annual meeting minutes
Sunshine-Wong travel award
hosting a MATT meeting
The Midwest Association For Toxicology and Therapeutic Drug Monitoring (MATT)
Article I: Name and Objectives
Section 1: Name
Article II: Region and Headquarters
The Name of this organization is The Midwest Association for Toxicology and Therapeutic Drug
Monitoring, and may herein be referred to as the Association or MATT.
Section 2: Goals and Objectives
The Goals of the organization are: to advance the scientific, research, clinical services, and
education in Toxicology-Clinical, Forensic, environmental and others, and Therapeutic Drug
Monitoring; and to develop a membership from interest of fellow scientists, physicians, health
professional, administrators and industrial colleagues. The Objectives are: to promote the
professional, scientific and educational activities through planned meetings and symposia; to
develop and distribute newsletters for the membership; to form specific interest-focused
groups for enhancing their professional and scientific activities; to interact/collaborate/enhance
professional, research and educational activities with other professional organizations.
Section 1: Region
Article III: Members, Privileges, Rights, Responsibilities, and Applications
The Region of the Association will consist of the states of Illinois, Indiana, Iowa, Kansas,
Michigan, Minnesota, Missouri, Ohio and Wisconsin.
Section 2: Headquarters
The Headquarters of the Association will be at the business address of the President.
Section 1: Members
Article IV: Dues and Delinquency
Membership in MATT is open to all applicants, regardless of location, who meet membership qualifications. Members shall be persons who are current and former professional scientists, physicians, health professionals, administrators, and industrial colleagues who have an interest in toxicology, therapeutic drug monitoring, or pharmacogenomics in order to further the aforementioned fields. Membership applications will be required to submit a resume or CV and are subject to approval by the Executive Board. The Board reserves the right to deny or recind membership for conduct contradictory to the goals and objectives of the organization.
Section 2: Student Members
Student Members shall be persons who are actively involved in formal education or training
programs in the fields of Toxicology or Therapeutic Drug Monitoring and are not considered
employees in these programs. Student Members may not vote, hold office or participate in
the business meetings of the Association. They shall pay dues as designated by the Association.
Student Members will receive official communications (newsletters, meeting notices, etc.)
similar to those received by Members.
Section 3: Honorary Members
Honorary Members may be designated from time to time by the Executive Board. These persons
shall have served the Association through either direct contribution of service or through
contributions to the advancement of the fields of Toxicology or Therapeutic Drug Monitoring.
Honorary Members shall not pay dues, vote, hold office or participate in the business meetings
of the Association. Honorary Members will receive Association services as defined by the
Section 4: Privileges and Responsibilities of Members
Membership in the Association is considered a privilege and is dependent on persons complying
with the Bylaws and following high standards of professional ethics and practice. Members are
expected to contribute to the objectives of the Association. Members will receive services or
benefits such as newsletters, meeting notifications, meeting discounted registration fees,
etc., as are defined by the Executive Board.
Section 1: Dues
Article V: Officers, Executive Board: Qualifications, Duties, Term of Office
The Dues for membership in the Association will be determined annually by the Executive Board.
Dues for the current year will be payable on or before the Annual Meeting. Payment of dues for the current year will be considered delinquent after the Annual Meeting.
Section 2: Delinquency
Failure to pay membership dues may result in loss of membership services provided by the
Association. The person�s name will be removed from the official membership list. Delinquency
of dues payment is considered grounds for removal of an officer or member of the Executive
Board. Re-instatement after removal of a member�s name from the official membership list
requires reapplication for membership to the Association.
Section 1: Officers and Executive Board
Article VI: Removal From Office, Removal of Membership, Appeal
Officers of the Association shall be elected by the members and members-at-large and shall
consist of a President, Vice President, Secretary and Treasurer. The President shall appoint
a Newsletter Editor and Web Page/Membership Chair. The Executive Board shall consist of all
elected Officers and the immediate Past President. The Newsletter Editor and the Web
Page/Membership Chair shall serve in an advisory manner to the Executive Board and may
attend all meetings of the Board but will not be included in determining a quorum of the Board.
Only the elected Officers and the immediate Past President will have voting rights in regard
to Executive Committee decisions.
Section 2: Qualifications
The Officers and Executive Board shall be members of the Association.
