BYLAWS OF THE VIRGINIA TECH CHAPTER OF THE SOUTHERN DIVISION OF THE AMERICAN FISHERIES SOCIETY

Transcription

1 BYLAWS OF THE VIRGINIA TECH CHAPTER OF THE SOUTHERN DIVISION OF THE AMERICAN FISHERIES SOCIETY Article I - NAME AND OBJECTIVES Section 1. Name The name of the organization will be the Virginia Tech Chapter of the American Fisheries Society, hereinafter referred to as the Chapter and Society respectively. Section 2. Area The Chapter shall have as its area of organization the campus and environs of Virginia Polytechnic Institute and State University, Blacksburg, Virginia, hereinafter referred to as VPI & SU. Section 3. Affiliation The Chapter shall conform to the constitution, policies, principles and objectives of the American Fisheries Society. Section 4. Objectives The objectives of the Chapter shall be those of the Society as set forth in Article I of the Society Constitution. In addition, the primary objectives of the Chapter will be: 1. To promote the educational, scientific, and technological development and advancement of all branches of fisheries science and practice, including aquatic biology, engineering, economics, fish culture, limnology, oceanography, and technology. 2. To gather and disseminate technical and other information on fishes, fishing, fisheries, and all phases of fisheries science and practice. 3. To hold meetings for the presentation, exchange, and discussion of information, findings, and experiences on all subjects and techniques related to fishes, fishing, fisheries, and all phases of fisheries science and practice.

2 4. To encourage the teaching of all phases of fisheries science and the training of fisheries workers in accredited colleges and universities. 5. To promote the conservation, development, and wise utilization of the fisheries. 6. To promote fellowship of and professionalism among the members of this Chapter. 7. To promote community service in areas related to fishes, fishing, fisheries and all phases of fisheries science and practice. Article II - MEMBERSHIP Section 1. Membership Classes The membership of this Chapter will consist of the following classes and accompanying qualifications: (1) Active Member a. Member or student member in good standing in the American Fisheries Society. b. Payment of chapter dues. (2) Associate Member a. Registered student at VPI & SU. b. Payment of Chapter dues. (3) Honorary Member a. Any person the Chapter selects for this honor. b. Honorary Members are exempt from payment of Chapter dues. Section 2. Eligibility for Office and Voting Privileges Only Active Members of the Society who have paid Chapter dues may vote, hold office or chair a committee in the Chapter. Section 3. Reinstatement Persons dropped from the rolls of the Chapter for non-payment of dues may be reinstated into membership in this Chapter upon payment of current Chapter dues. Section 4. Charter Member 2

3 Members in good standing on the Chapter membership rolls, during academic year shall be considered Charter Members. Section 5. Availability of Bylaws A copy of these bylaws will be made available to each person upon becoming a member of this Chapter. An electronic copy of these bylaws will be maintained on the Chapter s web page. Article III - MEETINGS Section 1. Meetings The chapter will meet regularly during the academic year on a schedule to be determined by the Executive Committee with the time and place to be set by the President. Section 2. Annual Meeting The April meeting will be known as the Annual Meeting, and shall be for the purpose of electing officers, receiving reports of officers and committees, and any other business that may arise. Article IV QUORUM AND VOTING Section 1. Voting Decisions at meetings shall be by a majority of those present at any meeting; except that a motion for amendment of these Bylaws shall require a two-thirds majority, provided a quorum is present. Section 2. Quorum The quorum for the Annual Business Meeting of the Chapter will be 10 members in good standing. All proposals brought before the Chapter will be subject to a majority vote of Chapter members voting at any regular or special meeting of the Chapter. Section 3. Voting by Mail 3

4 Business and voting may be conducted via mail or electronic media if approved by the Executive Committee. Section 4. Parliamentary Authority Unless otherwise specified in these Bylaws or the Society Constitution, Rules and Procedures, meetings are conducted according to the latest edition of Robert s Rules of Order. Section 5. Meeting Notice Notice containing time and place will be conspicuously posted in various locations on the Virginia Tech campus at least one week prior to the scheduled meeting date. Article V OFFICERS Section 1. Nomination Committee The three-member Nomination Committee selected by the Executive Committee of the Chapter shall prepare a slate for each of the elective positions, namely: President, Vice- President, Secretary, and Treasurer. Section 2. Balloting Written or electronic ballots shall be received from the members by the Secretary and shall be counted by two persons appointed by the President who are not up for election. Clause A. Members in arrears shall forfeit their rights to vote during the period of their delinquency. Clause B. An absentee ballot or proxy may be submitted to the Secretary by a qualified member prior to the scheduled time for counting ballots. Clause C. The candidate receiving a majority of votes on the written ballot shall be declared elected. Section 3. Officers The officers of the Chapter will consist of President, Vice-President, Secretary, and Treasurer. 4

