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  Bylaws for the Eastern Society for Pediatric Research

Article I - Name
The name of this organization shall be the Eastern Society for Pediatric Research (Eastern SPR).

Article II - Purpose
The purpose of this organization shall be to further pediatric investigation and research in the eastern United States and Canada, to promote academic careers in pediatrics, and to provide an opportunity for its members and guests especially trainees and junior faculty members) to meet and present their recent research data for critical review.

Article III - Membership
Membership shall be made up of individuals who are actively engaged in pediatric research and who have published at least one scientific paper in a peer reviewed journal. They must be working in one of the following geographic areas: Connecticut, Delaware, District of Columbia (including Northern Virginia suburbs), Maine, Maryland, Massachusetts, New Brunswick, Newfoundland, New Hampshire, New Jersey, Nova Scotia, New York, Ontario, Pennsylvania, Prince Edward Island, Quebec, Rhode Island, and Vermont. Upon request, applicants from bordering areas may be elected by a two-thirds vote of the board of directors when there is a compelling reason to do so. Members of the National SPR or APS and previous members of the Eastern SPR do not require sponsorship; membership is automatic upon submission of the annual Eastern SPR dues. Applicants who are not members of the National SPR or APS should submit a CV and must be sponsored by a member of the SPR, APS, or the Eastern SPR. The sponsor should submit a letter of support for the applicant, and membership will be granted upon approval of the secretary and president. Allied health membership shall be made up of individuals who are involved in research who have certification as Pediatric Nurse Practitioners, Neonatal Nurse Practitioners or Pediatric Physician Assistants. Back to top

Article IV - Board of Directors
The board of directors shall consist of the officers of the organization; the president, either the president-elect or the immediate past president, the secretary, the treasurer, and the director of sponsorship, and six (6) to nine (9) councilors. The president shall be elected by the members of the society for a three-year term at the annual meeting of the organization. The secretary and treasurer shall be elected for five-year terms. The director of sponsorship shall be elected for a two-year term and may be reelected as often as desired by the membership. Councilors will be elected to staggered four (4) year terms. Nominations will be made by a committee appointed by the board of directors, at least 3 weeks prior to the annual meeting. These will be submitted to voting members by mail or electronic mail. Additional nominations may be made by mail or electronic mail if 3 active members sign the nominating petition or email their approval.

Voting for the president, secretary and treasurer shall be done using ballots provided at the meeting, sent by mail or electronic mail, or on a secure password-protected internet site.

Vacancies occurring through death or resignation will be filled by a majority vote of the board of directors for the remainder of the year, until the next annual meeting. No more than two officers or councilors may come from the same medical school at any given time.

An officer elected by the organization may be removed for cause by a two-thirds vote of the board of directors.

    Duties of Officers and Councilors
  • President:
    The president shall be the principal executive officer of the organization, and shall, in general, supervise all of its business affairs. He/she shall preside at all general meetings and at meetings of the board of directors, and may sign those documents authorized for his/her signature by the board of directors. In general, he/she shall perform those duties incident to the office of president.
  • President-elect (Vice-president): In the absence of the president the president-elect shall perform the duties of the president and when so acting shall have all of the powers of the president. He/she shall perform such other duties as from time to time may be assigned by the president or board of directors.
  • Secretary:
    The secretary shall keep minutes of the general meetings and the meetings of the board of directors, be responsible for all correspondence, and be custodian of all records of the organization. He/she shall keep a mailing list of all members of the organization, and in general perform all duties incident to the office of the secretary, and such other duties as may be assigned by the president and/or board of directors. The secretary/treasurer shall have charge and be responsible for all funds and securities of the organization. He/she shall be responsible for collection of dues and funds from other sources and for payment of the organization's bills. He/she will, in general, perform all of the duties incident to the office of treasurer and other duties as may be assigned by the president and/or board of directors.
  • Treasurer:
    The treasurer shall have charge and be responsible for all funds and securities of the organization. He/she shall be responsible for collection of dues and funds from other sources and for payment of the organization's bills. He/she will, in general, perform all of the duties incident to the office of treasurer and other duties as may be assigned by the president and/or board of directors.
  • Immediate Past President:
    The immediate past president will serve as a member of the board of directors, and perform those duties assigned by the president of the organization during the first year after presidency.
  • Director of Sponsorship:
    The Director of Sponsorship shall solicit continued support from established corporate and academic sponsors of the society, and shall contact potential additional sponsors. He or she shall communicate the information regularly with the Secretary and Treasurer. Immediately after the annual meeting he or she shall thank each sponsor in writing.
  • Councilors:
    The councilors will serve as members of the board of directors, which will manage the affairs of the organization. Each of the six to nine councilors will have one vote, as will the three officers.

    The board of directors will meet at least twice yearly: at the annual meeting of the Eastern SPR, at the Council Meeting in September of each year, and/or at the annual meeting of the Pediatric Academic Societies. The president may call special meetings at other times during the year. The board of-directors may appoint any standing or ad-hoc committees it considers necessary.

  • Planning Committee:
    The Planning Committee shall include 4-6 members. The Chair of the Planning Committee shall be a member of the Council. The terms for members of the Planning Committee shall range from one year to three years. The Chair of the Committee and the President of the Society will select members of the Planning Committee.

    Officers and councilors will receive no direct compensation, but will be reimbursed for expenses incurred during the performance of their duties beyond those incurred as a result of society membership or attending the annual meeting (dues, registration, travel and payment of hotel reservation and personal expenses at the time of the annual meeting). Back to top

Article V - Annual Meeting
An annual scientific meeting shall be held in March of each year, at least 6 weeks prior to the annual meeting of the Pediatric Academic Societies and at least 6 weeks after the original abstract deadline.

    Purpose of the Meeting
  1. Business section: The purpose of the annual business meeting shall be to conduct the business of the organization as deemed necessary by the board of directors.
  2. Scientific section: The president shall be responsible for the scientific program, which will consist of plenary sessions, poster sessions and subspecialty sessions.

The organization will request submission of abstracts for consideration for presentation at the annual meeting at least four months prior to the meeting. Abstracts must be received at least three months prior to the meeting. Selection of abstracts for presentation will be made by the Planning Committee and will be based on the scientific merit of the abstract. High priority will be given to hypothesis-driven research. The submission of multiple abstracts that belong to a single research project from the same investigator(s), group or laboratory is strongly discouraged. Material in a peer reviewed journal by the time of the meeting may not be presented at the scientific session.

Non-members may present papers at the annual meeting, if active or emeritus members sponsor them. Presentations are to be made, when possible, by either a trainee or individual who is out of training for a period of less than five years. If none of the authors meet these criteria, a senior investigator may make the presentation.

All abstracts will be published in Pediatric Research,or an appropriate pediatric journal, or in electronic format on the internet. Back to top

Article VI - Dues
The board of directors will determine the annual dues, which will be payable at the beginning of the fiscal year (January 1). New members will pay a full year's annual dues upon election to the organization. Failure to pay dues for one year will result in being placed on probationary membership. Failure to pay dues for two years will result in termination of membership. Back to top

Article VII - Amendments to By-Laws
By-laws may be amended following a two-thirds vote of the board of directors, followed by approval by a simple majority of the membership either at the Annual Meeting or through a mail or electronic mail ballot.

Article VIII - Legal representation
The board of directors may retain legal counsel to handle all affairs of the organization that may require legal consideration. Back to top