Stony Brook Volunteer Ambulance Corps

4780 SUNY Stony Brook, NY 11790

HQ Office

631-632-6737

Headquarters

631-632-6899

Fax

631-632-4108

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September 11th, 2001 Never Forget

Dedication to members of the SBVAC family serving in Iraq

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Bylaws

Revised 2004

Table of Contents

Article I Definitions

Article II Title and Object

Article III Membership

Article IV Office

Article V Meetings

Article VI Committees

Article VII Elections

Article VIII Violations and Commendations

Article IX Amendments

Article I: Definitions

The following abbreviations shall be used throughout the By-Laws and should be read as if the entire content of the abbreviation is written.

ACC – Assistant Crew Chief
AEMT – New York State Advanced Emergency Medical Technician. This pertains only to EMT-Critical Care Technician and EMT-Paramedic.
CC – Crew Chief
Chiefs’ Office – Refers to the Chief of Operations, 1st Assistant Chief and 2nd Assistant Chief
CPR – Cardiopulmonary Resuscitation
EMT – New York State Emergency Medical Technician including Basic, Defibrillation and Intermediate.
EVO – Emergency Vehicle Operator
HQ – headquarters
Office – All officers of the Stony Brook Volunteer Ambulance Corps
OSHA – Occupational Safety and Health Administration
President’s Office – Refers to the President and Vice-President
Quorum – 2/3 majority of active full membership
Quorum of Office – minimum 2/3 of Office
RTE – Responding to Emergencies
SBVAC – Stony Brook Volunteer Ambulance Corps
SOPs – Standard Operating Procedures

Article II: Title and Object

Section 2.1: Title
This company shall be known as the Stony Brook Volunteer Ambulance Corps Inc., a non-for-profit corporation established under the laws of New York State in 1972, hereinafter referred to as the SBVAC.

Section 2.2: Primary Objective
The SBVAC’s primary objective is the rendering of emergency care to any and all persons within our primary territory requiring such assistance and transporting such persons to the nearest emergency medical receiving facility as necessary. The SBVAC shall provide such services to all individuals as necessary without regard to race, age, gender, creed, religion, national origin, or sexual orientation.

Section 2.3: Scope of This Document
These By-Laws set the primary rules and regulations to which the general members and officers of the SBVAC are to adhere. These By-Laws at all times supersede any other writs or orders given by the company with exception to local, state, and/or federal laws and regulations.

Section 2.4: Standard Operating Procedures
The SOPs shall be the primary operating procedures of the SBVAC but at no time shall supersede any items found within these By-Laws. The SOPs dictated by the Chief shall include procedures and policies to follow during regular operations.

Article III: Membership

At the beginning of each semester only those active members in poor standing shall reapply for active membership. All other members shall submit only their contact information and a schedule request to the Vice-President. Types of membership shall include the following:

Section 3.1: Active Membership
Active membership shall be divided into probationary and full members. Full members are those who have completed their probationary semester. Only active full members have the power to cast a vote.

Subsection 3.1.1: Probationary Members
All new members must serve one (1) semester as a probationary member. Any applicant for probationary membership must be over seventeen (17) years of age, of good character, and in good physical and mental health capable of performing ambulance duty work. Individuals under the age of eighteen (18) must obtain written consent from a parent or legal guardian in order to participate.

Paragraph 3.1.1.1: Application for Probationary Membership
All individuals interested in becoming a member of the SBVAC must submit an application at the beginning of the Fall or Spring semester by the specified date and time, after which the individual shall attend an interview and submit a personal statement. In addition, the applicant must supply a Doctor’s current statement of health or sign the release allowing the SBVAC to access the University’s health records if and only if the applicant is a student of the University. The SBVAC is an equal opportunity employer and does not discriminate based on race, age, gender, creed, religion, national origin, or sexual orientation.

Paragraph 3.1.1.2: Completion of Probationary Membership
A. All applicants accepted to be probationary members must attend the OSHA training held within the first thirty (30) days of the semester. If a member is unable to attend this training, they are no longer eligible to remain a probationary member for that respective semester. That member may return the following semester as a probationary member. Failure to attend the subsequent semester’s OSHA training deems expulsion from SBVAC with no allowances for reacceptance.

B. The probationary member must complete the RTE course administered by SBVAC. The alternative shall be for said probationary member to present a valid EMT or AEMT certificate, or an acceptable substitute as deemed appropriate by the Training Officer prior to orientation.

C. Those who are expired EMT or AEMT must attend RTE course provided by SBVAC if he/she cannot be enrolled into a refresher course before the SBVAC RTE course begins.

D. In addition to those training requirements set forth by the Training Officer, all probationary members must complete all requirements set forth by the By-Laws, SOPs and Office to remain in good standing.

E. Upon returning the following semester, the probationary member must take the attendant check-off as administered by the Training Officer before said member can attain full membership status.

F. Any probationary member deemed unsatisfactory by a Quorum vote of Office may be dropped from the company. Probationary members may be deemed unsatisfactory for reasons including but not limited to: incompetence, dereliction of duty, gross insubordination, conduct unbecoming of a member, conduct prejudicial to SBVAC, attitude at alarms, shifts, and trainings, and performance at alarms. During such discussion, the probationary class instructors shall be invited to sit in and discuss during the meeting, though they shall not cast a vote. The probationary member may be invited to sit in by the Office. Any probationary member dismissed under such circumstances may submit an appeal to the Secretary who shall forward the appeal to the Grievance Committee.

G. If a probationary member receives two (2) letters of disciplinary action or one (1) letter of warning during their probationary semester they shall immediately be dismissed from the SBVAC with no allowances for reacceptance unless deemed otherwise by Office.

H. At the second General Membership Meeting the following semester, all probationary members who have completed the aforementioned responsibilities will be installed as full members and shall recite the following oath:

I, ______, in front of the general members of the Stony Brook Volunteer Ambulance Corps, do hereby solemnly swear to uphold at all times the By-Laws, SOPs, and orders of the officers, to fulfill my duties as a full member, and to act in the best interest of the company.

