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Provide a forum to exchange information on protecting the food supply. |
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Provide a forum to exchange information on protecting the food supply. |
Constitution and Bylaws
Southern
California
12/8/01
3/7/2001
11/26/02
ARTICLE
I
ASSOCIATION
There
is hereby created the Southern California Association for Food Protection, Inc.,
not for pecuniary purposes, which shall hereinafter be referred to as SCAFP.
SCAFP is chartered as an affiliate of the International Association for Food
Protection, Inc., hereinafter referred to as IAFP.
The
objectives of SCAFP will be to:
1.
Provide a
forum for professionals in the area of food safety and quality.
2.
Improve
the professional status of the members.
3.
Assist
members in their technical work and professional development.
4.
Disseminate
information regarding the protection of the food supply.
5.
Promote
sanitary methods and procedures for the development, production, processing,
distribution, preparation and serving of food.
6.
Promote
methods and procedures for supervision and inspection of the production,
processing, distribution, preparation and serving of food.
7.
Promote
improved methods for the examination of food samples.
8.
Promote
the development and adoption of uniform equipment and quality standards to
improve the sanitary handling of food.
9.
Promote
methods and procedures and improving the food supply.
10.
Cooperate
with other professional groups in the improvement and promotion of food safety.
11. The organization is organized exclusively for scientific purposes under section 501(c)(3) of the Internal Revenue Code.
ARTICLE
III
Section 1.
The classes of membership in SCAFP shall be Regular, Student, Sustaining,
and Honorary Members.
Section
2.
The qualification of the several classes of members, the dues of each,
the manner of becoming a member, and their rights and privileges shall be
prescribed in the Bylaws, except as otherwise provided in this Constitution.
ARTICLE IV
OFFICERS
AND EXECUTIVE BOARD
Section
1.
The officers of SCAFP shall be President, President-elect, Vice
President, and Secretary who shall hold these offices for one-year, or until
their successors are elected or appointed, as provided in the Bylaws.
A.
The
President of SCAFP must be a member of IAFP in good standing throughout his or
her term as SCAFP President.
B.
Upon the
termination of each Annual Meeting, the President-elect, Vice President, and
Secretary shall automatically succeed to the offices of President,
President-elect and Vice-President respectively.
C.
The
Secretary shall be elected as defined in the Bylaws.
Section
2.
The Executive Board shall consist of the officers of SCAFP and the
Treasurer, the Immediate Past President and the Affiliate Council Delegate.
A.
The
Immediate Past President will serve a one-year term.
B.
The
Treasurer and Affiliate Council Delegate will serve two-year terms.
C.
The
Treasurer and Affiliate Council Delegate shall be elected as defined in the
Bylaws.
MEETINGS
Section 1.
Each year SCAFP shall hold an Annual Business Meeting.
A.
A quorum
to conduct business for any meeting shall be determined to consist of the voting
members present.
B.
In the
event of a tie vote, the presiding officer will be permitted to vote.
ARTICLE VI
AMENDMENTS
Section 1.
Any member may propose amendments to the Constitution by submitting them
in writing to the Secretary, at least 60 days before the next announced Annual
Business Meeting.
A.
The
Secretary shall notify all members at least 30 days before the Annual Business
Meeting that the proposed amendments will be open for discussion at that meeting
and that a vote will be taken.
B.
Within 60
days following a majority affirmative vote of the members present at the Annual
Business Meeting, the proposed amendments shall be submitted to the entire
membership of SCAFP for a ballot vote.
C.
All
members voting on such amendments shall, within 45 days after issuance of such
notification, register their vote in writing with the President, on ballots
furnished by SCAFP.
D.
The
ballots shall be opened, recorded and filed, and the President shall report the
results to the SCAFP membership.
E.
If the
proposed amendments pass by a two-thirds affirmative vote of those members who
register their vote with the President, the amendments shall become a part of
the Constitution on the date the President issues notice.
BYLAWS
Section 1. The SCAFP parliamentary procedure shall be governed by Bylaws adopted by majority vote of voting members in attendance at a duly called meeting.
SECTION
I
MEMBERSHIP
AND DUES
A.
Regular Members:
1.
Regular
members of SCAFP shall be those persons who are engaged in milk, food or
environmental inspection, or the laboratory control of, or the administration of
such function, or engaged in research or education work relating to any
aforesaid function or otherwise interested in the objectives of SCAFP.
2.
Regular
members may attend meetings of SCAFP and shall be entitled to vote and hold
office.
B.
Student Members:
1.
Students
pursuing undergraduate or graduate degrees in colleges or universities are
entitled to membership in SCAFP at one-half the dues of regular members.
