The Adhesion Society, Inc. Bylaws

Article 1 – Duties of Officers and Executive Committee

Section 1:  President

The President of the Society shall exercise general care and supervision over the affairs of the Society subject to the direction and approval of the Executive Committee, and shall do and perform all acts usually incident to the office of President. The President will be responsible for supervision of the operation of the Home Office.

Section 2:  Vice President

The Vice President shall assist the President in the performance of the latter s duties. In the event of the absence of the President, or his/her inability to serve, the Vice-President shall act in his/her stead. The Vice President shall perform such other duties as are assigned to him/her by the President or by the Executive Committee. At the subsequent election, an elected Vice President shall automatically be listed as the sole nominee for President by the Nominating Committee, notwithstanding the right of the members to nominate by petition in accordance with ARTICLE V of the Constitution. In the event the Vice President has been appointed or there is a vacancy in the office, the nominating committee may nominate two candidates for President.

Section 3:  Secretary

The Secretary shall keep the records of the Society, including minutes of all meetings, e-mail ballots, appointments, committees, presidential correspondence and membership files. These records will be filed with the Home Office annually. The Secretary will assist the Home Office with records, membership files and correspondence The Secretary shall prepare an annual report of the activities of the Society in accordance with ARTICLE VII of the Constitution. The Secretary shall direct the Home Office in the printing, distribution, and collection of letter ballots which may be presented to the membership for vote. This includes the issuance and receipt of the ballots for the membership vote on officers as defined in ARTICLE V of the Constitution, and for the issuance and tabulation of ballots on proposed amendments to the Constitution and Bylaws as specified in ARTICLE X of the Constitution, and in ARTICLE VIII of the Bylaws, respectively.

Section 4:  Treasurer

The Treasurer shall account for all monies of the Society. The Treasurer shall be the disbursing officer of the Society and shall approve all expenditures by the Society upon authorization of the Executive Committee in accordance with established Financial Procedures. The Treasurer may be required to give bond for the faithful discharge of his duties, to the extent as may be required by the Executive Committee. The Treasurer shall prepare an annual budget and present it to the members at the annual meeting. The Treasurer shall prepare an annual report on the state of the finances of the Society in accordance with ARTICLE VII of the Constitution. He/she shall arrange for a review of the Society s financial records by an independent accountant. He/she shall assure that all financial forms required by Federal and State governments are filed on or before their respective deadlines.

Section 5:  Communications Director

The Communications Director shall be responsible to the Executive Committee for establishing and maintaining the Adhesion Society website, publishing the Society Newsletter, and in general, promoting the Adhesion Society as the focal point for news of the Society and information of general interest to the adhesion community. This includes the preparation of a literature survey of publications related to adhesion for inclusion in the Newsletter or on the website as well as other activities as the Executive Committee so directs.

Section 6:  Executive Committee

The Executive Committee shall be empowered to make working rules of order for the control and operation of the Society. All rules and regulations so made shall be reviewed at the expiration of tenure of office of the officers promulgating them and continued or modified by incoming officers constituting the succeeding Executive Committee. In the event that an officer of the Society dies or resigns before the completion of his/her term of office the Executive Committee shall appoint a successor to complete his/her unexpired term subject to the provision stipulated in Section 2 of ARTICLE I of the Bylaws that the Vice-President shall succeed if the office of President becomes vacant. The Executive Committee shall have the power to overrule or modify the action of any officer of the Society.

Article II – Quorum

A quorum of the Society shall be the number present at a regularly scheduled business session of the Society. A quorum of the Executive Committee and of all other Committees shall be a majority of said committee.

Article III – Home Office

The Executive Committee shall contract with an appropriate organization to provide a Home Office to the Society. The Home Office shall work with the President and Executive Committee to perform the routine business of the Society and shall serve as the general point of contact for the Society. The Home Office Manager will attend Executive Committee meetings. The Home Office shall be responsible for mailing of dues notices; Annual Meeting notices, programs, and Proceedings; Newsletter and other publications; ballots; and other materials, as directed by the President or Executive Committee. The Home Office will collect dues and registration fees; deposit checks, cash, and credit card receipts into an appropriate bank account as directed by the Treasurer; and maintain the membership and registration lists. The Home Office will prepare its budget for approval by the Treasurer and Executive Committee. The Home Office will maintain Society records and the Operational Handbook. The Home Office will prepare and mail the Membership Directory. Upon mutual agreement, additional responsibilities may be assigned to the Home Office on a temporary or permanent basis.

