Radiotherapy Service Engineers Association
BYLAWS

Version 2.3, February 2015

ARTICLE I : NAME

The name of this non-profit organization will be “Radiotherapy Service Engineers Association,” hereinafter referred to as the Association. The Association will also be known by the abbreviation “RSEA.”

ARTICLE II: PURPOSE

· To establish a standard of competence and promote excellence in the practice of maintaining equipment used to deliver radiation therapy.

· To define the body of knowledge on which the profession is based.

· To promote the safe and effective delivery of radiation therapy.

· To represent the professional interests of individuals entrusted with the maintenance, repair and installation of radiation therapy equipment.

ARTICLE III: MEMBERSHIP

1. There shall be 3 classifications of membership, as follows:

A. Full

A person demonstrating evidence of practicing service engineering in a radiotherapy environment for at least three (3) years and meeting one or more of the following three conditions:

· Possession of an Associates Degree (2 or 3 years) or higher degree in a program relating to Engineering Technology from an accredited educational or military institution (or equivalent as determined by the Membership Committee).

· By recommendation of the Board in recognition of exceptional contributions, consistent with criteria established by the RSEA Board of Directors, to the profession of Radiotherapy Service Engineering.

· Practice of service engineering in a radiotherapy environment for at least five (5) years

B. Candidate

An individual interested in the purpose of this organization and meeting one of the following two conditions:

· Current enrollment at least half-time in an accredited Associate or Baccalaureate program in engineering, engineering technology or related course of study, or In the process of completing the five (5) year experience requirement for full membership.

B. Associate

An individual committed to the mission of this organization, who has demonstrated a contribution to the advancement of the radiotherapy service engineering and meets other requirements established by the RSEA Board of Directors, but does not meet the other conditions required for full membership.

C.. Emeritus

Emeritus membership is intended for members who have completed a career in servicing radiation therapy equipment and have retired from the field. Requirements and privileges of emeritus members shall be specified in the Rules.

1. Full and Emeritus members are entitled to vote on matters presented to the Association’s membership.

2. Termination of Membership – The membership of any member shall terminate upon occurrence of any of the following events: 1. Resignation of the member; 2. Nonpayment of dues. 3. Ethics violation, ,following,following a formal hearing and vote by the Board of Directors.

ARTICLE IV: BOARD OF DIRECTORS

1. Responsibility for management of the Association is vested in the Board of Directors, which consists of seven (7) members: the President, the President-Elect, the Secretary, the Treasurer, the Immediate Past President, and two (2) members at large Board Members will be elected as specified in these Bylaws. Each member of the Board is entitled to one (1) vote. The Board will review and approve membership applications

2. Officers:

A. President

The President shall preside over all general meetings of the Association. The President shall preside at any meeting of the Board from which the Chairman of the Board and the President-Elect are absent. He shall call to the attention of the Association any matter which affects its interests. He shall take action in accordance with the recommendations of the Board to whom he shall report at each meeting of the Board. All matters of major policy shall have prior approval of a majority of the Board. With concurrence of the Board, he shall appoint members to represent the Association to other groups or societies as seem desirable. He shall be a non-voting member of all committees. At the end of his term of office the President shall succeed to the office of Chairman of the Board. The president will appoint business committee members as outlined in article IX section 1D

B. President-Elect

The President-Elect shall preside over any meeting of the Board at which the Chairman is not present, and at any general meeting of the Association at which the President is not present. He is a non-voting member of all Committees except the Nominating Committee. At the end of his term of office the President-Elect shall succeed to the office of President.

C. Secretary

The Secretary is responsible for keeping minutes of all Board meetings. With direct support from the Information Services CommitteCommittee the Secretary also maintains the membership roster, and is responsible for notices sent to the Association’s membership and Board.

D. Treasurer

The Treasurer is Chair of the Business Committee. The Treasurer of the Association is responsible for the receipt, disbursement, and record keeping for all of the Association’s funds. The Treasurer will present an accounting of income, expenditures, and fund balances at all Board meetings and at the Annual General Business Meeting of the Membership. The Treasurer will disburse funds only in accordance with policies established by the Board. The Treasurer will present an annual written summary of the Association’s financial status to the membership.

E. Immediate Past President

The President will become the Immediate Past President upon completion of the President’s term of office. The Immediate Past President serves as Chairman of the Board. The Chairman of the Board chairs the Nominating Committee and shall preside over all meetings of the Board, and all general meetings of the Association and Executive Committee meetings where the President and President-Elect are not present.

3. Members-at-Large

Up two (2) Members-at-Large are elected from the Full and Emeritus membership. Each Member-at-Large serves a three-year term.

4. Vacancies

Any office declared vacant by the Board, whether through resignation, death, disability or inactivity, will be filled by the Board through appointment.

If the office of Chairman of the Board becomes vacant, the Board will appoint a new Chairman of the Board from among the former Presidents of the Association.

