Constitution

Constitution and Bylaws

Revised and updated October 27, 2024
This document supersedes any previous version.

ARTICLE I: NAME & PURPOSE

Section I.1 - INTRODUCTION

(a) Constitution: This Document shall be the constitution of the Organization listed in I.2 and shall represent the founding principles, values, and guidelines for the Organization thereof. Participants in the organization, at all levels, shall be encouraged to gain familiarity with this Document, and the accompanying Bylaws.

Section I.2 - ORGANIZATION NAME

(a) The name of this organization shall be the Latino Medical Student Association – Northeast, hereinafter designated as the LMSA-NE. The LMSA-NE is a member of the Latino Medical Student Association, hereinafter designated as LMSA.

(b) LMSA-NE Executive Board: The Officers of LMSA-NE shall make up the Executive Board of LMSA-NE, hereafter referred to as the “Board.”

(c) LMSA-NE Local Chapters: Chapters of the Latino Medical Student Association established at medical schools within the Northeastern United States, and operating at the level of an individual medical school, shall be referred to as “Local Chapter(s).”

Section I.3 - ORGANIZATION PURPOSE

(a) The purpose of the LMSA-NE shall be the following:

To address the health needs of the Latino community;
To promote quality healthcare in the Latino Communities, and act as liaisons with healthcare providers throughout the Northeast;
To create an environment for academic and social support for Latino students interested in the health professions;
To support educational programs for recruitment of Latino High School and College students into the health professions;
To establish an integrated communication system between undergraduates, medical students, and healthcare professionals throughout the Northeast;
To develop a network of communication among Latino medical students in the northeastern United States;
To provide support for Latino medical students in areas of academic success, retention, research, and clinical opportunities;
To maintain political awareness among members and take an active role in legislation affecting Latino healthcare; and
To support other underserved minority groups with their healthcare and social concerns.

Section I.4 - OBJECTIVES

(a) The Short Term Objectives for LMSA-NE shall be the following:

To educate ourselves in areas of concern to our communities which may not be part of the health profession or allied health school curricula, such as preventive and community medicine, politics of healthcare systems, mechanics of urban city primary care, and family practice.
To encourage political awareness and active involvement in legislation affecting the healthcare of our communities.
To orient our members towards actively accepting our principles of unity and aims of our organization.
To strengthen relationships with community groups with the overall aim of benefiting our communities.
To support and encourage prospective health professions school applicants throughout the admissions process.
To foster the development of research skills among our members.
To encourage the development of courses which better prepare our members to become high quality health care providers serving our community.
To educate and sensitize the entire medical community to the specific needs and differences of the Latino regarding health and human well-being.
To provide support for Latino medical students in areas of academic success,
retention, research, and clinical opportunities.
To support educational programs for recruitment of Latino High School and
College students into the health professions.
To establish an integrated communication system between undergraduates, medical students, and healthcare professionals throughout the Northeast.
To promote quality healthcare in the Latino Communities, and act as liaisons with healthcare providers throughout the Northeast.
To maintain political awareness among members and take an active role in legislation affecting Latino healthcare.

(b) The Long Term Objectives for LMSA-NE shall be the following:

To improve the health care delivery to Latino communities and other underrepresented minority groups.
To advocate for the rights of Latino patients underrepresented minority groups.
To participate in the planning and implementation of research activities designed to identify the health care needs of our communities.
To network with other organizations at the local and national levels to achieve common objectives.

Section I.5 - NONDISCRIMINATION POLICY

(a) Nondiscrimination Policy shall be the following:

LMSA-NE shall in no way discriminate on the basis of race, religion, color, sex, age, national origin, veteran status, sexual orientation, gender identity, or disability status in recruitment.

ARTICLE II: MEMBERSHIP

Section II.1 - CHAPTER MEMBERSHIP

(a) Any allopathic or osteopathic medical school whose addresses of record are within the boundaries of the Northeast United States, as defined by the United States Census Bureau, shall be eligible for membership in the network fostered by LMSA Northeast.

(b) Eligibility of Other Schools: Other health professions institutions and organizations may petition to join LMSA-NE and may be allowed to join at the discretion of the regional voting members at our biannual House of Delegates.

(c) Chapter Activity (“Status”) will be defined as follows:

Active Status:
1. Annual chapter report submitted
2. At least one representative is present at Fall HOD
3. At least one representative is present at Spring HOD
Monitoring Status: 2 of 3 requirements are completed
1. Someone on the board reaches out to the chapter to work with them and understand what happened
2. Only Active Chapter Members will be eligible for scholarships
  1. Members from Chapters in Monitoring status may petition to apply for scholarships
  2. If a chapter only completes 2 of 3 requirements two years in a row, they will stay at “Monitoring” status
Dormant Status: 1 of 3 requirements are completed
Inactive Status: 0 of 3 requirements are completed

Section II.2 - INDIVIDUAL MEMBERSHIP

(a) The membership of the LMSA-NE shall consist of individuals whose interests are consistent with the purposes and objectives stated above and who meet the requirements for membership as outlined below:

Medical and Allied Health Professional Students have the right to full membership if currently enrolled in or on leave of absence from an accredited U.S. (including Puerto Rico and other US territories)Puerto Rican allopathic or osteopathic medical school, or other school of the allied health professions, and are a member of a regional organization or chapter, provided, they have:
A serious interest in the profession of medicine and/or allied health and the purposes and objectives of LMSA
Attended at least one regional and/or chapter meeting; and

(b) LMSA+ Members shall heretofore be synonymous with the label Associate members

(c) Associate members will consist of undergraduates or those interested in aiding the mission of the LMSA but who are/will not be pursuing medical degrees. This includes:

All students currently matriculated in a U.S. or Puerto Rican undergraduate institution, who are enrolled in pre-medical or allied health pre-professional coursework, are eligible to become Associate Members.
Associate members shall not be eligible to be elected to the Board. They may hold a committee chair, lead an assigned task force, or sit on a committee, if appointed by the Board. They may attend regional meetings and the Corporation’s annual conference. No premedical or allied health pre-professional student shall be excluded from associate membership on the basis of religion, race, ethnicity, sex or sexual preference.