2.
Student
members may attend meetings of SCAFP, be accorded privilege of the floor, but
shall not be entitled to vote.
3.
Student
members may not hold office in SCAFP, but may serve on committees, and as
appointed representatives of SCAFP.
C.
Sustaining Members:
1.
Sustaining
members shall be organizations or persons who are interested in the objectives
of SCAFP.
2.
Sustaining
members are entitled to special services as determined by the Executive Board of
SCAFP.
3.
Sustaining
members shall be entitled to one (1) Regular membership in SCAFP for their
representative at no additional cost.
3.1
The name
of the representative must be submitted at the time of membership application.
3.2
Other
persons associated with the Sustaining Member’s organization are not members
of SCAFP unless they have individual memberships.
D.
Honorary Members:
1.
The
Honorary Membership shall be composed of persons who, on account of their
substantial contributions to the objectives of SCAFP, have been approved by the
Executive Board to hold this class of membership.
2.
Honorary
members shall not be required to pay dues, but are entitled to vote, hold
office, and may attend meetings of SCAFP and be accorded the privilege of the
floor.
E. The Executive Board
is authorized to set dues as may be necessary to achieve the objectives of SCAFP
and shall notify members of the amount of dues.
F.
Any
person desiring membership in SCAFP shall submit an application to the
Treasurer. It is the responsibility
of the Executive Board to insure that applicants meet the eligibility
requirements for membership.
G.
Any
person, having once become a member, may continue membership in SCAFP so long as
the annual membership dues are paid, except as provided in Section III,G,8 of
these Bylaws.
1.
Any
member who shall fail to pay dues by the required date shall be placed on the
inactive list.
2.
Such
member may be reinstated within 90 days thereafter, upon payment of dues.
3.
Any
member who is delinquent in dues after 90 days will be dropped from the inactive
list.
3.1
Membership
may be renewed by filing an application and payment of annual dues.
H.
Collection of dues:
1.
The
Treasurer shall collect annual membership dues for each member paying directly
to SCAFP.
2.
SCAFP may
authorize the Executive Director of IAFP to bill their members for both SCAFP
and IAFP dues. In such case, the
Executive Director of IAFP will forward to SCAFP, within 30 days of collection;
the dues paid for SCAFP membership.
3.
SCAFP may
collect both the SCAFP and IAFP dues. In
such case, the Treasurer of SCAFP will forward to IAFP, within 30 days after
collection; the dues paid for IAFP membership.
4.
No
part of the net earnings of the organization shall inure to the benefit of, or
be distributable to, it's members, trustees, officers or other private persons,
except that the organization shall be authorized and empowered to pay reasonable
compensation for services rendered and to and make payments and distributions in
furtherance of the purposes set forth in the purpose clause hereof.
No substantial part of the activities of the organization shall be
carrying on of propaganda, or otherwise attempting to influence legislation, and
the organization shall not participate in, or intervene in (including the
publishing or distribution of statements) any political campaign on behalf of
any candidate for public office. Notwithstanding
any provision of this document, the organization shall not carry on any other
activities not permitted to be carried on (a) by an organization exempt from
federal income tax under section 501(c)(3) of the Internal Revenue Code, or
corresponding section of any further federal tax code, or (b) by an
organization, contributions to which are deductible under section 170(c)(2) of
the Internal Revenue Code, or corresponding section of any future federal tax
code.
5.
Upon dissolution of the organization, assets
shall be distributed for one or
more exempt purposes within the meaning of section 501(c)(3) of the Internal
Revenue Code, or any corresponding section of further tax code.
Upon dissolution, the assets shall be donated to the International
Association for Food Protection in Des Moines, Iowa
SECTION
II
MEETINGS
A.
Each year, SCAFP shall hold an Annual Meeting to provide education to its
members in the area of food safety.
B.
The Executive Board shall meet at the Annual Meeting.
C.
SCAFP shall hold an Annual Business Meeting at its Annual Meeting.
1. The Executive Board may call other official meetings of SCAFP, by duly announcing any called meeting at least 60 days prior to the date of the meeting.
2.
A quorum to conduct business at an Annual Business Meeting shall consist
of the voting members present.
D.
Robert’s
Rules of Order shall govern the procedures at all meetings.
E.
Voting by
proxy shall not be permitted.
F.
When, at
the discretion on the Executive Board, it is considered advisable to conduct a
vote by mail ballot, a majority of the votes cast will be necessary to carry the
proposition unless otherwise stated in the Constitution and Bylaws.
SECTION
III
DUTIES
OF OFFICERS AND THE EXECUTIVE BOARD
A.
