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Bylaws

Approved by Membership:

Approved by AFS Management Committee:

Article I. Name and Objectives

The name of this organization shall be the Potomac Chapter of the American Fisheries Society, hereinafter referred to as the Chapter.

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

To facilitate professional networking and increase awareness of local and national fisheries issues in the Washington, D.C. area.

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

Article II. Membership

  1. Membership in the Chapter shall be open to all individual or institutional members of the Society residing in Maryland, Virginia, District of Columbia, and Jefferson, Berkeley, and Morgan counties of West Virginia. 
  2. Only active members of the Society may vote, hold office, or chair a committee.
  3. Member dues shall be $5.00 for all members.

Article III. Officers

  1. The officers of the Chapter shall be the President, President Elect, Past President, Secretary, and Treasurer. These officers, along with Chairpersons of Chapter Standing Committees, constitute the chapter’s Executive Committee. The Secretary and Treasurer positions may be filled either separately or as a combined single position.
  2. All officers must be in good standing with the Society.
  3. All officers shall serve for a term of two (2) years. The offices of Secretary and Treasurer can be renewed for one term without an election. The President can hold a consecutive term if: 1) the current President is re-elected by the membership; and 2) if the President Elect agrees to defer their term. 
  4. Officers shall be elected by a majority of ballots cast by the Chapter membership. Elections may be conducted electronically or by other methods determined by the Executive Committee.
  5. Terms of newly elected officers will begin in alignment with the Society annual business meeting. 
  6. In the event of a vacated position, the Executive Committee shall appoint a qualified replacement to fill the unexpired term.
  7. No elected officer or appointed committee member of the Chapter shall receive any salary or other compensation. Expenses associated with Chapter-related activities may be defrayed from funds available to the Chapter when authorized by the Executive Committee.

Article IV. Duties of Officers

  1. The President shall:
    1. Chair the Executive Committee of the chapter;
    2. Preside at all meetings of the Chapter;
    3. Appoint all Committee members, and may serve as an ex-officio committee member;
    4. Represent the Chapter at appropriate Division and Society functions;
    5. Oversee the Chapter’s fiduciary responsibility by communicating with the Treasurer to ensure that the Chapter’s funds are managed appropriately;
    6. Ensure that the Chapter website is updated; and
    7. Perform other duties as may be requested by the Executive Committee.
  2. The President Elect shall:
    1. Serve on the Executive Committee;
    2. Assist the President with planning and implementing Chapter activities;
    3. Perform the duties of President in the absence of the President;
    4. Assume the office of the President in the event that the office is vacated;
    5. Accede to the Presidency upon completion of the term of President Elect; and
    6. Perform other duties as may be requested by the Executive Committee.
  3. The Secretary shall:
    1. Serve on the Executive Committee;
    2. Keep the official records of the Chapter;
    3. Maintain a current list of the Chapter membership;
    4. Record meeting minutes and distribute them to the Chapter within 30 days after the meeting;
    5. Assist the President in preparing the annual report to the Society; 
    6. Conduct Chapter elections; and
    7. Perform other duties as may be requested by the Executive Committee.
  4. The Treasurer shall:
    1. Serve on the Executive Committee;
    2. Collect and be custodian of Chapter funds;
    3. Manage funds and disperse them as authorized by the Executive Committee; and
    4. Perform other duties as may be requested by the Executive Committee.
  5. The Committee Chairs (see Article VII for details) shall:
    1. Report their Committee’s activities and recommendations as required in Article VII (3); 
    2. Assist the other officers as needed; and
    3. Perform other duties as may be requested by the Executive Committee.