5 Clause A. President The President will: (1) Preside at all meetings of the Chapter; (2) Chair the Executive Committee; (3) Appoint all committees; (4) Represent the Chapter to the Society as a nonvoting member of the Governing Board; and (5) Perform all duties incident to this office. Clause B. Vice-President The Vice-President will: (1) Chair the program committee and organize speakers for monthly meetings; and (2) Other duties as assigned by the President. Clause C. Secretary The Secretary will: (1) Issue notices of meetings, record the minutes of the meetings, maintain membership rolls, maintain chapter files, present a report of his or her activities to the Chapter; and (2) Submit minutes of the annual Chapter business meeting to the Executive Director and to the Secretary-Treasurer of the Division within 30 days after the annual Chapter meeting. Clause D. Treasurer The Treasurer will: (1) Collect Chapter dues and administer fiscal matters of the Chapter; (2) Disburse funds of less than $100 at the discretion of the Treasurer, less than $500 by a majority vote of the Executive Committee, and any amount over $500 upon approval by a majority vote of attending members at any regular or special meetings of the Chapter; (3) Shall submit a record of receipts and disbursements at the Annual Chapter meeting; and (4) Maintain financial records in standard accounting format for review by Society officers and staff as needed or required. Clause E. Order of Rank In the absence of the President, or upon his inability to serve, the duties will be assumed by the Vice-President. In the event that neither can serve, the Secretary will assume the duties. In the event that the President, Vice-President, and Secretary cannot serve, the 5

6 Treasurer will assume these duties. In the event that no member of the Executive Committee can serve, the Faculty and Advisory Member who is recognized by VPI & SU as the Faculty Advisor of the Chapter, will assume these duties. Clause F. Compensation No elected officer or appointed committee member of the Chapter shall receive any salary or other compensation. Expenses may be defrayed from funds available to the Chapter when authorized by the Executive Committee. Section 4. Faculty Advisor The Executive Committee will select a faculty advisor from the fisheries faculty. The faculty advisor will serve the same term as Chapter officers. The same person may not act as faculty advisor for more than two consecutive years. Section 5. Term of Office Those elected to positions in the Chapter during the Annual Business Meetings will take office at the first meeting after the Annual Business Meeting, and conclude their duties with the Annual Business Meeting of the following year. Section 6. Executive Committee Annual Report Upon completion of their tenure as officers of the Chapter, members of the Executive Committee will be responsible for presenting the succeeding Executive Committee a written report of their activities. Article VI - EXECUTIVE COMMITTEE Section 1. Executive Committee The Chapter shall be governed by an Executive Committee composed of the officers. Executive Committee meetings are called by the President. Section 2. Quorum A quorum is required for transaction of official business at an Executive Committee meeting. A quorum for an Executive Committee meeting shall consist of three of the 6

7 four members. Those with voting privileges shall be the President, Vice-President, Secretary, and Treasurer. Executive Committee members can appoint a proxy. Section 3. Voting Each member of the Executive Committee shall have one vote on Executive Committee decisions. In the event of a tie, the President s vote shall be the deciding vote. Section 4. Authority The Committee is authorized to act for the Chapter between the meetings and shall report its interim actions to the members at each succeeding membership meeting. Any action of the Committee may be overridden by a majority vote of the voting members attending a duly called meeting. Section 5. Vacancies If the office of the President is vacated for any reason, the Vice-President shall fill the office for the balance of the unexpired term of the President. All other vacancies in any unexpired term of an elective office shall be filled through appointment by the Executive Committee. Article VII DUES AND FEES Section 1. Dues Chapter members will pay dues as established by the Executive Committee subject to approval of the members voting at the annual meeting. Dues shall be payable to the Chapter Treasurer no later than the end of Fall quarter for the current academic year. Section 2. Fees The Executive Committee may assess registration fees for Chapter meetings as necessary to cover the costs of the meeting and Chapter activities. Section 3. Finance 7

8 Funds of the Chapter shall be under the supervision of the Executive Committee subject to the approval of the members, and shall be handled by the Treasurer. Clause A. The Treasurer need not be bonded. Clause B. Funds shall be derived from dues, special assessments, work projects, contributions, and fundraising activities. Clause C. Funds shall be placed in a federally-insured bank or savings and loan association. Section 4. Reports The Secretary shall, within ten (10) days after election or other official action taken by the Chapter, provide a copy of such action to the Executive Committee. Section 5. Files The Chapter shall maintain a file containing: Bylaws of the American Fisheries Society and the Chapter Minutes of all regular and special Chapter meetings, and of the Executive Committee. A procedure for filing shall be drafted and kept in the Chapter files for the guidance of each succeeding Secretary. Section 6. Resolution and Public Statements Any chapter member(s) may submit actions (resolutions or statements) for consideration by the Chapter Executive Board, or a committee established for the purpose and, if involving new policy, prepared for submission to the Chapter membership. Such new items must be approved by a two-thirds majority vote of the members present at any regular or special meeting. Article VIII COMMITTEES Section 1. Appointments The President shall consider suggestions of the Executive Committee in appointing Chairpersons of all regular standing committees, except the Nomination Committee (Article VI, Section 1), Program Committee (Article VI, Section 3, Clause B), and Special Committees. 8