All Board Members are expected to attend meetings regularly. The Board will assume that a Board Member has vacated his office if the Board Member misses two consecutive meetings without cause (as determined by the Board).

5. Quorum for Business

A. A majority of Board Members must be represented at a meeting to conduct business. Board Members may be represented either through actual presence at a meeting, through a telephone connection, through a proxy assigned to another Board Member. B. A simple majority of the Board Members represented at the meeting is required to approve motions.

C. Emergency actions may be taken by the President whenever necessary to protect the assets or reputation of the Association. If this becomes necessary, the President must consult with as many other Board Members as practical before taking such emergency action. After such action is taken, the President must notify all Board Members within five (5) days. Transmission of a facsimile message or electronic message will be considered adequate notification under the provisions of this section.

ARTICLE V: ELIGIBILITY AND TENURE OF OFFICERS

1. Officers and Board members must be Full or Emeritus Members.

2. No officer or other Board member may hold more than one office at a time.

3. The President, President-Elect and Chairman of the Board will serve for a one (1) year term of office.

4. The Secretary and Treasurer will serve for a three (3) year term of office.

5. All Members-at-Large will serve for three (3) year terms of office.

6. Treasurer may serve two (2) consecutive terms.

7. Members-at-Large may serve two (2) consecutive terms.

8. A pro tempore appointment or a partial term of office assumed by appointment of the Board will not be considered a Term under the provisions of this article.

9. The Term of Office of an elected officer or Member-at-Large begins on January 1 of the year following the closing date of the election.

ARTICLE VI: VOTING

1. Each Full and Emeritus member in good standing is entitled to one (1) vote on business coming before meetings of the Association and in elections.

2. Committee votes may be cast in person, by written proxy or by absentee ballot. The Board will establish policies to assure the validity of proxies and absentee ballots.

3. All membership voting will be conducted by mail or electronic ballot. One-fifth (1/5) of the total number of the Association’s members in good standing must respond to the ballot for an issue to be decided.

4. A simple majority of those voting is required to approve motions.

5. Elections are conducted as described in the Rules.

ARTICLE VII: FISCAL CONTROL

1. The Board controls all fiscal matters.

2. The fiscal year will be the calendar year.

3. Dues shall be set annually by the Board at a level consistent with an annual budget of expenditures and income, as well as other policies adopted by the Board.

ARTICLE VIII: MEETINGS

1. An Annual Business Meeting will be held at a time and place determined by the Board and announced in advance to the membership. The announcement should be made one hundred twenty (120) days in advance of the meeting.

2. Board meetings will be held at least twice a year.

3. Special meetings of the Board can be called by the President or upon written request of four (4) members of the Board.

4. Notification of all Board meetings will be made by the Secretary at least fifteen

(15) days prior to the meeting, either by mail, telephone or electronic transmission.

5. Parliamentary procedures to be followed in business meetings of the Association, its Board and its committees will be those specified in “Robert’s Rules of Order, Revised.”

ARTICLE IX: COMMITTEES

1. Standing Committees

A. Nominating Committee

The Nominating Committee shall consist of four(four (4) members; the Immediate Past President, who shall be Chairman, the President Elect and two appointed Members, who shall be named by the Chairman of the Board and approved by the Board. No more than one member, in addition to the Immediate Past President, shall be currently serving on the Board.

The Nominating Committee shall prepare a list of nominees for all offices which expire the following October 1. Only one (1) nominee will be listed for each office. The committee will list only nominees willing to serve if elected and to attend Board meetings. Mechanisms for assuring diversity among Board members shall be specified in the Rules.

The Nominating Committee will report its recommendations to the Board. The Board will review this report. Upon acceptance of the report, the nominees will be listed on the ballot as candidates for office. This list of candidates will be sent to the Association’s membership with the notice of the Annual Membership Business Meeting. The Nominating Committee shall conduct its business according to a timetable that provides sufficient time for distribution of the ballot and voting, as specified in the Rules.AtRules. At the Annual Membership Meeting, the floor will be opened for additional nominations. The Nominating Committee will confirm that any person nominated from the floor is eligible for office, and is willing to serve if elected and to attend Board meetings. Upon confirmation, these nominees will be added to the ballot.

B. The Business Committee

The Business Committee shall consist of the Treasurer, at least two (2) members of the Association and the Executive Director, if appointed, who shall be an ex officio non-voting member. The duties of the Business Committee shall be to present the financial condition of the Association at each meeting of the Board of Directors and to advise the Board on the expenditure of the Association Funds.

Committee members will be appointed by the President, with the approval of the Board, for staggered three (3) year terms. The Committee Chair and the committee members may serve no more than two (2) consecutive terms.