Subsection 3.1.2: Full Members
Full members shall include CCs, ACCs, EVOs, and Attendants.

Paragraph 3.1.2.1: Minimum Progress Rate
To remain in good standing, all members within one year of their SBVAC Orientation must either be enrolled in an Emergency Medical Technician course or become an Emergency Vehicle Operator of the SBVAC. The member, if enrolled in an Emergency Medical Technician course must successfully complete this course within 18 months of their Orientation. If these requirements are not met, the member is subject to dismissal from the SBVAC. Exceptions may be granted at the discretion of Office. Additional requirements to be met shall be posted at the beginning of each semester by the Training Officer in a conspicuous location in HQ.

Paragraph 3.1.2.2: Active Service
To remain in good standing all active members must complete all requirements as set forth by the By-Laws, SOPs, and Office.

Paragraph 3.1.2.3: Summer Service

Active full members and members finishing their probationary semester may provide summer service for SBVAC. All By-laws and SOPs shall still be strictly adhered to unless explicitly stated by the Chiefs’ Office. Any training requirements for the summer sessions shall be determined by Office prior to the start of summer sessions.

Section 3.2: Associate Members
Any member who has completed a minimum of three (3) years as an active member, or a minimum of two (2) years as an active member with at least one (1) full semester as an officer excluding summer session. Said person must submit an application for membership to the Vice-President, and the Office will determine a decision.

Subsection 3.2.1: Duties
Associate Members are entitled to but not required to hold shifts, run calls, and perform other responsibilities as an active member according to their highest status in the SBVAC prior to becoming an Associate Member pending said member still possesses appropriate valid certification and renewal of OSHA training given by the SBVAC. Associate Members are not entitled to any benefits granted to the general membership.

Subsection 3.2.2: Term
Associate Membership status is valid for a period of time up to but not exceeding time spent as an active member. At the end of said period, said person may reapply for Associate Member status for a like amount of time.

Paragraph 3.2.2.1: Termination of Associate Member Status
If at any time an Associate Member is determined to behave in conduct unbecoming of a member by Quorum vote of Office, their status will be immediately terminated with no allowances for reapplication. Any Associate Member status terminated under such circumstances may submit an appeal to the Secretary to be forwarded to the Grievance Committee.

Section 3.3: Honorary Members

Any affiliate of the SBVAC at the discretion of Office is entitled to apply for Honorary Member status. Said member will be granted the title Honorary Member through the appointment of any officer to be ratified and approved by Quorum of Office.

Subsection 3.3.1: Duties

Honorary Members are not allowed to ride along on calls unless deemed appropriate by the Chief, after the member has fulfilled the OSHA standard as given by the SBVAC. Honorary Members are not entitled to any benefits granted to the general membership.

Paragraph 3.3.2.1: Termination of Honorary Member Status

If at any time an Honorary Member is determined to behave in conduct unbecoming of a member by Quorum vote of Office, their status will be immediately terminated with no allowances for reapplication. Any Honorary Member status terminated under such circumstances may submit an appeal to the Secretary to be forwarded to the Grievance Committee.

Section 3.4: Life Members
Any member who has completed a minimum of five (5) years as an active member with at least one (1) full year as an officer with absolutely no letter of warning may be considered for Life Membership status. Life Membership status may only be granted with unanimous decision of Office.

Subsection 3.4.1: Duties and Privileges

Life Members are entitled to but not required to hold shifts, run calls, and perform other responsibilities as an active member according to their highest status in the SBVAC prior to becoming a Life Member, pending said member still possess appropriate valid certification, and renewal of OSHA training given by the SBVAC. Life Member shall be granted the full privileges of active membership.

Subsection 3.4.2: Term

Life membership is valid until said member no longer wishes to participate.

Paragraph 3.4.2.1: Termination of Life Membership

Life Membership may be revoked at the discretion of the unanimous decision of Office for reasons including but not limited to incompetence, dereliction of duty, gross insubordination, conduct unbecoming of a member, conduct prejudicial to the SBVAC, attitude at alarms, shifts, and trainings, and performance at alarms.

Section 3.5: Observers
Observers are guest of the SBVAC and must submit an application along with a waiver of liability. All Observers must be approved by the Chiefs’ Office before being allowed to ride on the ambulance. Crew Chiefs or Officers may dismiss observers at their discretion.

Section 3.6: Resignation
Any member desiring to resign from the company shall submit a letter of resignation to the Vice-President whom shall present it before the Office at the following Officer Meeting. Once such letter is presented to the Office of the SBVAC and accepted as read, said member may not reapply for active service until the following semester. Letters of resignation shall not be posted, but may be made available to members with the permission of the member submitting the resignation.

Section 3.7: Leave of Absence
Any member may request a leave from active service for one of only three (3) reasons: Military, Medical, and Personal. A request for a leave of absence may be denied if said member is a member in poor standing. In all three cases the member is responsible to find appropriate coverage during their absence. Any member activated for military service will be immediately reinstated as a full member upon their return. If said member is unable to find appropriate coverage, the Vice-President should be notified immediately, both verbally and in writing. Personal leaves shall not exceed the remainder of the semester. Said member shall reapply for membership the following semester when ready to resume active service. Any member coming off Medical Leave must present a Doctor’s note demonstrating their state of good health to return to active service.

Subsection 3.7.1: Probationary Members
Any member on probation taking a leave of absence, upon returning to the company shall complete the remainder of their probationary semester and any further requirements as determined by Office before becoming a full member.

Article IV: Office

The Office of the SBVAC shall consist of two divisions: the Executive Board and the Operational Board. Both divisions are subject to the definitions listed herein and those found within the SOPs. Each officer, with the exception of the President, shall have the power to cast one vote in turn.