Section II.3 - VOTING MEMBERSHIP

(a) For the purposes of voting, the voting body of LMSA-NE shall consist of the Board and TWO (2) delegates from each active Local Chapter, or their designated representative(s).

Section II.4 - NON-VOTING MEMBERSHIP

(a) Full Members of LMSA-NE shall:

Be able to participate in their respective local chapters and regional sections according to the constitution and bylaws of their respective organizations.
Be able to campaign for positions on the LMSA-NE Regional Board, and/or hold an appointed seat or chairmanship on a committee or taskforce established by the LMSA-NE Regional Board.
Are expected to be active and attend local chapter meetings, regional meetings, and the LMSA national annual conference when possible. It is recognized that studies and examinations are priorities for all Full Members.

(b) Membership in the LMSA also provides membership in the LMSA-NE for those members located in the Northeastern United States for medical students and allied health professional students.

Section II.5 - MEMBERSHIP AND DUES

(a) Members of any classification may be dropped from membership for non-payment of dues, or for conduct that can cause detriment to, adversely affect the reputation of, or contradict the objectives of the LMSA-NE or LMSA.

(b) The amount and method of collection of dues of the members shall be as provided in the Bylaws.

ARTICLE III: REGIONAL EXECUTIVE BOARD

Section III.1 - PURPOSE

The affairs of the LMSA-NE shall be managed by the Regional Executive Board, hereinafter designated as “the Board” or “the Executive Board”, under such rules as the Board may determine and subject to the specific conditions of this Constitution and Bylaws

(a) The Board shall:

Be the body of leadership for LMSA-NE and shall be charged with conducting the business of LMSA-NE and providing the necessary leadership and direction for the entire region;
Serve to promote the creation, coordination, and execution of networking, programs, and events at a region-wide level;
Oversee, support, and assist Local Chapters in carrying out the goals and mission of LMSA;
Facilitate communication between Northeast member medical schools (and other affiliated health professions programs), and among individual members, local Chapters, and the LMSA National organization.

Section III.2 - FUNCTION

(a) The function of the Regional Executive Board shall be: To define the specific LMSA-NE goals and objectives and to actively promote programs and events that achieve such goals;

To establish the strategic plan of the LMSA-NE;
To develop annual operating plans that execute the strategic plan.
To acquire the resources necessary to execute the strategic plan;
To approve an annual budget;
To approve the LMSA-NE operating plan and make it available to the membership;
To provide for the day-to-day operations and management of the LMSA-NE.
To approve or deny all proposals brought forth by members of the Executive Board, members of the LMSA-NE, and outside entities;
To maintain and update the constitution and bylaws of the LMSA-NE;
To organize and conduct general membership meetings; and
To facilitate communication between Local Chapters, the LMSA-NE, and the LMSA.

Section III.3 - ELECTED & NON-ELECTED OFFICER POSITIONS

(a) The Regional Executive Board shall consist of the following Officer positions:

Co-Directors (TWO, 2),
Co-Director Elects (TWO, 2),
Chief Financial Officer,
Chief Financial Officer Elect,
Chief Information Officer,
Chief Development Officer,
Scholarship and Partnerships Chair,
Policy Chair,
Public Relations Chair,
Service Chair,
Mentorship Chair,
LMSA+ Chair, and
Conference Chair(s) (at least two)

(b) Elections: The Elections of Officers shall occur annually during the House of Delegates meeting of the Northeast Regional Conference following procedures set forth in the Bylaws.

(c) Right to Appoint, Increase, or Decrease: The Board shall have the right to change the number of Officers serving on the Board, by appointing or removing Deputy and/or Interim Officers, to further the mission of LMSA-NE. All changes in the composition of the Board shall be carried out in accordance with the Bylaws.

(d) Definition of Board Members: All individuals elected or appointed to serve on the Board shall be considered and referred to as Board Members. Certain rights and responsibilities shall be granted to each board member in accordance with the Bylaws and with the respective item under III.3.1 of this Document.

(e) The Board members shall serve terms in office as defined in the Bylaws.

(f) The Address of the Executive Board and the National Executive office will be at a specific, designated P.O. Box until further notice. It is the Board’s responsibility to notify the House of Delegates of any Address change. This should be submitted to the House of Delegates within thirty (30) days of change of Address.

(g) All board members must maintain good academic standing with their institution. Evidence of good academic standing and bandwidth to successfully hold an LMSA-Northeast position is required at the time of election, as well as throughout an Officer’s term.

Good academic standing shall be defined according to:
1. the applicant’s medical institution’s definition of good academic standing
2. having passed all required blocks and clerkships up to this point in the applicant’s education
3. having passed required board exams required at this point in the applicant’s education
4. having passed required board exams taken during their term
The Officer may also meet the requirement of “good academic standing” as having a comprehensive remediation plan and/or is on track to regain “good academic standing” with supervision by and support from their institution.
LMSA-Northeast Regional Executive Officers and Candidates will submit letters/supporting documents that align with the organization’s outline of “Good Academic Standing” before the start of their election process. These documents will be reviewed and seen by the Co-Directors, Co-Director Elects, and Faculty Advisors. These forms will be in a restricted access file until the end of the Officer’s term, after which they will be deleted.
(iv) During their term, if an Officer is facing potential issues with maintaining good academic standing, they are to meet with the Co-Directors and Faculty Advisors to discuss options related to advocating at their institution for more assistance, how to change their workload with LMSA, etc.
A written plan will be confirmed and signed by the Officer, Co-Directors and Faculty Advisors. This plan must demonstrate their commitment to achieving the academic standards necessary for full participation in regional leadership while maintaining the responsibilities of their position. However, if academic hurdles persist and compromise their academic and/or leadership responsibilities, the Co-Directors reserve the right to request the Officer to step down.
If a Co-Director is not meeting “Good Academic Standing”, they will follow the procedure outlined by the LMSA National Constitution and Bylaws.

