northern California Society for Public Health Education (Nor Cal SOPHE).
ARTICLE II – MEMBERSHIP
Section 1 – Categories
- The membership shall consist of active, student, and distinguished members.
- Members are sponsored by an active member in good standing and approved by the Chapter Membership committee.
Section 2 – Eligibility
A. Active Member – An individual who possesses one or more of the following characteristics:
- A professional with a graduate or undergraduate degree from a health education program.
- A professional who is employed or is functioning in a health education capacity.
- An individual with professional education and experience as a health educator, who has been employed in the health field for at least one year.
B. Student Member – A person enrolled full-time or part-time, either as a graduate or undergraduate student, in a health education program.
C. Distinguished Member – A person whose contribution to the field of health education or to public health entitles the person to the highest recognition given by the Chapter. When that person is a member of the Chapter in good standing, the designation of distinguished member will apply.
Section 3 – Dues
A. Active members are responsible for payment of dues as determined and approved by the Executive Committee and voted upon by the membership.
B. Student Members shall have a discounted membership rate set by the Executive Committee.
Section 4 – Discontinuance and Reinstatement of Membership
A. Any member whose dues are not paid by 30 days past the annual renewal day shall be dropped from membership. To be reinstated as an Active Member he or she shall pay a reinstatement fee, as determined by the Membership Committee, in addition to the membership fee for the current year.
B. The right of a member to vote, and all rights, title, and interest both legal and equitable, of a member in or to the Chapter or its property, shall cease on the termination of his/her membership.
ARTICLE III – COMPOSITION, DUTIES & VACANCIES
Section 1 – Composition
A. The officers shall be: President, President-Elect, Immediate Past President, Chapter Delegate, Delegate Alternate, Secretary, Treasurer, Advisor, Membership Chair, Recruitment Chair, Education Chair, Program Chair, Nominating Chair, Advocacy Chair, Job Bank Chair, Website Chair, NewsletterChair, Officer-at-Large, and two Members-at-Large.
B. The business and affairs of the Chapter shall be guided by an Executive Committee, which shall be composed of the President, President-Elect, Chapter Delegate, Delegate Alternate, Treasurer, Secretary, Officer-at-Large and the two Members-at-Large.
C. All persons serving as officer or a member of a committee must have paid membership dues for the current year.
D. All persons serving as officer must be a current member of National SOPHE.
E. No individual shall hold more than one office at the same time.
Section 2 – Functions & Duties of Officers
A. The duties of the officers shall be those usually pertaining to the offices held and any other duties that may be assigned by the Executive Committee or prescribed in the By-laws.
B. Board members missing three consecutive meetings may be disqualified from holding office by decision of the Executive Committee.
C. All officers shall have the following responsibilities:
- Administer the business and actions of the Chapter.
- Set the framework for conducting Chapter business.
- Determine the immediate and long-range direction of the Chapter.
- Consider committee reports and recommendations.
- Create temporary and/or special committees as needed, defining duties and responsibilities of committees in writing. These committees shall present written reports to the Executive Committee and report as requested at Chapter meetings.
- Be responsible for Chapter finances.
- Determine Chapter dues rates.
- Provide annual reports, re-designation application and Chapter at a Glance reports.
- Recruit members to the Chapter and National SOPHE.
The President shall:
1. Be the official representative and spokesperson for Chapter for the term of office.
2. Chair all business meetings and/or conduct regular conference calls, if relevant for the Chapter. When unavailable due to absence or disability, the President-Elect shall serve as Chair of the meeting.
3. In coordination with the Chapter Secretary, prepare and send the agenda for each meeting and/or conference call of the Chapter Executive Committee.
4. Maintain contact with all committee chairpersons to assure continued action and provide coordination and continuity.
5. Follow up on Executive Committee actions to ensure their implementation.
6. Notify or appoint a designee to notify all Committee Chairpersons of their appointment by the Executive Committee and obtain from them an acceptance of appointment.
7. Sign official correspondence for the Chapter.
8. Be a member in good standing of the local Chapter and National SOPHE.
9. Have at least 1 year of experience on the Nor Cal SOPHE Executive Committee.
10. Submit a President’s letter for each Chapter newsletter.
11. Assist the Chapter Delegate with the Chapter Annual Report and re-designation application for National SOPHE.
12. Exercise executive authority on any decision-making task that is not addressed in the By-laws.
13. Transfer all files (written and electronic) to the incoming President following the Fall Meeting, and provide a brief orientation on the duties of the position.