Article V. Executive Committee

  1. The Executive Committee shall consist of the elected officers of the Chapter and the Chairpersons of the Chapter Standing Committees (see Article VII).
  2. Executive Committee meetings are called by the President.
  3. The Executive Committee shall have the authority to determine policies and conduct business consistent with the objectives of the Chapter.
  4. Meetings of the Executive Committee may be held at the call of the President when at least a quorum, as defined in Article V (6), can meet and conduct business.
  5. Business and voting by the Executive Committee may be conducted by mail or virtually (i.e., via conference call or WebEx).
  6. A quorum is required for transaction of official business at an Executive Committee meeting. A quorum for an Executive Committee meeting shall consist of at least three members.
  7. Each member of the Executive Committee shall have one vote on Executive Committee decisions. In the event of a tie, the President may cast the deciding vote.
  8. The Executive Committee shall establish annual dues.

    Article VI. Meetings and Voting

    1. Decisions at Chapter business meetings and on behalf of the Society shall be in accordance with the Society’s Constitution, Rules, and Procedures, and the Chapter Bylaws.
    2. A quorum at business meetings shall be 20% members of the Chapter.
    3. The latest edition of Robert’s Rules of Order shall govern all applicable cases not covered by these Bylaws.
    4. Balloting shall be completed at least one month before the annual meeting of the Society by either mail or electronic media.
    5. Officers shall be elected by a simple majority of the returned ballots. Proper care will be taken to ensure confidentiality and anonymity of both mail and electronic ballots. In the case of a tie vote, the election will be decided by a simple majority vote of the Executive Committee.
    6. In the event of a vacated position, the Executive Committee shall appoint a qualified replacement for the remainder of the term.

    Article VII. Chapter Committees

    1. Committees and Chairs of committees, except as listed in Articles III and V of these Bylaws, shall be appointed and charged by the President.
    2. Special Committees serve to accomplish a specific purpose and 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.
    3. Standing Committees help the President and the Executive Committee conduct the Chapter affairs, and the Chairs shall report their committee’s activities, findings, and recommendations at Chapter meetings and interim meetings of the Executive Committee.
    4. The following Standing Committees composed of Chapter members in good standing shall be appointed by the President together with their chairpersons, who are expected to change periodically:
      1. DEI Committee. The DEI Committee is responsible for fostering and supporting a culture of equity, diversity, and inclusion. They plan, guide, and advise the Executive Committee on diversity and inclusion awareness. They collaborate with the Executive Committee and members to ensure all Chapter activities consider awareness of equity and inclusion values such as cultural competency, gender differences, sexual orientation, and disability. The President will appoint a member in good standing to serve as the Chair of the DEI committee.
      2. Program Committee. The Programs Committee shall be responsible for Chapter events including (but not limited to) organizing webinars, workshops, and/or symposia. The President Elect will serve as Chair of the Program Committee.
      3. Nominating Committee: The Nominating Committee is responsible for soliciting prospects for new members of the Executive Committee. The Past President will serve as the Chair of the Nominating Committee. 
      4. Awards Committee: The Awards Committee solicits and nominates candidates for Chapter awards as appropriate, including Past President, Student Travel Award, Distinguished Chapter Service (Chapter member who has provided an outstanding service or long-term meritorious service to the Chapter), and Distinguished Professional Service (Chapter member who has demonstrated an outstanding achievement or distinguished service in (a) scientific research related to fisheries, (b) fishery management at the field level, (c) fishery administration, or (d) fishery legislation). The President will serve as the Chair of the Awards Committee.

    Article VIII. Amendment of Bylaws and Procedures

    1. The bylaws are the defining document for the Chapter and take precedence over all other rules and procedures of the Chapter.
      1. The Chapter bylaws may be amended by a vote of 2/3 of the Chapter members voting on the amendment, provided that the proposed amendment(s) are circulated to the membership at least 30 days prior to voting.
      2. In accordance with the Society’s Constitution, an amendment shall be reviewed by the Society’s Constitutional Consultant prior to the Chapter’s vote for conformity with the Constitution, Rules, and Procedures of the Society.
      3. The Constitutional Consultant presents the adopted amendment to the Society’s Management Committee for approval.
      4. Amendments take effect when the Chapter receives written notice of their approval by the Management Committee from the Society Executive Director.
      5. Procedures of committees and working groups are established to provide continuity in the conduct of Chapter business. Procedures may be suspended or amended by a simple majority vote of the Executive Committee.