Section 4.1: Operational Board

The Operational Board shall consist of the Chief of Operations, 1st Assistant Chief, 2nd Assistant Chief, Captain, and Lieutenant.

Subsection 4.1.1: Chief of Operations

The Chief of Operations, henceforth known within this document as the Chief, shall be the highest-ranking operational officer. The Chief shall preserve order faithfully, impartially, and firmly by enforcing the By-Laws and SOPs. Chief should be a liaison between SBVAC and any emergency response department, including the DOH.

Paragraph 4.1.1.1: Power to Overrule

The Chief may overrule any other officer of the operational board and any operational procedure or decision.

Paragraph 4.1.1.2: Operations

The Chief shall be ultimately in charge of all daily and special operations of the SBVAC.

Paragraph 4.1.1.3: Special Meetings

The Chief may call special meetings with the approval of the President (or Vice-President in the President’s absence or unavailability) when such meetings are necessary.

Paragraph 4.1.1.4: Notification to SBVAC

It shall be mandatory that the Chief inform the Office and the membership of all important matters and litigation affecting the SBVAC.

Paragraph 4.1.1.5: Absence of the President’s Office

In the event of the President’s and Vice-President’s extended absence, disability, or resignation, the Chief shall assume any and all of their duties, responsibilities, and powers. The Chief may either choose a new President and Vice-President, or opt to officially assume the Presidency. In the latter case the 1st Assistant Chief shall become the new Chief and a new Vice-President and 1st Assistant Chief shall be appointed. All permanent position changes with the exception to the Chief becoming the President and 1st Assistant Chief becoming the Chief are subject to the approval of the Office and ratification by the membership.

Subsection 4.1.2: The 1st Assistant Chief

The 1st Assistant Chief shall be responsible for the daily operations of the SBVAC.

Paragraph 4.1.2.1: Power to Overrule

The 1st Assistant Chief may overrule any other officer of the operational board with the exception of the Chief.

Paragraph 4.1.2.2: Absence of the Chief

In the event of the Chief’s extended absence, disability, or resignation, the 1st Assistant Chief shall assume any and all duties, responsibilities, and powers of the Chief. This person shall then choose a new 1st Assistant Chief with the approval of the officers, subject to ratification by the membership.

Paragraph 4.1.2.3: Crew Chiefs

The 1st Assistant Chief shall oversee the training, testing, and continued performance of all CC’s and shall maintain a record of such training

Paragraph 4.1.2.4: Advanced Life Support

The 1st Assistant Chief shall oversee ALS training and equipment, or appoint someone with appropriate ALS credentials to fulfill those responsibilities.

Subsection 4.1.3: The 2nd Assistant Chief

The 2nd Assistant Chief shall be in charge of all vehicles belonging to the SBVAC as well as ensuring the safety and health of the general members.

Paragraph 4.1.3.1: Liaison

The 2nd Assistant Chief shall act as the liaison between facilities on campus related to the maintenance of the vehicles and the safety of the membership.

Paragraph 4.1.3.2: EVOs

The 2nd Assistant Chief shall oversee the training, testing, and continued monitoring of all EVOs and shall maintain records of the training.

Subsection 4.1.4: Captain/Training Officer
The Captain shall be responsible for coordinating the RTE course for all probationary members, administering the attendant check-off, and the continued training of all active members.

Paragraph 4.1.4.1: Minimum Progress Requirements

The Captain is responsible for enforcing the minimum progress requirements set forth by the By-Laws.

Subsection 4.1.5: Lieutenant/Equipment Officer

The Lieutenant shall be responsible for all equipment and supplies belonging to the SBVAC and shall ensure that all such equipment is in working/usable order as mandated by federal/state/local regulations at all times.

Paragraph 4.1.5.1: Uniforms

The Equipment Officer shall be responsible for the order and purchase of uniforms for all active members, as well as the maintenance of all uniforms kept in HQ.

Section 4.2: Executive Board

The executive board shall consist of the President, Vice-President, Treasurer, and Secretary

Subsection 4.2.1: President
The President of the SBVAC shall be the highest-ranking executive officer and shall preside over all meetings of the SBVAC. The President shall enforce the By-Laws without exception.

Paragraph 4.2.1.1: Liaison

The President shall act as the liaison between the SBVAC and the State University of Stony Brook Administration.

Paragraph 4.2.1.2: Power to Overrule
The President may overrule any other officer of the executive board of the SBVAC.

Paragraph 4.2.1.3: Voting Status
The President shall cast an abstaining vote during regular motions. In the event of a tie, the President has the option to call for a revote or cast the deciding ballot. In the event of a second tie the President must cast the deciding vote. If the vote is to be taken by secret ballot the President may cast a non-abstaining vote. In the event of a tie the President shall reopen debate and call for a second vote and so on and so forth.

Paragraph 4.2.1.4: Special Meetings

The President may call for special meetings either of the Office or the General Membership as necessary.

Paragraph 4.2.1.5: Notification

The President shall inform the Office and the general membership of all important matters and litigation affecting the SBVAC.

Paragraph 4.2.1.6: Committees

The President shall be responsible for appointing all committees and shall be a voting member ex-officio on all committees with the exception of the Grievance Committee, Nomination Committee, and Election Committee.

Subsection 4.2.2: Vice-President

The Vice-President shall be responsible for the daily administration of the SBVAC, maintaining all records of the general membership, and generating schedules for operations. The Vice-President shall also be responsible for maintaining, or delegating persons to maintain, all communication forums such as the website, email accounts, and similar tasks.

Paragraph 4.2.2.1: Liaison

The Vice-President shall act as the liaison between the Office and the general membership regarding all written communications including, but not limited to disciplinary actions, commendatory actions, and letters of warning or dismissal.

Paragraph 4.2.2.2: Power to Overrule

The Vice-President may overrule any officer of the executive board with the exception of the President.

