AAPI Constitution and Bylaws
PREAMBLE
The AMERICAN ASSOCIATION OF PHYSICIANS OF INDIAN ORIGIN (the “AAPI”) was formed to address a need for cohesive action on the part of physicians, dentists and other medical scientists, of Indian heritage, residing in the United States of America. The AAPI was also formed to maintain the identity of this group of people, to provide a forum for scientific, educational, cultural, charitable and social interaction among the AAPI’s members.
The term “Indian” is used throughout these By-laws in an ethnic sense and is meant exclusively to pertain to the Indian subcontinent of Asia. The word “heritage” similarly, connotes ancestry. ARTICLE I – OBJECTIVES
The objectives of the AAPI are, in addition to and not in substitution of those stated in the AAPI’s Articles of Incorporation, the following:
a. To bring together individuals and organizations of physicians, dentists and other medical scientists of Indian heritage practicing in the United States under one umbrella organization.
b. The AAPI was organized exclusively for scientific, educational, cultural and charitable purposes.
c. To assist medical and dental students and students of the human sciences, physicians and dentists to obtain scientific training in the United States of America (the “United States”).
d. To conduct seminars and other educational programs to acquaint members of new scientific developments in the field of human medicine.
e. To support and foster the availability of medical assistance to indigent people in the United States.
f. To make contributions to organizations that qualify as exempt organizations under Section 501(c) of the Internal Revenue Code of 1986 as amended, or the corresponding provision of any succeeding section or future United States Internal Revenue Code Section.
g. To provide mutual understanding and cooperation between the AAPI and other medical societies in the United States and India.
h. To maintain a directory of physicians of Indian origin.
i. To provide other member services as needed.
ARTICLE II – NATIONAL HEADQUARTERS
Section 2.1 - Site The AAPI will maintain a National Headquarters at a site approved by the Governing Body, as
hereinafter defined.
Section 2.2 - Staffing
The AAPI’s National Headquarters will be staffed by administrative support personnel as approved by the Governing Body, from time to time, the expenses for which shall be borne by the AAPI.
Section 2.3 - Executive Director The AAPI’s President, in consultation with the Executive Committee, as hereinafter defined, may
appoint an Executive Director to serve at the National Headquarters, who will oversee the day-to-
day operations of the AAPI. He or she shall be an ex-officio member of the Executive Committee.
His or her compensation shall be set by the Executive Committee and will be paid from the general
operating funds of the AAPI. He or she will discharge his or her responsibilities under the guidance
and confidence of the President and the Executive Committee, who may terminate his or her
services upon a majority vote, and in accordance with any contract, which may have been entered
into with the Executive Director.
ARTICLE III – MEMBERSHIP
Section 3.1 – General
Membership in the AAPI shall be open to any physician or dentist of Indian heritage and other
physicians in the US who wish to promote the mission of the AAPI and make continuing
contributions towards the goals of AAPI, or organizations representing or comprised of physicians,
dentists or scientists in the field of the human sciences, and who are of Indian heritage in the
United States. Membership shall also be open to any student, student group or organization made
up of students of Indian heritage and other students in the US who wish to promote the mission of
the AAPI and make continuing contributions towards the goals of AAPI, studying or training in the
United States, in the area of the human sciences.
Section 3.2 - Categories of Membership
Members shall be divided into the following categories:
A. ACTIVE MEMBERS: Active members shall be:
1. Annual members who have paid the dues assessed to them, by the Governing Body, in a timely fashion when due.
2. Patron members admitted after a single payment of the Patron member dues assessed to them, by the Governing Body.
B. ASSOCIATE MEMBERS:
Associate members shall be those persons engaged in professions or career in the human sciences other than medicine and dentistry.
C. MEDICAL STUDENTS AND RESIDENTS:
Residents, fellows, and students of medicine and dentistry, in approved training Programs in the United States, who wish to promote the mission of the AAPI, will be represented in the AAPI through the AAPI’s Medical Student/Resident section. Their participation will be governed in accordance with the By-laws of the AAPI-MSR section, which will conform to the broad principles of the AAPI and as approved by the Executive Committee.
D. YOUNG PHYSICIANS
Physicians who have completed their training and are in their first five years of practice of medicine and who wish to promote the mission of the AAPI will be represented in the AAPI through the Young Physician section. Their participation will be governed in accordance with the By-laws of the AAPI-Young Physician section, which will conform to the broad principles of the AAPI and as approved by the Executive Committee.
