INDIANA CHAPTER OF THE AMERICAN FISHERIES SOCIETY
PROCEDURES

(May 2006)

Table of Contents

1. Organizational structure

1.1       By-laws

1.2              Timelines for chapter activities and responsible officer

1.3              Committee functions and responsibilities

Standing committees:

1.3.1    Awards

1.3.2    Program (NEEDED)

1.3.3    Membership (NEEDED)

1.3.4    Nominations (NEEDED)

1.3.5    Resolutions (NEEDED)

1.3.6    Newsletter (NEEDED)

Ad hoc committees:

1.3.7    Continuing education (NEEDED)

1.3.8    Certification (NEEDED)

1.3.9    Legislative activities (NEEDED)

1.3.10  History and archives (NEEDED)

1.4       Student subunit descriptions (ON WEB)

2. Chapter membership, resources, and awards

2.1       Membership application

2.2       Strategic plan

2.3              Newsletter deadlines and web posting

2.4       Awards program - description of awards, nomination forms, and scoring sheets

2.4.1    Most active organization

2.4.2    Excellence in fisheries science

2.4.3    Outstanding student research

2.4.4    Exceptional new member

2.4.5    Best paper

2.4.6    Best poster

2.4.7    List of previous award winners (PARTIAL)

3. Legislative activities

3.1              Legislative reception

3.1.1        Tasks and timelines

3.1.2    Invitation to legislators

3.1.3    List of previous topics (PARTIAL)

3.2       Issue advocacy

3.2.1    Strategies for communicating with legislators

3.2.2    How to write an opinion editorial or letter to the editor

3.3       Past policies and resolutions (PARTIAL)

4. Annual meetings and workshops

4.1       Business meetings

4.1.1    Tasks for planning a spring technical meeting

4.1.2    Description and dates of meetings (ON WEB)

4.1.3    Business meeting agenda

4.1.4    Chapter budget

4.1.5    Introduction to Robert’s Rules of Order

4.2       Workshops and conferences    

4.2.1    Planning timeline

4.2.2        Planning committee tasks

4.2.3        Workshop budget

4.2.4        Planning meeting minutes

4.3       List of previous workshop topics and potential workshop topics (PARTIAL)

4.4       Examples of meeting documents

4.4.1        Description of workshop objectives

4.4.2        Program schedule

4.4.3        Newsletter announcement

4.4.4        Call for papers

4.4.5        Advertisement flier

4.4.6        Meeting registration form

4.4.7        Letter requesting a representative on planning committee

4.4.8        Letter to organizations requesting workshop announcement

4.4.9        Letter soliciting corporate contributions

4.4.10    Letter requesting speaker participation

4.4.11    Letter confirming speaker participation

4.4.12    Speaker information sheet - travel plans, hotel needs, etc

4.4.13    Letter requesting speaker biography, abstract, handouts

4.4.14    Letter thanking speakers or corporate sponsors

 Back to Top

1.0 ORGANIZATIONAL STRUCTURE

1.1 Bylaws of the Indiana Chapter of the AFS (Revised March 2006)

SECTION I.  NAME AND OBJECTIVES.

1.      The name of this organization shall be the Indiana Chapter of the American Fisheries Society, hereinafter referred to as the Chapter and Society respectively.

2.      The objectives of the Chapter shall be those of the Society as set forth in Article I of the Constitution.  In addition, the Unit also has the following objectives:

A.     To encourage the exchange of information by members of the Chapter.

3.      All activities of this Chapter shall conform to the Society's Constitution, Rules, and Procedures.

SECTION II.  MEMBERSHIP.

1.      The membership of the Chapter shall be composed of those Society members in good standing and paying dues to the Chapter.

2.      Members of the Student Subunits from Ball State University and Purdue University are Chapter members.

SECTION III.  MEETINGS AND VOTING.

1.      The Chapter shall hold at least one meeting annually at a time and place designated by its Executive Committee.  The President with approval of the Executive Committee may call special meetings.

2.      A quorum is required for transaction of official business and shall be one-third of the Chapter membership.

3.      Unless otherwise specified in these Bylaws or the Constitution of the Society, meetings are conducted according to the latest edition of Robert's Rules of Order.

