Procedure Manual of the North Carolina Chapter

Southern Division

American Fisheries Society

1999



This document is available to download in MS Word format  NCBylaws99.doc

TABLE OF CONTENTS

PURPOSES AND GOALS

BYLAWS OF THE NORTH CAROLINA CHAPTER

OFFICERS
    President
    President-Elect
    Secretary-Treasurer
    Past-President

COMMITTEES
    Executive committee
    Nominations committee
    Program committee
    Arrangements committee
    Newsletter committee
    Environmental Concerns committee



PURPOSES AND GOALS

This procedure manual is intended to provide an efficient change of chapter leadership by outlining responsibilities and necessary deadlines for officers and committees. While providing guidance, the manual should remain flexible to allow creativity and originality within each office or committee. Each officer and committee chairperson should review their section of the manual annually and make changes that may improve performance.

The objectives of the North Carolina Chapter of the American Fisheries Society are those set forth in Article 1 of the Constitution of the American Fisheries Society, especially to encourage exchange of information by chapter members (see Section 1 of the Bylaws of the North Carolina Chapter on page 4 of this manual). Any changes in this manual should be to pursue the goals and objectives of the American Fisheries Society and the North Carolina Chapter.



BYLAWS OF THE NORTH CAROLINA CHAPTER

Section 1. NAME AND OBJECTIVES

(a). The name of this organization shall be the North Carolina Chapter of the American Fisheries Society, hereinafter referred to as the Chapter.

(b). The objectives of the Chapter shall be those of the American Fisheries Society, and especially, to encourage exchange of information by Chapter members.

(c). The Chapter shall not be operated for profit, and no profit shall insure to the benefit of any individual connected with the organization except in consideration for services rendered.
 

Section 2. MEMBERSHIP

The membership of the Chapter shall be composed of Active Members of the American Fisheries Society who have an interest in the fisheries and related issues of importance to the State of North Carolina. Geographical boundaries shall be all of North Carolina west of the Tidewater Chapter boundary.
 

Section 3. MEETINGS

The Chapter shall hold at least one meeting annually at a time and place established by the Executive Committee.
 

Section 4. OFFICERS

(a). The officers of the Chapter shall consist of President, President-Elect, and Secretary-Treasurer. Each must be an Active Member of the American Fisheries Society.

(b). Officers shall be elected by mail ballot received by the members at least 30 days prior to the annual meeting.

(c). Officers shall serve one year terms except for the Secretary-Treasurer which will be a two year term. The term of office for all elected officers shall terminate immediately following the election and installation of new officers at the annual meeting whereupon the President-Elect shall automatically be installed as the new President. No one may hold two elective positions simultaneously in the Chapter.

(d). In the event of a cancellation of an annual meeting the officers and members of any committee shall continue to serve until the next scheduled meeting.
 

Section 5. DUTIES OF OFFICERS

(a). The President of the Chapter shall preside at all meetings, chair the Executive Committee, make appointments, serve as a voting member of the Southern Division’s Executive Committee and a non-voting member of the Society’s Executive Committee, and perform other duties and functions as are authorized and necessary.

(b). The President-Elect shall chair the Program Committee and shall assume the duties of President in the event of his inability to act. The President-Elect shall assume the presidency upon expiration of the current President’s term.

(c). The Secretary-Treasurer shall keep the official records of the Chapter, submit minutes of the Chapter meetings to the Society’s Executive Director and the Division’s Secretary-Treasurer within 30 days after each meeting, collect and be custodian of registration fees collected and any funds which accrue to the Chapter, disburse funds as may be authorized and necessary, shall submit a record of receipts and disbursements at the annual Chapter meeting and discharge other duties as requested by appropriate Society officers. In the event that neither the President nor the President-Elect can serve in their capacity, the Secretary-Treasurer shall serve pro-tempore. In the event the position of Secretary-Treasurer is vacated, the Executive Committee shall appoint a qualified replacement to fill the unexpired term.
 

Section 6. CHAPTER COMMITTEES

Committees and Chairmen of Committees shall be appointed by the President as may be necessary for the conduct of the Chapter’s business. The committees shall include but not be limited to Nominations, Program, and Arrangements. The terms of office for members of Chapter Committees shall end upon the discharge of the duties for which they were appointed, or the next annual meeting of the Chapter, whichever comes first.

(a). Executive Committee - Shall consist of the elected officers and immediate Past-President. The Committee is authorized to act for the Chapter between meetings and perform appropriate duties and functions.

(b). Nominations Committee - A three member Nominating Committee appointed by the President shall present a slate of no more than two candidates for each elective position, namely President-Elect and Secretary-Treasurer. Prior approval shall be obtained from said candidates.

