BYLAWS |
Article I: Membership |
Letters of application for membership shall be transmitted in writing to the Secretary. |
Article II: Management |
Section 1. | Chair.--The
Chair shall preside at meetings of the Council and the Executive
Committee. The Chair of the Council shall appoint all regular and
special committees, Chairs of the committees, and State Reporters who
will serve concurrently with the Chair. The Chair of the Council shall
be ex-officio a member of all committees. |
Section 2. | Chair-Elect.--The
Chair-Elect shall assist the Chair in duties as needed. The Chair-Elect
shall assume the office of Chair immediately after the second annual
meeting following her/his election. He or she shall serve in the office
of Chair for two years, terminating her/his duties at the conclusion of
the second, subsequent annual meeting, at which time the then
Chair-Elect shall assume the office of Chair. |
Section 3. | Secretary.--The
Secretary shall issue notices of annual or special meetings, distribute
materials to the membership, and record the minutes of annual or
special meetings. In the event neither the Chair nor Chair-Elect can
serve in their capacities, the Secretary shall serve pro tempore as Chair of the Council until the Executive Committee appoints a Chair to serve until the next scheduled election of officers. |
Section 4. | Treasurer.--The
Treasurer shall serve as general business manager. The Treasurer shall
be responsible for receiving and disbursing all funds of the Council. A
report concerning the Treasurer's activities of the preceding year, and
an auditing of accounts for that year, shall be made by the Treasurer to
the Council at the annual business meeting, and at any time requested
by the Chair. |
Section 5. | Editorial
Board.--The Editorial Board shall be comprised of the Editor, Associate
Editor, and three Subject Editors. The Editor shall be responsible for
managing all aspects of publication of the Proceedings of the Southeastern Fishes Council and
other publications of the Council. The Associate Editor shall assist
the Editor as needed in her/his duties and additionally shall be
responsible for the budget and production of the Proceedings of the
Southeastern Fishes Council and other publications of the Council. The
Subject Editors, appointed by the Chair to four year terms, shall be
responsible for obtaining reviews of manuscripts forwarded to them by
the Editor, overseeing final revisions of manuscripts, and returning
revised manuscripts to the Managing Editor for final processing. Subject
Editors also would be responsible for soliciting high quality
manuscripts for publication in Proceedings of the Southeastern Fishes Council, including, but not limited to, reviews, syntheses, or papers to form series on specific topics. |
Section 6. | Terms
of Office.--All officers, except the Editor and Associate Editor, shall
serve for two years. The Editor and Associate Editor shall serve for
four years. All officers will assume their duties at the close of the
business meeting during which they are elected and terminate their
duties at the conclusion of the annual business meeting two or four
years hence from assumption of office. |
Section 7. | Vacancies.--Vacancies
in all offices shall be filled pro tempore by majority vote of the
Executive Committee, and the appointee shall serve until the next
scheduled election. |
Section 8. | Nominations.--The
Nominating Committee shall present a slate of candidates for each
elective position, namely Chair-Elect, Secretary, Treasurer, Editor, and
Associate Editor. Written approval shall be obtained from the
candidates prior to the annual business meeting. The Committee's list of
nominees shall be sent to the Secretary and shall be included in the
program for the meeting. Additional nominations from the floor may be
added to the Nominating Committee's slate at the time of the annual
business meeting. Such nominees must accept the nomination while present
on the floor. A person who is not present at the annual business
meeting cannot be nominated from the floor. |
Section 9. | Balloting.--When
more than one nominee for an office has been nominated, written ballots
shall be received by the Secretary from members present at the annual
business meeting and shall be counted by the Secretary and two members
appointed by the Chair. If the Secretary has been nominated for
re-election, the Chair-elect (or in her/his absence, an individual
appointed by the Chair) will fill the obligations of the Secretary.
Balloting for an individual nominee (a single candidate for an office)
may be taken by a show of hands or indicated by voice. |
Section 10. | Election.--The
nominee receiving the largest number of votes (a plurality) shall be
declared elected. No one may hold two elective positions simultaneously
in the Council. |
Section 11. | Order
of Business.--The order of business at the Annual business meeting,
unless changed by a majority vote of members present, shall be as
follows:- Minutes of the Previous Meeting.