Paragraph 4.2.2.3: Absence of the President

In the event of the President’s extended absence, disability, or resignation, the Vice-President shall assume any and all duties, responsibilities, and powers of the President. The Vice-President does not need ratification by the membership to assume the Presidency under this manner. The new President shall then choose a new Vice-President with the approval of the officers and ratification by the membership.

Paragraph 4.2.2.4: Alumni Committee

The Vice-President shall be responsible for the appointment and supervision of the Alumni Committee.

Paragraph 4.2.2.5: Insurance

The Vice-President, in consultation with the Treasurer and 2nd Assistant Chief, shall be in charge of all matters pertaining to insurance.

Paragraph 4.2.2.6: Headquarters

The Vice-President shall be ultimately responsible for headquarters. The Vice-President shall maintain headquarters ensuring it is in a cleanly state at all times and all repairs are completed in a timely manner. The area of responsibility is extended to include the Fanny Brice building. The Vice-President shall also act as the liaison between the West Campus Physical Plant and the SBVAC and any other pertinent departments.

Subsection 4.2.3: Treasurer

The Treasurer shall be responsible for maintaining all financial records of the SBVAC.

Paragraph 4.2.3.1: Monthly Report

The Treasurer shall at all meetings make a report of current transactions and current balance of the SBVAC accounts and submit a copy of this report to the Secretary to record in the minutes

Paragraph 4.2.3.2: Signing of Required Documents

The Treasurer shall sign all checks, drafts, vouchers, and other related documents with the President’s co-signature. In the absence of the President, the Vice-President or Secretary may co-sign above aforementioned documents with the approval of the President.

Paragraph 4.2.3.3: Funds

The Treasurer shall maintain an account to deposit all funds and monies received by the SBVAC into an institution approved by Office. The Treasurer shall maintain relations with all sponsors of the SBVAC.

Subparagraph 4.2.3.3.1: Accounts

At the end of each month, the Treasurer shall reconcile all the SBVAC’s accounts and keep a separate record there of.

Paragraph 4.2.3.4: Fund Drive

The Treasurer shall ultimately be responsible for a certified yearly audit by February 1st of every year and ensure the availability of previous years’ records.

Subsection 4.2.4: Secretary
The Secretary shall be responsible for conducting all correspondences of the SBVAC, issuing notices of meetings, maintaining all confidential patient records, and providing statistics of all emergency calls.

Paragraph 4.2.4.1: Minutes

The Secretary shall keep a record of all meetings of the SBVAC and post the minutes in a conspicuous location in headquarters by the following week.

Section 4.3: Additional Powers, Responsibilities, and Regulations of Office

Subsection 4.3.1: Suspension

Any officer of the Chief’s Office or President’s Office may suspend any member from active duty either verbally or in writing for reasons including but not limited to incompetence, dereliction of duty, gross insubordination, conduct unbecoming of a member, conduct prejudicial to SBVAC, attitude at alarms, shifts, and trainings, and performance at alarms.

Paragraph 4.3.1.1: Notification of Suspension

In the case of verbal suspension, the officer authorizing the suspension shall issue a written suspension notice within five (5) business days. Upon receipt of the suspension notice, the suspended party must appear at the following Officer Meeting or inform the Secretary, both verbally and in writing, of their inability to attend. At said Officer Meeting, decree shall be issued to the suspended party. Upon the suspended member’s return to active service a letter of warning shall be issued.

Paragraph 4.3.1.2: Length of Suspension

Suspensions shall not exceed sixty (60) days.

Paragraph 4.3.1.3: Revocation of Duties

The Chief’s Office may suspend the status of any member (i.e. CC or EVO status). Procedure shall follow the guidelines set forth within these By-Laws. Suspension of status shall not exceed fourteen (14) days. At the end of the suspension of status period, said member shall either be fully reinstated to their previous status or have a complete revocation of that status. If complete revocation of status is employed, said member could only return to their previous status if they complete all requirements imposed upon them by the Chief’s Office.

Paragraph 4.3.1.4: Dismissal

Quorum of Office may opt to dismiss a member if suspension is deemed inappropriate. Such decisions shall be reserved for serious offenses.

Paragraph 4.3.1.5: Suspension by Proxy

Any officer may verbally suspend any member with the authorization of an appropriate officer as stated by Section 4.3.1.

Subsection 4.3.2: Absence from Meetings

Any officer absent from two (2) consecutive scheduled officer meetings or general membership meetings, or a total of three (3) such meetings during their term without justification shall submit a letter of resignation from Office. Special exception shall be made during the summer and intercessions.

Subsection 4.3.3: Decisions of Office

All decisions, unless operational or otherwise stipulated, shall be made by a majority vote of quorum of Office.

Subsection 4.3.4: Appeal Decisions of Office

Any member may appeal the decisions of Office unless specifically stated otherwise by submitting an appeal to the Secretary to be forwarded to the Grievance Committee.

Subsection 4.3.5: Chairperson

The President or Vice-President must be present at all meetings unless the subject of the meeting is the impeachment of the President and Vice-President.

Subsection 4.3.6: CC Status

If the CC status of any officer of the Chief’s Office or President’s Office is permanently revoked, they shall immediately submit a letter of resignation from Office.

Subsection 4.3.7: Vacancy in Office

If a vacancy within Office occurs, a replacement shall be made within a reasonable time from the vacancy, (Not exceeding one semester) adhering to the guidelines set forth within these By-Laws. Special exception shall be made during the summer and intercessions.

Paragraph 4.3.7.1: Vacancy within the Executive Board

If a vacancy occurs within the executive board, the President shall appoint a replacement with the approval of Office subject to ratification by the membership.

Paragraph 4.3.7.2: Vacancy within the Operational Board

If a vacancy occurs within the operational board, the President shall appoint a replacement directly designated by the Chief with the approval of Office subject to ratification by the membership.