E. SPONSOR MEMBERS:
Industrial partners of AAPI who sponsor programs and activities of AAPI and satisfy criteria as set by the Executive Committee from time to time may be admitted as sponsor members for the duration of their sponsorship.
F. OTHER MEMBERS:
The Governing Body may from time to time create other special categories of membership.
G. MEMER ASSOCIATIONS:
Associations based on common characteristics such as state or region of domicile, specialty or medical school of graduation with at least fifty (50) paid active members consisting of physicians or dentist of Indian heritage practicing in the United States) may become Member associations of the AAPI by paying dues annually as assessed by the Governing Body. A second or subsequent organization representing the same or essentially the same region or other characteristic may not be admitted as a member association. Member associations will be duly represented in the Governing Body by their respective presidents or designees. Such representatives must be active members of the AAPI during the period of representation, at the Governing Body.
Section 3.3 - Member Qualifications
Any person or an Association of persons as set forth in Section 3.2 may attain membership in the AAPI provided that the applicant:
A. Subscribes to the objectives of the AAPI, abides by the By-laws, rules and regulations, pays the prescribed fees and dues, and submits an application in the prescribed form.
B. Submits, (additionally, in case of an association wishing to join the AAPI as a member) along with the application:
i. A copy of its constitution and by-laws ,
ii. A list of the elected officers, their designation and a complete roster of its membership including addresses and telephone numbers.
C. Receives the approval of its application for membership by a majority of vote of the Governing Body after due screening..
Section 3.4 – Revocation
a) Membership may be denied or revoked for any member for deliberate violation of
the AAPI’s Articles of Incorporation or By-laws.
b) The President, with the approval of the Executive Committee, shall appoint a
hearing committee for investigation and recommendations regarding the revocation of any
member or membership in question.
c) The hearing committee shall follow a mechanism adopted by the Governing Body
and consistently applied, before making its recommendations to the Governing Body as to what action, if any is recommended.
d) The Governing Body shall decide, by a two-thirds majority vote, to adopt or reject
the recommendations of the hearing committee.
Section 3.5 – Impeachment
a) If any member to an elected or appointed office or position misuses their office or
are guilty of misconduct or violate the objectives of the AAPI’s Article of Incorporation or
By-laws, for personal gain or misappropriate the funds of the AAPI or violate the law
resulting in civil liability or a criminal offense and conviction, he or she shall be liable for
impeachment or forfeiture of his or her position, immediately. Further, the Governing Body is authorized to remove such a person temporarily from the position held in the APPI, pending the final outcome of the judicial proceeding.
b) An impeachment procedure may be initiated by a petition signed by at least one-
fourth of the members of the Governing Body or two-thirds of the Executive Committee.
c) After an impeachment procedure is initiated as provided in these By-laws, and then the Governing Body shall appoint a hearing committee to investigate the allegation and
recommend necessary action to the Governing Body. The hearing committee shall follow
a mechanism adopted by the Governing Body and consistently applied.
d) An impeachment can be effected only upon the affirmative vote of at least three-fourths of the Governing Body.
ARTICLE IV - ANNUAL CONVENTION
4.1 - Purpose
The Annual Convention shall serve as the Annual Meeting of the General Body and shall be held at the time determined by. Governing Body., provided however, that the Governing Body shall call for a meeting of the General Body not less than annually. The purpose of the Annual Convention is to bring together all the members once a year and to discuss issues of interest to physicians of Indian heritage in the United States.
4.2 - Selection of Site
The Convention Advisory Committee will make recommendations for future Convention sites. The convention site shall be selected at least one year in advance. The Governing Body must approve the selection site.
4.3 – Organization
The AAPI President shall appoint the Convention Chair at least one year prior to the Annual Convention with the approval of the Governing Body.
4.4 – Time
The Governing Body will determine the dates of the Annual Convention, after consultation with the Executive Committee and the Convention Chairman
.
4.5. The Chairperson of the Annual Convention of the AAPI shall not seek any elected position during his /her term as Chairperson.
ARTICLE V - ORGANIZATION OF THE CORPORATE BODY
Section 5.1 - Components of the Corporate Body
The AAPI shall be made up of all the members (also known as the General Body), the Governing Body, the Executive Committee and the Board of Trustees.
Section 5.2 - General Body
Subject to the AAPI’s Articles of Incorporation and these By-laws, the General Body retains the ultimate authority of the APPI.
A. The General Body shall consist of voting members as set forth in paragraph D of this section.
B. All member organizations and voting members shall be notified of all General Body meetings by mail at least 30 days before each General Body meeting.
