BYLAWS

SOUTHERN NURSING RESEARCH SOCIETY

BYLAWS

ARTICLE I
Name and Region

Section 1.

This organization shall be named the Southern Nursing Research Society (SNRS), hereafter referred to as the Society. The Society encourages participation of all eligible individuals regardless of race, color, age, gender, sexual orientation, political or religious belief, handicap, martial status, or national origin for purposes of membership, recognition, and leadership.

Section 2.

The Society region is comprised of the following states: Alabama, Arkansas, Florida, Georgia, Kentucky, Louisiana, Maryland, Mississippi, North Carolina, South Carolina, Tennessee, Texas, Virginia, and West Virginia. The Bahamas, Latin America, and the Caribbean are also included.

Section 3.

The Society is a not-for-profit organization and operated under the 501(c)(3) federal tax code.

ARTICLE II
Purpose

The purpose of the Southern Nursing Research Society is to advance nursing research in the Society region.

ARTICLE III
Functions

The functions of the Society are to:

1. Promote the conduct and dissemination of research and translation of findings to practice;

2. Facilitate the recognition and growth of members as nurse scientists;

3. Foster communication, connection, and collaboration among members;

4. Promote the image of nursing as a scientific discipline; and

5. Advance SNRS as a model of organizational excellence.

ARTICLE IV
Membership

Section 1 .

Definitions of membership categories

1. Regular members are registered professional nurses interested and/or engaged in nursing research.

2. Associate members are non-nurses interested and/or engaged in nursing research.

3. Students members are those residing or studying in the Society region who are in a program leading to the first professional or higher degree in nursing.

4. Retired members are individuals who have been members of the Society and have retired from professional employment.

5. Institutional members are colleges or universities or health care entities within the region that are interested in promoting nursing research. Five identified nurse members of the institution will be granted regular member status.

6. Corporate members include any commercial entities with an interest in promoting or supporting nursing research within the region. One person from the corporation will be granted associate member status.

Section 2.

Individual member benefits

1. Voting Privileges. Each regular member, whether joining independently or named as an institutional or corporate representative, each student member and each retired member shall be entitled to one vote.

2. Holding office. Each regular member, whether joining independently or named as an institutional representative, shall be entitled to hold elected office.

3. Committee membership. All Society members are eligible to participate as a member of Society committees.

4. Awards. All Society members are eligible to be nominated for research recognition awards or to apply for Society sponsored research grants.

5. Other benefits. The Board shall determine other benefits of membership and regularly communicates these to the membership.

Section 3.

Institutional and corporate member benefits.

1. Special advertising opportunities and rates on the web site and in conference materials.

2. Advance opportunities related to conference meeting sponsorships and other conference-related events.

ARTICLE V
Dues

Section 1.

Dues for the Society shall be established by the Society members.

Section 2.

Members shall be notified of a proposal to change the dues structure with the Call to Meeting, at which time the proposal is to be voted on.

Section 3.

A majority vote of the eligible members present shall be required to change the dues.

Section 4.

Annual dues shall be payable to the Society in accordance with policies and procedures established by the Board and communicated to the membership.

Section 5.

Delinquency of more than 45 days in the payment of dues shall constitute forfeiture of membership and privileges thereof.

ARTICLE VI
Governance

Section 1. Officers

The elected officers of the Society shall be a President, President-Elect, Vice President, Secretary, and Treasurer. The elected Officers shall be members of the Governing Board and comprise the Executive Council of the Society.

Section 2. Members-at-Large.

There shall be six elected Members-at-Large of the Governing Board.

Section 3 . Terms of Office.

1. The terms of the President, Vice-President, Secretary, Treasurer, and Members-at-Large shall be for two years or until a successor is elected. The President-Elect shall serve a two-year term immediately preceding the assumption of the presidency. The same person then assumes a two-year term as President.