Subsection 4.3.8: Financial Authority

The SBVAC’s fiscal year follows a calendar year. All payments are subject to majority vote of quorum of Office prior to purchase.

Paragraph 4.3.8.1: Expenses under $100

Any officer without the approval of quorum of Office may make expenses under $100 after they have conferred with the President or Treasurer.

Paragraph 4.3.8.2: Expenses over $1000

Any single expense exceeding $1000 shall be made only if an affirmative majority vote of members at a meeting consisting of quorum is met.

Paragraph 4.3.8.3: Yearly Audit

An audit of the SBVAC’s books shall be made at the end of every fiscal year by an independent certified public accountant.

Subsection 4.3.9: Aides

All officers may choose aides to assist them in their daily chores. The aides shall be chosen by their respective officer and must obtain an affirmative majority vote by quorum of Office. Aides are not officers. They have no responsibilities other than those instilled upon them by the officer they are assisting. They have no powers and may be removed from their position at any time by the officer they are assisting. The appointment of Aides should be designated to the individual and not the rank and should resign with the resignation of the officer. The Quorum vote of Office must be documented in the meeting minutes in which the appointment is made.

Subsection 4.3.10: Impeachment

Any officer may be impeached for reasons including but not limited to incompetence, dereliction of duty, conduct prejudicial to SBVAC, or conduct unbecoming of an officer.

Paragraph 4.3.10.1: Changes in Office

From the moment a request for impeachment is filed no changes in the positions of Office may occur.

Subparagraph 4.3.10.1.1: Exception to Changes in Office

Courtesy may be granted to accept the resignation of an incompetent officer prior to impeachment meeting.

Paragraph 4.3.10.2: Request for Impeachment

Line 4.3.10.2.1: Membership

A written petition for impeachment signed by at least fifty (50) percent of the active full membership shall be submitted to the Secretary. Included in this letter shall be a list of all charges brought forth to the officer in question.

Line 4.3.10.2.2: Office

A written petition for impeachment signed by at least fifty (50) percent of the total voting officers shall be submitted to the Secretary with a list of all charges being brought forth against the officer in question.

Paragraph 4.3.10.3: Hearing

Upon receipt of a valid written petition for impeachment, the Secretary shall call for an impeachment hearing within fifteen (15) business days. Said impeachment hearing shall be open to all members of the SBVAC. A meeting consisting of quorum of active full members is required for the hearing to take place. For the impeached officer to be successfully removed from Office, a two-thirds (2/3) majority affirmative vote of active full members must be achieved. No appeals to such a hearing are permitted. If impeachment fails, the same charges may not be brought against the same officer again.

Subsection 4.3.11: Summer Chief

If the need arises during the summer sessions, the Chief may opt to appoint a Summer Chief to act in his/her capacity during his/her absence. Said member is subject to approval by the President. The Summer Chief shall be known as the Acting Chief of Operations. The Summer Chief shall exercise all the rights, powers, and privileges of the Chief, except when the Summer Chief is in the presence of any member of the Chiefs’ Office. The Summer Chief shall provide a weekly written report to the Chief and immediate notification and conferment to the Chief of any important matters or litigation affecting the SBVAC.

Subsection 4.3.12: Summer Appointments

If the need arises during the summer session, an officer may opt to appoint a capable active full member to act on their behalf. Said replacement is subject to approval by quorum of Office. Said replacement shall have all the rights, responsibilities, and powers of the elected officer for which they are substituting. Said replacement can be removed from their position by an affirmative vote of quorum of Office. Said officer shall be held responsible for ensuring adequate communication with their appointment.

Article V: Meetings

Section 5.1: Membership Meetings

General Membership Meetings shall be held the first Wednesday of each month at 2030 hours during the Fall and Spring semesters. The meetings may be switched to the Wednesday one (1) week before or after at the discretion of Office for reasons such as conflict of dates. Robert’s Rules of Order for meetings should be only used as a basic guideline and not adhered to it as a strict rule.

Subsection 5.1.1: Order of Business

All meetings shall be conducted in the following order

1.) Meeting Called to Order

2.) Salute to the flag

3.) Membership Signing Attendance List

4.) Adopt the Agenda

5.) Reading and Approval of Last Meeting’s Minutes

6.) Officer’s Reports

7.) Committee’s Reports

8.) Old Business

9.) New Business

10.) Adjournment

Paragraph 5.1.1.1: Motions

Motions shall be brought forth in the following order. Steps four (4) and five (5) may be replaced by a secret written ballot. Once a motion is on the floor, no other motions may be brought forth until the previous one is settled. No motion may be amended more than once.

1.) Motion

2.) Second

3.) Statement of the question

4.) All in favor

5.) All opposed

Subsection 5.1.2: Calling to Order

A membership meeting shall be called to order by either officer of the President’s Office in the presence of at least twenty (20) percent of the active membership. For any motion to be made, quorum must be present. Unless directly stated otherwise, all motions in order to pass shall receive an affirmative majority vote in the presence of quorum.

Subsection 5.1.3: Special Meetings

Special meetings may be called for by the general membership by submitting a written petition signed by at least fifteen (15) active full members to the Secretary. This petition shall include an agenda for the special meeting.

Subsection 5.1.4: Missed Meetings

Each semester active members are permitted to miss one (1) meeting. If a member is unable to attend the remainder of the semester’s meetings, said member shall submit an application for a leave of absence from General Membership Meetings. This leave will be granted at the discretion of Office and shall not exceed the remainder of the semester. RA duty is not an excuse for inability to attend meetings. Any member needing to leave a meeting early or arrive late shall inform the Vice President and Secretary.

Section 5.2: Officer Meetings

Only fifty (50) percent of Office is required to conduct an Officer Meeting, but quorum of Office is required for any motions to pass. Officer Meetings shall be conducted no less than every two weeks during the Fall and Spring semesters. Officer Meetings are open to the general membership and general members are highly encouraged to attend. Officer Meetings shall follow the aforementioned guidelines of the General Membership Meetings.