4.      Decisions at meetings are by simple majority of Active Members voting, except 2/3 majorities are required in special cases such as amending the Bylaws and suspending a Rule.  Other less frequently used voting requirements are described in Robert's Rules of Order.

SECTION IV.  OFFICERS.

1.      The officers of the Chapter shall consist of a President, President-Elect, Vice-President, Past-President and a Secretary-Treasurer.

2.      All officers must be members in good standing of the Society.

3.      Officers shall be nominated by a nominating committee appointed by the President.  Officers shall be elected by a majority of ballots cast and election methods shall be determined by the Executive Committee.

4.  Terms of newly elected officers shall change at the Chapter meeting closest to the           Society annual meeting.

5.        The Secretary-Treasurer may hold office for a period longer than one year, but the term of the other officers shall be one year.

6.        In the event of a vacated position, the Executive Committee shall appoint a qualified replacement to fill the unexpired term.

7.        In the event of a cancellation of an annual meeting, the officers and the members of any committees shall continue to serve until the next scheduled meeting. 

8.        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 V.  DUTIES OF OFFICERS.

1.      The President shall:

A.     Preside at all meetings;

B.     Serve as Chair of the Executive Committee;

C.     Appoint all committees;

D.     Coordinate the activities of the Chapter’s standing and special committees and serve as liaison between such committees and the Executive Committee;

E.      Conduct official correspondence for the Chapter and present reports of Chapter activities at the annual meeting;

F.      Represent the Chapter to the North Central Division and to the Society;

G.     Make such appointments and perform other duties and functions as are authorized and necessary; and

            H.  Proceed to the office of Past-President at the end of the term.

2.  The President-Elect shall:

A.     Assume the duties of the President, if the President is absent or unable to act;

B.     Serve on the Executive Committee; and

C. Advance to the office of President at the end of the term.

3.   The Vice-President shall:

A.     Assume the duties of the President-Elect, if the President-Elect is absent or unable to act;

B.     Serve on the Executive Committee; and

C. Advance to the office of President-Elect at the end of the term.

4.      The Secretary-Treasurer shall:

A.   Keep the official records of the Chapter, collect and be custodian of any fees or assessments authorized by these bylaws or funds allotted to the Chapter by the Society;

B.   Disburse funds only as authorized by either the membership or Executive    Committee;

C.   Submit, at the annual Chapter meeting, the year-end report for the previous  fiscal year and a comparison of approved versus actual income and expenditures for the current fiscal year;

D.  Annually update and distribute current copies of the Chapter Bylaws to the Society’s Executive Director and each member of the Chapter Executive Committee by September 1;

E.   Serve on the Executive Committee; and

F.   Conduct the election.

5.      The immediate Past-President shall:

A.     Serve on the Executive Committee; and

B.  Assist the other officers as needed.

6.   The Student Subunit Presidents shall:

A.     Represent the interest of the Subunits to the Chapter Executive Committee and act as liaison between the Executive Committee and Subunits;

B.     Work cooperatively with the Chapter’s Executive Committee to assist in Chapter function and Subunit participation;

C.     Present reports of Subunit activities at Chapter meetings; and,

D.     Not advance in the Executive Committee, but instead be replaced by a new Subunit President, upon election.

SECTION VI.  EXECUTIVE COMMITTEE.

1.      The Executive Committee of the Chapter shall consist of elected officers, and other members as appointed by the President.  Those with voting privileges shall be the President, President-Elect, Vice-President, Past President and Secretary-Treasurer.

2.      The Executive Committee is authorized to act on behalf of the Chapter between annual meetings.

3.      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 five  members.  Executive Committee members can appoint a proxy.

4.      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 VII.  UNIT COMMITTEES.

1.  Committees and Chairs of committees, except as listed in Sections V and VI of these Bylaws, shall be appointed and charged by the President.  Except for Standing Committees, these Chapter committees shall cease to function upon the discharge of the duties for which they were appointed or with the end of the term of the appointing officer.

2.  Standing Committees help the President and the Executive Committee conduct the Chapter’s affairs, and the chairs should report their committees' activities, findings, and recommendations at annual Chapter meetings and interim meetings of the Executive Committee.