C. General Body meeting shall be open to all the voting members.
D. Voting members of the General Body shall be determined as follows:
a. Patron members on record of the current year.
b. All Annual dues paying Members prior to the General Body Meeting.
E: At the Annual General Body Meeting, those members present and eligible to vote may conduct the business of the General Body. If a member eligible to vote makes a quorum call, the Presiding Officer shall decide if a quorum is present.
i. Twenty percent (20%) of the voting members registered at the annual convention constitute a quorum for that meeting of the General Body. Once a quorum is established, the business of the meeting shall continue and all actions at the meeting shall be binding, even if a quorum is not present at later times in the meeting.
ii. If, upon a quorum call, a quorum is not present as defined above, then the Presiding Office may entertain motions to recess, adjourn, or adjourn to reconvene at a later date. (i.e. fix the time to which to adjourn). In addition, the Presiding Officer may arrange for a mail-in ballot to decide specific and urgent issues scheduled for consideration at that meeting. A simple majority of the returned ballots shall decide the issues, so long as not otherwise required by the Articles of Incorporation or the laws governing such matters.
iii. In case of an important issue which needs immediate attention of the General Body. On
the recommendations of the Executive Committee, the Governing Body may authorize
the Executive Committee arrange for a mail-in ballot to decide specific and urgent issues
which can not wait till the next General Body Meeting A simple majority of the returned
ballots shall decide the issues, so long as not otherwise required by the Articles of
Incorporation or the laws governing such matters.
Section 5.3 - Governing Body
The Governing Body is the main deliberative body of the AAPI for policy creation and acts on behalf of the General Body. Only those members of the Governing Body who are also Voting Members of the General Body as defined under Section 5.2 D may be eligible to vote at the Governing Body.
A. The Governing Body shall be composed of the Executive Committee, the Chairs of all the standing committees and the President or his or her designee of each member organization. Members of the Board of Trustees shall be non-voting members of the Governing Body. Only active voting members of the AAPI may be voting members of the Governing Body.
B. The Governing Body shall direct the policies of the Association. It may fill any vacancies in the Governing Body by appointment, in accordance with the provisions of the Articles of Incorporation and these By-laws. It shall create all standing committees and set policy for their activities. The Governing Body shall set the membership dues for all categories of membership.
C. The Governing Body shall meet not less than three (3) times per year in regular session. One such meeting shall occur during the Annual Convention and such meeting shall constitute the Annual Meeting of the Governing Body.
D. Special Meetings: The President may as he or she deems necessary or the Secretary shall, upon the written request of at least 10 members of the Governing Body, or 20% of the voting members of the Governing Body, whichever is greater, or issue a call for a special meeting of the Governing Body.
E. A quorum for any meeting of the Governing Body shall consist of 60% of the Governing Body members registered at the respective meeting.
F. In addition, either the Governing Body or the Executive Committee may call a special
meeting of the General Body or the Governing Body
G. Any member of the Governing Body who wishes to bring new business matters before the Governing Body meeting shall submit this business in writing to the Secretary, at least 30 days prior to the meeting of the Governing Body, for consideration by the Executive Committee as to include such new business on the agenda.
Section 5.4 - Executive Committee
The Executive Committee shall provide leadership and execute policies as approved by the Governing Body and the General Body.
A. The Executive Committee shall consist of the President, President-Elect, Vice President, Secretary, Treasurer, Immediate Past President, Presidents of the AAPI Medical Student Resident Section and the Young Physicians’ Section, the ten Regional Directors and the Chair of the Board of Trustees. The Executive Committee shall have the authority to act for and on behalf of the AAPI in accordance with the policies set by the Governing Body
B. Qualifications for the Executive Committee Members: Besides being currant active dues paying members of AAPI following candidates must:
a. President Elect: Shall have served two years on the Governing Body, of which one year must have been on the Executive Committee as a Elected Officer.
b. Vice President: Shall have served two years on the Governing Body, of which one year must have been on the Executive Committee
c. Secretary: Shall have served two year on the Governing Body
d. Treasurer: Shall have served two year on the Governing Body
C. Contracts, deeds, documents and instruments shall be executed by the President and attested by the Secretary or the Treasurer.
D. Checks, notes, drafts, and demands for money shall be signed by the officer or officers designated from time to time by the Executive Committee. In the event no designation is made by the Executive Committee, checks, notes, drafts and demands for money shall be signed by any two officers.
E. Only active members of the AAPI within the membership of the AAPI as described by Article III
shall be eligible for nomination and election to these offices.