Section III.4 - OFFICERS

(a) The Co-Directors shall:

Have general supervision of the LMSA-NE affairs;
Preside at the LMSA-NE meetings and at meetings of the National Board;
Represent the LMSA-NE at LMSA meetings and events and shall act as voting members of the LMSA Board of Directors;
Convene and preside over all meetings of the LMSA-NE Executive Board and shall be Ex-officio members of all committees of the Board;
Create committees as necessary, subject to the approval of the Board;
Be recognized as the spokespersons of the Executive Board;
Only make position statements that are a result of a consensus of opinion of the Board;
Assist all members of the Executive Board with their respective duties as necessary to ensure that the goals and objectives of the LMSA-NE are achieved; and
Submit annual reports to the House of Delegates and an Annual Report for the entire Organization.

(b) The Co-Director Elects shall:

Assist the Co-Directors;
Succeed to the position of the Co-Directors upon the completion of the Co-Directors’ terms of office;
Have a transition period of twelve (12) months during which they will work closely with the present Co-Directors;
Have voting power on the Board; and
Be responsible for organizing and executing the LMSA-NE Fall and Spring House of Delegates meetings, hereafter referred to as HOD, in conjunction with the respective host institution(s).

Be responsible for the financial affairs of the LMSA-NE;
Receive all funds paid to the LMSA-NE and shall approve payment of all bills incurred by the LMSA-NE as approved by the Board;
Prepare an annual report on the financial affairs of LMSA-NE
Keep and maintain records of all financial transactions of the Executive Board.
Ensure that all necessary signatures are on file with the banks.
Ensure that all deposits are made in a timely manner and are in agreement with the amounts that should have been deposited;
Pay monies out only upon receipt of a written voucher signed by the Co-Directors or an approved invoice;
Submit to the membership monthly and annual reports which show all monies collected and deposited, amounts disbursed and balance on hand;
Submit records for auditing at the end of each year and at any other time designated by the Co-Directors; and
Require up to two (2) signatures on checks, and no bank transfer shall be made without a check being drawn.

(d) The Chief Financial Officer Elect (hereafter referred to as the CFO Elect) shall:

Assist the CFO with financial decisions and management of funds for LMSA-NE;
Approve reimbursements for the Board’s travel expenses including mileage, car rentals, tolls, meals, and lodging when necessary;
Notify CFO elect and CFO if travel expenses will be more than $100 before purchasing. Note: Gas shall only be reimbursed in case of rental cars;
Submit receipts in the form of screenshots, bank statements, or scanned receipts within two weeks of the event being reimbursed;
Ensure all reimbursements are appropriately documented and made within four weeks of the event being reimbursed. Note: Reimbursements shall be in the form of checks signed by the CFO or CFO elect;
Assist the CFO with check deposit, maintenance of PO box, and maintenance of non-profit status; and
Manage Flipcause exhibitor and attendee registration for regional conference.

(e) The Chief Information Officer (hereafter referred to as the CIO) shall:

Prepare minutes of all meetings of the LMSA-NE and the Executive Board, maintain all permanent records, and record attendance at each meeting;
Ensure that all Constitution, By-laws and resolutions of the LMSA-NE are recorded and filed properly;
Be responsible for certifying quorum at each meeting of the Board and ensuring that all decisions are in accordance with the Constitution and By-Laws of the organization; and
earn Robert’s Rules of Order and ensure that they are utilized properly during meetings of the Board and annual conferences.

(f) The Chief Development Officer (hereafter referred to as the CDO) shall:

Be responsible for maintaining a listing of all-current members and chapter contacts;
Serve as a contact person for new chapters;
Provide communication between the Executive Board and the LMSA-NE membership by maintaining the official LMSA-NE listserv and acting as the moderator of that listserv.

(g) The Public Relations Chair shall:

Be responsible for 1) public-facing organizational communications and 2) manage the official LMSA-NE website
1. Create new web pages with event and resource information
2. Review current copy and make revisions where necessary
3. Maintain domain registration
Oversee LMSA-NE conference registration
1. Create and manage registration page
2. Resolve issues related to conference registration
Ensure proper LMSA logo utilization
1. Communicate usage guidelines to current and new chapters
2. Prevent incorrect usage, including but not limited to improper colors, text elements, and LMSA name inclusion
Create and post content on LMSA-NE social media accounts
Draft external communication with other organizations

(h) The Scholarship Chair shall:

(1) Be responsible for establishing partnerships with potential donors and (2) ensuring solid fundraising results for LMSA NE activities, with particular attention to the annual Regional Conference as well as scholarships
Contribute to the fundraising efforts of all LMSA NE endeavors, with careful attention with regards to:
1. LMSA NE Regional Conference
2. Scholarships
  1. Regarding scholarships, the Fundraising/Scholarship Chair shall:
    1. Send an annual online survey to all LMSA NE members to determine what are their most important needs with regards to scholarships
    2. Collaborate with the fundraising team to organize strategic initiatives to approach donors for scholarships, including:
      1. Working with the Public Relations Chair to develop informational videos, pamphlets, etc. to distribute to donors (in order to inform them of the organization)
      2. When soliciting and approaching donors, entities should be reviewed on a case-by-case basis. It will be up to the board as a whole to accept or decline to pursue potential donors because of ethical implications.
      3. Be a tie-breaking vote with regards to scholarship activities

(i) The Service Chair shall:

Be responsible for maintaining communication with the chapters of their region, encouraging development of service projects and acting as a resource for those chapters;
Maintain the National LMSA Database of Service Opportunities by updating their respective region’s page and exploring new opportunities for service and new potential service organizations through which LMSA may act as a corporate partner.
Participate in the National Service Committee and attend monthly meetings and update the National Service Chair on large, regional projects or inter-regional collaborations.