   1. The President-Elect, Secretary, and three Members-at-Large shall take office in the even years.

   2. The Vice-President, Treasurer, and three Members-at-Large shall take office in the odd years.

2. Terms of the Governing Board members shall begin at the close of the Annual Business Meeting which follows the election.

3. The President, President-Elect, Vice-President, Secretary, Treasurer, or Members-at-Large shall serve no more than two terms in any one office.

4. Service in an office for a portion of a term greater than one-half shall constitute a term.

Section 4. Vacancies.

1. In the event of a vacancy in the Office of the President, the President-Elect shall serve as President.

2. Vacancies in all other positions on the Board shall be filled through appointment by the Governing Board.

Section 5 . Duties.

Members of the Governing Board shall perform the duties prescribed by these Bylaws and the parliamentary authority of the Society.

1. All members of the Governing Board are responsible for:

   1. Maintaining his or her membership in the Society.

   2. Attending Board meetings

   3. Submitting annual and monthly reports in a timely manner

   4. Implementing all SNRS policies and procedures.

   5. Orienting successors to the role.

   6. Delivering all records that are the responsibility of each office to the Executive Director.

2. The duties of the president shall be to:

   1. Serve as Chair of the Governing Board, Executive Council, and Annual Meeting;

   2. Ensure that the strategic plan is current and guides actions of the Governing Board;

   3. Open and adjourn meetings of the Society;

   4. Prepare annual meeting agenda with consultation from the Governing Board and announce the order of business;

   5. Ascertain the presence of a quorum at meetings;

   6. Facilitate the progress of meetings;

   7. Prepare and make reports to the members of action taken between meetings of the general membership;

   8. Represent the Society;

   9. Establish contracts for required management services, as approved by the Board;

   10. Serve ex-officio as a member of all committees with the exception of the Nominating Committee; and,

   11. Inform candidates of election results.

3. The duties of the President-Elect shall be to:

   1. Prepare to assume responsibilities of President;

   2. Serve as chair of the Bylaws and Policies and Procedures Committee;

   3. Ensure that policies and procedures are current and reflect the actions of the Board and membership; and,

   4. Other duties as assigned.

4. The duties of the Vice President shall be to:

   1. Provide oversight for the Annual Meeting according to established policies and procedures;

   2. Serve as Vice-President of the Governing Board and Executive Council;

   3. Conduct meetings in the absence of the President; and

   4. Perform other duties as assigned.

5. The duties of the Secretary shall be to:

   1. Serve as Secretary of the Governing Board and Executive Council;

   2. Ensure that proceedings of meetings of the Society, Governing Board, and Executive Council are accurately recorded;

   3. Ensure that designated files of Society reports, membership lists, Bylaws, minutes and other documents and their amendments are maintained according to policy and procedure;

   4. Archive documents of historical importance for the Society according to policy and procedure;

   5. Serve as liaison to the Nominating Committee; and

   6. Perform other duties as assigned

6. The duties of the Treasurer shall be to:

   1. Ensure the timely preparation and submission of an annual budget to the Governing Board in consultation with the Finance Committee and Executive Director;

   2. Monitor the collection and dispersion of all funds of the Society in accordance with established policies and procedures;

   3. Provide updates on the Society's financial status to the Governing Board and membership of the Society;

   4. Ensure that financial records of the Society are prepared and maintained for review, audit, or other needs as required.

   5. Administer discretionary and reserve funds as directed by the Board and in accordance with policy and procedures.

   ARTICLE VII
   Nominations

Section 1. Nomination Process.

The Nominating Committee shall solicit eligible and qualified candidates for the Society Officers of:

1. Governing Board, and

2. Nominating Committee

Section 2. Eligibility of Nominees for all elected positions.

All regular members of the Society who have been a member in good standing for a minimum of two years are eligible to be nominated for all elected positions, including Officer, Member-At-Large and Nominations Committee positions.

Section 3. Preparation of a Slate.