F. The Executive Committee shall meet not less than four (4) times per year in regular session. One such meeting shall occur during the Annual Convention and such meeting constitutes the Annual meeting of the Executive Committee.
a. Special Meetings: The President, may as he or she deems necessary or the Secretary shall at the written request of members of the Executive Committee, issue a call for a Special Meeting of the Executive Committee.
b. Notice of every meeting of the Executive Committee, excepting only the Annual Meeting for which no notice shall be required, shall be mailed to the last address on the AAPI’s books for each member of the Executive Committee, not less than seven (7) nor more than 30 days prior to the meeting. All such notices shall be signed by the Secretary and shall specify the place, date and time for the meeting.
G. A quorum for any meeting of the Executive Committee shall consist of at least a simple majority of the Executive Committee members eligible to vote at such a meeting.
Section 5.5 - Board of Trustees.
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A. Qualification for Members of Trustee: Besides being currant active dues paying members of AAPI following candidates must: have served two years on the Governing Body.
B. The Board of Trustees shall advise the AAPI regarding its fiscal welfare and operation of the AAPI. At the request of the Governing Body the Board of Trustees may serve as a mediator to resolve disputes among the various office holders and committees and as a mediator; its decision shall be final and binding.
C. The Board of Trustees shall be made up of nine persons as follows:
a. All trustees shall be elected from among the active members.
b. Three Trustee positions shall be filled each year to replace the three Trustees who completed their terms and retired.
D. A Trustee term shall be for 3 years and cannot serve for more than two consecutive terms which is a total of six (6) years. Terms of no more than three (3) trustees shall expire in one year.
E. The Board of Trustees shall be the Trustees of an endowment funds to be created by the AAPI and will be the Internal Auditors for the AAPI and will be responsible for and long range planning.
F. The Chair and Chair Elect of the Board of Trustees will be elected by and from among the Board of Trustees. The Chair Elect automatically becomes Chair of the Board of Trustees.
G. Board of Trustee members cannot run for an Executive Committee position without relinquishing their position on the Board of Trustees.
a. The Chair of the Board of Trustees will be an ex-officio member of the Governing Body and the Executive Committee.
b. The President shall be an ex-officio member of the Board of Trustees.
c. The Board of Trustees shall meet no less than once a year.
ARTICLE VI - DUTIES OF OFFICERS
No elected officer shall serve more than two consecutive terms in the same office. A term of office will be one year
Section 6.1 – President
a. The President shall be the Chief Executive Officer of the AAPI and shall perform all duties incident to the office of the President and the Governing Body may assign such other duties, as it may deem proper, necessary or useful.
b. He or she shall preside at all meetings of the AAPI, the Executive Committee and of the Governing Body.
c. He or she shall make such appointments as are required or authorized by the Articles of Incorporation, these By-laws and by the Governing Body.
d. He or she may execute, with the Secretary or any other proper officer of the AAPI as authorized by the Governing Body, any deeds, mortgages, bonds, contracts or other instruments which the Governing Body has authorized to be executed; except in cases where the signing and execution thereof shall be expressly reserved unto the Governing Body.
e. He or she shall designate all official delegates and representatives to other organizations; and shall appoint members to such special and ad hoc committees as may be necessary to further the AAPI's objectives.
f. The President may discontinue any such committee when its purpose has been served or its purpose is no longer desirable or attainable, in consultation with the Executive Committee.
g. The President and members of the Executive Committee will be jointly responsible to the Governing Body. In the event of any disagreements in the execution of the policies of the AAPI, the President shall make the final decision, which shall be binding on all parties concerned. The President, however, shall be required to validate his or her decision either before or as soon as possible after the event by majority vote of the Executive Committee. If the President fails to accomplish such validation, the majority decision of the Executive Committee shall prevail. Prior approval by the Executive Committee is mandatory for any decision involving financial transactions on behalf of the AAPI with may result in significant financial consequences for the APPI.
Section 6.2 - President Elect
a. The President-Elect shall assist the President and fulfill the President’s duties in his or her absence, for any reason. He or she shall automatically succeed to the office of the President at the end of the President’s term of office. He or she shall perform such other duties as may be assigned by the President.
b. He or she will be the Chairman of the Articles of Incorporation and By-laws Committee.
c. If the President is unable to complete his or her term due to ill health, death or any other reason, the President Elect shall discharge the responsibilities of the President until completion of the President's term and thereafter, to serve his or her own elected term as President.