Subsection 5.2.1: Executive Session

Any officer may motion for an executive session. At this time the doors shall be closed to the general membership with the exception of those members requested to present themselves before the Office. Minutes shall not be recorded during the executive session. No financial matters may be discussed at this time.

Section 5.3: Summer Meetings

There shall be at least one General Membership Meeting per summer semester. Dates and times shall be decided by the Office prior to the start of summer sessions.

Article VI: Committees

Each semester the following committees will be established: Grievance Committee, Nomination Committee, Election Committee, and the Alumni Committee. Additional committees may be formed as necessary at the discretion of Office and the General Membership.

Section 6.1: Grievance Committee
Service on this committee is mandatory and any member chosen to serve may not waive the responsibility without submitting a letter of resignation from membership unless a letter of explanation is approved by quorum of Office 48 hours prior to any hearing. All items brought forth to the Grievance Committee shall be kept strictly confidential. No member may be charged with the same specific charges more than once.

Subsection 6.1.1: Grievance Committee Selection

The Grievance Committee shall be comprised of thirteen (13) active full members randomly chosen by the Secretary at the beginning of each semester. No current officers or aides may serve on the Grievance Committee. If any member is not qualified to serve on the Grievance Committee at any time during the semester he/she should be replaced by random selection of a new member immediately.

Subsection 6.1.2: Function

The Grievance Committee shall serve to hear disputes between members, a member and an officer, or to appeal a decision of Office. All issues may be brought forth to the Grievance Committee with exception to those issues specifically stated otherwise. Grievance Committee should only adhere and interpret By-Laws and SOPs and not supersede it at anytime.

Subsection 6.1.3: Grievance Hearing Board

Each grievance shall be heard by a Grievance Hearing Board. The Grievance Hearing Board shall be composed of five (5) members chosen to serve on the Grievance Committee not involved in the matter in the order in which they were chosen (i.e. 1-5; 6-10; 11-13, 1, 2; 3-8…). Each Grievance Hearing Board shall choose its own chair.

Subsection 6.1.4: The Grievance Process

Any member requesting a hearing for any of the conditions stated in Subsection 6.1.2 must submit a written request to the Secretary who shall forward it to the Grievance Committee.

Paragraph 6.1.4.1: Rights of the Defendant

The Grievance Hearing Board shall make its composition known to the defendant prior to the hearing. Said defendant may challenge the impartiality of up to three (3) members of the Grievance Hearing Board. If such a challenge occurs, challenged members shall be replaced by the next Grievance Committee members. The Plaintiff is the party filing the grievance. The Defendant is the party against whom the grievance is being filed. Defendants and plaintiffs shall act as their own representatives.

Paragraph 6.1.4.2: Grievance Against Office

In the case of a grievance against an Office decision, up to two (2) officers may be chosen to represent the Office.

Paragraph 6.1.4.3: Penalties
The Grievance Hearing Board shall determine a verdict by majority vote. Only by a unanimous vote of the Grievance Hearing Board shall a penalty of expulsion be applied. It is at the Grievance Committee’s discretion of the number of witnesses each party may call. It is also at the Committee’s discretion of the relevance of said witnesses to the grievance.

Paragraph 6.1.4.4: Appeal of a Grievance Hearing Board Decision

Any member may appeal a decision of the Grievance Hearing Board by submitting a written request to the Secretary within five (5) business days for a hearing by Office. This appeal does not apply to decisions brought to the Grievance Hearing Board for an appeal against an original Office decision. The chair of the Grievance Hearing Board shall appear to the hearing before Office. Majority vote of Office shall determine verdict. Providing that all members of the Grievance Committee are present at the designated time of the hearing, the hearing shall be held. Evidence presented by present parties of the hearing shall be the only evidence considered for the Committee’s decision.

Paragraph 6.1.4.5: Conclusion

The decision of the Grievance Hearing Board shall be forwarded to the Chief and President’s Office.

Section 6.2: Nomination Committee
Service on the Nomination Committee is mandatory. No member chosen to serve on the Nomination Committee may waive the responsibility without submitting a letter of resignation from membership.

Subsection 6.2.1: Nomination Committee Selection

After nominations are made for the new Office at the second to last General Membership Meeting of the Spring semester, the Nomination Committee shall be created by the Secretary. Five (5) full members shall be randomly chosen by the Secretary to serve on the Nomination Committee. No members who served on the Grievance Committee for the given semester shall serve on the Nomination Committee. The first three (3) members shall comprise the Nomination Committee with two (2) alternates. The Nomination Committee shall choose its own chair.

Subsection 6.2.2: Function

The Nomination Committee shall be responsible for approaching the Secretary for a list of current nominees of Office and reviewing the personnel files of said nominees to determine their eligibility for the specified office in collaboration with the Secretary and Vice-President. The Nomination Committee shall notify the membership of all eligible and ineligible candidates as stated in Subsection 7.2.1.

Section 6.3: Election Committee
Service on the Election Committee is mandatory. No member chosen to serve on the Election Committee may waive the responsibility without submitting a letter of resignation from membership.

Subsection 6.3.1: Election Committee Selection

Prior to the final General Membership Meeting of the Spring semester, seven (7) full members shall be randomly chosen by the Secretary to serve on the Election Committee. No members who served on the Grievance or Nominations Committees for the given semester shall serve on the Election Committee. The first five (5) members shall comprise the Election Committee with two (2) alternates. The Election Committee shall choose its own chair.

Subsection 6.3.2: Function

The Election Committee shall be responsible for the preparation of all written ballots as described in Subsection 7.2.4, the preparation and manning of the ballet box, and the counting of the ballots as stated in Paragraph 7.2.5.1.

Subsection 6.3.3:

Breakdown of election results should be kept on file and be available to General Membership upon request.