The President-Elect shall:
1. Become thoroughly familiar with the operations of the Chapter, including: Chapter By-laws, overall budget and budgeting process, the duties of each of the officers of the Chapter, the overall committee structure, and charges to and functions of each committee.
2. Become familiar with the duties and relationship of the Chapter regarding National SOPHE.
3. Work jointly with the President in planning and executing Chapter business and programs.
4. In the absence of the President, preside over meetings.
5. Succeed to the office of the President in the event of vacancy during the term of office.
6. Serve as assistant to the President in matters pertaining to Chapter business.
7. Maintain a record of all Chapter activities in the Historian Books.
8. Have Historian Books available at all Chapter meetings.
9. Be invited to participate in all Chapter meetings and National SOPHE conference calls.
The Immediate Past President shall:
1. Serve in advisory capacity to the Executive Committee regarding the procedures of (Chapter) SOPHE.
2. Participate in Chapter meetings and conference calls, if desired.
The Chapter Delegate and Delegate Alternate shall:
1. Represent the Chapter by attending face to face National SOPHE House of Delegates meetings.
2. Participate in SOPHE’s House of Delegates conference calls.
3. Act as liaison between SOPHE and Chapter, bringing SOPHE House of Delegates deliberations to the Chapter, and Chapter issues and concerns to the SOPHE House of Delegates.
4. Submit an article for each Chapter newsletter.
5. Coordinate or write the Chapter re-designation report for SOPHE to maintain Chapter status.
6. Submit a written Annual Report of Chapter activities and accomplishments to SOPHE, with assistance from the President.
7. Update the Nor Cal SOPHE Action Plan and By-Laws annually.
8. Monitor the National SOPHE Action Plan and By-Laws and Nor Cal SOPHE Action Plan and By-Laws to ensure there is no conflict.
9. Initiate and accept recommendations for Action Plan and By-Law changes.
10. Submit proposed changes to the Action Plan and By-Laws to the Executive Committee.
11. Be excluded from the election as the Chapter Delegate to SOPHE, should the occasion arise where the delegate is elected to serve as an officer in SOPHE.
12. Transfer all files (written and electronic) to the incoming Chapter Delegate following the election, and provide a brief orientation on the duties of the position.
13. Participate in Chapter meetings and conference calls.
The Secretary shall:
1. Record and distribute minutes (written or electronic) of all meetings of the Executive Committee and the Membership. Minutes should be distributed to all members through the Chapter Listserv, once they are approved.
2. In coordination with the Chapter President, prepare and send the agenda for each meeting and/or conference call of the Chapter Executive Committee.
3. Transfer all files (written and electronic) to the incoming Secretary following the election, and provide a brief orientation on the duties of the position.
4. Participate in Chapter meetings and conference calls.
The Treasurer shall:
1. Disperse monies with the approval of the Executive Committee.
2. Deposit all monies collected to the account of the Chapter.
3. Maintain records (electronic if possible) of all income and expenditures.
4. Maintain Chapter Incorporated status with the State of California.
5. Promptly reimburse members for Chapter purchases/expenditures.
6. Provide a full report on the financial status of the Chapter from January 1 to date, at the Spring and Fall Meetings. This report shall include balances of all budget categories.
7. Prepare an annual budget to be approved by the Executive Committee following the Fall Meeting.
8. Transfer all files (written and electronic) to the incoming Treasurer following the election, and provide a brief orientation on the duties of the position.
9. Participate in Chapter meetings and conference calls.
The Advisor shall:
1. Serve in advisory capacity to the Executive Committee regarding the procedures of (Chapter) SOPHE.
2. Transfer all files (written and electronic) to the incoming Advisor following the election, and provide a brief orientation on the duties of the position.
3. Participate in Chapter meetings and conference calls, if desired.
The Membership Chair shall:
1. Chair the Membership committee.
2. Coordinate or write the Annual Membership Report as required by National SOPHE.
3. Review applications for Chapter membership.
4. Determine eligibility of applicants.
5. Notify prospective applicants in writing of approval or disapproval of their applications.
6. Deliver all membership fees to Treasurer.
7. Report status of Chapter’s membership at Chapter meetings.
8. Transfer all files (written and electronic) to the incoming Membership Chair following the election, and provide a brief orientation on the duties of the position.