Article IV – Dues and Privileges

Section 1

Regular members of the Society shall be natural persons and shall pay annual dues, based on the calendar year. The Executive Committee shall set the amount of the dues by the end of September the preceding year at a level reflecting the projected expenses and overall financial health of the Society. Upcoming dues shall be announced in the official publications of the Society, which are sent to each member.

Section 2

Society sustaining members shall pay annual dues based on the calendar year. The Executive Committee shall set the amount of the dues by the end of September the preceding year. Sustaining members shall receive the official publications of the Society and be recognized in these publications. A sustaining member may appoint a representative to act for it at the business meetings of the Society.

Section 3

Accepted applications for membership in the Society received prior to September 30, shall be considered as for the current year and back numbers of the current volume of the Society publications will be furnished to said members, subject to availability. Applications accepted for membership after September 30, shall be applied to the following year and publications will start with the first issue of the following year unless applicants specifically request the application to be applied to the current year.   Members delinquent in dues three months after the official date of renewal shall be deemed suspended and their names removed from the official roster of the Society.   Suspended or resigned members may be reinstated upon payment of dues for the current year.

Article V – Committees

The President shall appoint standing and ad-hoc committees to conduct Society business. Standing committees that require member appointment annually include the Annual Meeting Program Committee, Local Arrangements Committee, Site Selection Committee, Award of Excellence Selection Committee, Peebles and Gent Student Award Committee, Best Paper Award Selection Committee, Excellence in Adhesion Science Award Committee and Publicity Committee. The duties of each committee shall be given in the Operational Handbook. A Nominating Committee shall be appointed bi-annually and shall function in accordance with the provisions of ARTICLE V of the Constitution. Other standing and ad-hoc committees may be formed at the discretion of the President or the Executive Committee.

Article VI – Representatives

The President shall represent the Society at all meetings, inaugurations or dedications. In the event that the President is unable to attend a function, an official representative may be appointed to represent the Society. The President or his appointed delegate shall represent the Society on committees dealing with matters of common interest to this Society and other societies. Upon recommendation of the President, the Executive Committee shall determine the expense allowance of official representatives.

Article VII – Publications

The Society shall publish or choose a publication in print and/or electronic media which shall officially contain news of the Society and other matters of interest relating to the science of adhesion. The Communications Director shall have the authority to appoint assisting, contributing, and publishing editors to be responsible for the development of different aspects of the printed or electronic publications of the Society.

Article VII – Amendments

The Bylaws may be amended by majority vote of the members returning a letter ballot after the members attending any regular meeting of the Society, or the Executive Committee, have voted to submit the proposed amendment to letter ballot. The Secretary will direct that letter ballots shall be sent to the membership within thirty days after the vote directing such a ballot. Ballots shall be returned to the Home Office, and to be valid must be received within ninety days after the vote directing the ballot. The Secretary will tally the results of all ballots and communicate the results to the Executive Committee. Amendments so approved shall become effective immediately upon certification of approval of the Secretary to the Executive Committee and notification shall be provided to the membership through the Society publication(s).

Financial Procedures (amended 1992)

1. The fiscal year of the Society will begin on July 1. As soon as possible after that date, the Treasurer will prepare an annual report for the preceding year. The books will then be submitted to an independent accountant for a financial review.

2. The Treasurer will prepare informal financial reports and distribute them to members of the Executive Committee at the February meeting and following the annual meeting and short course.

3. The Society will maintain a checking account and one or more interest-bearing accounts with a bank or other financial institution. All receipts will be promptly deposited in these accounts and all expenditures will be paid from these accounts. Checks drawn on these accounts will require two signatures from among the following officers: President, Vice-President, Treasurer, Secretary and Editor. The Society may also open cash advance accounts with officers and committee chairs during their terms of office. The officers and chairs must keep appropriate records and provide them to the Treasurer upon request.

4. As far as possible, payments to the Society should be made by check, drawn to the order of The Adhesion Society , or accepted credit cards. Those receiving payments should immediately forward them to the Home Office for deposit, together with any necessary details as to purpose of payment, etc.

5. The Executive Committee of the Society has the authority to approve expenditures. All commitments to expenditures must be approved in advance by at least two officers, one of which should be the Treasurer.

6. Approved expenditures will be made by the Treasurer, countersigned as in (3) above. Bills may be forwarded for direct payment; they should include: authorization, purpose of payment and address of payee. Other authorized expenditures will be reimbursed on receipt of proof of payment, name and address of payee and purpose of expenditure. Expenses should be reasonable and customary, not to exceed typical limits imposed by the government or similar employers.

7. Budgets for the annual meeting and other major activities must be prepared by the chair of the activity or his/her designee and approved by the Treasurer and at least one other officer prior to the setting of registration fees. The meeting and short course should be planned on a conservative break-even basis.