The President shall:
1. Preside at all meetings of SCAFP and the Executive Board.
2. Appoint all committee chairpersons and members, unless otherwise directed by the Constitution and Bylaws.
3.
Perform such other duties as usually devolve upon the presiding officer
or are required of this officer by the Constitution and Bylaws.
B.
The President-elect shall:
1. Perform the duties of President in the President’s absence and succeed to President when the President’s term expires.
2. Plan and coordinate the Annual Meeting.
3.
Perform such other duties as usually devolve upon this officer or are
required of this officer by the Constitution and Bylaws.
C.
The Vice
President shall:
1.
Perform
the duties of the President-elect, in the President-elect’s absence, and shall
succeed the President-elect when the President-elect’s term expires.
2.
Coordinate
the Association awards program.
3.
Perform
such other duties as usually devolve upon this officer or are required of this
officer by the Constitution and Bylaws.
D.
The
Secretary shall:
1.
Perform
the duties of the Vice President, in the Vice President’s absence, and shall
succeed the Vice President when the Vice President’s term expires.
2.
Record
and keep accurate minutes of SCAFP’s Annual Business Meeting and the Executive
Board meetings and keep them for permanent reference.
3.
Issue
notices of all meetings.
4.
Conduct
correspondence pertaining to the affairs of SCAFP.
5.
Be
responsible for assembling and transmitting to the publication editor all papers
and other matters worthy of publication.
6.
Perform
such other duties as usually devolve upon this officer or are required of this
officer by the Constitution and Bylaws.
E.
The Treasurer shall:
1.
Keep a
list of the members and collect all moneys due SCAFP giving receipt therefor.
2.
Record
the amount of each payment, with name and address of payer.
3.
Faithfully
care for all moneys entrusted to his or her keeping, paying out the necessary
expenses of SCAFP and giving a quarterly accounting thereof to the executive
Board. (Receipts for expenses shall
be retained for five (5) years.)
4.
File with
the President of SCAFP, a surety bond in an amount sufficient to cover the
anticipated moneys to be entrusted to this office with a minimum bond equivalent
to five thousand dollars ($5,000). (Bonding
expense to be borne by SCAFP.)
5.
Give a
detailed statement of the financial condition of SCAFP at the Annual Business
Meeting.
6.
Perform
such other duties as usually devolve upon this Executive Board member or are
required of this Executive Board member by the Constitution and Bylaws.
F.
The
Affiliate Council Delegate shall:
1.
Represent
SCAFP at IAFP Annual Meeting.
2.
Act for
and on behalf of, SCAFP as liaison officer to IAFP.
2.1
The
Affiliate Council Delegate must be a member of IAFP in good standing throughout
his or her term as SCAFP Affiliate Council Delegate.
3.
Perform such other duties as usually devolve upon this Executive Board
member or are required of this
Executive Board member by the Constitution and Bylaws.
G. The full management of the
affairs of SCAFP shall be in the hands of the Executive Board as provided in the
Constitution and Bylaws. The duties
of the Executive Board shall be:
1.
To direct the administrative work of SCAFP, including all matters
connected with its collaboration with other groups institutions and its
professional development.
2.
To act as trustee of SCAFP property.
3.
To set the time and place for the Annual Meeting.
4.
To act for and on behalf of SCAFP in any administrative, financial,
educational, or other capacity as SCAFP may direct.
5.
To act on its own initiative between meetings and report such action at
the next Annual Meeting.
6.
To make protem appointments to fill any vacancy that may occur among the
officers between SCAFP meetings.
7.
To recommend the replacement of an officer at the Annual Meeting because
of inability or inactivity or for other causes which may be in the best interest
of SCAFP
8.
To recommend expulsion of members from membership for cause by two thirds
of all Executive Board votes cast. In
no case shall revocation be recommended without giving the member written notice
of the contemplated action at least one month before action is taken.
An opportunity for a hearing in person and/or rebuttal in writing must
also be granted prior to expulsion.
9.
To employ personnel, as the situation demands, and set their compensation
and duties.
10.
To execute the policies of SCAFP and report to the members at the Annual
Business Meeting, any action taken that was not specifically authorized.
11.
To set the amount of annual dues and the registration fee for the Annual
Meeting.
12.
To approve members considered for Honorary Membership.
13.
To give special recognition to deserving individuals.
COMMITTEES
AND THEIR DUTIES
A.
The following standing committees of the Association shall exist:
1. Membership
2. Constitution and Bylaws
3. Program
4. Public Relations
5. Nominating
6. Awards
7.
Audit
B.
Each standing committee shall consist of not less than three (3) members
(including the chairperson). Members
serve a minimum of one-year term and until their successor has been appointed.