- Report of the Secretary.
- Report of the Treasurer.
- Reports of the Committees.
- Election of Officers.
- Old Business.
- New Business.
- State Reports.
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Section 12. | Files.--The
Council shall maintain a file containing: Constitution and Bylaws,
minutes of all meetings, correspondence pertinent to Council affairs,
all committee reports, financial statements and records, and any other
material judged by the Executive Committee as pertinent. |
Section 13. | Resolutions
and Public Statements.--Council members shall submit resolutions for
consideration to the Resolutions Committee. These shall be considered by
the Committee and, if adopted, prepared for submission to the Council
members 30 days in advance of the annual business meeting. Information
regarding previous actions taken by the Council may be issued by the
Secretary upon request. |
Article III: Committees and Regional Reporters |
Section 1. | Appointments.--The Chair of the Council shall appoint all regular standing and special committees and their chairs. |
Section 2. | Executive
Committee.--The Executive Committee shall be composed of the officers
of the Council and the immediate Past-Chair of the Council. The
Executive Committee shall conduct its affairs to conform with the
provisions of the Constitution and Bylaws. The Executive Committee is
authorized to act for the Council between meetings and shall report its
interim actions to the members at the succeeding annual business
meeting. Any action of the Executive Committee may be overridden by a
two-thirds majority vote of the attending membership. |
Section 3. | Nominating Committee.--The Nominating Committee shall be composed of three members of the Council appointed by the Chair. |
Section 4. | Program
Committee.--The Program Committee shall be composed of three members of
the Council appointed by the Chair. The Program Committee shall make
necessary contacts to provide meeting places, accommodations and any
arrangements that will promote the success of the annual meeting and any
special meetings. The Committee shall be responsible for developing an
interesting and informative program and agenda for the annual meeting. |
Section 5. | Constitution
Committee.--The Constitution Committee shall be the Executive
Committee. The Constitution Committee shall draft changes and revisions
to the Constitution and Bylaws and present these changes to the Council
for vote at the annual business meeting. Council members may recommend
changes to the Constitution or Bylaws by submitting such changes to the
Secretary for consideration by the Executive Committee. |
Section 6. | Resolutions
Committee.--The Resolutions Committee shall be composed of three
members of the Council appointed by the Chair. The Resolutions Committee
shall draft resolutions in the accepted form and grammar and present
the resolutions for discussion and vote. Resolutions shall be passed
either by (1) majority vote of the assembled membership at the annual
business meeting or (2) majority vote of the Executive Committee. The
Resolutions Committee, acting upon approved resolutions, shall contact
the appropriate news media or public officials to provide information.
Council members may recommend adoption of resolutions by submitting such
to the Chair of the Resolutions Committee at least 30 days prior to the
annual business meeting. Resolutions will be limited to the management,
conservation and protection of southeastern fishes or their habitats,
and to resolutions of gratuity or memorial. |
Section 7. | Proceedings Committee.--The Proceedings Committee
shall be composed of the Editor, Associate Editor and three members of
the Council appointed by the Chair. The Committee shall advise the
Editor, who shall be the Chair of the Committee. |
Section 8. | Awards
Committee.--The Awards Committee shall be composed of four members of
the Council. The Awards Committee shall develop an awards program, and
evaluate and identify qualified Council members for special recognition. |
Section 9. | Technical
Advisory Committee.--The Technical Advisory Committee shall be composed
of Council members as follows: The Executive Committee, two active
field biologists from separate States, three college or university
faculty members conducting research on southeastern fishes, and three
individuals selected from the membership at large. It shall be the
responsibility of the Technical Advisory Committee to serve upon the
appointment and at the direction of the Chair in providing assistance,
technical knowledge and expertise directed toward the conservation of
the southeastern fishes and their habitats, and to perform other duties
as outlined in the Constitution and Bylaws. |
Section 10. | Dissolution
Committee.--The Dissolution Committee shall be an automatic committee
and shall be composed of the existing officers of the Council. |
Section 11. | Special Committees.--Special Committees shall be appointed as needed to fulfill the purposes and objectives of the Council. |