9 Section 2. Purpose Standing Committees help the President and the Executive Committee conduct Chapter affairs, and the chairs should report their committees' activities, findings, and recommendations at annual Chapter meetings and interim meetings of the Executive Committee as needed. Section 3. Standing Committees The Chapter has established the following Standing Committees: Clause A. Nomination See Article VI, Section 1, Clauses A-D. Clause B. Membership This Committee shall endeavor to obtain the maximum number of qualified persons residing in the Chapter area to become members of the American Fisheries Society and the Chapter. This Committee shall maintain a list of all student members at the university, who list fisheries management as their major subject, and encourage them to join the Chapter. They shall also encourage participation at Chapter Meetings and on Committees. Clause C. Programs This Committee shall arrange programs of all regular and annual meetings and provide the President with a proposed agenda for said meetings at least one month prior to the meeting date. Section 3. Accountability All committees shall be accountable to the Executive Committee, under general supervision of the President. Section 4. Tenure All committees shall serve until new committees are appointed in their stead or until the duties assigned to the committee have been discharged. 9

10 Article IX UNIVERSITY POLICY The Chapter pledges adherence to University Policies for Student Life. Article X AMENDMENTS TO THE BYLAWS, RULES AND PROCEDURES Section 1. Bylaws The Bylaws are the defining document for the Chapter and take precedence over all other rules and procedures of the Chapter. The Bylaws cannot be suspended and cannot be changed without prior notice to members. Clause A. The Bylaws may be amended by a 2/3 majority of Active Members choosing to vote, provided that the proposed amendment(s) are circulated in writing to the membership at least 30 days prior to voting. If voting is by mail ballot, members must be given at least 30 days to return their ballots. Clause B. Following approval by the Chapter membership, bylaws amendments must be submitted to the Society Constitutional Consultant within 45 days of Chapter approval of the amendment. Clause C. In accordance with the Society Constitution, an adopted amendment shall be reviewed by the Society s Constitutional Consultant for conformity with the Constitution, Rules and Procedures of the Society. The Constitutional Consultant presents the adopted amendment to the Society Governing Board for approval. Clause D. Amendments take effect when the Chapter receives written notice of their approval by the Governing Board from the Society Executive Director. Section 2. Procedures Procedures are the lowest level of documentation of Chapter operations. They are generally established to provide continuity in the conduct of Chapter business. The Procedures may be suspended or amended by a simple majority vote of the Executive Committee. Section 3. Balloting A member who will be absent from the meeting may proceed as under Balloting in Article VI, Section 2, Clause B. 10

11 Section 4. VPI & SU Approval Any changes in these bylaws must be approved by VPI & SU Commission on Student Affairs through the Student Constitutional Affairs Board. Article XI GOVERNMENT This organization will, and herby adopts the constitution of the American Fisheries Society. PROCEDURES OF THE VIRGINIA TECH CHAPTER OF THE SOUTHERN DIVISION OF THE AMERICAN FISHERIES SOCIETY Chapter Year The chapter operating and fiscal year shall coincide with the regular academic school year at Virginia Polytechnic Institute and State University Notices Notices concerning Chapter business shall be posted on the fisheries bulletin board next to Room 106 Cheatham Hall and in other buildings on the Virginia Tech campus. Order of Business The order of business at the meetings of the Chapter, unless changed by a majority vote of the Executive Committee, will be as follows: 1. Introduction of Guest Speaker 2. Approval of minutes of last meeting 3. Reports of officers 4. Actions or recommendations of the Executive Committee 5. Reports of Committees 6. Appointment of Committees 11