(j) The Policy Chair shall:

Serve under supervision of the National Policy Chair to organize Policy Summit held in Washington D.C. annually;
Attend Northeast regional meetings;
Develop formal policy statements and advocacy programming that further the purpose of LMSA Northeast;
Serve as the liaison between the Executive Board and the LMSA National Policy Committee, which may involve attendance of national teleconferences, meetings, and conferences;
Collaborate with LMSA National to seek opportunities for external policy collaborations, with the goal of growing the region’s influence on healthcare and medical education policy;
Help the membership of LMSA Northeast develop policy resolutions as needed;
Attend the Northeast House of Delegates Meeting, Northeast Regional Conference, National Conference, and LMSA Policy Summit, unless an arrangement is made for a proxy from the additional voting members to the Board;
Keep track of LMSA NE Constitutional changes; and
Ensure the board adheres to the constitution and by laws

(k) The Mentorship Chair shall:

Be responsible for serving as the liaison between the organization and the undergraduate students;
Mentor any and all undergraduate students aspiring to a career in the health professions field. This includes:
1. Serving directly as a mentor;
2. Connecting students to individuals and/or resources;
3. Assisting in planning workshops/events for undergraduates
Work with the LMSA+ Chair to establish LMSA+ Chapters
1. Support the establishment of LMSA+ chapters by providing guidance and materials necessary to start a chapter,
Update the directory.

(l) The LMSA+ Chair shall:

Report directly to the Mentorship Chair
Serve as a liaison between undergraduate institution LMSA+ chapters, their respective medical schools, and LMSA-NE
Maintain the LMSA+Directory

(m) The Conference Co-Chairs (2+) shall:

Be responsible for organizing the Annual LMSA-NE Regional Conference. Responsibilities include the following:
Act as a liaison between LMSA-NE and representatives at the hosting institution by:
1. Obtaining administration approval for hosting conference;
2. Reserving conference rooms and facilities; and
3. Coordinating with security, housekeeping, and volunteer logistics.
Organize conference events and conference-related items, such as
1. Contacting and confirming workshop facilitators and speakers (i.e., panels, workshops, gala, and keynote speaker);
2. Drafting conference agenda to be voted upon LMSA-NE Executive Board;
3. Determining viable options for food to be served at conference and HOD;
4. Creating Conference Booklet and ensuring the purchase/arrival of other necessary conference-related materials (i.e., speaker gifts, attendee gifts, keynote speaker award, swag bags, pens, folders, etc); and
5. Coordinating Poster Session, which includes recruiting pre-medical and medical student poster participants, organizing the necessary space for poster set-up, confirming faculty judges, and distributing awards to poster winners.
Recruit sponsors and exhibitors for the Exhibition Fair held at conference, which will include but will not be limited to: medical schools, residency programs, organizations (local and national), and businesses committed to promoting Latino/a/x issues;
Create a budget and maintain records of transactions in relation to the conference with the help of LMSA-NE CFO and CFO-Elect;
Attend LMSA-NE Executive Board Meetings and Retreat; and
Update Conference Guidebook at the end of your term and actively help recruit new conference co-chairs for the following year.

ARTICLE IV: ADVISORY BOARD

Section IV.1 - The Regional Advisory Board will complement the Regional Executive Board and the House of Delegates in the delineation of the policies for the Organization.

Section IV.2 - The Executive Board will identify and invite members of its community to serve as advisors in aiding in the creation and implementation of policies for the LMSA-NE with guidance from National Executive Director, National Advisory Board, and Regional Advisory members.

Section IV.3 - When expertise from fields other than those of the members of the Advisory Board is required, the Executive Board may invite experts to serve as resource persons to the Executive Board and/or to committees on an ad hoc or temporary basis.

Section IV.4 - The advisors shall be selected and named by members of the Executive Board by presenting names and the curriculum vitae of the candidates at the first meeting of the elected Board or as soon thereafter as possible.

Section IV.5 - During the first meeting of the newly elected Executive Board, the CIO will send a letter to the different LMSA-NE Chapters requesting candidates for the Advisory Board.

Section IV.6 - Professional advisors shall be designated from the following professions: Medicine, Medical Student, Health Educator, Community Based Health Care Professional, Other Health Care professionals, M.S.W., RN, Lab technician, Mental health Professional, Nutrition, Pharmacy and any other profession deemed adequate by the Executive Board.

Section IV.7 - The Advisory Board shall communicate with the Executive Board at least two (2) times per year or more, as deemed necessary.

Section IV.8 - The advisors should attend the Regional Convention.

Section IV.9 - The members of the Advisory Board shall notify the Board in writing if they are no longer available to participate as advisors.

Section IV.10 - Advisors shall serve a minimum of one year and may be re-appointed on an annual basis.

ARTICLE V: HOUSE OF DELEGATES

Section V.1 - The House of Delegates is the overall governing body of the LMSA-NE. It has the ultimate authority and responsibility to govern the organization.

Section V.2 - Each chapter has the right to TWO (2) voting representatives at each House of Delegates meeting.

If only ONE (1)representative is present, the chapter shall have only one vote.
If no representatives are present from a given chapter, the chapter shall have no votes.
If a Delegate must leave the room due to involvement in the election, that Delegate may leave a “proxy” vote with the other delegate from their chapter or with the National Parliamentarian.

Section V.3 - The LMSA-NE House of Delegates will meet at least twice a year. The Regional Co-Directors, in accordance with the Regional constitution and by-laws, shall convene meetings.

The LMSA-NE House of Delegates will meet once during the Fall academic semester and once during the Spring academic semester.
The LMSA-NE Fall House of Delegates may meet during the weekend of the LMSA National Conference, with a virtual option available for delegates. Delegates must attend either in-person or virtually to maintain their chapter’s active status. The decision to hold the Fall HOD at the LMSA National Conference will be up to the determination of the LMSA Northeast Co-Directors and Co-Director Elects.
If the LMSA Northeast Co-Directors decide to not hold the LMSA Fall HOD during the weekend of the LMSA National Conference, then a sponsor institution in the Northeast region will host the regional Fall HOD. It will be required for delegates to attend an in-region Fall HOD in person for their chapters to maintain active status, as no virtual option will be available.
Regardless of whether Fall HOD is held at the LMSA National Conference or as a separate event within the Northeast region, the minimum sponsorship amount for hosting or sponsoring institutions shall be $2500. It is up to the discretion of the LMSA Northeast Directors and Co-Directors to lower this amount based on sponsor interest, but a good faith effort should be made to secure the $2500 sponsorship from a hosting or sponsoring institution.
The LMSA NE Spring House of Delegates Meeting will be held during the spring academic semester. The format and timing of the meeting will be decided by the Co-Directors and Co-Director elects. Regardless of the format, attendance for delegates will be required for their chapters to maintain active status.