1. The Nominating Committee shall follow policies and procedures for soliciting eligible members willing to serve on the Governing Board and Nominating Committee and notifying them of their selection to appear on the ballot. All nominees must provide consent to appear on the ballot.

2. The Nominating Committee will prepare a slate of eligible and qualified nominees for each office to be filled.

Section 4 . Presentation of the Slate.

The slate of nominees prepared by the Nominating Committee and accompanying nominee qualifications shall be presented for ratification to the Governing Board in sufficient time that the slate can be distributed to members for voting prior to the Annual Meeting of the Society.

ARTICLE VIII
Elections

Section 1.

Elections shall be by electronic ballot. Before the ballot is posted and access made available, voting eligibility shall be confirmed from records on file of regular members of the Society. Elections shall be held so that the results can be tabulated no less than 30 days before the Annual Business Meeting.

Section 2. Vote Tabulation.

1. The Governing Board in coordination with the Nominating Committee shall determine the procedures to be followed for tabulating and reporting the votes.

2. A report of the election results will be made to the President with a copy to the National Office. This report shall be submitted within 10 business days of the close of the election and no later than 30 days before the Annual Meeting.

Section 3.

A majority vote for any office shall constitute an election. In case of a tie, the office holder shall be decided by lot.

Section 4

All ballots and other records pertaining to the election shall be preserved until the next Annual Business Meeting of the Society, at which time they shall be destroyed.

ARTICLE IX
Meetings

Section 1.

The Annual Business Meeting of the Society shall be held in conjunction with the Annual Research Conference.

Section 2. Special Meetings.

1. Special meetings of the Society may be called by a majority of the Governing Board (5 members) or by 10% of the regular members.

2. Notice of special meetings shall be sent to members 30 days prior to the meeting.

Section 3. Quorum.

1. For meetings of the Society, 10% of the regular members shall constitute a quorum.

2. Five members of the Governing Board, one of whom shall be the President or Vice-President, shall constitute a quorum for transaction of business at any meeting of the Society or the Governing Board.

ARTICLE X
Governing Board

Section 1. Composition.

The Governing Board shall consist of the Executive Council and all duly elected or appointed Members-at-Large of the Society.

Section 2. Executive Council.

1. The Executive Council is composed of the elected officers of the Society.

2. The Executive Council provides administrative leadership for all activities of the Society, and shall assume such duties as specified in these Bylaws and other duties as may be assigned by the membership.

Section 3. Duties of the Governing Board.

The duties of the Governing Board shall be to:

1. Establish and coordinate the goals, priorities, activities, and future direction of the Society;

2. Establish the major administrative policies governing affairs of the Society;

3. Review and approve policies and procedures proposed by members of the Governing Board and other appointed, elected or existing units of the Society.

4. Transact the business of the Society;

5. Oversee the activities of the management company;

6. Oversee the finances of the Society;

7. Authorize payment of legitimate expenses for and the auditing of funds of the Society;

8. Appoint Society committees based on recommendations of Committee Chairs and Board liaisons;

9. Establish and dissolve special committees and task forces based on goals and objectives set in the strategic plan;

10. Act on recommendations from committee, task forces, and Research Interest Groups regarding Society business for which they have responsibility;

11. Maintain records of the Governing Board’s actions and report to the membership at regular intervals and yearly, at the Annual Business Meeting;

12. Fill vacancies in offices of the Governing Board, with the exception of the President, and on the committees of the working groups of the Society;

13. Make policy decisions regarding the Annual Meeting;

14. Determine the date and place of any special meeting of the Society or Board.

Section 4. Meetings.

The Governing Board shall meet at least once a year in addition to the time of the Annual Research Conference.

Section 5. Inability to fulfill duties.

Absence without good cause from two consecutive meetings of the Governing Board, or consistent inability to meet responsibilities as described in the Bylaws and policies and procedures shall constitute a resignation.

ARTICLE XI
Standing Committees

Section 1. Names.