(c). Program committee - Shall be composed of three members of the Chapter including the President-Elect as chairman. It shall be the responsibility of the Program Committee to develop as interesting and informative program and agenda for the Annual Meeting. The program agenda shall be given to the Secretary-Treasurer prior to the meeting date for distribution to the membership.

(d). Arrangements Committee - Shall be composed of three members of the Chapter. It shall be the responsibility of the arrangements committee to make the necessary contacts to provide meeting places, accommodations, and any arrangements that will provide for the success of a meeting.
 

Section 7. VOTING AND QUORUM

(a). Decisions at Chapter meetings shall be made by a vote of members in good standing.

(b). A quorum at any meeting for the transaction of official business shall be one-third of the Chapter membership.

(c). Decisions at meetings shall be by a majority of those present at any meeting; except that a motion for amendment of bylaws shall require a two-thirds majority, provided a quorum is present.

(d). For election of officers, the nominees receiving the largest number of votes (a plurality) shall be declared winner.
 

Section 8. ORDER OF BUSINESS

The order of business at the annual meeting, unless changed by a majority vote of the members present, shall be as follows:


Section 9. DUES AND REGISTRATION

(a). Annual dues for membership in the Chapter shall be established by the Executive Committee and must be paid before the Annual Business Meeting.

(b). The Executive Committee may assess each registrant attending an annual meeting of the Chapter a registration fee necessary to cover the costs of the meeting and Chapter activities. Collections shall be made by the Secretary-Treasurer and disbursements shall be made for financing Chapter operations, as may be directed by the membership or authorized by the Executive Committee.
 

Section 10. AMENDMENTS OF THE BYLAWS

(a). The Bylaws of the Chapter may be amended upon recommendation of three-fourths of the Executive Committee. Proposed amendments shall be circulated in writing to the membership at least 30 days prior to any regular meeting at which a vote is to be taken, and amendment shall become effective upon approval by a two-thirds majority of the members present at any regular meeting, provided a quorum is present.

(b). A petition for amendment of the Bylaws signed by no less than 50 per cent of the members irrespective of any action relative thereto taken by the Executive Committee in pursuance of Paragraph A of this Section, shall be circulated to the membership at least 30 days prior to a regular meeting, and such an amendment shall become effective upon approval by a two-thirds majority of the members present at such regular meeting, provided a quorum is present.
 

Section 11. DISSOLUTION

Upon dissolution of the Chapter, all assets and records will revert to the American Fisheries Society (presently exempt from federal tax under the provisions of Section 501 (c) (3) of the Internal Revenue Code) for the disposal in the best interest of the Chapter's former members or of the Society, as described by the Governing Board.
 

Section 12. AWARDS

(a). A Best Student Paper award shall recognize the best presentation by a student at the annual meeting. The President-Elect shall secure judges to evaluate all student papers and compile the results. Every effort should be made to confer this award at the same meeting where the Best Student Paper was presented.

(b). The W. Don Baker Memorial Award shall recognize the best overall scientific presentation

at the annual meeting. The President-Elect shall secure judges to evaluate all presentations, whether student or professional. The presentation of this award shall be made at the next annual meeting.

(c). A Distinguished Service Award may be presented, on an as needed basis, by determination of the Executive Committee. The award shall be made to Chapter member(s) who have distinguished themselves by service to the Chapter, the American Fisheries Society, or the fisheries profession.

Return to top


OFFICERS

President

(a). Oversees all aspects of Chapter operations, especially planning of the annual meeting by the President-Elect and the Program Committee, fund raising, publicity, and writing position statements.

(b). Presides at the annual Chapter business meeting in accordance with Section 8 of the Bylaws, usually in February.

(c). Gives new officers and committee chairmen copies of the Procedure Manual at the annual Chapter meeting and discusses it with them.

(d). Chairs the Chapter’s Executive Committee, holds meetings and seeks advice as needed. An Executive Committee meeting should be held in May to begin planning for the next annual meeting in February.

(e). Regularly maintains contact with and fully informs the President-Elect of Chapter activities so that, if the need arises, that officer can perform the duties of the President competently.

(f). Appoints chairpersons and members of all standing and special committees at the annual Chapter meeting or as soon as possible, after the need arises.

(g). Notifies the Southern Division Secretary of new officers or committee chairman appointees when they are initiated or appointed.

(h). Communicates regularly with committee chairmen, insuring that they are actively pursuing their responsibilities.

(i). Appoints a newsletter editor at the annual Chapter meeting or when the need arises.

(j). Is involved in writing appropriate position statements or recommendations to developers or regulatory agencies in consultation with the Environmental Concerns Committee.