Section 6.3 - Past President
A. The past president shall become the Chair of the Nomination Committee
Section 6.4 - Vice President
a. The Vice President shall assist the President, Treasurer and Secretary as needed at the direction of the President.
b. The Vice President shall serve as the Chair of the Membership Committee. .
c. He/She shall submit the list of voting members to the Secretary on or before February
15th for certification
Section 6.5 – Secretary
The Secretary shall:
a. Keep an account of all the minutes of all meetings;
b. Maintain an updated list of all members of the AAPI. He/She shall assist the vice- President and certify the list of voting members of AAPI on or before February 15th
c. Issue an agenda of all regular and special meetings after consultation with the Executive Committee;
d. Keep a copy of all official correspondence from and to the AAPI, including newsletters and program brochures for the activities from the AAPI and reports submitted by the Committee's Chairpersons;
e. Keep an attendance record of all meetings of the AAPI
f. Be custodian of the Articles of Incorporation, By-laws and amendments thereto;
g. Notify committee members of their appointment and their assigned duties;
h. See that all books, reports, statements, certificates and other documents and records required by law to be kept and filed are properly kept and filed,
i. Perform such duties and exercise such other powers as may be assigned by the Executive Committee in the same capacity,
j. Be a member of the Executive Committee as its secretary,
k. Be responsible for transferring all the records of the AAPI, within 30 days after the Annual Meeting, to the incoming Secretary.
Section 6.6 – Treasurer
Unless otherwise directed by the Governing Body, the Treasurer will be the sole fiscal officer and the only authorized person empowered to have custody of the financial accounts of the AAPI, subject to audit powers of the Board of Trustees, the Executive Committee, the Governing Body and any outside auditors the AAPI may select.
The Treasurer shall:
a. Be responsible for issuing notice and collection of all dues and deposit into same in such banks or trust companies as the Executive Committee may designate. He or she will be in charge of all the accounts of the AAPI;
b. Have custody of all accounts, receipts and disbursements which shall be open at all reasonable times to inspection by the Executive Committee;
c. Submit a financial report to the Executive Committee at its annual meeting and at regularly held Executive meetings. If the Executive Committee requires he or she shall give a bond with such surety and in such amount as the Executive Committee may designate;
d. Perform such other duties and exercise such other powers and duties incident to the office of the Treasurer and as may be assigned by the President or the Executive Committee or otherwise as may be required by law;
e. Transfer to the next Treasurer within 30 days of the assumption of office by the latter, all accounts of the AAPI;
f. File all income tax returns with the Internal Revenue Service for the year in which the office was held.
Section 6.7 - Regional Directors
There shall be ten (10) Regional Directors, one from each designated region of the United States elected by the voting members of each respective region.
The Regions are:
1. Pacific; 2. Mountain; 3. Northwest Central;
4. Southwest Central; 5. Northeast Central; 6. Southeast Central;
7. New England; 8. Mid-Atlantic; 9. South Atlantic .
10 South
9. (the South Atlantic region will consist of Delaware, District of Columbia, Maryland, Virginia and West Virginia); 10 South (the South region will consist of North Carolina, South Carolina, Georgia and Florida).
Each shall, in addition to representing the respective region in the Governing Body:
a. Coordinate the activities of the member associations, and individual members in his or her respective region;
b. Act as liaison between members in the region and the Executive Committee;
c. Assist the Chair of the Membership Committee to increase and retain membership of the AAPI in his or her region; and
d. Report to the Governing Body regarding the activities in his or her region, at its regular meetings.
e. If a Regional Director is unable to complete his or her term due to ill health, death or any other
reason, the President will appoint, with approval of the Executive Committee, an interim Regional Director to fulfill the duties of the unexpired term.
ARTICLE VII - GENERAL BODY MEETINGS AND AGENDA
A. Robert's Rules of Order shall be used to govern all meetings of the AAPI in all cases where they are applicable, except where they are inconsistent with the Articles of Incorporation, or these By-laws.
B. The Executive Committee will set the agenda of the General Body meeting and any special meetings.
C. Any member who wishes to bring new business matters before the General Body meeting shall submit this business in writing to the Secretary, at least 30 days prior to the meeting of the General Body, for consideration by the Executive Committee as to whether to include such new business on the agenda.
D. Items not placed on the agenda by the Executive Committee for consideration at the General Body meeting may only be placed on the agenda during the General Body meeting upon the affirmative vote of at least a majority of the active members present.