9. Participate in Chapter meetings and conference calls.
The Recruitment Chair shall:
1. Serve on the Membership committee.
2. Recruit members to Chapter and National SOPHE.
3. Establish and/or maintain relationships with a minimum of five (5) organizations, including local schools of public health, for member recruitment each year.
4. Transfer all files (written and electronic) to the incoming Recruitment Chair following the election, and provide a brief orientation on the duties of the position.
5. Participate in Chapter meetings and conference calls.
The Education Chair shall:
1. Chair the Education committee.
2. Coordinate or write the Annual Continuing Education Report as required by National SOPHE.
3. Provide a minimum of one continuing education activity annually.
4. Promote National SOPHE Annual Meeting and Mid-year Scientific Conference.
5. Collaborate with other professional organizations to promote continuing education opportunities for health educators.
6. Conduct at least one NCHEC CHES Exam training for health educators each year.
7. Review applications for Continuing Education events.
8. Actively foster and support high quality continuing education events within Northern California.
9. Transfer all files (written and electronic) to the incoming Education Chair following the election, and provide a brief orientation on the duties of the position.
10. Participate in Chapter meetings and conference calls.
The Program Chair shall:
1. Chair the Program committee.
2. Organize and promote at least two social/networking activities each year.
3. Transfer all files (written and electronic) to the incoming Program Chair following the election, and provide a brief orientation on the duties of the position.
4. Participate in Chapter meetings and conference calls.
The Nominating Chair shall:
1. Chair the Nominating committee.
2. Prepare a single slate of candidates for the officer positions to be filled annually and shall submit these names to the membership 20 days prior to the annual election.
3. Recruit and maintain an Executive Committee of at least seven voting members.
4. Transfer all files (written and electronic) to the incoming Nominating Chair following the election, and provide a brief orientation on the duties of the position.
5. Participate in Chapter meetings and conference calls.
The Advocacy Chair shall:
1. Chair the Advocacy committee.
2. Participate in monthly National SOPHE advocacy conference calls.
3. Transfer all files (written and electronic) to the incoming Nominating Chair following the election, and provide a brief orientation on the duties of the position.
4. Participate in Chapter meetings and conference calls.
The Job Bank Chair shall:
1. Use website, newsletter and/or email announcements to communicate career opportunities for health educators to members at least monthly.
2. Transfer all files (written and electronic) to the incoming Job Bank Chair following the election, and provide a brief orientation on the duties of the position.
3. Participate in Chapter meetings and conference calls.
The Website Chair shall:
1. Update and maintain the Nor Cal SOPHE website at least monthly.
2. Transfer all files (written and electronic) to the incoming Website Chair following the election, and provide a brief orientation on the duties of the position.
3. Participate in Chapter meetings and conference calls.
The Newsletter Chair shall:
1. Produce a Chapter newsletter quarterly.
2. Solicit articles from Chapter members and affiliated organizations.
3. Coordinate newsletter placement on Chapter website with Website Chair.
4. Coordinate electronic version mailing of newsletter to Chapter members with Membership Chair.
5. Transfer all files (written and electronic) to the incoming Newsletter Chair following the election, and provide a brief orientation on the duties of the position.
6. Participate in Chapter meetings and conference calls
The Officer-at-Large shall:
1. Serve on at least one Chapter committee.
2. Serve in any office of the Chapter that becomes vacant by health, resignation, disqualification. The officer so designated shall serve until the next Annual Election. In the event that the President position becomes vacant, the President-Elect will assume the position and the Officer-at-Large will take the place of the President Elect.
3. Participate in Chapter meetings and conference calls.
Two Members-at-Large shall:
1. Represent Nor Cal SOPHE members on the Executive Committee.
2. Serve on at least one Chapter Committee in addition to the Executive Committee.
3. Provide a brief orientation on the position to the incoming Member-at-Large.
4. Participate in Chapter meetings and conference calls.
Section 3 – Vacancies
If any office of the Chapter becomes vacant by health, resignation, disqualification, or any other cause, the Officer-at-Large would fill the vacancy. If the Officer-at-Large is unavailable the Nominating Committee may elect an officer to fill such vacancy. The officer so elected shall serve until the next Annual Election.
ARTICLE IV NOMINATIONS & ELECTIONS
Section 1 Nominations
A. The Nominating committee shall prepare a single slate of candidates for the positions to be filled and shall submit these names to the membership 20 days prior to the annual election.