Reappointment is permitted.
C.
Committee chairpersons shall be appointed by the President to serve a
minimum of one-year term and until their successors have been appointed.
Reappointment is permitted.
D.
A majority of a committee’s members present shall constitute a quorum
and shall be sufficient to decide any issue.
E.
Committees will meet at the SCAFP Annual Meeting and at other times as
required.
F.
The chairperson of each committee shall set the time and place to meet
and shall notify each committee member at least 48 hours before such meeting.
G.
Each committee shall perform duties as prescribed in this Constitution
and Bylaws and other duties as assigned by the President and the Executive
Board.
H.
Each committee shall assist other committees in the performance of their
duties within the field assigned.
I.
Defined duties of each committee are as follows:
1.
The
Membership Committee shall recruit additional members for the Association and
encourage active participation of all members.
2.
The
Constitution and Bylaws Committee shall study and make recommendations
concerning proposed changes to the Constitution and Bylaws.
3.
The
Program Committee shall properly plan and coordinate the Annual Meeting for
SCAFP to provide educational opportunities for members.
The President-elect shall chair this committee.
4.
The
Public Relations Committee shall do all things necessary to publicize the
activities of the Association and the food safety profession.
This shall include publishing and distribution of a semi-annual
newsletter to each member.
5.
Each year
the Nominations Committee shall nominate at least two candidates for the office
of Secretary. Every other year, the
Nominations Committee shall nominate at least one candidate for the office of
Treasurer and at least one candidate to serve as Affiliate Council Delegate.
5.1
The
committee shall be chaired by the Immediate Past President.
5.2
The
committee shall ascertain that the members nominated are eligible for office as
provided in Section I of the SCAFP Bylaws.
5.3
The
election process:
5.3.1
SCAFP
members may suggest candidates to the chairperson of the committee not later
than 60 days preceding the election date.
5.3.2
The
committee chairperson shall notify the President of the names of the nominees
not later than 30 days preceding the election date.
5.3.3
Nominations
may be made at the Annual Meeting.
5.3.4
Voting
takes place at the Annual Meeting as determined by the Executive Board.
5.3.5
Only one
(1) vote per eligible member will be allowed.
5.3.6
Upon
conclusion of the vote, candidates receiving a majority of the votes will be
considered duly elected.
5.3.7
The
President will report voting results.
6.
The
Awards Committee shall administer the awards program of SCAFP.
6.1
The Vice
President shall chair this committee.
6.2
The
committee shall consist of four non-Executive Board members and the Vice
President.
6.3
The
committee shall review all nominations for the following awards:
6.3.1
[TBD]
6.3.2
[TBD]
6.3.3
[TBD]
6.3.4
[TBD]
6.4
The
Awards process:
6.4.1
Nominations
for the Awards must be received by the Vice President not later than 60 days
preceding the annual meeting.
6.4.2
Award
decisions will be determined by a majority vote of the designated committee
members.
6.4.3
Decisions
of the committee must be furnished to the President not later than 30 days
preceding the Annual Meeting.
6.4.4
The Vice
President shall secure the proper awards to present at the Annual Meeting.
6.5
Awards
committee members and Executive Board members are not eligible to receive
awards.
6.6
Awards
shall also include those available from IAFP.
7.
The Audit
Committee shall consist of two auditors appointed by the Executive Board.
The Audit Committee shall audit and certify the financial status of SCAFP.
This committee shall present a report to the membership at the Annual
Business Meeting.
J.
The President
may at his or her discretion, or when so instructed by the Executive
Board; appoint additional committees as are
necessary. However, whenever
possible all work should be performed by the appropriate body outlined within
these Bylaws. Any such special
committee shall function under the rules set forth in Section IV of these
Bylaws.
SECTION
V
FISCAL
YEAR
A.
The fiscal year of the Association shall begin on the first day of
January and end on the last day of December each year.
SECTION
VI
AMENDMENTS
A.
Any member may propose amendments to these Bylaws by submitting them in
writing to the Secretary at least 60 days before the date of the next announced
meeting.
1.
The
Secretary shall notify all members, at least 30 days before the next announced
meeting that the proposed amendment(s) will be open for discussion and voting at
the next meeting.
2.
These
Bylaws may be amended by majority affirmative vote of the voting members
present.
3. Upon
dissolution of the organization, assets shall be distributed for one
or more exempt purposes within the meaning of section 501(c)(3) of the
Internal Revenue Code, or any corresponding section of further tax code.
Upon dissolution, the assets shall be donated to the International
Association for Food Protection in Des Moines, Iowa.
This is requested to be
added to the bylaws at the Annual Meeting