The Standing Committees of the Society shall be the:

1. Bylaws and Policy/Procedures Committee;

2. Finance Committee;

3. Nominating Committee;

4. Program Committee;

5. Communications Committee;

6. Awards Committee;

7. Membership Committee;

8. Small Grants Committee; and

9. Development Committee.

Section 2. Composition and Responsibilities of the Committees:

1. Standing Committees shall assume such duties as are specified in these Bylaws and other duties as may be assigned by the Governing Board.

2. All members shall have one vote on matters before the Committee.

Section 3. Bylaws and Policy and Procedure Committee

1. The Bylaws and Policy/Procedure Committee shall be composed of a Chair, who is the President-Elect, and two members appointed by the Governing Board.

2. The duties of the Bylaws and Policy/ Procedures Committee shall be to review the Bylaws, policies and procedures of the Society and make recommendations for revisions according to established procedures.

Section 4. Finance Committee.

1. The Finance Committee shall be made up of the President-Elect and Treasurer and three members-at-large, not currently serving on the Board, to be appointed by the Governing Board. The Executive Director serves as Ex-officio member.

2. The Finance Committee's responsibility shall be to:

   1. Assist with development of the yearly budget of the Society, and

   2. Conduct an internal review of the budget at least annually

Section 5. Nominating Committee.

1. The Nominating Committee shall be composed of five members, one appointed past SNRS board member, and four (4) elected members to serve for two-year terms. Two members shall be elected in the odd years and two shall be elected in the even years. The current secretary serves as an ex-officio member and the appointed member serves as Chair.

2. A member of the Nominating Committee can serve no more than two consecutive terms on the Nominating Committee.

3. The duties of the Nominating Committee shall be to:

   1. Ensure that a slate of nominees is submitted to the membership for election of Officers, Members-At-Large and Nominating Committee, in accordance with Bylaws and relevant policy and procedures.

   2. Review nominations-related policy and procedures and make recommendations for revisions to the President-Elect

Section 6. Program Committee.

1. The Program Committee shall be composed of the Vice President, who serves as Chair, and the Chairs of the current Local Planning Committee, the immediately previous Local Planning Committee and the next upcoming Local Planning Committee. A representative of the management company serves as Ex-officio member.

2. The Program Committee’s responsibilities shall be to:

   1. Ensure that policies and procedures with respect to all aspects of the Annual Conference are enacted;

   2. Review and revise as needed the procedures and criteria for evaluation and selection of e abstracts for symposia, papers and/or posters to be presented at the Annual Conference;

   3. Ensure continuity and coherence to the conference planning process across the years; and

   4. In collaboration with the management company, evaluate all aspects of the annual conference and recommend to the Governing Board appropriate changes for future conferences.

Section 7. Communications Committee.

1. The SNRS Communications Committee shall be composed of the Chairperson, who is a member of the Governing Board, four members from general membership appointed by the Governing Board, one student member appointed by the Governing Board, the outgoing Chairperson of the Communications Committee, and three ex-officio members (the Editor of SOJNR, the Managing Editor of SOJNR, and the Southern Connections Newsletter Editor).

2. A subcommittee shall be the Newsletter Subcommittee and shall be chaired by the Newsletter Editor. The Governing Board shall appoint the Newsletter Editor. The Newsletter Editor may appoint two members to this subcommittee.

3. The Communications Committee’s responsibilities shall be to:

   1. Initiate, develop, evaluate, and revise policies and procedures for the SNRS Communications Committee.

   2. Recommend and initiate annual changes to the website on an as needed basis to the Governing Board.

   3. Review and recommend issues related to website information and/or website design and submit these recommendations to the President and the Governing Board.

   4. Evaluate and propose changes necessary to maintain an efficient and effective website.

   5. Review and recommend any changes in the quantity and content covered in the Southern Connections newsletter.

   6. Recommend procedures regarding cost and use of advertisement in SOJNR, the Southern Connections newsletter, and SNRS website.