B. Nominating from the floor shall be honored and such names added to the ballot if acceptable to the nominee.
Section 2 Elections
A. The officers shall be elected by the membership of the Chapter. All officers shall be from the membership of the Chapter.
B. All elections shall be marked by ballot or proxy of the membership at the Annual Meeting.
C. All officers shall be National SOPHE Members in good standing. The President, Treasurer and Chapter Delegate shall be elected for a term of two years.
D. All other officers of the chapter shall be elected for a term beginning January 1 and continuing for a term of one year or until a successor is chosen.
E. Two Members-at-large shall represent the Nor Cal SOPHE members on the Executive Committee and shall be elected for a term of one-year.
ARTICLE V MEETINGS & VOTING
Section 1 Meetings of Membership
A. There shall be no less than two meetings of the membership per year.
B. Continuing professional education opportunities shall be included in at least one of the meetings.
C. Special meetings of the membership may be called by the Executive Committee acting alone or by the Executive Committee upon petition by one-third of the membership.
D. At any meeting of the chapter, one-third of the members in good standing shall constitute a quorum.
E. The time and place of each Annual Meeting shall be determined by the Executive Committee.
F. The election of officers shall be held during the month of November.
G. Notice of the Annual Meeting or any special meetings shall be sent to each member of the Chapter at least one month prior to the date of the meeting.
Section 2 Voting
A. Each member shall be entitled to one vote, whether in person or by proxy.
B. All elections shall be held and all questions decided, providing a quorum is present, by a majority vote of the members present in person or by proxy. A proxy must be appointed in writing by such member and bearing a date not more than eleven months prior to the meeting.
ARTICLE VI COMMITTEES
Section 1 Types of Committees
The following standing committees shall be established:
A. Executive
B. Membership
C. Education
D. Program
E. Nominating
F. Advocacy
Section 2 Duties of the Committees
All Committees shall:
1. Provide a written report of Committee activities at the Annual Meeting.
2. Provide funding requests to the Treasurer to be included in the Annual Budget.
3. Obtain Executive Committee approval of projects and budget requests.
4. Keep the membership informed of Committee activities through the Nor Cal SOPHE website.
5. Maintain Committee activity files to pass on to new Committee members.
Section 3 Description of the Committees
A. The Executive Committee shall:
1. Consist of the President, President-Elect, Chapter Delegate, Delegate Alternate, Treasurer, Secretary, Officer-at-Large and the two Members-at-Large.
2. Hold a minimum of two meetings each year. One-third of the committee shall be necessary and sufficient to constitute a quorum. The act of a majority of the members present at any meeting at which there is a quorum shall be the act of the Executive Committee. Direct the administrative work of the Chapter.
3. Carry out policies of the chapter as expressed by the membership.
4. Exercise all powers as provided in these By-laws and in the laws of the State of California.
5. Submit an Annual Report in the format requested by National SOPHE for review at the Annual National SOPHE meeting.
6. Present a written report, verified by the President, at the Annual Meeting of the Chapter.
7. Distribute a summary of the Annual Report to the chapter membership.
8. Review the criteria for chapter affiliation with National SOPHE and submit to National SOPHE at appropriate times the current Chapter action plan and By-laws with the request to be designated or re-designated as an official chapter of SOPHE.
B. The Membership Committee shall:
1. Consist of the Membership Chair and the Recruitment Chair and at least two Nor Cal SOPHE members in good standing.
2. Recruit new Chapter members.
3. Review applications for Chapter membership.
4. Determine eligibility of applicants by approval of a quorum consisting of one-third of the committee.
5. Notify prospective applicants in writing of approval or disapproval of their applications.
6. Notify the Executive Committee if the required 15 National SOPHE Fellows in good standing who identify with the chapter as dues paying Active Members is not sustained.
7. Prepare a Membership Report to be distributed at the Annual National SOPHE Meeting.
8. Encourage membership in National SOPHE.
C. The Education Committee shall:
1. Consist of the Education Chair and at least two Nor Cal SOPHE members in good standing.
2. Provide a minimum of one continuing education activity annually.
3. Promote National SOPHE Annual Meeting and Mid-year Scientific Conference.
4. Collaborate with other professional organizations to promote continuing education opportunities for health educators.
5. Conduct at least one NCHEC CHES Exam training for health educators each year.
6. Include at least one Certified Health Education Specialist (CHES).
7. Review applications for Continuing Education events.
8. Actively foster and support high quality continuing education events within Northern California.
D. The Program Committee shall:
1. Consist of the Program Chair and at least two Nor Cal SOPHE members in good standing.
2. Organize and promote at least two social/networking activities each year.
E. The Nominating Committee shall:
1. Consist of the Nomination Chair and at least two Nor Cal SOPHE members in good standing.
2. Prepare a single slate of candidates for the officer positions to be filled annually and shall submit these names to the membership 20 days prior to the Annual Meeting.
