ARTICLE I – Name

The name of the organization shall be the Indiana Healthcare Marketing and Public Relations Society, hereinafter called the Society.

ARTICLE I – Name

The Mission of the Society is to be a network of healthcare public relations and marketing professionals devoted to promoting, supporting, and educating its members.

ARTICLE III – Membership

Section 1. Eligibility

Membership in the Society shall be available to individuals actively engaged in the field of healthcare public relations, planning and marketing. Eligibility shall be without regard to race, creed, sex, sexual orientation, or national origin. Membership shall be for individuals, exclusive of institutions and associations.

Section 2. Establishment of Membership

Membership in the Society will be granted by the Board of Directors to persons who have completed an application for membership, are eligible for membership as designated in Article III, Section 1, and have paid their dues.

Section 3. Membership Categories

A. Active Membership – To be eligible for active membership an individual shall be employed by a healthcare provider, system, council, association or health-related school or university, and have, as major part of the work responsibility a direct, supervisory or advisory involvement in healthcare marketing, public relations, communications, or planning.

B. Associate Membership – Associate Membership shall be available to individuals who are employed by consulting firms and other vendors who do not have a significant direct, supervisory or advisory involvement in the healthcare industry, but wish to be involved with the Society. Such qualification is ultimately determined by the Board of Directors. Associate members shall not be entitled to vote or hold elected office in the Society.

C. Inactive Membership – Inactive Membership shall be available to individuals who are no longer actively employed by organizations outlined in Section 3, A and B, but wish to remain involved in the Society’s activities. This membership category is also open to individuals who have been a member of either a related national, state, or regional Society during their employment but are no longer eligible for active membership status. Inactive members shall not be entitled to vote or hold elected office in the Society.

Section 5. Termination of Membership

Membership in the Society shall not be transferable to another person. A member whose institutional affiliation changes shall retain membership during the full term for which dues have been paid. Should a member in any membership category change positions and no longer meet requirements for membership in one category yet meets requirements for another, transfer from one category to another is automatic upon notification by the member to the Secretary of the Society.

Section 6. Resignation

Members may file a written resignation with the Board at any time.

ARTICLE IV – Dues and Fiscal Year

Section 1. Dues

Dues for membership are included with the annual summit registration fee. Individuals who wish to maintain membership without attending the summit must pay an annual fee of $200. Dues shall be payable within 60 days of receipt of an invoice from the Society. Dues are not refundable.

Section 2. Fiscal Year

The Fiscal Year of the Society shall be January 1 to December 31.

ARTICLE V – Meetings of the Society

Section 1. Annual Membership Meeting

The Society shall convene at least one annual membership meeting for the transaction of affairs of the Society. The Secretary shall notify the membership by mail or email of the time, location, and agenda of the annual meeting at least thirty (30) days prior to the date of the meeting. The annual membership meeting may be conducted in-person or virtually, based upon the notification provided to membership, and may be conducted in conjunction with an educational meeting.

Section 2. Time and Location of Regular Meetings

The time of regular meetings shall be determined by the Board of Directors and will be hosted virtually.

Section 3. Special Meetings

Special meetings may be called by the President. The President may call the meeting him/herself or at the request of ten percent (10%) of active members of the Society, only for the specific purpose for which the meeting was called.

Section 3. Special Meetings

Special meetings may be called by the President. The President may call the meeting him/herself or at the request of ten percent (10%) of active members of the Society, only for the specific purpose for which the meeting was called.

Section 4. Educational Meetings

The Board of Directors shall establish a minimum of one educational meeting a year. Notification shall be sent to all members at least sixty (60) days prior to the to the meeting. Non-members may be invited to the meeting(s). The Society shall not assume the responsibility for travel or personal expense of any person attending the meeting(s), without prior approval of the Board of Directors.

Section 5. Order of Meetings

The Society shall adopt procedures for conducting meetings consistent with Robert’s Rules of Order. These procedures may be amended by a majority vote of the membership of the Society present and voting.

Section 6. Voting

Active members of the Society shall be entitled to one vote on matters pertaining to the Society. No proxies will be allowed.

Section 7. Quorum

Twenty (20) active members shall be required at an annual membership or special meeting for a quorum to conduct business. A majority of those active members present shall be required for an affirmative vote.

ARTICLE VI – Board of Directors

Section 1. Composition

The Board of Directors shall consist of thirteen (13) members, five (5) of whom shall serve as officers. The officers shall be President, Vice President, Secretary, Treasurer, and Immediate Past-President. In addition to the officers, seven (7) elected members and one (1) representative of the Indiana Hospital Association will complete the Board.

Section 2. Election

The election of officers to the Board of Directors shall be conducted by ballot of active members of the Indiana Society for Healthcare Public Relations and Marketing at the annual membership meeting. The slate of candidates proposed by the Nominating Committee shall be the offices of President, Vice President, Secretary, and Treasurer and the seven at-large member positions whose terms are expiring. The slate of candidates shall be mailed or emailed to active members of the Society at least thirty (30) days prior to the date of the Annual Meeting. Opportunities for nominations from the floor will be permitted. Officers and directors will be elected by a majority of members present, a quorum being present. All Active Members of the Society in good standing will be eligible for the Board of Directors.

Section 3. Terms of Office

The directors shall be elected for a term of two years and may be re-elected to a second term. Officers will be elected for a two-year term and may be re-elected to a second two-year term. Officers shall take office on January 1.

Section 4. Conditions of Office

Any elected or appointed member of the Board of Directors who misses three (3) Board meetings within a single business year or who otherwise is unable to perform the obligations of the Board, may be asked to relinquish his/her office by the Board.

Section 5. Powers

The Board of Directors is empowered to establish policies, rules, and regulations for the Society in order to carry out its purpose.

Section 6. Vacancies

The President shall have the authority to fill all vacancies that may occur by appointment with ratification by the Board of Directors. In the event the President is unable to fulfill tenure of the office, the Vice President shall serve as acting president until the next election.

Section 7. Meetings

The Board of Directors of the Society shall meet once monthly.

Section 8. Quorum

At any meeting of the Board of Directors, a majority of the Board of Directors shall constitute a quorum. A majority of those present shall be necessary for an affirmative vote, a quorum being present.

ARTICLE VII – Committees

Section 1. Nominating Committee

The Nominating Committee shall be appointed by the President and be comprised of three (3) members, including the Immediate Past President. The Immediate Past President will chair the committee. The duties of the Nominating Committee shall be to nominate to the Society membership the names of candidates for the offices of President, Vice President, Secretary, and Treasurer, as well as candidates for the expiring at-large member positions.

Section 2. Other Committees

The Nominating Committee shall be appointed by the President and be comprised of three (3) members, including the Immediate Past President. The Immediate Past President will chair the committee. The duties of the Nominating Committee shall be to nominate to the Society membership the names of candidates for the offices of President, Vice President, Secretary, and Treasurer, as well as candidates for the expiring at-large member positions.

Section 3. Meetings

The Committees shall meet at the call of the chairperson or his/her designee, upon at least five (5) days’ notice.

ARTICLE VIII – Affiliation Agreement

Section 1. Society Affiliation

The Society shall maintain affiliation with the Indiana Hospital Association.

ARTICLE IX – Acceptance and Amendments

Section 1. Amendments

These bylaws may be altered, amended, or repealed by a two-thirds majority (2/3) vote of the Board of Directors. Notification of proposed bylaw changes shall be made at least thirty (30) days prior to the meeting.