3.      The Chapter has established the following Standing Committees:

A.     The Program Committee is responsible for the program and presentation of papers at the Chapter meetings. The President-Elect shall chair this committee.

B.     The Membership Committee is responsible for maintaining and increasing the membership of the Chapter. The Vice-President shall chair this committee.

C.     The Nominating Committee is responsible for naming a slate of candidates for Chapter officers. The immediate Past President shall chair this committee.

D.     The Communications Committee is responsible for publishing the Chapter newsletter and maintaining the Chapter Website. This committee shall be co-chaired, with one chair responsible for the newsletter and the other chair responsible for the website.

E.  The Awards Committee is responsible for soliciting, judging, and presenting the Chapters’ awards to qualified candidates.

SECTION VIII.  DUES AND FEES.

1.      The Executive Committee shall establish annual dues subject to approval of the members voting at the annual meeting.

2.      The Executive Committee may assess registration fees for annual or special meetings.

SECTION IX.  BYLAWS, RULES AND PROCEDURES.

1.      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.

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 or electronically to the membership at least 30 days prior to voting.

B.     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.

C.     Amendments take effect when the Chapter receives written notice of their approval by the Governing Board from the Executive Director.

2.      Rules are the next highest level of documentation of Chapter operations.  They are generally established to facilitate the conduct of Chapter business, and to describe duties and responsibilities of officers and committees.  They may be suspended or amended as follows.

A.     The Rules may be suspended during an Executive Committee meeting until the next annual or special Chapter meeting by a 2/3 majority of the Executive Committee.

B.     The Rules may be suspended for the duration of a meeting by a 2/3 majority of Active Members voting at an annual or special Chapter meeting.

C.     The Rules may be amended by a simple majority of Active Members voting at an annual or special Chapter meeting.

3.      Procedures in the Operational Handbook 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.

1.2 Timelines for chapter activities and responsible officer

Typical annual activities of the chapter include:

Mid-January:  Legislative reception – chair selected by the President.

Early March:  Spring meeting – President-elect is the conference chair; elections for new officers are held and annual awards are presented; the business meeting is generally held in conjunction with a two-day conference, often cosponsored with another professional society and including a plenary session and concurrent technical papers.

October: Fall meeting – President-elect is the conference chair; new officers are installed; workshops on various topics have recently been held in conjunction with the fall meeting; historically the fall meeting was an afternoon business meeting event with lunch provided.

Variously: Workshops and conferences, chaired by volunteers or selected by the President.

1.3 Committee functions and responsibilities

The IAFS has established a number of standing committees, which are described in the chapter bylaws and are chaired by members of the state chapter.  When issues or activities merit particular attention by a group of chapter members, the chapter can create ad hoc committees, which exist as long as needed to complete the assigned task.

1.3.1 Awards committee

Purpose:  To solicit and judge nominations for the Chapter’s awards.

Composition:  A chair plus four committee members.

Duties of the Chair:

1.      Recruit four committee members to serve for at least two years.

2.      Send a call for nominations for the four awards to the Chapter newsletter editor for publication in the summer newsletter.  The deadline for nominations should be no later than early November. Awards and nomination or scoring forms are provided in the IAFS chapter manual.

3.      Accepts completed nomination forms.  Photocopies nomination materials and mails them to committee members by early December.  Directs the members on how to judge and rank the nominations.  Requests that judgements be returned to the Chair within a month.

4.      Tallies the returned judging forms and determines the winner of each award.  The chair does not judge nominees except in the case of a tie.

5.      Notifies, by letter, the winner of each award.  Notifications need to occur by late January so winners can make arrangements to attend the spring meeting and receive their awards.

6.      Orders all awards certificates and plaques.

7.      Presents all awards to the winners at the fall Chapter meeting.

8.      Evaluates proposals for new awards and makes written recommendations to the Executive Committee for further action.

Duties of the Committee:

1.      Determine if each nominee is qualified for their respective award.  (The Chapter will not give an award if none of the nominees are qualified.)

2.      Each committee member will rank each of the qualified candidates according to instructions provided by the Chair.  These rankings will be returned to the Chair for final determination of award winners.