(k). Sends out resolutions passed by the membership to appropriate recipients. Resolutions should be sent out within 30 days of being passed.

(l). Be aware of Society safeguards concerning lobbying activities by the Chapter to protect the society’s tax-exempt status. The President should consult with Southern Division or Parent Society officers before getting involved in political activities.

(m). Serves as voting member of the Southern Division’s Executive Committee and attends all meetings of that committee, if possible. If unable to attend, seeks Chapter representation by another Chapter Executive Committee member to take his/her place.

(n). Prepares a report of the chapter’s activities for presentation at the annual Southern Division meeting, which should be attended if possible.

(o). Acts as a non-voting member of the Society Executive Committee and attends both the fall and mid-term meetings, if possible.
 

President-Elect

(a). Assumes the duties of President if the current President is unable to complete the term.

(b). Serves on the Chapter Executive Committee.

(c). Serves as Chairman of the Program committee to plan the annual Chapter meeting.

(d). Works closely with the Arrangements Committee to coordinate meeting plans and

topic with the time and location of the meeting.

(e). As chairman of the Program Committee, extends an invitation to Southern Division and Society Presidents, and the Executive Director, to attend annual Chapter meeting on or before November 1.

(f). Runs technical sessions of annual meetings or delegates this responsibility. Selects judges to evaluate all papers at the annual meeting.

(g). Assumes the Chapter presidency upon expiration of the current President’s term.
 

Secretary-Treasurer

(a). Serves on the Chapter Executive Committee.

(b). Prepares and distributes minutes of all Chapter and Executive Committee meetings to the Chapter Executive Committee within 30 days after the meeting.

(c). Sends minutes of the annual Chapter meeting to the AFS Executive Director within 30 days after the annual Chapter meeting. Minutes and newsletters should also be sent to the Southern Division President.

(d). Prepares correspondence as requested by officers of the Chapter.

(e). Informs the Executive Director, Southern Division President, and AFS parent society staff of changes in officers, dates and locations of meetings, and other necessary information. Notify changes of officers within 30 days.

(f). Responsible for preregistration and registration for the annual Chapter meeting.

(g). Determines if a quorum is present at the annual meeting.

(h). Maintains letterhead and other supplies necessary for Chapter functions.

(i). Orders a Past-President’s plaque from the AFS administrative offices at least eight weeks prior to the annual Chapter meeting.

(j). Maintains historical records of the activities, minutes, individuals, and other aspects of the Chapter, and forwards these records to the incoming Secretary-Treasurer and to the AFS headquarters, as requested.

(k). Liaison to Newsletter Committee. Keeps in close contact to insure the mailing list is properly maintained. The mailing list should include Chapter members, AFS members, resource agencies, appropriate news media, university departments, and Southern Division and parent Society officers.

(l). Maintains a supply of Chapter Procedure Manuals and is familiar with their contents for consultation at Chapter meetings.

(m). Receives, holds, and disburses funds as needed for Chapter functions as approved by AFS parent society rules and the Chapter’s Executive Committee.

(n). Maintains financial records and is responsible for the Chapter bank account.

(o). Prepares financial reports for Executive Committee meetings and annual Chapter meetings.

(p). Circulates a sign-up list for committees at each Chapter meeting and delivers the list to the incoming President for his/her committee selections.
 

Past-President

(a). Is a member of the Chapter Executive Committee, advises standing committees, and gives assistance when needed.

Return to top

COMMITTEES

Executive Committee

This committee comprises the President, President-Elect, Secretary-Treasurer, and Past-President. It oversees all Chapter duties and functions. Special meetings should be called in addition to the following scheduled meetings when the need arises.

February (Annual meeting) - The committee should meet within a day or two before the annual Chapter business meeting to discuss concerns and finalize the agenda for the business meeting.

May – The committee should meet to decide on time and place and topic for the next annual Chapter meeting as proposed by the Arrangements and Program Committees. They should review progress and direction to other Chapter committees. Also, they should assess membership needs and discuss or take action on any appropriate Chapter matters such as resolutions or environmental concerns.

September – Reviews progress and give further direction to all Chapter committees. Discuss annual Chapter meeting and begin or continue final preparations for the meeting. Compile information for the President’s annual report to the Southern Division.

Nominations Committee

This three-member committee is appointed by the Chapter President. It selects no more than two candidates for each elective position (President-Elect and Secretary-Treasurer) and attains prior approval from the selected candidates in accordance with Chapter Bylaw Section 6(b). It insures that all candidates are Chapter members. The committee should meet the following deadlines:

September 1 – Candidates for office are selected and requested to make short biographies and summaries of their qualifications (one to two paragraphs).