Section V.4 - Elections will take place at the regional convention of the House of Delegates as specified in the Bylaws.

Section V.5 - The House of Delegates shall approve all policies of the Organization, Constitution, and Bylaws and ratify appointments made by the Executive Board.

ARTICLE VI: CHAPTERS

Section VI.1 - Any group of at least ONE(1) student in the health professions wishing to form a chapter may do so as specified in the Bylaws.

Section VI.2 - Chapters may be formed in the northeast region of the United States as described in the LMSA Constitution and Bylaws.

ARTICLE VII: ELECTIONS

Section VII.1 - Officers shall be elected by the House of Delegates as specified in the Bylaws.

ARTICLE VIII: BYLAWS
Section VIII.1 - The Board shall not make Bylaws in conflict with either the LMSA-NE or LMSA Constitution.

Section VIII.2 - The Bylaws may be amended by the Board in the manner provided in the Bylaws.

ARTICLE IX: AMENDMENTS TO THE CONSTITUTION

Section IX.1 - Amendments to this Constitution may be introduced at any level of the organization.

Section IX.2 - Proposed amendments must be clearly stated and forwarded in writing to the Board at least thirty (30) days in advance of the convention. The Board will then distribute copies to the general membership.

Section IX.3 - Ratification of the amendment must be approved by two-thirds (2/3) vote of registered members during the subsequent LMSA-NE convention.

Section IX.4 - A review and consideration of update to this Constitution and the Bylaws shall be completed as deemed necessary by the Board. The Board may appoint a Constitution Committee and provide guidance for this planned review and consideration of update to the Constitution and the Bylaws.

ARTICLE X: DISSOLUTION OF THE LATINO MEDICAL STUDENT ASSOCIATION-NORTHEAST

Section X.1 - The LMSA-NE shall only use its funds to accomplish the objectives and purposes specified in this Constitution and Bylaws and no part of its funds shall inure to or be distributed to the members, or officers of the LMSA-NE. On dissolution of the LMSA-NE, the net assets remaining after payment of all debts shall be used for charitable and educational purposes under Section 501 (c) (3) of the U. S. Internal Revenue Code as it now exists or as may be amended.

Section X.2 - Dissolution may occur as specified in the Bylaws.

BYLAWS
ARTICLE XI: ACTIVITIES

Section XI.1 - The Latino Medical Student Association – Northeast, hereinafter referred to as LMSA-NE, shall encourage conferences, workshops, seminars and courses, and may sponsor or cosponsor such events as appropriate.

Section XI.2 - The LMSA-NE may provide its members with a membership listing and will initiate newsletters, bulletins, and utilize electronic communications, to improve the dissemination of information among its members.

Section XI.3 - The LMSA-NE will support and implement the goals and objectives of the National Latino Medical Student Association, hereinafter referred to as LMSA, provided there is no conflict with the objectives outlined in this Constitution and Bylaws.

ARTICLE XII: MEMBERSHIP

Section XII.1 - The Chief Development Officer shall be appointed by the Co-Directors for the purpose of soliciting applications for membership in the LMSA-NE and concurrent membership in LMSA.

Section XII.2 - The LMSA-NE is open to individuals, regardless of race, gender, age, or creed, that share a common commitment to the recruitment and retention of Latinos into higher education and the health professions, as well as a commitment to improving Latino health. The LMSA-NE supports the principles of equality, equal opportunity and equal treatment under the law. The LMSA-NE opposes discrimination in any form. The LMSA-NE is open to all persons, regardless of classification.

Section XII.3 - The Chief Development Officer and the Board shall comply with the following membership procedure:

establish a membership form including pertinent information about prospective members
establish a membership fee (dues) on a stated purpose to be determined by the Board
members in good standing are defined as those who have paid membership dues
members shall receive a token of membership in exchange for their dues
membership dues shall go the LMSA-NE treasury
membership lists shall be forwarded to national officers

Section XII.4 - Chapters may pay one set of dues for all of its members provided that a membership roster is made available. Individuals may pay individual dues which may vary according to their classification.
Section XII.5 - The classification of members is as follows:

Physician and Dentist, actively practicing
Other Health Professionals
Residents
Medical Students
Graduate Students
Undergraduate Students
Other

Section XII.6 - The membership year shall be from August to July (one academic year). Each chapter should submit the agreed amount and a roster which includes name, job/academic program/school year, email address, mailing address and phone number to the specific designated P.O. Box no later than November 1 of that academic year. Payment of dues for all active members is required for membership and voting privileges. Only paying members may vote on behalf of their chapter with no exceptions.

Section XII.7 - Yearly membership in the LMSA-NE and the obligation for dues will continue from year to year unless the member’s signed resignation is received by the LMSA-NE, prior to the end of the membership year for which dues have been paid. Any person in arrears for dues for three months shall cease to be a member of the LMSA-NE.

Section XII.8 - A member whose resignation was received, or who has been dropped from the LMSA-NE due to nonpayment of dues, may be reinstated as an active member by the Organization upon the member’s request for reinstatement and payment of the member’s current dues.

ARTICLE XIII: CHAPTERS

Section XIII.1 - Any group of at least one (1) interested student wishing to form a chapter of LMSA-NE must submit a copy of their proposed structure, and they must adopt parts I, II, and III of the National/Regional Constitution. Their Constitution should reflect the needs of their particular region and local community. Their constitution should be filed with the National/Regional Delegation and be officially recognized by the National/Regional Convention. In the event an undergraduate institution wishes to form a chapter, it must do so under the auspices of a medical school chapter as defined in the LMSA constitution and bylaws.