E. Time shall be provided at each meeting for members to introduce a question, which when approved by a majority, would be placed on the agenda for future discussion during subsequent meetings.
ARTICLE VIII: COMMITTEES
Section 8.1 - Committee Nomenclature
Standing Committees
The term of each Standing Committee shall be one year. The following shall be the standing committees:
1. Academic Affairs Committee;
2. Alumni Committee;
3. Articles of Incorporation and By-laws Committee;
4. Awards Committee;
5. Charitable Foundation Committee (the “Charitable Foundation”);
6. Continuing Medical Education Committee;
7. Convention Advisory Committee;
8. Ethics and Grievances Committee;
9. Legislative Affairs Committee;
10. Liaison Committee;
11. Membership Committee;
12. Nomination Committee;
13. Publications Committee; and
14. Women Physician’s Committee
Section 8.2 - Committee Chair
The term of office for each Committee Chair will be one year. The President may renew terms of office through reappointment, with the concurrence of the Governing Body. The Chair of each committee shall be appointed by the President Elect and approved by the Governing Body at the spring meeting just preceding the year for which the appointments are made. The President shall be an ex-officio member of all the committees, except the Nomination Committee.
Section 8.3 - Committee Membership
Members of each standing committee, except the Nomination Committee, shall be recommended by the Chair of each Committee and will be appointed by the President. Members and chairs of all standing committees shall be Voting Members of the General Body as defined under Section 5.2 D. Persons or entities not eligible for AAPI membership may be appointed as non-voting advisors to committees because of their expertise or any special value they bring to the committee.
Section 8.4 - Quorum
A majority of the members of any committee shall constitute a quorum for any meeting of each respective committee.
Section 8.5 - Minutes of Committee Proceedings
Each committee shall submit the minutes of its meeting to the Secretary within ten (10) days after the meeting.
Section 8.6 - Membership Committee
A. The Membership Committee shall consist of at least seven members. The Vice President shall serve as the Chair of the Membership Committee.
B. The Committee is responsible to assist the Secretary to maintain and update the membership roster and to recruit new member organizations and members to the AAPI.
Section 8.7 – Articles of Incorporation and By-laws Committee
A. The Articles of Incorporation and By-laws Committee shall consist of at least seven (7) members. The President Elect shall be the Chair of the Articles of Incorporation and By-laws Committee.
B. It will be the Committee's responsibility to review the Articles of Incorporation and By-laws at least once a year and endorse them, or suggest any amendments as needed for consideration by the Governing Body and the General Body. In addition, the Committee shall also review any amendments proposed by active members of the Governing Body or the General Body to the Articles of Incorporation or the By-laws.
Section 8.8 - Continuing Medical Education Committee
A. The Continuing Medical Education Committee shall consist of at least seven (7) members. The Chair of the Continuing Medical Education Committee will be appointed by the President with the approval of the Governing Body. during the Annual Convention.
B. The Committee shall develop and plan for continuing medical education programs with CME Credits within without the United States. Its goal will be to enhance provide opportunity for the medical education for knowledge of the AAPI Members membership and other health professionals.
Section 8.9 - Ethics and Grievances Committee
A. The Ethics and Grievances Committee shall consist of at least five (5) members. The President will appoint the Chair with the approval of the Governing Body.
B. The function of the Committee shall be to respond to complaints or charges of discrimination against the members of the AAPI and to respond to any questions about unethical behavior or grievances against members of the AAPI.
Section 8.10 - Nomination Committee
A. The President shall appoint, with the approval of the Governing Body, a Nomination Committee consisting of (7) seven members actively involved and familiar with the workings of the AAPI. The Immediate Past President, being a senior member of the Executive Committee, will be the Chair of the Committee unless otherwise determined by the Governing Body. for cause.
B. Members of this Committee will be:
1. Past President (Chair)
2. President Elect
3. Five members elected by the Governing Body, each representing member associations, Alumni and Specialty associations and two members at large.
C. The Committee shall be charged with the responsibilities to:
1. Receive nominations for the following positions:
i. President Elect
ii. Vice President
iii. Secretary
iv. Treasurer
v. Board of Trustees
vi. Regional Directors
2. Evaluate the qualifications of the nominees for positions according to the following eligibility criteria:
i. Standing in the community and the AAPI.
ii. Commitment to the goals of the AAPI.
iii. Further, for the following positions each and every candidate must have completed serving, at the time of nomination, the following additional requirements:
• President Elect: Refer to Section 5.4.A.1:
• Vice President: Refer to Section 5.4.A.2:
• Secretary: Refer to Section 5.4.A.3
• Treasurer: Refer to Section 5.4.A.4
• Trustee: Shall have served two years on the Governing Body.