12 7. Unfinished Business 8. New Business 9. Adjournment Nominations Clause A. Prior approval shall be obtained from said candidates. Clause B. Said nomination slate shall be submitted to the Chapter membership at least one month prior to the time of the annual business meeting. Clause C. Additional nominations may be placed on the Nominating Committee s slate at the annual business meeting by members present, provided approval of nominee is obtained. Clause D. Those nominated must be members of the American Fisheries Society in good standing. A member may be elected for no more than one year in the same elective position. A member may be nominated for more than one elective position, but may be elected to only one of these positions. Executive Committee Annual Report Upon completion of their tenure as officers of the Chapter, members of the Executive Committee will be responsible for presenting the succeeding Executive Committee a report containing the accomplishments and activities of the Chapter for their tour of office. This document should be written in a manner as to provide a historical record for future use by the Chapter and will be retained within the Chapter s files. This report will be completed by May 31 st and submitted in typed format. Committees Science and Conservation: A core mission of the VTAFS is to apply science to the task of biological conservation. Towards this end, the Science and Conservation Committee addresses issues of fish habitat and fisheries conservation at local, national, and international levels. The committee provides technical reviews, comment letters, and resolutions to improve fish conservation within governmental agencies and the private sector. In many cases, committee comments are filed under the National Environmental Policy Act (NEPA). In all cases, technical reviews, comment letters, and resolutions are presented to the full chapter for approval. Past projects have included fish bioassessment surveys of coal 12

13 mining in Virginia, comment letters regarding reauthorization of the Endangered Species Act, and technical reviews of invasive fish species effects. Involvement in this committee is ideal for students and faculty interested in conservation biology. Communications: The website manager is responsible for updating the website and membership roles of the chapter listserve. At the direction of the secretary and other members of the executive committee, the website manager updates the monthly meeting minutes and posts relevant news and events for the membership. Additionally, at the direction of the committee chairs, the work of the chapter is updated as needed. Newsletter: The newsletter chair serves as an editor to the Southern Division AFS newsletter produced twice a year- June and December. As editors, we request, receive, compile, revise, and publish the newsletter using Microsoft Frontpage. The entire process lasts between 3-5 weeks. The VTAFS has edited this newsletter for many years, and we are proud to be of service to the Southern Division (16 states & territories). The chapter is paid for this service, so it is also a major source of income for the VTAFS. Mudbass: The Mudbass committee organizes a free annual fishing tournament at the Duck Pond in April, a tradition of the VTAFS for over 25 years. The objective of hosting this tournament is to promote natural resource awareness in the community. Duties include reserving the Duck Pond, soliciting prizes from local and national sponsors, and organizing volunteers to run activities the day of the events. The Mudbass chair coordinates with the College of Natural Resources Alunmni Association, who will acquire food sponsors for the event. Outreach: The outreach committee organizes educational events for the community as well as the VTAFS members. Recent activities include teaching students about the adaptations of fishes at YMCA after-school programs, and hosting fun activities (FISH-O (fish bingo), coloring, face painting) for children at Mudbass. In years past, members have visited and conducted activities for other student groups, many of which have been adapted from Project WET or Project Wild-Aquatic, however some activities have been created by members of the committee. It's a great way for the VTAFS to not only advertise itself to the community, but also share our excitement for fishes. Stream Concerns: Traditionally, the Stream Concerns Committee has been responsible for initiating stream cleanups and coordinating the annual sampling of Stroubles Creek. In past years, the committee has organized trips to collect trash at boat ramps along the New River as well as many of the streams in and around the Blacksburg area. The committee also helped restore a stretch of Stroubles Creek just below the Virginia Tech campus where annual electrofishing surveys have taken place over the past 10 years. These surveys have been compared with surveys completed at a reference site further downstream to 13

14 help determine the success of the restoration efforts. The committee also attempts to organize trips with biologists from the Virginia Department of Game and Inland Fisheries to give students the opportunity to gain valuable field experience while helping protect Virginia s natural resources. Other options include working with local schools and conservation groups on stream cleanups and restoration projects to help build awareness and understanding of the importance of protecting our aquatic resources. We will also attempt to provide landowners with volunteers to help with any restoration projects on nearby streams to help alleviate any costs that may prohibit them from completing the project otherwise. Education: The education committee is primarily involved with membership education. One of the main projects is a mentorship program that pairs an undergraduate student with a graduate student for guidance in getting jobs and looking into graduate work. The committee also organizes sporadic education events that are requested by the membership. Typically, these short courses are either entirely free for the membership or offered at a reduced cost. Examples of courses that have been completed in the past include first aid and CPR, fly tying, Project WET, etc. Fundraising: The fundraising committee manages and replaces fundraising items/merchandise. Each year we update T-shirts. Our merchandise should reflect our priorities as an organization. Our 2007 T-shirts featured a native and endangered species, the Roanoke Logperch, and was produced by a company in Virginia that was in compliance with environmental regulations. Likewise, the shirt was printed by a local company on organic cotton. The fundraising committee also organizes fundraising events that expand beyond our membership and the College of Natural Resources. We raffled a Football signed by Frank Beamer and sold tickets in tailgating areas before home games in Fall, That was an excellent opportunity for exposure and we raised over $700 with only a few hours of work, giving us the opportunity to talk with interested fans about AFS and hand out brochures. 14