Section XIII.2 - Specifically, a chapter’s constitution is composed of parts I, II, and III of this Regional Constitution, followed by a structure of their own design, which can accomplish the goals of the Latino Medical Student Association - Northeast.

Section XIII.3 - The Executive Board will approve a newly formed chapter subject to ratification by the Regional Delegates at the next duly convened meeting of the House of Delegates.

Section XIII.4 - A chapter of the LMSA-NE must perform the following duties at a minimum:

Submit Bylaws consistent with the National/Regional Constitution and Bylaws.
Submit an Organizational Chart.
Submit a list of Officers.
Submit a list of Members.
Submit an official address.
Select two (2) delegates in accordance with the National/Regional Constitution and Bylaws. A list shall be submitted to, and filed with the Executive Board.
Submit dues in accordance to National/Regional Bylaws.
Send a representative to all LMSA-NE HOD meetings.

ARTICLE XIV: MEETINGS

Section XIV.1 -

Meetings of the LMSA-NE general assembly will be held once a year as a minimum. The dates of these meetings and scheduling of any meetings shall be the responsibility of the Board.
All meetings of the LMSA-NE shall be conducted according to Robert’s Rules of Order, Revised, except where there is a conflict with the Constitution and Bylaws.
At meetings of the LMSA-NE, a quorum for the conduct of business shall consist of a simple majority of the total delegate membership.
In the case that a chapter cannot send its delegates, that chapter must send to the Board their vote on the submitted resolutions in writing five (5) days before said meeting.
The title, objective, and agenda of this regional convention will be overseen by the executive Board.
The Regional Convention shall be held annually, and may not be held at the same site for two (2) consecutive years.
Regional Convention location will be determined through a bidding process including:
1. 10 minute presentation describing motivation for hosting,
2. Proposed budget for hosting the Regional Convention,
3. Letter of support from hosting institution leadership, including commitment to a minimum $5,000 donation for being the hosting institution
4. Meeting with the LMSA-NE Executive prior to bid proposal
In the event the elected location is not able to meet the needs of the Regional Conference, the Board may decide to reopen the bid process to determine a new location by vote of simple majority.
1. In the event no institution puts forth a bid by the time of Spring House of Delegates, the location of the Regional Conference will be determined by the Board by vote of simple majority.

Section XIV.2 -

Meeting of the LMSA-NE Board will be held monthly as a minimum. The dates of these meetings and scheduling of any meetings shall be the responsibility of the Board.
All meetings of the LMSA-NE Board shall be conducted according to Robert’s Rules of Order, Revised, except where there is a conflict with the Constitution and Bylaws.
At meetings of the Board, a quorum shall consist of a simple majority of the total Board.
At meetings of the Board, an LMSA-NE member in good standing and who is collaborating with a Board member(s) on a related project, can be invited to participate on the relevant portion of that meeting related to the project.
1. All Board members must be notified of the intention to invite an LMSA-NE member to a Board meeting at least seven (7) days prior to the scheduled Board meeting.
2. Board members have the right to oppose participation in the board meeting, and must notify the Directors of this opposition at least three (3) days prior to the Board meeting.

ARTICLE XV: NOMINATIONS AND ELECTIONS

Section XV.1 - Nominations for Officers may be made by any member of the LMSA-NE in good standing. Nominations may be made orally, via mail or electronic communication prior to and during the annual convention. Nominees must be members in good standing with the Organization in order to run for a position. Nominees should also be prepared to address the House of Delegates during the annual conference.

Section XV.2 - The Officers* (with exception to the LMSA+ Chair(s) and the Conference Co-Chairs) shall be elected via ranked-choice voting for any position in which more than two (2) candidates are running. Vote of simple majority will be utilized for positions in which two (2) or less candidates are running. LMSA+ Chair(s) shall be elected by a majority of the Executive Board after an initial application screen has been conducted by the outgoing Mentorship Chair and current LMSA+ Chair(s), unless the current LMSA+ Chair(s) intend on re-running for the position. The outgoing Mentorship Chair and LMSA+ Chair(s) shall propose three (3) candidates to the Executive Board, who will vote on the position. At least two (2) Conference Co-Chairs will be appointed by the outgoing Co-Directors, Co-Director Elects, and Conference Co-Chairs. Conference Co-Chairs who intend on re-running for the position must be excluded from the selection process.

Section XV.3 - All elected positions are for a one (1) academic year term, with the exception of the Co-Director Elects and CFO-Elect. The Co-Director Elects serve a two (2) year term, the first year serving as Co-Director Elects and the second year as Co-Directors. The CFO-elect also serves a two (2) year term, the first year serving under the CFO as an elect to learn the position, and the second year serving as CFO.

Section XV.4 - All officers and any others in leadership positions must be dues paying members of the LMSA.

Section XV.5 - Each round of voting will be performed using an electronic service to facilitate speed of voting and prevent undue influence of chapters that would otherwise vote first. Voting records should be maintained through export of logs.

ARTICLE XVI: VACANCIES

Section XVI.1 - Vacancies, to complete a term of office, shall be filled by nomination of the Co-Directors and approval of the Board.

ARTICLE XVII: RESIGNATIONS AND REMOVAL

Section XVII.1 - Any member of the Board that wishes to resign must submit a resignation in writing to the Chief Information Officer. The resignation must be accepted by the Board.

Section XVII.2 - Any member of the Board who has not been granted a leave of absence and who is absent for three consecutive meetings, either regular or special meetings, shall immediately cease to be a member and shall be so notified.

Section XVII.3 - Any member may be removed from the Board by a 2/3 vote of the Board membership at a regular meeting or special meeting convened for this purpose. Notice of such proposed removal and the cause hereof must be furnished to the member who is being challenged and to the entire membership, including the Co-Directors, no less than twenty (20) days prior to said meeting.