Section 6.4: Miscellaneous Committees
Committees may be formed by proposal of the Membership or the Office
of the SBVAC. The President shall be charged with overlooking the committees’ process and progress. The President shall either assume the role of the chair of the committee or appoint an appropriate officer or member.

Article VII: Elections

All elections shall be in the form of secret written ballots. Only active full members are eligible to vote in any election.

Section 7.1: Eligibility for Office

No member may accept nomination, run for, or hold office that is under probation either as part of their initial semester, a letter of warning in their files, or any other reason. The nominee must have completed at least one (1) semester as a full member, summer session included if said candidate provided active service for the entirety of the summer. In addition, the nominee must have provided active service for the entirety of the semester in which they are nominated for office. The nominee must possess a valid EMT or AEMT certificate and hold the status of CC or EVO. If a nominee does not hold the position of CC or EVO, they may receive a waiver. A waiver may only be issued for a nominee not holding the status of CC or EVO and cannot be issued to waive the EMT requirement. A waiver can only be issued by an affirmative two-thirds (2/3) vote by the Office in conjunction with the Nomination Committee. The nominee must complete all semester requirements prior to taking office or shall be deemed ineligible to hold office.

Subsection 7.1.1: Eligibility for Chief’s Office and President’s Office

In addition to the above constraints any member desiring to accept nomination, run for, and hold office for a position in the Chief’s Office or President’s Office must have been a full member for at least forty (40) weeks. The nominee desiring to run for, and hold office for a position in the Chief’s Office must also hold the rank of CC for at least twelve (12) weeks during which said member provided active service. The nominee desiring to run for, and hold office for a position in the President’s Office must hold the rank of CC by the time of nomination. In addition, the 2nd Assistant Chief must be an EVO for a minimum of twelve (12) weeks.

Section 7.2: Election Process

During the second to last General Membership Meeting of the Spring semester, the Secretary shall record nominations for all office positions. These nominations shall be brought forth and seconded by full members, neither of which can be the nominee. The nominee need not be present to accept nomination but shall submit to the Secretary a written notice of nomination acceptance prior to the meeting. No person shall accept nomination for more than one position. At this meeting all nominees shall receive a signature sheet.

Subsection 7.2.1: Nomination Eligibility

The Nomination Committee, in collaboration with the Secretary and Vice-President, shall review the files of all nominees to determine their eligibility for the specified office. The Nomination Committee shall post a list of all eligible candidates in a conspicuous location in HQ and shall notify all ineligible nominees of their ineligibility. At the following officers’ meeting a special session may be initiated by the President to reopen nominations.

Subsection 7.2.2: Petitions and Written Speeches

At the final General Membership meeting of the Spring semester, all eligible candidates must present their signature sheet and a written speech to the chair of the Election Committee. The signature sheet must have the signatures of, but not exceeding thirty percent (30%) of the active full members. Active full members shall not sign more than one petition for a particular office. The written speech shall be posted immediately following the meeting in a conspicuous location in HQ.

Subsection 7.2.3: Speeches

The first item of new business at the final General Membership Meeting of the Spring semester shall be the oral speeches of all eligible nominees. Each nominee shall be allotted five (5) minutes to speak followed by a question and answer period. All positions other than the Chief’s Office and President’s Office shall be limited to a ten (10) minute “Questions and Answers” (Q&A). The Q&A session for Chief’s and President’s Office shall remain open.

Subsection 7.2.4: Voting

Members are permitted to vote for one nominee for each position of office once. Written ballots containing a list of all positions with all eligible nominees and a blank write-in spot for each position will be prepared by the Election Committee.

Subsection 7.2.5: Election Day

Elections shall occur seven (7) days after the last General Membership Meeting of the Spring semester and shall last from 0800 hours to 2359 hours. The ballot box shall be manned by at least one member of the Election Committee at all times.

Paragraph 7.2.5.1: Conclusion

The Election Committee shall count the ballots immediately after the polls close in the presence of an independent observer who is not a member of the SBVAC and chosen by the Election Committee. The results shall be posted in the vicinity of the written speeches and a copy forwarded to the Secretary.

Subsection 7.2.6: Installment of New Officers

The newly elected officers shall take office at 0000 hours following Commencement Day of the Spring semester.

Article VIII: Violations and Commendations

Section 8.1: Violations
Any member found violating the By-Laws, SOPs, or orders of an Officer shall be reprimanded accordingly, which may include suspension or dismissal.

Subsection 8.1.1: Letters of Disciplinary Action

Letters of Disciplinary Action may be issued and placed in the files of any member for, but not limited to reasons including: violations of By-Laws, of SOPs, of orders of Office, missing meetings, shifts, and/or training. Letters of Disciplinary Action shall be accompanied by disciplinary action. Once such disciplinary action is completed said member shall return to good standing but the Letter of Disciplinary Action shall remain in their file.

Subsection 8.1.2: Letters of Warning

Letters of Warning shall be issued to any member found guilty of violating the By-Laws, SOPs, orders issued by the Office, or any other encroachment as determined by Office. A Letter of Warning shall be considered a harsher decree for encroachments than Letters of Disciplinary Action. A letter of warning shall be issued in place of every third disciplinary letter. A Letter of Warning shall remain in a member’s file indefinitely. Upon receiving a Letter of Warning, said member is placed on probation for six (6) months. Such probationary period does not waive his/her right to vote. If one additional disciplinary letter is issued within probationary period, said member shall be immediately dismissed. If any two letters of warning are issued within period of membership said person shall be immediately dismissed. Such dismissal may not be brought forth to the Grievance Committee.

Subsection 8.1.3: Suspension or Dismissal

Any member in violation of the By-Laws, SOPs, and/or orders issued by Office or an officer may be subject to immediate suspension and/or dismissal. Any member suspended in this manner may submit an appeal to the Secretary who shall forward the appeal to the Grievance Committee.