1.4 Student subunit descriptions

(on the website)

  Back to Top

2. CHAPTER MEMBERSHIP, RESOURCES, AND AWARDS

Membership in IAFS is acquired by submitting personal contact information to the chapter secretary-treasurer, along with a nominal fee.  Individuals do not have to be a member of the Parent Society to be a member of the Chapter. However, only Parent Society members can serve as an officer of the Chapter. Strategic planning was initiated through subunits of the American Fisheries Society in the mid-1980s. The IAFS developed and updates a five-year strategic plan to outline goals and activities of the organization. The main medium of communication among chapter members has been the newsletter and more recently, through the website and email updates. The chapter also provides several awards to recognize outstanding contributions of members or other organizations to development of fisheries professionals and for fisheries education, science and management.

2.1 Membership application

American Fisheries Society

Indiana Chapter, North Central Division

2002 Membership Dues Statement - Check one

______ INDIANA AMERICAN FISHERIES SOCIETY ONLY

                                                         DUES:   Regular - $10.00

                                                                        Student -  $ 5.00

______ PARENT SOCIETY & IN CHAPTER MEMBER,

             Dues paid through parent society

______ PARENT SOCIETY & IN CHAPTER MEMBER,

             Dues NOT paid through parent society

                                                         DUES:               Regular - $10.00

                                                                        Student  - $ 5.00

NAME: ___________________________________________

ADDRESS:_____________________________________________________

CITY/STATE/ZIP:________________________________________________

PHONE: ___________________ EMAIL:________________________________

EMPLOYER: ____________________________________________

JOB TITLE: ____________________________________

INTEREST AREA:_____________ ______________________

Send payments and/or response sheet to:

Tim Cwalinski

IAFS Secretary-Treasurer

IDNR, Division of Fish and Wildlife

5570 North Fish Hatchery Road

Columbia City, IN 46725-9317

Phone: (219) 691-3181

2.2 Strategic Plan (1997-2002)

The current five-year strategic plan for the Indiana Chapter was adopted at the IAFS Business Meeting on February 25, 1997, in Nashville, Indiana.

Mission Statement

The Indiana Chapter of the American Fisheries Society (IAFS) supports the conservation of fisheries and aquatics ecosystems in Indiana by promoting professional excellence in fisheries science, management, and education.

Long-range Goals

Goal A.  IAFS will be the members’ primary resource for professional development.

A.1.  Establish a computerized information network that is accessible to all members.

A.1.a.  Establish an IAFS Home Page with links to other pertinent home pages.

A.1.b.  Provide a listing of unpublished technical reports and work in progress.

A.1.c.  Provide job announcement information.

A.2.  Improve and expand the continuing education program.

            A.3.  Improve and expand symposia, special technical sessions, and panel discussions.

Goal B.  IAFS will be financially secure.

B.1.  Develop a long-range financial plan that includes:

B.1.a.  identifying the income stream;

B.1.b.  prioritizing annual expenses;

B.1.c.  identifying future resource needs;

B.1.d.  increasing and diversifying non-dues revenue;

B.1.e.  developing a long-term investment policy;

B.1.f.  developing contingency funding requirements and growth plans;

B.1.g.  improving retained earnings; and

B.1.h.  tracking total costs and revenues of the IAFS programs, services, products, publications, and meetings.

B.2.  Better market the individual benefits of AFS membership.

B.3.  Periodically assess members’ perceived cost-benefit values of projects and programs.

B.4.  Develop an individual financial plan for each IAFS project.

Goal C.  IAFS will be recognized by the public as a primary source of scientifically based information concerning the conservation and management of regional fisheries and aquatic ecosystems.

C.1.  Emphasize conservation of fishery resources as part of aquatic ecosystems.

C.2.  Improve communication and collaboration with organizations that share fisheries interests.

C.3.  Utilize innovative materials and processes for information exchange with the public.

C.4.  Improve visibility and image of the AFS as a scientific organization and information source.

C.5.  Encourage increase in membership among fishery administrators and managers within IAFS.

C.6.  Encourage publication of articles highlighting the work of the AFS and NCD members in the popular press.