ARTICLE XVIII: LEAVE OF ABSENCE

Section XVIII.1 - Any member who anticipates not being able to attend more than three consecutive meetings because of illness, temporary absence from the region, or other extraordinary reasons may request a leave of absence for a fixed period of time, and upon a favorable majority vote by the Board, may be granted a leave of absence.

ARTICLE XIX: COMPENSATION
Section XIX.1 -

The Officers, Advisory Board, and Committee Members shall serve without pay.
LMSA-NE may employ up to one (1) compensated employee for the discrete purposes of assisting conference planning.
1. A search committee will be convened consisting of the Co-Directors, one of the Director-elects, one of the Conference Chairs, and the CFO
2. Job specifications will be determined by the Co-Directors and voted upon by the executive board
  1. This employee will be employed in a part-time capacity (< 20 hr/wk)
  2. This employee will report directly to the Co-Directors, and be required to submit a quarterly report, which will be shared with the HOD
  3. Once job specifications are delineated, the Co-Directors must submit in writing a copy of the job specifications to the LMSA-NE membership within 7 days of approval from the Executive Board
3. This employee will be hired and voted upon by a simple majority of the executive board
4. This employee will not be eligible for any LMSA-NE Scholarships
5. This employee will not be a member of the Executive Board, but rather an employee of LMSA-NE and thus not entitled to the same privileges as Executive Board members.
6. This employee will not be granted voting rights
Current LMSA-NE Executive Board Members may be eligible for support from the Board Support Fund
1. Each Board member shall receive the same maximum.
2. Each Board member shall have the opportunity to apply for funds up to a pre-set amount determined by the Directors and CFO.
3. The pre-set amount shall be presented within the annual budget, which is approved by a simple majority vote by the LMSA-NE Executive Board
4. The details of the Board Support Fund shall be determined by the Co-Directors, with guidance from the CFO.
5. The proposed aspects of the Board Support Fund shall be approved by simple majority vote of the LMSA-NE Executive board.
6. Allocation of funds will be determined by the Co-Directors and CFO.

ARTICLE XX: NON-PROFIT STATUS

Section XX.1 - The LMSA-NE shall be organized as a non-profit organization.

ARTICLE XXI: FINANCES

Section XXI.1 - The fiscal year of the CC shall be from May 1 to April 30 of the following year, inclusive.

Section XXI.2 - All instruments for the payment of money by the LMSA-NE shall be drawn in the name of the LMSA-NE, and co-signed by either CFO or either of the Co-Directors, of the LMSA-NE. The co-signing shall, in no event, be done by the same person. All payments must be approved by the Board.

Section XXI.3 - The Board shall approve and establish for each fiscal year, a budget of estimated expenditures and receipts.

Section XXI.4 - The CFO is authorized and empowered on behalf of the LMSA-NE to receive by devise, bequest, donation, or otherwise, either real or personal property, and to hold the same absolutely or in trust, and to invest, reinvest, and manage the same and to apply said property and the income arising therefrom to the objectives of the LMSA-NE. The CFO shall also have the power to allocate funds for the purposes of carrying out the objectives of the LMSA-NE.

Section XXI.5 - The newly elected Co-Directors may create an Audit Committee, to conduct an audit of the previous year’s LMSA-NE financial records.

ARTICLE XXII: AMENDMENTS TO THE BYLAWS

Section XXII.1 - These Bylaws may be modified, altered, or amended at any regularly scheduled meeting of the LMSA-NE by the affirmative vote of a simple majority of the House of Delegates in good standing, but not at any special meeting, unless notice of such intention shall have been included in the notice of such special meeting. Amendments must be submitted in writing to the Board at least twenty (20) days prior to the meeting at which they are to be voted upon, and must be distributed to the delegates at least seven (7) days prior to the meeting.

ARTICLE XXIII: COMMITTEES

Section XXIII.1 - The Board may establish committees such as Publication, National Convention, Constitution and Bylaws, Planning and Development, and necessary standing or special committees on an as-needed basis.

ARTICLE XXIV: GOVERNMENT

Section XXIV.1 - General policies of the LMSA-NE shall be controlled by the House of Delegates through its powers to initiate changes in this Constitution and Bylaws, to establish budget policies, and to review the reports of the officers.

Section XXIV.2 - The determination of operating policies and the control of the affairs, property and funds of the LMSA-NE shall be vested in the Board, except as otherwise provided by this Constitution and Bylaws.

Section XXIV.3 - All questions coming before the LMSA-NE, its governing body and committees, shall be decided by a majority of the votes cast, except as otherwise provided in this Constitution and Bylaws.\

Section XXIV.4 - Ballots shall be used when recommended by the Board in Voting on the LMSA-NE matters. Unless otherwise specified in this Constitution and Bylaws, vocal or “show-of-hands” voting shall be used in meetings.

Section XXIV.5 - All individual members not in arrears for dues, and otherwise in good standing, may be present and participate in the discussions or proceedings of any of the regular, annual or special membership meetings, and may vote on all questions and in all elections in such meetings.

Section XXIV.6 - Each member shall be entitled to one vote on all questions submitted to the membership.

Section XXIV.7 - Robert’s Rules of Order-Revised shall determine the conduct of business in all meetings of the LMSA-NE, its governing body and committees, except when inconsistent with this Constitution and Bylaws.

Section XXIV.8 - Policies and procedures defined by the Board require approval by a majority vote of the membership in good standing.

ARTICLE XXV: DISSOLUTION OF THE LATINO MEDICAL STUDENT ASSOCIATION-NORTHEAST

Section XXV.1 - In the event that the House of Delegates of the Latino Medical Students Association-Northeast considers the dissolution of the organization, the following procedures must be observed:

Section XXV.2 - All members of the House of Delegates and the Executive Board must receive notification of intent to dissolve at least sixty (60) days prior to the date of the proposed dissolution.

Section XXV.3 - The Executive Board must sponsor hearings on the matter at least thirty (30) days prior to the date in which a vote for dissolution of the Organization is taken. Hearings must be held publicly and participation must not be limited to members of the House of Delegates.