Section 3: Duties of the Executive Board
The Executive Board shall be the legal governing body of the Association.
The Executive Board shall have complete control and management of the affairs of the
Association as is defined by law and by these Bylaws. The Executive Board shall approve
the appointment of Chairs of Ad-hoc Committees or any other group that is required to conduct
the business or accomplish the objectives of the Association.
Section 4: Duties of the Officers
President: Shall be the President of the Association and the Chairman of the Executive
Board. Shall preside at all meetings of the members as well as the Executive Board. Shall be
an ex-officio member of all committees, except the Nominating committee. Shall appoint a
Newsletter Editor or Web Page/Membership Chair should the position be vacated or the officer
removed from the position. Shall appoint Ad-Hoc Committees when necessary with approval of the
Executive Board. Shall perform all other duties assigned to him/her by the Executive Board.
Shall become the immediate Past-President upon completion of the term of office.
Vice-President: Shall perform the duties of President when the President is unable to
perform his/her duties. Shall perform all other duties assigned to him/her by the Executive
Past-President: The immediate Past-President will remain as a voting member of the
executive board for one year after completion of term of office as President. The Past-President
is responsible for the Nominations committee and the proper presentation of candidates prior
to the annual meeting.
Secretary: Shall keep accurate and permanent records of all Executive Board meetings
and Association meetings. Shall answer Association correspondence promptly and keep files of
Treasurer: Shall keep accurate and timely financial records including all receipts of
monies, expenditures, disbursements and accounts receivable of the Association. Shall maintain
the bank account for the Association�s funds and provide monthly statements of accounts to the
Executive Board. Shall deposit all monies received by the Association. Shall make all payments
as directed by the President or the Executive Board. Shall provide a yearly financial statement
to the Association members at the annual meeting, and provide financial statements required by
federal and state agencies.
Newsletter Editor: The President will appoint The Newsletter Editor. A term of office
is not defined. The Editor can be removed by vote of the Executive Board. The Newsletter Editor
serves in an advisory capacity on the Executive Board but does not have voting rights in Board
decisions. The Editor is responsible for the publication of two newsletters per year on the
schedule affirmed each year by the Executive Board.
Web Page/Membership Chair: The President appoints the person in this position. A term of
office is not defined. The Chair can be removed by vote of the Executive Board. The Web Page/Membership
Chair serves in an advisory capacity on the Executive Board but does not have voting rights in
Board decisions. The person in the position is responsible for collecting membership renewals and
maintaining a current list of the membership, including an email directory. The person is responsible
for notification of dues past due. The Web Page must be managed and kept current, properly
reflecting the annual meeting information and other activities of the organization as directed
by the Executive Board.
Section 5: Term of Office
Each Officer of the Executive Board shall be elected by a majority vote of the membership. Starting
in 2003, the President and Vice-President serve a one-year term. The Secretary and Treasurer
will serve a two-year term, and be elected in alternate years. The Treasurer elected in 2003
will serve a one-year term. Each Officer or Member of the Executive Board will take office
immediately following the Annual Meeting.
Section 1: Removal from Office
Article VII: Meetings: Regular/Special of the Executive Board and Membership
Any Officer or Member of the Executive Board can be removed by a vote of the Executive Board at
a regular or special meeting (three out of four votes for the first two years, and three out of
five votes thereafter). The reasons for the proposed removal must be sent to all Members of
the Executive Board at least thirty days prior to any meeting that will vote on removal of any
Officer or Executive Board Member. The termination of an Officer or Members position will be
effective immediately after the vote.
Section 2: Right of Appeal
Any person removed from the Executive Board may appeal this removal by submitting within thirty
days, a written request of an appeal to the Executive Board. This appeal will be reviewed as
a specific agenda item during the next scheduled meeting of the Membership. The appeal will
be formally presented and a secret ballot of Members present (a quorum must be present) will
be taken. A two-thirds (2/3) vote will be required to re-instate the Officer or Member of the
Quorum and Parliamentary Rules
Section 1: Regular Meetings of the Executive Board
Article VIII: Nominations, Elections, Voting and Vacancies
The Executive Board must meet at least annually either in person or through conference calls.
A quorum shall consist of three voting Board Members.
Section 2: Special Meetings of the Executive Board
Special meetings of the Executive Board may be called by any Member of the Executive Board with
a thirty-day advanced notice being given to all members of the Board.
