STANDING RULES

TEXAS SOCIETY OF RADIOLOGIC TECHNOLOGISTS, INC.

I.                   Annual Meeting

A.                At each Annual Meeting, the membership in attendance shall adopt Rules of Procedure which are temporary and only in effect for business sessions at that Annual Meeting.

B.        The annual report of the TSRT Board shall be read at the Annual Meeting by

            the Board Chairman.

C.                 A complimentary list of attendees at the TSRT Annual Meeting shall be provided to the sponsors/vendors upon request.

D.                Registration policies are determined by the Executive Office Manager with Board approval.

II.                Board Meetings

A.                TSRT Board members shall receive travel and hotel reimbursement to the Annual Meeting and all TSRT Board meetings.

B.                 All officers must attend every Board meeting in its entirety and present a report regarding their activities as outlined in these standing rules. 

C.                 Preceding each Board meeting, each officer and standing committee chairperson will receive an agenda from the President outlining the subjects for discussion and presentation at this meeting.  Everyone should bring this agenda to the Board meeting.

D.                Preceding each Board meeting, officers shall also receive notification of hotel room assignments from the Executive Office Manager.  If arrival or departure dates differ from that assigned (by room reservations), the officer must notify the Executive Office Manager of the changes as soon as possible.

E.                 At least three weeks (21 days) prior to each Board meeting, the TSRT Board and standing committee chairmen should mail or email a copy of their board report to all Board members and the Executive Office Manager.

F.                  Anyone chairing a committee is responsible for informing their committee members of all Board meetings.  In addition, these chairmen are responsible for either having their committee members’ reports available or incorporated into their Board report for presentation at Board meetings.

G.                For the Winter Board meeting, those to attend are asked to keep the assigned weekend and the following weekend open in case weather conditions force a postponement of the meeting.

III.             Voting Procedures

A.                Annual Meeting Rules of Procedure may be suspended by a majority vote.

B.                 Standing Rules:

1.                  May be adopted by a majority vote.

2.                  May be suspended by a majority vote without notice.

3.                  May be amended or rescinded by a two-thirds (2/3) vote without notice.

4.                  May, with notice, be amended or rescinded by a majority vote.

C.                 Life Member or Supportive Member

1.                  The entire Board must review nominations for Life Member and Supportive Member.

2.                  The vote must be in unanimous favor of the member.

3.                  The vote shall be taken by ballot of the entire Board.

IV.             Communications

A.                Between Board Meetings, all pertinent correspondence should be copied to the Board, relevant committee chairmen, and the Executive Office Manager.

B.                 TSRT letterhead is to be used for TSRT purposes only and may not be used for personal correspondence.  Review each letter written on TSRT letterhead for clarification of communication, grammatical errors, and spelling.

C.                 All Board requests for decisions to be made between Board meetings shall be forwarded to the President.  The President will immediately respond to the person making the request and will entertain the necessity for a vote by mail or to review during the upcoming Board meeting and place on the agenda.

D.                At no time should individual opinions be expressed on behalf of the Board.

E.                 TSRT motions and minutes of each TSRT Board meeting may be distributed to the membership after they have been approved by the Board or a committee appointed by the President for that purpose.

F.                  TSRT Board meeting motions and minutes shall not be distributed to non-TSRT members.

G.                Requests for a copy of the minutes shall be forwarded to the Executive Office Manager.

V.                ASRT Annual Meeting Delegates and Alternate Delegate

A.                Expense Reimbursement:

1.                  One-Hundred percent of expenses shall be reimbursed for the primary delegates provided they make all travel arrangements through ASRT.

2.                  Failure to attend ALL ASRT required sessions for delegate reimbursement shall result in the forfeiture of any reimbursement for incurred costs except in the case of death, serious illness, or other reasons acceptable to the Board.

3.                  TSRT shall fund actual cost for the alternate delegate (Board Chairperson) to attend the ASRT annual meeting. The alternate delegate must attend all ASRT required sessions for delegate reimbursement or forfeit all reimbursement.

B.                 Duties of the Delegates

1.                  Attend all ASRT business sessions.  Failure to attend all ASRT Business Sessions will result in loss of funding.

2.                  Promote issues and resolutions as directed by the TSRT Board and its membership.

VI.             Appointments

A.                By the TSRT Board

1.                  Annual Meeting Staff

2.                  Life and Supportive members by nomination and approval

B.                 By the President with Board Approval

1.                  Special Committees

2.                  Annual Meeting Staff

3.                  Committee Chair replacements

4.                  Parliamentarian

5.                  Wade L. Hoots Lecture Series Committee

a.                   Five (5) members – two (2) year terms - Three (3) members appointed odd years

b.                  Two (2) members appointed even years - Elect their chair

c.                   Selection of lecturer to be done six (6) months prior to the annual conference.

6.                  Professional Affairs Liaison (two 2 year appointments)

C.                 By the President without Board Approval for Annual Meeting

1.                  Sergeant-at-Arms (1)

2.                  Head Teller (1)

3.                  Tellers (2)

4.                  Award of Merit Judges (3)

5.                  Scientific Exhibit Awards Judges (3)

6.                  Annual Meeting Minutes Committee

IV.             Contracts

A.                Executive Office Manager

1.                  Contract

a.                   Shall be for one (1) year to be renewed at the discretion of the Board

b.                  Salary will be negotiated

c.                   May be renegotiated at any time.