Section XXV.4 - A unanimous vote of the House of Delegates in favor of dissolution will constitute sufficient basis for dissolution.

Section XXV.5 - The motion presented for a vote in order to dissolve the Organization must contain within its language at minimum the following items:

Reasons for dissolution of the organization.
Identification of assets and liabilities.
How the assets will be disposed of and how liabilities will be settled.

Article XXVI. GRIEVANCES AND DISPUTES

Section XXVI1.1. - Statements of Grievance: Any LMSA-Northeast member may raise a formal complaint, or grievance, against any other LMSA Northeast member, including a LMSA Regional/National officer, and present the grievance to the LMSA-Northeast Co-Directors. To do so, the complainant(s) shall submit a written statement of grievance (hereafter referred to as a “Statement”) to the Co-Directors. Such Statements must outline the nature of the grievance, all individuals involved (“named party”), and any and all evidence or supporting information as available. The grievance shall be the sole document used to determine whether a further investigation is warranted, as outlined in Article XXVI, Section 1.3.2. When filing the grievance, the complainant must be aware that their identity will be revealed to the named party(ies) involved, as pursuant to Sections 1.4.2 and 1.4.2.

Section XXVI1.2 - Referral: Grievances involving LMSA-NE Advisors shall be referred to the National FPAC. Grievances which name a current or former LMSA National Officer as a respondent will be forwarded to the LMSA National Board of Directors. Referred grievances shall be evaluated according to the regulations of the body to which the grievances were referred.

Section XXVI1.3 - Appeals: A complainant may appeal the Grievance Committee decision to the Northeast Co-Directors and Co-Director Elects. The named party must recuse themselves from the appeals process. Grievance committee decisions may only be appealed once to the LMSA Northeast Co-Directors and Co-Director Elects. Any appeal must contain new and substantial evidence, not originally presented in the grievance statement. The Co-Directors and Co-Director elects must vote by unanimous decision whether or not to re-open the investigation process by the grievance committee as detailed in Article XXVI 1.4.3.

Section XXVI1.4 - Grievance Committee: Upon receipt of a grievance, LMSA-Northeast Executive Board shall form an ad hoc Grievance Committee. The Grievance Committee shall be formed by the Co-Directors of the region, who will facilitate the committee meetings. In the event that a Co-Director recuse themselves from the matter, as outlined in section 1.4.1, then another grievance committee member may serve as the facilitator to the committee meetings. Grievance committee proceedings shall be strictly confidential, and the details not shared with any outside parties. Grievance committee members who have violated confidentiality shall be removed from the committee.

Section XXVI1.4.1 - Recusal: The Grievance Committee shall be composed of board members who are impartial and who do not have strong personal relationships with the named party or parties. The recusal decision is up to the discretion of individual board members, unless the complainant specifically requests and demonstrates in the grievance statement that certain board members be recused due to an appearance of partiality or impropriety. Those same named board members must be recused from any possible appeals process as well. If the named party is part of the current LMSA Northeast Executive board, they must recuse themselves from the grievance and possible appeals process. However, they must continue their board responsibilities until the process is completed. In the event that a majority of the LMSA Northeast Executive Board must recuse themselves from the matter, then the LMSA Northeast Faculty Advisors will have sole discretion to resolve the matter.

Section XXVI1.4.2 - Initial receipt and further investigation decision: The Grievance Committee shall initially be tasked with reading the grievance and all associated evidence provided in the grievance statement. An initial meeting shall then take place where the grievance is discussed and meeting minutes taken. The purpose of the initial meeting is to decide by simply majority vote (“voting members” are defined as members of the grievance committee) whether or not the written grievance alone is deserving of a formal investigation as detailed in Article XXVI, Section 1.4.3. If the grievance does not warrant a formal investigation, then the Co-Directors or committee meeting facilitators will be tasked with writing and sending formal decision notifications to both the complainant and the named party(ies) involved. The decision letter to the named party must include the name of the complainant and the nature of the grievance filed, as the named party has the absolute right to this knowledge. The decision letter must detail that the grievance was reviewed by the grievance committee, but did not reach the threshold for a full investigation. The decision letter will not seek to implement disciplinary actions to the named party and will not be shared with anyone other than the complainant and named party (ies) involved.

Section XXVI1.4.3 - Charge: If the grievance meets the threshold for a formal investigation, the Grievance Committee shall be tasked with investigating the grievance, interviewing the complainant(s) and named party(ies), and seeking additional information from all involved parties regarding the specific nature of the grievance. Committee members shall strive to maintain confidentiality of those involved in the grievance whenever possible. The Grievance Committee may privately or publicly admonish the respondent(s) by initiating removal proceedings, revoking LMSA membership, barring the respondent(s) from LMSA events, distributing a public statement to distance the Organization from the respondent(s), or taking another course of action not described here. Before taking any action that may be deemed as causing reputational and professional harm to the named party, the Grievance Committee shall discuss the action with the LMSA Northeast Regional Faculty Advisors and consider the legal ramifications of such disciplinary action.

Section XXVI1.5 - Investigation Period: The Grievances Committee shall aim to complete its investigation of each grievance within a period of THREE (3) months. If the Grievance Committee votes to continue investigation, the investigation period shall be extended by THREE (3) additional months.

Section XXVI1.6 - Non-retaliation: LMSA-Northeast shall prohibit retaliation of any kind against any individual who has, in good faith, raised a grievance or report of known or suspected illegal or unethical conduct against an LMSA Regional/National officer or member. Those found to have engaged in retaliatory conduct shall be subject to disciplinary action by the National BOD.

Section XXVI1.7 - Reporting: Grievances and results from investigations thereof shall be briefly summarized by the Chief Information Officer in any meeting minutes. If the CIO is not present, another member of the Grievance Committee will complete this task. The Grievance Committee shall compile its own notes in separate confidential documents accessible to only members of the Grievance Committee and the LMSA-NE Faculty Advisors. The Grievance Committee will only release these documents to outside parties if the records are subpoenaed for a court proceeding.

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