3. Recruit and maintain an Executive Committee of at least seven voting members.
F. The Advocacy Committee shall:
1. Consist of the Advocacy Chair and at least two Nor Cal SOPHE members in good standing.
2. Survey the members annually to identify at least one health advocacy issue for action.
3. Communicate with members and partners on national and local public health education issues that require an advocacy response.
4. Conduct at least one health education advocacy activity (letter writing campaign, educating legislators, etc.) each year.
ARTICLE VII AFFILIATION
By vote of the Executive Committee, the Chapter shall affiliate with select State and National organizations. Affiliate representatives shall be appointed by the Executive Committee to serve a two-year term.
ARTICLE VIII FINANCES
Section 1 Fiscal Year
The fiscal year of the Chapter shall begin on January 1st and end on December 31st of each year.
Section 2 Expenditures and Deposits
A. Expenditures of the Chapter funds shall be made only when specifically authorized by a vote of the Executive Committee or under a budget approved by the Executive Committee.
B. Any expenditure that is in excess of the amount authorized by the budget must have Executive Committee approval before any encumbrance is made.
C. All expenditure (even those approved through the budget process) that will later be reimbursed by revenues must have prior approval of the Executive Committee before any contract or commitments can be made.
D. Any encumbrance made without the express approval of the Executive Committee shall not be the liability of Nor Cal SOPHE.
E. All monies received by the Chapter shall be deposited to the account of the Chapter.
F. The President and/or Treasurer shall be given authority for signing checks on behalf of the Chapter.
Section 3 Accounting
A. The books of the Chapter shall be audited in a manner determined by the Executive Committee prior to or at the time of the Annual Meeting.
B. An audit shall be conducted immediately prior to the transfer of the financial books of the Chapter to a newly elected Treasurer.
Section 4 Solicitations
A. Committees proposing the solicitation of funds and/or setting fees for Nor Cal SOPHE activities (for example: registration fees or exhibitors fees) must first secure the approval of the Nor Cal SOPHE Executive Committee before the amount of any such fee or solicitation is established.
B. Any correspondence soliciting funds on behalf of Nor Cal SOPHE shall first secure the approval of the Executive committee and secondly, shall secure the signature of the President of Nor Cal SOHPE.
C. Copies of all such correspondence shall be sent to the Treasurer for proper accounting.
ARTICLE IX CHAPTER AFFILIATION WITH NATIONAL SOPHE
Section 1 Responsibilities to National SOPHE
A. Chapter shall conduct at least two meetings of its membership per year, at least one of which shall be a continuing education session, held no later than thirty days prior to the Annual National SOPHE Meeting.
B. Chapter shall prepare an Annual Report, to be distributed at the Annual National SOPHE Meeting.
C. Chapter shall prepare a Membership Report to be distributed at the Annual National SOPHE Meeting.
D. Chapter shall send an elected delegate (National SOPHE Member) to all House of Delegates Meetings.
E. Chapter shall submit the Chapter Re-designation Application to National SOPHE every three years.
Section 2 Designation
The Re-designation Application shall be submitted to National SOPHE every three years and will include:
- E. Chapter action plan, which includes satisfactory approaches to: (1) Participate in SOPHE governance; (2) Implement National SOPHE policies at the Chapter level; (3) Recruit and contribute to the professional development of health educators; (4) Promote standards for preparation and practice of health education; (5) Become active in issues that affect professional health educators.
F. A list of at least fifteen Chapter Members who are also National SOPHE Members in good standing.
G. A copy of the most recently approved Chapter By-laws.
H. Evidence of the ability to send an elected delegate to the House of Delegates Meetings (two each year).
ARTICLE X AMENDMENTS
Proposed amendments may be suggested by any member or initiated by the Executive Committee and presented to the membership at least 30 days before any meeting of the Chapter. A quorum, consisting of one-third of the membership in good standing, must be present before a vote can be taken.