Section 3: Regular and Special Meetings of the Membership
The Association shall hold at least one annual meeting of the Membership. For the purpose of hosting annual meetings, the Midwest region is designated as Illinois, Indiana, Kansas, Michigan, Minnesota, Missouri, Ohio, and Wisconsin. States contiguous to the Midwest region may also host annual meetings upon approval from the Boarxd. Special Meetings of
the Membership may be called by the President with approval of the Executive Board or by the
Membership with the submission of a petition from at least 10% of the membership requesting a
special meeting. Thirty-day advanced notice must be given to all members of the Association
of the Special Meeting, including the purpose and agenda for the meeting. A quorum of a
meeting of Membership shall consist of the number of members present at the Annual Meeting of
Section 4: Parliamentary Rules and Rules on Quorums
All meetings of the Executive Board and Membership shall follow the Parliamentary Rules as
detailed by the most recent edition of Robert�s Rules of Order. A three-quarters (3/4) vote
of the members present is required to suspend the Parliamentary Rules. If Quorums are not
present at the meetings of the Executive Board or meetings of the Membership, only discussions
and recommendations concerning a meeting�s agenda may occur and no official action can take
Section 1: Nominations
Article IX: Committee Appointments, Standing, Ad Hoc, Duties
The Nomination Committee shall submit a proposed slate of Officers and Elected Members of the
Executive Board each year. In addition, Nominations must be solicited from the Membership of
the Association at least 30 days prior to the closing of nominations for annual elections of
Section 2: Elections
Elections of officers and members of the Executive Board shall occur each year prior to the annual meeting of the membership. Elections of Executive Board Members or Officers will consist of a majority vote by the membership.
Section 3: Voting
Voting shall occur by anonymous electronic means (i.e. emailed survey) at least fourteen days prior to the annual meeting of membership. Voting will be open for a minimum of ten days. Elections must be proceeded by thirty day advanced notice to the membership that elections will occur.
Section 4: Vacancies
The Executive Board by majority vote shall fill any vacancy of the Executive Board that occurs
before expiration of the term of the Executive Board Member.
Section 1: Appointment of Committee Chairpersons and Members
Article X: Amendments of Bylaws
The newly elected President shall within thirty days of taking office submit to the Executive
Board for its approval, his/her recommendations for Committees, except the Nomination Committee.
It is understood that the submitted list of persons are Members of the Association and that
they have agreed to serve on the committees. The Chairperson and Members of each Committee
shall serve for one year or at least until their successors are approved by the Executive Board.
Section 2: Standing Committees
Standing Committee of the Association shall consist of the Nomination Committee. The Nomination
Committee will be chaired by the immediate Past President and will consist of at least two
other Members of the Association, which are approved by the Executive Board.
Section 3: Ad Hoc Committees
The President may appoint Ad Hoc Committees to work on specific tasks as necessary. The Ad Hoc
Committee will be dissolved with the end of the President�s term of office.
Section 4: Duties of Committees
The Executive Board shall define the duties and responsibilities of each Committee, unless
specifically defined by these Bylaws.
Any Member of the Association may submit amendments to these Bylaws. The proposed amendments
will be submitted to the Bylaws Committee for discussion and recommendation to the Executive
Board. The Executive Board will approve or disapprove the proposed amendment for Bylaws. If
approved, the Executive Board will submit the proposed amendment to the Association�s
membership for approval. Membership voting on Bylaws amendments shall follow the same
processes as used for election of officers. If the Executive Board disapproves the amendment,
the amendment may be brought to a vote of the Membership by the submission of a petition of at
least 10% of the Membership. Such a petition must be considered at the next scheduled meeting
of the Membership.
Article XI: Termination of Association, Disposition of Records, Resources and Monies
Section 1: Disposition of Records
If the Association is formally dissolved as a non-profit scientific corporation, then all
minutes, books, documents, materials, and records will be donated to the Society of Forensic
Toxicology, unless their disposition is directed otherwise by the Executive Board.
Section 2: Disposition of Monies
If the Association is formally dissolved as a non-profit scientific corporation, then all
monies and resources will be donated to the Society of Forensic Toxicology, unless their
disposition is directed otherwise by the Executive Board.
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