The Business Committee shall advise the Board of Directors on all the monetary affairs of the Association. This includes, but is not restricted to the:

1. Preparation of an annual budget;

2. Preparation of guidelines for routine RSEA expenditures;

3. Preparation of any other guidelines concerning the Association’s income and expenditures;

4. Analysis of the dues structure and necessary increases or decreases in said structure depending on expenses.

5. Preparation and recommendation of overall future financial plan for the Association;

A. The Business Committee reports to the Board of Directors. The Business Committee shall be chaired by the Treasurer.

B. The Business Committee will review and approve the budget for each Annual Meeting and other sponsored meetings.

C. Information Services Committee

The Information Services Committee shall consist of the Committee chair, at least two (2) members of the Association. The duties of the Information Services Committee shall be to present the condition and updates of the state of information services of the Association at each meeting attendance is requested of the Board of Directors to advise the Board.

Committee members will be appointed by the President, with the approval of the Board, for staggered three (3) year terms. The Committee Chair and the committee members may serve no more than two (2) consecutive terms.


The Information Services Committee shall advise the Board of Directors on all the 0nline Media affairs of the Association. This includes, but is not restricted to the:

1. Establish, in consultation with the Executive Board and others as appropriate, overall goals and policies for the website.

2. Assist and coordinate the web presence of committees and other entities of the RSEA.

3. Web page and Social Media Design and maintenance.

a. Receive, from any RSEA Member or other source, suggestions regarding the website and review them with the Executive Board and others as appropriate.

b. Direct periodic redesign of the website or portions of the website consistent with overall goals and policies.

c. Work with and through the RSEA members to monitor web-related activities to ensure that web postings are appropriate in content and in placement.

d. Resolve issues of dispute related to content and placement.

e. Establish procedures to ensure that postings remain appropriate in content and in placement.

f. Develop web forms and databases to automate: Membership Applications, Dues payment, electronic Balloting, Surveys/Questionnaires

g. Web Posting: Meeting announcements, Educational material, etc.

D. Education Committee

The duties of the Education Committee shall be to provide Educational services for the Association. Committee members are the Board of directors and volunteers from the RSEA membership.

Educational Committee duties will be to:

1. Provide web page content

2. Research plan and prepare topics and presenters for: the Annual RSEA educational program

3. Develop Surveys and questionnaires to poll members

4. Suggest and collect educational materials to support the profession of the RSEA membership

2. Other Standing Committees

The Board may create any other standing committees. The terms of office and the classification of membership serving on these committees shall be specified in the Rules.

3. Presidential Ad Hoc Committees

A. Special committees may be formed as necessary to carry on the business of the Association. Committee chairs must be Full or Emeritus members. Any member or non-member may serve as a Committee member.

B. The committee chair will be appointed by the President, with the approval of the Board. A chair will serve for one (1) year and may serve no more than three (3) consecutive terms.

C. The committee chair will appoint members to the committee. All appointments expire at the end of the chair’s term, but committee members may be re-appointed for an unlimited number of consecutive terms.

ARTICLE X: AMENDMENTS

1. Amendments may be proposed by any Board member or by a written petition submitted by at least three (3) Full or Emeritus members.

2. All proposed amendments to these Bylaws will be reviewed by the Board. Amendments proposed by Board members will be submitted to the membership only upon approval by the Board. Amendments submitted by written petition of the membership must be submitted to the membership, regardless of the Board’s recommendations, unless the petitioners withdraw their proposed amendment.

3. All proposed amendments will be sent to the membership with the Board’s recommendations.

4. A ballot containing the entire text of the proposed amendment will be sent to the membership by the Secretary no later than thirty (30) days after the Board meeting at which the amendment was considered. Members will have thirty (30) days after mailing the ballots to return them. An amendment will be adopted only if: 50 percent of the membership returns a ballot and two thirds (2/3) of the ballots received from Full or Emeritus members of the Association in good standing approve.

5. Should the amendment fail due to lake of participation rule the board is free within the next 3 months to resubmit the ballet again to the membership.

6. The Secretary will notify the Board and the membership of the voting results within thirty (30) days of the close of balloting.

ARTICLE XI: RULES

Section 1. Purpose

The Rules of the Association augment the Articles of Incorporation and Bylaws. Their purpose is to detail and expedite administrative matters of the Association. The rules include matters that come under the purview of the Board which is responsible for their development, enactment and documentation.

Section 2. Enactment and Amendment

The enactment or amendment of a Rule requires a majority vote of the members of the board and becomes effective immediately after such a ballot unless otherwise stipulated. The act of enacting or amending a Rule shall be in accordance with the rules.….

ARTICLE XII: INUREMENT AND DISSOLUTION

1. The assets of this organization will never inure to the benefit of any member of the RSEA, nor will any assets or properties be used for the personal benefit of any member or any other person except in pursuit of the objectives stated in these Bylaws.

2. Should the RSEA dissolve, all assets and property remaining after meeting the obligations of the RSEA will be donated to a substantially similar non-profit corporation or organization having objectives compatible with those of the RSEA.