Membership

Profile

The New England Section of the Optical Society of America (NES/OSA) is a regional optical society affiliated with the Optical Society of America.  Its membership is composed of technical professionals interested in the advancement of optics and related fields, and is drawn from industries, universities, medical facilities and other groups involved in the design, manufacture and use of optical products, and in research on optical topics.  The aim of the society is to disseminate knowledge of optics and to promote the mutual interest of workers, researchers, teachers and students in the field.  It also promotes social interchange between workers in the field through its monthly dinner meetings.  Affiliation with the Optical Society of America opens additional channels for information flow, and gives access to national speakers.

Program

Meetings are generally held on the third Thursday evening of each month from September through May, excluding December.  The meeting consists of a social hour and dinner, for which there is a nominal fee, and a technical presentation, which may be attended free of charge.  At least one of the meetings is held jointly with other local or national technical societies.  At least once every other year, one meeting, usually in April or May, is expanded into a mini-symposium on a special topic.  This "Conversazione" starts after lunch and features a series of invited local and national speakers culminating with a banquet and product exhibit.

The regular monthly meetings are usually held at the Best Western TLC Hotel on Totten Pond Road in Waltham, Massachusetts.  The location of the Conversazione varies from year to year.  We occasionally organize plant tours in place of the usual speaker, and we occasionally hold our meetings away from the Boston metropolitan area.

In addition to meetings, the NES/OSA provides grants to local high school science teachers each year for the purpose of funding optics projects in the classroom.  This program is intended to promote education in the field of optics as well as to support our local high schools.  This is a part of our effort to promote interest in optics among high school and college students in New England.  We also maintain an optics demonstration kit which is available for use in presentations by members to local high school and elementary school science groups.  We encourage members to participate in this program as a means of making students aware of optics at a younger age.

Elected Officials

The NES/OSA is governed by an executive council consisting of a President, President-Elect, Secretary, Treasurer, Immediate Past President, and four councilors.  New members of the executive council are elected each May to serve the following year.  By tradition, our chief officer is elected a full year in advance, serving in successive years as President-Elect, President, and Immediate Past President to insure continuity.

The NES/OSA executive council meets frequently, usually on the first Thursday of the month to review current programs and to explore other ways of promoting optics.  We welcome suggestions from members for changes or additions to currently planned activities.

Other officers of the society are appointed by the president and approved by the executive council.  These include members of the program committee, membership committee, scholarship committee, Conversazione committee, and nomination committee.

Membership Dues

The NES/OSA has four levels of membership: Corporate Sponsors, Professional Sponsors, Individual Members, and Student Members.  The current annual membership dues for these membership categories are given below:

 Corporate Sponsors  $250.00
 Professional Sponsor     100.00
 Individual Member  
   Regular  25.00
   Full-time student  free

Current members are billed each fall.  New members are billed upon joining the society.  New members joining in the last three months of the membership year may be billed at a reduced rate, at the discretion of the executive council.

Dues paid by members go to pay mailing costs for the monthly notices, to subsidize dinners for members, to support the lecture kit, and to defray costs associated with the speakers and equipment for each meeting.  Our science teacher grants are funded by corporate and professional sponsorships.

Constitution

Article I: Name

The name of this Society shall be the Optical Society of America, New England Section.

Article II: Aim and Purpose

It is the aim and purpose of the Society to increase and disseminate the knowledge of optics and closely allied sciences, to promote the mutual interests of investigators, teachers, and students in these fields, and of designers, manufacturers and users of optical instruments and other scientific apparatus as well as those who have optics as a hobby, and to encourage cooperation and establish acquaintanceship among these people.

Article III: Officers

The Executive Council of this Society shall consist of the president, the secretary, the treasurer, and the elected councilors.

Article IV: Membership

 The Society shall be composed of individual members.

Article V: Sponsors

The Society will welcome support by corporations and others interested in the advancement of optics.

Article VI: Amendments

Amendments to the Constitution or Bylaws must be effected by carrying out each of the following steps:

  1. Recommendation by majority of the Executive Council or by written petition to that council by twenty active members
  2. Distribution of the proposed amendments(s) by written communication to each member at least fifteen days before a vote is taken – this vote to be taken at the next regular meeting, and
  3. Adoption by the full membership, a two-thirds vote of all members voting thereon being needed for adoption.

By Laws

I: Membership

Section 1. Eligibility.  Any person interested in the advancement of optics and/or closely allied sciences and in the welfare of this Society shall be eligible for membership.

Section 2. Application for Membership.  Application for membership in this Society must state the candidate’s name, position and interests in optics.

Section 3. Duties and Privileges.  All members shall have the right to vote, hold office (if of legal age), and to attend meetings of the Society.

Section 4. Termination of Membership.  Membership in the Society shall be terminated by:

                (A)       Request of the member

Or        (B)       A two-thirds vote of the Executive Council, for due cause

Or        (C)       Non-payment of dues.

Members terminated by methods (B) shall be so notified in writing.

II: Sponsors

Section 1. Eligibility

(A)     Corporate Sponsor

Any corporation interested in the advancement of optics and/or any closely allied sciences and in the welfare of this Society shall be eligible to become a corporate sponsor.