4. The Newsletter Subcommittee’s responsibilities shall be to:

   1. Compile information for the “Southern Connections” newsletter.

   2. Critique and evaluate “Southern Connections” newsletter format, function and effectiveness.

Section 8. Awards Committee

1. The SNRS Awards Committee shall have a Chairperson who is a Governing Board Member-at-Large. The members, recommended by the Chairperson and approved by the Governing Board, will include at least (5) five individuals from the general membership and the Society President as an Ex-officio member.

2. The Awards Committee shall be responsible for:

   1. Review of applications and recommendation of recipients for Society member recognition awards.

   2. Develop, review and revise submission guidelines and rating/review forms for member award nominations.

   3. Develop, review and revise existing policies and procedures related to Society member recognition awards.

   4. Review current member recognition awards program and advise Governing Board regarding establishment of new Society awards and other enhancements.

   5. Monitor the review of student posters for awards.

Section 9. Membership Committee

1. The Membership Committee shall be composed of a Chair, who is a Member-at-Large of the Governing Board, and state liaisons appointed by the Membership Committee Chair and approved by the Governing Board.

2. The duties of the Membership Committee shall be to:

   1. Assist in recruitment and orientation of new members.

   2. Assist in communication activities between the Board and members through data gathering and sharing with the membership on issues and items of concern.

   3. Collaborate with other Society committees to facilitate society functions including but not limited to recruiting local researchers to present at the annual conference, recruiting members for participation in the Research Interest Groups (RIGS), soliciting nominations for Governing Board positions and Society grants and awards, and collecting news items for inclusion in the Newsletter.

Section 10. Small Grants Committee

1. The SNRS Small Grants Committee shall have a Chairperson who is a Governing Board Member-at-Large. The members, recommended by the Chairperson and approved by the Governing Board, will include at least (5) five individuals from the general membership and the Society President as an Ex-officio member.

2. The Small Grants Committee shall have the following responsibilities:

   1. Provide oversight of the Society’s small grants program.

   2. Review applications and recommend recipients for those Society small grants reviewed by the Society.

   3. Develop, review and revise submission guidelines and rating/review forms for Society small grant application process.

   4. Develop, review and revise existing policies and procedures related to Society small grants program.

   5. Advise Governing Board regarding establishment of new Society grants.

Section 11. Development Committee

1. The Development Committee shall be made up of the Chairperson who is a member of the Governing Board and up to six Society members with knowledge of fundraising, foundations or development activities. The Treasurer and Executive Director serve as ex-officio members.

2. The purpose of the Development Committee is to generate non-dues revenue to support expansion of SNRS’ small grants program and other strategic initiatives. The Development Committee’s responsibilities shall include:

   1. Provide leadership for the entire scope of Society fundraising efforts.

   2. Recommend priorities for fundraising activities consistent with the purpose and functions of the Society.

   3. Plan and implement fundraising activities within and outside the Society’s membership.

Section 12. Quorum.

A majority of the members of a committee shall constitute a quorum for a meeting.

Section 13 . Inability to fulfill duties

Absence without good cause from two consecutive meetings or consistent inability to fulfill duties as specified in policy and procedure shall constitute a resignation.

ARTICLE XII
Research Sections

Section 1. Organizational Units within the Society.

The organizational structure of the Society shall include units called Research Interest Groups (RIGS).

Section 2. Organization of RIGs.

Each Research Interest Group shall designate a chairperson and co-chairperson to convene the group for special and annual meetings. In the event of the chairperson’s resignation, the co-chairperson will become chair. A Governing Board Member-at-Large will serve as a liaison to the Research Interest Groups Chairs and Co-chairs.

Section 3. Functions of Research Interest Groups

Activities of the Research Interest Groups will be determined by the RIGs and in accordance with established policies and procedures.

Section 4. Chairpersons’ Responsibilities.