2.                  Responsibilities

a.                   Give notice of meeting of the TSRT Board and arranges necessary facilities for holding the meetings.

b.                  Plans, organizes, and recommends meeting sites to the Board.

c.                   Plans, organizes, and conducts the Annual Meeting

d.                  Work with meeting site personnel

e.                   Work with Education coordinators to organize educational program

f.                   Prepare for the needs of the speakers

g.                  Work with local affiliate chairs

h.                  Work with company representatives

i.                    Oversee exhibits

j.                    Solicit donations

k.                  Prepare for the needs of the exhibitors

l.                    Mail Annual Meeting prospectus to include five (5) surrounding states and Texas Radiologic Society.

m.                Responsible for establishing credentials of attendees at the Annual Meeting

n.                  Bring the TSRT computer to the Annual Meeting

o.                  Serves as Protocol Chairman.

p.                  Serves on ODM Committee.

q.                  Maintains a detailed list of duties and time-line (in Guidebook).

r.                    Maintains a permanent post office address for TSRT

s.                   Process membership applications

t.                    Keep membership files current and send out renewal notices.

u.                  Provide mailing labels to TSRT Affiliates and sponsors upon request and other  acceptable organizations at a designated cost

v.                  Serve on CERTT Committee, non-voting

w.                Serve on Budget Committee, non-voting

x.                  Maintain and provide public service announcements (PSAs) for use by the membership.

y.                  Maintain a subscription to Health Care Advocates and send copies to all TSRT Board Members.

z.                   Process all CERTT Request for Approval Forms (RAF)

aa.               Process all CERTT Applications and Renewals

bb.              Send all CERTT Attendance Verification Sheets (AVS) and RAFs to the sponsoring organization.

cc.               Annual Meeting  Staff

dd.             Annual Meeting Registration

ee.               Local Affiliate Chairmen

ff.                TSRT Board

gg.              Membership

hh.              TSRT Executive Committee and Staff

ii.                  Maintains prompt communication with membership and TSRT Board

B.                 R.T. Image

1.                  Contract:  Annually from October 1 to September 30

2.                  R.T. Image Responsibilities

a.                   Pay royalties of 5% of gross revenues received from Texas Health care institutions

b.                  After the first year, payments are due quarterly

c.                   Promote the profession of Radiologic technology

d.                  Help to strengthen the membership of the TSRT

3.                  TSRT Responsibilities:

a.                   Provide Advance with mailing list

b.                  Allow the use of the TSRT’s name in Advance

c.                   Promote and support the use of Advance

d.                  Not to compete directly or indirectly with Advance in the publication of another professional trade publication

C.                 Legislative Consultant

1.                  Contract:  Shall be one (1) year at $30,000 per year.  No expenses will be paid.

2.                  Responsibilities:

a.                   Identify and monitor legislation impacting the TSRT

b.                  Transmit copies of relevant legislation to representatives of the TSRT

c.                   Represent the TSRT at political functions

d.                  Work with other agencies listed in the Act to mandate compliance with continuing education requirements.

e.                   Provide assistance and support if the TSRT needs to amend the act.

f.                   Work with the TSRT on long range planning to project goals to improve the existing Act.

g.                  Provide TSRT Board with quarterly written report of all activities.

3.      Works with:

a.                   TSRT Board and Officers

b.                  Professional Affairs Liaison

VII.          Audits.  The audit of the TSRT books shall be printed annually in TEX-RAYS.

VIII.       Reimbursement

A.                At each Board meeting, the Board and committee chairs required to be at specific meetings, and persons attending by special invitation of the Board should submit a statement of expenses incurred to the Board Chairman on expense forms which may be obtained from the Executive Office Manager.

B.                 Receipts must accompany expense forms.

C.                 The expenses which are reimbursable to those persons listed above for attending a Board meeting are hotel (room and tax only) and travel if the distance traveled exceeds fifty (50) miles at forty eight and one half cents(48.5) per mile or coach air flight (whichever is least expensive).  All other expenses are the responsibility of the individual.

D.                All persons wishing to be reimbursed must attend the Board meeting in its entirety.

E.                 To be reimbursed for miscellaneous supplies such as postage, copying, special projects, etc., a TSRT Reimbursement form with receipts attached must be submitted to the Board Chairman who then forwards it to the Executive Office Manager.

F.                  A request for advance funds should be forwarded to the Board Chairman on a TSRT Reimbursement form for consideration.  The Board Chairman will then either contact the person making the request or forward the signed form to the Executive Office Manager.  The Executive Office Manager will then send a check to the person making the request.

G.                While TSRT Reimbursement forms may be submitted at any time, persons are encouraged to submit them prior to Board meetings.

IX.             Supplies

A.                Letterheads, stationary, envelopes, and certain printed materials may be obtained from the Executive Office Manager.  These supplies are available at all Board meetings or upon request by mail or phone.