IV. Willingness of the candidate to devote time and effort to the work of the AAPI
3. The Committee slate should consist of names of all candidates suitable for the position A short summary of the service of each candidate to the APPI should also be included.
4. The Chair and the members of the Nominating Committee shall not canvass support or solicit votes for individual candidates.
Section 8.11 - Publications Committee
A. Publications Committee shall consist of at least five (5) members. The President will appoint the Chair of the Committee with the approval of the Governing Body.
B. The Committee will be charged with the responsibility to publicize the purpose and activities of the AAPI, as well as overseeing the designing, editing, printing and mailing of the “AAPI Journal” at least four times a year or as otherwise directed by the Executive Committee.
Section 8.12 - Awards Committee
The Awards Committee shall:
A. Consist of Chair and at least four (4) members;
B. Gather information regarding outstanding work of members of the AAPI in the field of professional, social, charitable or leadership ventures;
C. Recommend to the Executive Committee the names of members, by a consensus of the Committee, for receiving awards and recognition during the Annual Convention.
Section 8.13 – Charitable Foundation
A. There shall be a minimum of seven (7) and a maximum of eleven (21) members in the Charitable Foundation. The President will appoint the Chair with the approval of the Governing Body at the first meeting of the Governing Body held during the Annual Convention.
B. The duties of the Charitable Foundation are as described in the Charitable Foundation’s charter and by-laws.
Section 8.14 - Liaison Committee
Liaison Committee shall:
A. Consist of a Chair and at least four (4) members;
B. Function as a liaison between the AAPI and other professional organizations within the United
States and abroad, who have similar interests and goals;
C. Send members to represent the AAPI at meetings of such organizations as described in subsection B of this section; and
D. Report to the Governing Body at its regular meetings.
Section 8.15 - Convention Advisory Committee
A. The Convention Advisory Committee shall consist of at least seven (7) members.
B. The Chair shall be nominated by the President and approved by the Governing Body
.
C. The term of the Committee shall be one year.
D. The Committee will make recommendations to the Governing Body for future convention sites and
convention management.
Section 8.16 - Academic Affairs Committee
The Committee shall:
A. Have a constituency of academic physicians, house medical staff and medical students of Indian heritage in the United States.
B. Promote interest in the affairs of the AAPI by its constituents and provide a forum for development and opportunities for training, and increase networking among academic physicians of Indian heritage.
C. Consist of at least six (6) members including at least one (1) student member and one (1) house staff member.
D. Be chaired by a physician who has a background in academic medicine.
E. The term of each committee member shall be two years.
Section 8.17 – Alumni Committee:
A. .The Alumni Committee shall consist of at least seven members. The President shall appoint the Chair of the Alumni Committee.
B. The Committee is responsible to assist the Secretary to maintain and update the membership of different Alumni group of AAPI and to recruit new members to Alumni groups and the AAPI.
C. Help the Convention Committee in organizing different Alumni programs and meetings during the Annual Convention of AAPI
ARTICLE IX – DUES
Section 9.1 - Determination of Annual Dues
Annual dues shall be determined by the Governing Body and approved by the General Body. during the Annual meeting.
Section 9.2 – Exemptions
Student members shall not be required to pay dues and shall not have any vote
Section 9.3 - Patron Members
General:
The Governing Body will set the dues for Patron members. The monies so generated shall remain in an escrow account controlled by the Board of Trustees. The Board of Trustees shall give 5% of the total patron fund each year on July 1st to be used for the AAPI operational accounts.
Privileges and responsibilities of patron members:
Patron’s membership in the AAPI represents a lifelong commitment to the cause and goals of the AAPI. Registration fees shall not be levied from Patron members at Conventions, so long as they register before the specified deadline.
ARTICLE X – ELECTIONS
Section 10.1: Eligibility Criteria for the Voters in AAPI Elections:
i. All patron Members of AAPI as of January 31st of the year.
ii. All Annual Members as of January 31st, if they were dues paid members as
of July 31 of the preceding year.
iii. One vote per member.
Section 10.2: Call for Nominations
A. The Nomination Committee shall invite nominations from the entire voting membership via any mode such as postal-mail, e-mail, faxes, telephone or the AAPI Journal or similar publication for all open positions on the Executive Committee and Board of Trustees listed in Article V Section 5.4.and 5.5 on or before December 31 of the preceding year.