The Chair of each Research Interest Group shall:

1. Serve as the contact person between the Research Interest Group and the Governing Board RIG liaison;

2. Make arrangements for, with the assistance of the Governing Board RIG liaison, the annual meeting of the RIG;

3. Convene the annual meeting of the RIG;

4. Provide the Governing Board RIG Liaison with minutes of any meetings of the RIG as well as an annual report;

5. Provide regular reports of activities of the RIG to the editors of the Newsletter, in accordance with policies and procedures;

6. Arrange for RIG sponsored or supported activities.

7. Facilitate networking among RIG members and students.

Section 5 . Co-Chairperson’s Responsibilities.

The co-chair of each Research Interest Group shall:

1. Serve as Chair in the Chair’s absence.

2. Assist the Chair to facilitate presentations and networking among RIG members at the annual meeting.

3. Other duties as assigned.

ARTICLE XIII
Special Committees

Section 1. Appointments.

Special Committees shall be appointed at the discretion of the Governing Board.

Section 2. Quorum.

A majority of the members of a Special Committee shall constitute a quorum for a meeting.

Section 3. Absence.

Absence without good cause from two consecutive Special Committee meetings shall constitute a resignation.

ARTICLE XIV
Fiscal Year

The fiscal year of the Society shall be from January 1 through December 31.

ARTICLE XV
Parliamentary Authority

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

ARTICLE XVI
Amendment of Bylaws

Section 1.

The Bylaws may be amended in two ways:

1. At any annual meeting by two-thirds of the voting members present, or

2. By ballot distributed to the membership by plurality of votes cast.

Section 2.

Proposed amendments shall be in possession of the Governing Board at least two months in advance of the vote. All proposed amendments shall be distributed to the members at least 30 days in advance of the vote.

ARTICLE XVII
Compliance with Internal Revenue Code

Notwithstanding any other provision of these Bylaws, the operations, activities, and powers of the Society shall be limited to those permitted by (i) an organization described in 26 U.S.C. Section 501 (c) (3) and 509 (a) (1), (2) or (3); and (ii) an organization’s contributions which are deductible under the provisions of 26 U.S.C. Section 170, 2055, 2106, and 2522.

Notwithstanding any other provision of these Bylaws, no expenditures shall be made in any matter or for any purpose whatsoever (i) which may jeopardize the status of the Society as an organization under Sections 501 (c) (3) and 509 (a) (3) of the Internal Revenue Code, and Section 12-7-330 (3) of the South Carolina Code of laws (1976) and the regulations hereunder; or (ii) which may jeopardize the status of contributions or payments by any person insofar as concerns deductions which are allowed under provisions of Sections 170, 2055, 2106, and 2522 of the Internal Revenue Code and the regulations thereunder.

Should the Society be or become a private foundation under provisions of 26 U.S.C. 509, it shall distribute income for each taxable year at such time and in such manner as not to incur a tax on undistributed income imposed by Section 4942 and related sections of the Internal Revenue Code and the regulation thereunder.

ARTICLE XVIII
Dissolution

The Society may be dissolved and its business affairs terminated at any given meeting of the membership at which a quorum is present and of which proper notice is given, if two-thirds (2/3) of the members present vote in favor of dissolution. Such notice shall state the purpose d of the meeting. A certificate stating such facts shall be filed with the Secretary of State. Upon dissolution of the Society and after all its debts and expenses have been paid, all its assets which may be legally distributed in conformity with these Bylaws and for the purposes and functions set forth in Article II and III supra. Any remaining funds shall be distributed to the American Nurses’ Foundation, provided the aforementioned entity is operating in a tax-exempt status at the time of distribution. In the event that the aforementioned entity is not operating in a tax-exempt status at the time of distribution, then all residual assets of the Society will be turned over for the purpose of grant funding only to one or more organizations which themselves are exempt organizations as described in sections 501 (c) (3) and 170 (c) (2) of the Internal Revenue Code of 1954 or corresponding sections of any prior or future law, or to the Federal, State, or local government, or as exclusive public purpose.