Subsection 8.1.4: Harassment Policy

Harassment and Sexual Harassment Policy as follows:

Paragraph 8.1.4.1: Policy

It is the policy of the Stony Brook Volunteer Ambulance Corps, in keeping with efforts to establish and maintain an environment in which the dignity and worth of all members of organization are respected, that sexual harassment of members is unacceptable conduct and will not be tolerated. The Stony Brook Volunteer Ambulance Corps expressly prohibits such harassment of its members. Members who violate this policy may be subject to disciplinary action up to or including termination or expulsion.

Paragraph 8.1.4.2: Definition

Sexual harassment of members of the SBVAC is defined as any unwelcome sexual advances, requests for sexual favors, or other visual, written, verbal or physical conduct of a sexual nature:
A. Submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment or academic status.
B. Submission to or rejection of such conduct is used as the basis of employment or academic decisions affecting the individual.
C. The conduct has the purpose or effect of having a negative impact upon the individual's role within the SBVAC.
D. Submission to or rejection of such conduct by the individual is used as the basis for any decision affecting the individual regarding benefits and services, honors, programs, or activities available at or through the SBVAC.

Subparagraph 8.1.4.2.1: Examples of Harassing Behavior Include

A. VERBAL HARASSMENT:
Making or using derogatory comments, epithets, slurs, and jokes of a sexual nature; inappropriate sex oriented comments on appearance, including dress or physical features; comments about a person's sexuality or sexual experience. This also includes written harassment such as suggestive or obscene letters, notes or invitations.
B. VISUAL HARASSMENT:
Leering, making sexual gestures, inappropriately displaying sexually suggestive objects, posters, cartoons, or pictures.
C. PHYSICAL HARASSMENT:
Touching, pinching, grabbing, patting, poking, or brushing against another person's body; kissing, hugging; impeding or blocking movement; assault.
D. SEXUAL FAVORS:
Offering benefits in exchange for sexual favors; making or threatening reprisals after a negative responses to sexual advances.

Paragraph 8.1.4.3 Responsibility

A. Under the equal employment opportunity commission guidelines, the SBVAC is responsible for acts of sexual harassment when it knows or should have known of the conduct. All members therefore, have the responsibility keep the office of the SBVAC informed, through the most confidential and direct means possible, of all alleged acts and/or complaints of sexual harassment.
B. It is the responsibility of the office of the Stony Brook Volunteer Ambulance Corps, to ensure an environment free of sexual harassment and intimidation.
C. The office of the SBVAC is responsible for administering this policy. All questions, concerns and complaints regarding sexual harassment should be addressed to any officer of the SBVAC, in which the officer must bring it to the attention of the office.
D. No member shall take any action to discourage a victim of harassment from reporting such an instance.

Paragraph 8.1.4.4: DISSEMINATION OF POLICY

A. This policy shall be disseminated as follows: Sexual Harassment information is provided the members of the SBVAC each year through orientation and the Bylaws as required by law.

Paragraph 8.1.4.5 COMPLAINT PROCEDURE

A. Any allegation of sexual harassment will be investigated immediately and thoroughly.

B. Upon notice of conduct which allegedly constitutes sexual harassment under the definition set forth herein the office of SBVAC shall take immediate and appropriate corrective action in accordance with the affirmative action complaint procedures. Due to the sensitive nature of an allegation of sexual harassment every effort will be made at this stage to resolve the situation on an informal basis and to protect the anonymity of the employees and/or students involved.
C. If, after the appropriates steps are undertaken to resolve the complaint, the sexual harassment persist or either party is dissatisfied with the informal resolution, the affected member may file a formal complaint to the Grievance Committee. The complaint will be conducted with a view toward obtaining a fair resolution while protecting the confidentiality and privacy rights of all individuals involved.
D. Any employee or student who is found to have engaged in the sexual harassment of another employee or student will be subject to disciplinary action, which may include but not limited to written reprimand/warning, demotion, transfer, required professional counseling, suspension, dismissal from the SBVAC.
E. In defining the conduct which constitutes sexual harassment, federal and state guidelines address unwelcome conduct and clearly distinguish sexual harassment from actions or incidents which are purely personal, social relationships without discriminating membership status. In determining whether conduct constitutes sexual harassment, the SBVAC will examine the record as a whole. The determination of the legality of a particular action will be made from the facts, on a case-by-case basis. Implicit in the idea of professionalism is the recognition by those in positions of authority that in their relationships with students and employees there is always an element of power. It is incumbent on those with authority not to abuse nor to seem to abuse the power with which they are entrusted.
F. Any member who feels that he/she is being subjected to conduct which allegedly constitutes sexual harassment should keep a detailed documentary record of the offending conduct (e.g. date(s) of incident(s), what was said or done, names of witnesses to the incident(s), etc.).
G. Bad faith allegations or use of this policy for purposes unrelated to its clear intent are expressly prohibited.

Section 8.2: Commendations

Any individual performing above and beyond the call of duty or providing a distinguished service to the SBVAC may receive commendations. Such commendations include a Letter of Commendation to be placed in the recipients file. Commendations may be issued by the Chief’s Office or the President’s Office at anytime or by a decision of quorum of office.

Article IX: Amendments

Any amendments to these By-Laws must be typed and submitted to the Secretary who shall post the proposed amendments in a conspicuous location for all members to review. Once posted, no changes to the original purpose or sections may be added. The only changes allowed are the rewording of the document to clarify its original purpose. After five (5) business days of its posting a vote may be called for to determine its acceptance. The amendments shall be motioned for discussion at a meeting consisting of quorum. A two-thirds (2/3) majority affirmative vote needs to be cast for the amendment to pass. If the amendments pass they shall take effect immediately.

Section 9.1: Summer Amendments
Any amendments made over the summer are only temporary. These amendments must be adopted by the active full membership of the fall semester according to the aforementioned procedures to become permanent effective amendments.