November 1 – Names and biographical sketches of candidates are submitted to the newsletter editor.

January 31 – Deadline for members to return mail ballots to the chairman of the Nominations Committee.

February (annual meeting) – Introduce candidates and present election results at the annual business meeting.

Program Committee

This committee comprises three members appointed by the President, including the President-Elect as chairman in accordance with Chapter Bylaws Section 6(c). The chairman may enlist further members on an ad hoc basis to perform specific tasks. The committee plans the program topics and technical papers agenda. It should work in close communication with the arrangements committee. The committee should meet the following deadlines:

May 1 – Select and report topic for annual Chapter meeting to the Executive Committee.

June 1 – Provide program topic and call for papers to the newsletter editor.

September 1 – Provide last call for papers to the newsletter editor.

October 1 – Provide tentative agenda and proposed list of speakers to the Executive Committee for their fall meeting. Start soliciting for raffle prizes or auction materials.

November 1 – Invited speakers are committed, program agenda is completed and sent to the newsletter editor along with any other advertising or information pertaining to the annual Chapter meeting. Invite Southern Division and AFS parent society Presidents and Executive Director to the annual Chapter meeting.

January 31 – Print annual Chapter meeting agenda to be distributed at the meeting.

February (annual meeting) – Conduct annual meeting. President-Elect, as chairman of the committee, serves as or selects a moderator for the technical sessions. Poll the members on where they would like the next meeting.

Arrangements Committee

This committee is composed of three Chapter members appointed by the President in accordance with Chapter Bylaws Section 6(d). Further members may be called on by the chairman to assist on an as hoc basis to perform specific tasks. The committee selects the time and place for the annual Chapter meeting. The committee will be responsible for making necessary contacts to provide meeting places, audio-visual equipment, accommodations, meals, social events, or other arrangements to create a successful meeting. The committee should meet the following deadlines:

May 1 – Check with Southern Division technical committee chairman and President in an attempt to schedule the annual Chapter meeting at a time that does not conflict with other Southern Division meetings. Based on coordination with the Southern Division, begin contacts with potential meeting establishments, hotels, and caterers to reserve time and place for the next annual Chapter meeting. Report tentative date and location to Executive Committee for their May meeting.

September 1 – Make or confirm final reservations for meeting rooms, hotels, caterers, etc. Provide final time and place for the annual Chapter meeting to the Executive Committee.

November 1 – Send time, place, maps or directions, how to make reservations for accommodations, preregistration deadlines, and any other pertinent information to the newsletter editor.

January 31 – Confirm reservations with meeting establishment, hotels, or caterers and maintain contact as needed to insure that all facilities and services will be provided as requested. Make any other final preparations as needed.

Newsletter Committee

A newsletter editor appointed by the Chapter President will serve as chairman and appoint committee members (correspondents). Correspondents should gather news from all universities, and state, federal, and private agencies with Chapter members. The Newsletter Committee will be responsible for publishing a quarterly newsletter. It will also maintain an up to date Chapter mailing list in close contact and coordination with the Secretary-Treasurer. The editor will send noteworthy articles to Fisheries. The committee should meet the following deadlines:

March 1 – Gather highlights of the annual Chapter meeting and other Chapter news from correspondents, committee chairmen, and officers. The editor sends a news report of the annual Chapter meeting to Fisheries.

March 21 – Mail out newsletter. The newsletter should highlight a summary of the annual meeting and contain any other appropriate business or news.

June 1 - Gather news from correspondents, committee chairmen, and officers.

June 21 – Mail out newsletter containing announcement of topic for next annual Chapter meeting, first call for papers, committee progress reports or news, officer’s and correspondent’s reports, and any news from the Southern Division or AFS office.

September 1 - Gather news from correspondents, committee chairmen, and officers.

September 21 - Mail out newsletter containing topic, time and place for the annual Chapter meeting, last call for papers, and any Chapter, Division, or parent society news.

November 1 - Gather news from correspondents, committee chairmen, and officers, including final information on the next annual meeting.

December 1 – Send out newsletter containing annual Chapter meeting information, preregistration forms, ballots for officers, and any other appropriate news.

Environmental Concerns Committee

The committee chairman will be appointed by the Chapter President. The chairman will enlist other members as needed. The committee should represent the diverse interests of the Chapter membership. The committee will work in close contact with the Chapter President to draft letters containing position statements or resolutions concerning environmental issues in North Carolina. Deadlines will be established on an as needed basis for position statements and resolutions.

The committee chairman should send appropriate news to the newsletter editor by March 1, June 1, September 1, and November 1, for each of the quarterly newsletters.

November 1999

Return to top