Section 12. | State
Reporters.--One or more State Reporters shall be appointed for each
state within the areas designated under Article II, Section 1. States
completely within these defined southeastern drainages include Alabama,
Arkansas, Florida, Georgia, Kentucky, Louisiana, Mississippi, North
Carolina, South Carolina, Tennessee, Virginia, and West Virginia. States
partially with southeastern drainages include Kansas (western Ozark
uplands), Maryland (Potomac and Monongahela rivers), Missouri (Ozark
uplands), Oklahoma (western Ouachita and Ozark uplands), Pennsylvania
(Monongahela River), and Texas (east of Balcones Escarpment). If no
State Reporter is available for a given state, a Reporter from a
neighboring state will be assigned reporting responsibilities. The State
Reporters shall function in a liaison capacity between her/his state
and the Executive Committee, and as Chairs of special committees
appointed by the Chair of the Council, to assist in carrying out their
responsibilities. |
Section 13. | Tenure.--All
committees and State Reporters shall serve two years with the Chair who
appointed them or, in the case of special committees, until the duties
assigned have been discharged. Any committee member or State Reporter
may be reappointed. |
Section 14. | Vacancies.--In
the event that a committee member or State Reporter is unable to
complete her/his term of office, the Chair of the Council shall appoint a
replacement for the remainder of the unexpired term. |
Article IV: Meetings |
Section 1. | Annual
Business Meeting.--The annual business meeting of the Council shall be
held during the annual meeting and at the time and location determined
by the Executive Committee, based on the recommendation of the Program
Committee. Notice of the annual business meeting shall be given to the
Secretary at least six months prior to the annual meeting. Council
members shall be notified of the annual business meeting at least ninety
days prior to the annual meeting. |
Section 2. | Quorum.--The quorum shall be over 50 percent of the indexed membership or 20 members, whichever is less. |
Section 3. | Meeting
Rules.--The rules contained in the latest revision of Roberts' Rules of
Order shall govern the Council in all cases in which they are
applicable, and in which they are not inconsistent with the Bylaws or
the special rules of order of the Council. |
Section 4. | Minutes of Meetings.--Minutes of all meetings shall be recorded by the Secretary or any member designated by the Chair. |
Article V: Finances |
Section 1. | Finance.--Funds of the Council shall be under the supervision of the Treasurer and shall be handled by the Treasurer. |
Section 2. | Disbursement.--The
Treasurer shall make no disbursements of the Council's funds, other
than routine purchases, without authorization of the Chair. The
Treasurer shall, at frequent intervals and in the name of the Council,
deposit all funds of the Council in a financial institution(s) approved
by the Executive Committee. The Treasurer shall balance the accounts at
the end of each fiscal year and her/his report shall reflect the
adjustments as required by the annual audit. |
Section 3. | Audit.--An audit of the Council's financial status shall be made at the end of each fiscal year by the officers of the Council. |
Section 4. | Bond.--The Treasurer need not be bonded. |
Section 5. | Funds.--Funds shall be derived from dues, special assessments, work projects and contributions. |
Section 6. | Dues.--Annual
dues shall be an amount determined by vote of the Council at the annual
business meeting and shall be payable by the annual meeting. |
Section 7. | Publications.--The cost for producing and distributing the Proceedings of the Southeastern Fishes Council and other publications of the Council shall be covered through dues, the sale of copies, and contributions. |
Section 8. | Fiscal Year.--The fiscal year of the Council shall end on December 31. |
Article VI: Changes to the Constitution and Bylaws |
Changes
to the Constitution and Bylaws can be made at annual business meeting
or by email. Proposed changes to the constitution at the annual business
meeting must be voted on by members, and passed if two-thirds of the
members present at the meeting support the change. Changes made by email
must be voted on by the current membership of the society at the time
of the vote, and passed by two-thirds majority vote of the members
voting by email. Notification and proposed changes to the Constitution
and Bylaws should be submitted for consideration by the Constitution
Committee during the normal nine month school year (members may be out
of the country for extended periods during the summer). The announced
voting time will be a 10-day period stipulated in a 30-day notification
of a proposed change to the Constitution and Bylaws, which will be sent
by the Constitution Committee to the membership. (Revised 14 July 2006,
New Orleans). |