Documents to Support the 2009 Membership Meeting

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President's Letter

Agenda 2009

 Proposed New Combined Bylaws

 Foundation Bylaws

 
2009 Membership Meeting Initiatives
Frequently Asked Questions

A: Combining these two documents is not really necessary. It is more of a matter of convenience and clarity. There is no need for two documents, and having a single document is more of the norm in similar organizations. The reason this is being requested is that information is more easily accessed if it is one document. Also, keep in mind that this initiative WILL NOT change the content of the current Constitution and Bylaws in any way. It is simply the melding of two documents into one. The Board of Directors has considered doing this for some time. Considering that there will also be a vote at this meeting to amend the Bylaws with the inclusion of language for a new HAPS Foundation, it just seems that now is the most convenient time to clean up the document.

Q: Why do we need a HAPS Foundation?

A: The establishment of a foundation is a significant stage in our maturity as an organization. A foundation serves as a reservoir of funds that supports the ever-increasing initiatives HAPS is pursuing. Further, an established foundation signals to external entities that HAPS is a capable custodian of grants and philanthropic gifts. HAPS has been approached for philanthropic giving, but our lack of an established foundation has hampered our ability to properly receive these funds. A foundation is wholly appropriate and a very exciting development for HAPS.

Q: Why does it require a two-thirds majority vote to make changes to the Bylaws?

A: Our current Bylaw language requires a two-thirds majority vote for any changes or amendments to the Bylaws.

Q: How will the vote be taken at the membership meeting in Baltimore?

A: The HAPS BOD has discussed the mechanics of the Baltimore membership meeting in great detail. Roberts Rules of Order allows for a vote by having present members “rise” or stand to cast their vote. If the vote is too close to fairly conclude that there is a two-thirds majority, other generally accepted options will be exercised. The BOD is prepared to conduct a secret ballot.

Q: Why does HAPS need an Executive Director? Isn’t HAPS doing just fine without the expense and financial risk of this venture?

The reality is that HAPS sorely needs an Executive Director. Our Society is run by volunteers who have full-time jobs. It is amazing that HAPS has been able to offer the programming and services that it does with no paid Executive Director. Sadly, many worthwhile initiatives do not make it past the initial stages because as volunteers cycle out of their role, there is no institutional memory to continue the momentum. The addition of the HAPS Institute (HAPS-I) to our programming was probably the tipping point. The astonishing demand from our members for this incredible program, in addition to the other services HAPS offers, has led your elected leadership to conclude that something needs to be done at this point in time.

Q: Has a sample job description been developed for the Executive Director position?

A: Yes. Read below.

Executive Director (full-time) The Human Anatomy and Physiology Society (HAPS) invite applications for a full-time (40 hours per week) Executive Director position. The successful candidate should have excellent leadership and management skills. An advanced degree is required; an earned doctorate is preferred, along with experience in higher education. Retired faculty are encouraged to apply. Further, the successful applicant must have demonstrated grant writing experience and success in obtaining grant funds for educational endeavors. Knowledge and teaching experience in anatomy and physiology is a plus but not a requirement. The Executive Director will oversee and administer our fast-growing HAPS Institute (HAPS-I), which is a series of graduate credit-based programs for Anatomy and Physiology Faculty. The Executive Director also will collaborate with our Foundation and work with our webmaster and publications editor regarding long-range development and management of these operations. This individual will work with HAPS Board of Directors and interface with our association management group, currently ASG, regarding daily administrative responsibilities of our organization. The initial appointment is for two years, with renewal and a multi-year contract possible.

Q: Why would the hiring of an Executive Director result in an increase in dues?

A: Presently HAPS is a very affordable organization that cannot continue to offer its present services, as well as enhanced and new services with its present dues structure. The three-year tiered framework seems to be the best way to achieve a predictable increase. Further, the proposed structure does not increase dues for students or retired members.

Q: I purchased a 3-year membership at a 5% discount or 5-year membership at a 10% discount. Will my dues be increased immediately even if my long-term membership has not expired?

A: No. Long-term memberships will be honored. Actually, if your dues are about to expire, it might be a good idea to renew now with a long-term membership at the current rates prior to the beginning of our new fiscal year on July 1, 2009.

 Q: Will the proposed dues increase be enough to fund an Executive Director Position; and if not, how will HAPS make up the difference?

A: No, the dues increase alone will not be enough to fund the proposed Executive Director Position.  The Board of Directors is also looking at other ways to budget and generate the necessary funds. One part of the puzzle is to publish the HAPS Educator exclusively on-line. This will save the organization approximately $12,000 per year. As we work our way through this process, we can also draw on the organizations savings for a short period of time. 

Q: If a member cannot attend the meeting, is there a procedure in the bylaws whereby the member can give his or her vote via proxy?

 A: No. Our current bylaws state in Article 3.7 “Voting at regular or special meetings of the Society may not be done by proxy.”

Best,