(B)     Professional Sponsor

Any person or small organization interested in the advancement of optics and/or any closely allied sciences and in the welfare of this Society shall be eligible to become a professional sponsor.

Section 2. Election to Sponsorship.  Potential sponsors shall be accepted as sponsors of the Society when favored by a two-thirds vote of the Executive Council voting thereon.  

Section 3. Privileges.  Sponsor privileges and the number of individual memberships accompanying each category (Corporate, Professional) sponsorship shall be determined by the Executive Council.

Section 4. Termination of Sponsorship.   Sponsorship of the Society shall be terminated by:

            (A)              Request of the sponsor

Or    (B)         A two-thirds vote of the Executive Council voting thereon, for due cause.

Sponsors terminated by method (B) shall be so notified in writing.

III: Collections and Disbursements

Section 1. Dues and Contributions.  Members and sponsors shall annually contribute to the Society in a manner and amount determined by a two-thirds vote of the Executive Council voting thereon such that the Society shall operate for neither profit nor loss.  Notices of dues and contributions shall be set prior to the last day of October for members and prior to the last day of January for sponsors.

Section 2. Disbursements.  Disbursements shall be made by the Treasurer or (in the event of his/her unavailability) by the President or Secretary.  Disbursements shall be within a budget that has received a two-thirds vote of the Executive Council voting thereon.  No officer or member of the Society shall receive any remuneration from the treasury of the Society for services to the Society unless specifically approved by a two-thirds vote of the Executive Council voting thereon. Expenses incurred by Members of the Society for authorized activities will be reimbursed under direction of the Treasurer.

Section 3. Ownership of Society Property.  The Society shall not be operated for profit.  Its entire properties and facilities shall be devoted to the purposes for which it is organized as set forth in the Constitution, By-Laws, and Amendments.  No member shall have right to or any share in any of the property or assets of the Society.

Section 4. Fiscal Year.  The fiscal year of the Society shall commence on 1 June.

IV: Officers

Section 1. Regular Officers  The duties of the President, Secretary, and Treasurer of the Society shall be the usual ones pertaining to such offices.  The president shall act as Chairperson of the Executive Council and shall be an Ex-officio member of all committees.  The secretary and treasurer shall make formal reports to the Society at least once a year.  The treasurer’s reports shall be audited by at least one member of the Society appointed by the president by March for that purpose.  The officers shall perform such duties as are prescribed in these By-Laws or assigned by the Society or by the Executive Council.

Section 2. Executive Council  The Executive Council shall direct all affairs and activities of the Society not otherwise provided for by the Constitution and By-Laws as well as perform those duties specifically assigned to it by the Constitution, By-Laws, or by vote of the Society.

Section 3. Committees With the approval of the Executive Council the president shall appoint such committees as are necessary for the continuing operation of the Society.

V: Election of Officers and Councilors

Section 1. Eligibility  Councilors shall be elected from the membership of the Society.  

Section 2. Time of Election  Councilors shall be elected at the annual business meeting of the Society

Section 3. Elected Officer Positions  The roles of President, Treasurer, and Secretary shall be filled by the elected Councilors and approved by two-thirds votes of the incoming Executive Council voting thereon. 

Section 4 The elected Executive Council size shall be no more than nine (9) individual elected members, unless expanded by a 2/3 majority vote of the Executive Council. Such an expansion will only extend until the next election.
Section 5. Nominations  The President shall propose a nominating committee.  The committee’s slate shall include at least three (3) nominees for Councilor.  The Secretary shall solicit additional nominations from the membership in February.  The proposed slate shall be presented to the Executive Council prior to the April meeting.  The slate of candidates shall be presented to the membership at the April society meeting.  Nominations for Councilor may be made from the floor at the April Society meeting.

Section 6. Voting  Voting shall be by secret ballot, to be tallied and announced at the annual business meeting of the Society.  Election procedures established by the Executive Council shall apply and be binding.

Section 7. Ties Ties for Councilor shall be resolved by expanding the Executive Council to include the smallest number of Councilors in excess of nine (9) as can be determined by the vote.

Section 8. Vacancies  Vacant offices shall be filled by a majority vote of the Executive Council.

Section 9. Executive Council Vacancies  In the event the Executive Council Membership falls below quorum, the Executive Council shall carry out the Business of the Society as Acting Council, and shall solicit Executive Council Members to replace vacancies in a manner fitting Roberts Rules of Order, Revised.

VI: Meetings

Section 1.  Society Meetings  Meetings of the Society shall be held as determined by the Executive Council.  The annual business meeting of the Society shall be held in May of each year.

Section 2.  Executive Council Meetings  Meetings of the Executive Council shall be held as needed at convenient times decided by the President.  Their first meeting is traditionally held within five weeks of the annual business meeting, but must be held before the first regular meeting of the Society in each fiscal year.  The Secretary shall keep minutes of, and a record of attendance at, the Council Meetings.

Section 3.  Quorum  A quorum necessary for the transaction of business at a meeting of the Society shall be meeting attendees who are members in good standing.  A quorum for Executive Council shall consist of a majority of members of the Executive Council, including at least one Officer.

(Typed 8/00, by lcb. Bylaws as amended in 1981.  Bylaws further amended 2001. Additional amendments 2019 GJB)