Goal D.  IAFS will be involved in development of public policy affecting fish and fisheries.

D.1.  Adopt AFS guidelines for providing input on public policy issues (i.e., advocacy).

D.2.  Institute procedural controls to guide staff and the Executive Committee in developing and communicating public policy issues.

D.3.  Encourage an increase in membership among fishery policy makers.

D.4.  Use the Fisheries Information Network to communicate scientifically based information.

Goal E.  IAFS will have experienced and skilled leaders.

E.1.  Implement a leadership development program.

E.2.  Establish an incentive program for leaders.

E.3.  Actively recruit students, females, and minorities to leadership roles.

E.4.  Ensure that the process of nominating officer candidates is equitable and produces the best candidates.

E.5.  Develop marketing programs for employers describing the benefits of their employees assuming AFS and NCD leadership roles.

Goal F.  IAFS members, volunteer leadership, and Chapters will effectively communicate and actively participate in implementing the AFS and NCD strategic plans.

F.1.  Better communicate and coordinate IAFS activities with other AFS units.

F.2.  Improve the use of electronic media for communication (see A.1).

F.3.  Dedicate resources to planning efforts.

Goal G.  IAFS will increase the diversity of its membership and the fisheries profession.

G.1.  Implement a career information program about fisheries that is focused at the high school and college level.

G.2.  Encourage an increase in IAFS and AFS membership among fishery administrators and managers and among professionals in fisheries-related disciplines.

G.3.  Develop a targeted, professional development program to recruit undergraduate student members.

Goal H.  IAFS managers and scientists will be viewed as professionals by employers and the public.

H.1.  Implement a professionalism initiative.

H.2.  Take a leadership role in enhancing salary, safety, and working conditions for fishery professionals.

H.3.  Take a leadership role in enhancing university-based fisheries education programs.

H.4.  Implement a public education program to enhance stature of the profession.

H.5.  Take a leadership role in educating employers of the need for professional standards.

Goals accomplished from the 1991 plan

*  Establish a standing committee to develop resolutions and position statements as requested by the president on behalf of the executive committee.  The Resolutions Committee is chaired by Stuart Shipman and has developed a number of resolutions, addressing grass carp, DNR salaries, qualifications of the DNR director, and deregulation of drainage maintenance (which was passed by both the NCD and Parent Society).

*  Identify lobbyists for liaison between chapter and state legislature on natural resource issues.  The Chapter and The Wildlife Society have co-sponsored an annual legislative breakfast since 1993.

*  Reduce registration and dues for students, etc.  Several strategies refer to providing information for students.  Formation of the student subunits is an important step in addressing these concerns.

*  Provide career information at a special session for students at the spring technical meeting.  The topic of a history of the fisheries profession was addressed at a 1995 meeting with The Wildlife Society.

2.3 Newsletter deadlines and web posting

The newsletter is published three times annually. Deadlines for submitting newsletter materials to the editor are the fourth Friday in March, July, and November.  Newsletters have been posted to the chapter website since August 1998.

2.4 Awards program - description of awards, nomination forms, and scoring sheets

The Indiana Chapter of AFS provides four awards for activities of members and external organizations, along with awards for best presentations at the annual chapter conference.

2.4.1 Most Active Organization in Indiana Fisheries

Purpose:  To recognize an organization that makes an outstanding contribution to any Indiana fishery.

Eligibility criteria:  Candidates for the award shall be any Indiana based organization or state chapter of any national organization.  The candidates shall have made outstanding contributions to any Indiana fishery within the last two years.

Selection criteria:  Candidates for the award may be nominated by any Indiana chapter member.  The deadline for submitting written nominations shall be posted in the chapter’s summer newsletter.

NOMINATION FORM: MOST ACTIVE ORGANIZATION IN INDIANA FISHERIES

Indiana Chapter of the American Fisheries Society

Date:  ____________

1.      Organization name:  _____________________________

Address: ______________________________________

                  _____________________________________

Contact for the organization:

Name:  _______________________________

Telephone:  ______________________

Email:  __________________________

2.      Total number of members:  ________

3.       Officers

President: ______________________

Vice President:  ____________________

Secretary:  ______________________

Treasurer:  ______________________

4.