B. Any currant dues paying member of AAPI can make nominations on behalf of a candidate to the Chair of the Nomination Committee. Nominations must be seconded by another member. Candidate shall include a written statement of acceptance and also to serve the office if elected, along with a signed disclosure form.
C. A candidate may file nomination and contest for only one position in any given election. Members are prohibited from nominating more than one candidate for any given position. No nominations will be allowed after the January 31 dead line date.
D. The Executive Committee may levy a Filing Fee against all the Nominees. The Governing Body shall approve the amount.
Section 10.3 - Announcement of the Slate of Candidates
A. The Nomination Committee shall announce to all the candidates the slate of nominees for all positions on or before February 7th of each year.
B. The Nomination Committee Candidates may withdraw from the election by writing to the Chair of the Nomination Committee on or before February 15th.
Section 10.4 - The Election Process
A. The Immediate Past Chair of the Board of Trustees will serve as Election Officer to conduct the election. He or she may appoint two members to help conduct the election.
B. The voting members as provided in Section 10.1 shall have the right to vote. No proxy vote is permitted. Each member shall have one vote for each vacant office.
C. The Secretary shall assist the Vice President to prepare the list of voting members and shall certify the list of voting members, as defined in Section 10.1, on or before February 15th of each year.
D. The elections shall be conducted by a mail ballot. The ballot shall contain provisions for write-in candidates for all positions. Ballots shall be mailed on or before March 7th of each year to qualified voting members. As provided in Article X, Section 10.1.
E. The ballots must be returned via mail to the specified address, postmarked on or before March 31st of each year or if that date is a postal holiday or weekend, then the next business day.
F. The Executive Committee shall engage the services of an independent agency to conduct the election process under the supervision of the Election Officer.
G. The results of the election shall be announced by the Election Officer immediately after counting the ballots. This process must be accomplished by April 7th. All ballots should be stored until the next Election.
H. The Election Officer shall only cast his/her vote in case of a tie.
Section 10.5: - Recount of Election Ballots:
A. Any Candidate may request a recount by writing to the Election Officer. The request must be post marked by April 14th.
B. The candidate requesting the recount shall bear the cost of the recount.
C. Only one recount for any one position shall be permitted. One representative of each candidate for the contested position shall be permitted to observe the count.
D. The recount result shall be announced by April 30th and shall be binding on all parties.
.
Section 10.6 - Resignation or Death of Elected or Nominated Officials; Lack of nominee for any position
A. In the event of the death of the President-Elect, a special election shall be conducted by mail ballot within 60 days thereof.
B. Vacancies due to death or resignation of any other elected official shall be filled by the President and confirmed by the Governing Body at its next meeting, however, if such an event occurs after nomination, or if the nominee declines before election; then the Nominating Committee will propose another candidate if no other timely filed, eligible nomination exists for that position.
C. In the event that there is no eligible nominee for a vacant position, the President Elect shall ask the members of the executive committee to propose nominations for the position and the executive committee shall select a candidate from these nominations by majority vote and the President Elect shall appoint that candidate to the position pending approval by the Governing Body at its next meeting.
ARTICLE XI - AMENDMENTS AND ADOPTION
Section 11.1 – Amendments
These By-laws may be amended, repealed or altered in whole or in part by a 2/3 majority vote of any duly organized meeting of the General Body or by 2/3 majority of mail in ballot received as described in Section 5.2.E.3
A. The proposed amendment may be initiated in writing in any General Body or Governing Body meeting with the concurrence of not less than ten (10) voting members. whose concurrence is evidenced by their signatures.
B. The proposed amendment, duly initiated, shall be referred to the By-laws Committee for consideration and recommendation to the Governing Body as provided in these By-laws.
C. The recommendations of the amendments By-laws Committee along with the recommendation of as approved by the Governing Body shall be submitted to the General Body meeting for consideration and approval. The recommendations shall be mailed to the members of the General Body thirty days prior to before the meeting of the General Body at which they where the amendments are to be considered. On approval by the General Body by a simple majority, the amendments shall be incorporated into these By-laws with immediate effect.
D. Notwithstanding anything to the contrary provided in these By-laws, In the event of a conflict between any provision of the AAPI’s Articles of Incorporation and these By-laws, the provision contained in the Articles of Incorporation shall be given precedence and priority over the conflicting provision in these By-laws.
E. These By-laws have been duly adopted in accordance with the Articles of Incorporation and the applicable laws.
This document
was prepared on
October 6, 2004 and
adopted by the members
through mail in ballot.