Bylaws

Section I. Names and Objectives
Section II. Membership
Section III. Officers and Representatives
Section IV. Duties of Elected Officers and Representatives
Section V. The Division Executive Committee
Section VI. Meetings
Section VII. Voting and Quorum
Section VIII. Finances
Section IX. Division Standing Committees
Section X. Bylaws, Standing Rules and Procedures

Revised: August 2004

SECTION I. Name and Objectives.

A. Pursuant to the Constitution of the American Fisheries Society (hereinafter referred to as the Society) there has been established within the Society a Western Division (hereinafter referred to as the Division).

B. The objectives of the Division shall be those set forth in Article I of the Constitution of the Society, and shall be in particular:

1. Provide a forum through the annual meeting for the exchange of technical and policy information common to and of interest to the Division membership.

2. Provide an opportunity through the annual meeting to promote understanding by regional, Federal, and state policy-makers of the nature and extent of fishery matters of concern to the Division membership.

3. Assist in the exchange of information in a timely manner to chapters and the general membership located within the Division.

4. Provide a vehicle for the active participation of individual members in Society business and professional activities.

SECTION II. Membership.

A. The membership of the Division shall be those Society members in good standing residing in the States of Alaska, Arizona, California, Colorado, Hawaii, Idaho, Montana, Nevada, New Mexico, Oregon, U.S. Islands and Trust Territories in the West Pacific Ocean, Utah, Washington, and Wyoming in the United States of America; the Province of British Columbia and the Yukon Territory in Canada; Mexico; and individuals residing in other Divisions who elect to be members of the Western Division.

B. All members residing in the above-named States and Provinces are members of the Western Division unless they elect to be a member of another Division by notifying the Executive Director of the Society.

SECTION III. Officers and Representatives.

A. The officers of the Division shall be the President, President-Elect, Vice President, Secretary-Treasurer, and Past President.

B. Representatives for the Division in Society matters shall be the Division Representatives to the Society Governing Board and the Division Representative to the Society Nominating Committee.

C. All candidates must be members in good standing for at least two years immediately preceding their nomination. Also, they must have attended an annual meeting of the Division in one of the preceding three years.

D. The Division President, President-Elect, Vice President, and Past President shall serve for a period of one year, and shall be ineligible for election to the office of Vice President for a period of one year after the expiration of their term. The Secretary-Treasurer shall serve for a period of two years and shall be eligible for re-election for a maximum of two consecutive terms and shall be ineligible for re-election for a period of one year after the expiration of a second term.

E. As defined in the AFS Constitution, the Division representatives to the Society Governing Board will be the President and President-Elect and will serve for a one-year term. In addition, a proxy may be designated should either of these officers be unable to attend a Governing Board meeting providing the Executive Director is notified in writing in advance of the meeting. This proxy may be any Past President or elected officer of the Division not currently a member of the Governing Board or acting as a proxy.

F. The officers and representatives shall assume office at such time as the Society’s officers are installed.

G. If an elected officer cannot complete the term of office, the Executive Committee is authorized to appoint a replacement until an election is held.

SECTION IV. Duties of Elected Officers and Representatives.

A. The President shall

1. Preside at all meetings.

2. Serve as Chair of the Executive Committee.

3. Serve as a member of the Society's Governing Board.

4. Appoint committee chairs and perform other functions as authorized.

5. Present reports of Division activities at the annual meeting of the Division, at meetings of the Society's Governing Board, and at annual meetings of the Society.

6. Automatically become Past President at the conclusion of the term of office.

B. The President-Elect shall

1. Assume the duties of the President if the President is absent or unable to act.

2. Serve as Co-Chair of the Program Committee.

3. Prepare and present a detailed budget for the next fiscal year for review by the Division's Executive Committee and membership approval at the annual meeting.

4. Serve as a member of the Society's Governing Board.

5. Automatically become President at the conclusion of the term of office.

C. The Vice President shall

1. Assume the duties of the President-Elect if the President-Elect is absent, unable to act or assumes the Presidency.

2. Coordinate the activities of the Division standing and technical committees and serve as liaison between the committees and the Executive Committee.

3. Ensure that committee products concerning advocacy and policy follow a review and action pathway through the Policy Review Committee, Environmental Concerns Committee, and/or the Executive Committee in accordance with the Division Advocacy Procedures and these Bylaws.

4. Serve as Chair of the Membership Committee.

5. Serve as a member of the Program Committee.

6. Automatically become President-Elect at the conclusion of the term of office.

D. The Secretary-Treasurer shall

1. Keep the official records of the Division, conduct its correspondence, and collect and be custodian for any fees or assessments authorized by these Bylaws or funds allotted to the Division by the Society.

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

3. Submit a report on receipts and disbursements at the Division's annual meeting.

4. Perform other duties requested by the Society's Executive Director.

5. Submit the minutes of the annual meeting to the Society's Executive Director and the Division Executive Committee within 30 days following the meeting.

E. The Past President shall

1. Serve as Chair of the Division Nominating Committee.

2. Serve as Chair of the Division Awards Committee.

3. Serve on the Policy Review Committee.

F. The Division Representative to the Society Nominating Committee shall

1. Search the Division membership for potential candidates for Society officer and aid in their nomination.

SECTION V. The Division Executive Committee.

A. The Division Executive Committee shall consist of the five elected officers (President, President-Elect, Vice President, Past President, and Secretary-Treasurer) and the President of each Chapter within the Division.

B. It is authorized to act for the Division between meetings and transact necessary business.

C. A quorum for an Executive Committee meeting shall consist of a majority of the elected officers and one-third of the Chapter Presidents. If unable to attend an Executive Committee meeting, a Chapter President may appoint one of the Chapter officers to represent the Chapter, with full voting rights. If such substitution is made, the Division Secretary shall be notified prior to the meeting.

D. The Executive Committee meets in conjunction with the annual Division meeting and approximately midyear between annual meetings. Such meetings are open to Division members.

SECTION VI. Meetings.

A. The Division shall meet at least once a year at a time and place decided at least two years in advance.

B. Special meetings may be called by a two-thirds vote of the Executive Committee, or by the President with the approval of the Executive Committee.

C. When mutually agreeable, the Division may meet jointly with other organizations or with other units of the Society in accordance with the Standing Rules.

SECTION VII. Voting and Quorum.

A. Decisions at a meeting of the Division shall be by a majority of those voting except in the case of amendments to the Bylaws (see Section X), suspension of the Standing Rules which requires a two-thirds majority, or as otherwise specified in the latest edition of Robert’s Rules of Order.

B. A quorum at the annual meeting of the Division for the transaction of official business shall be at least 20 members in good standing.

C. Election of officers and the Division Representative to the Society Nominating Committee shall be by mail ballot or electronic ballot. The procedure for the conduct of the ballot shall be determined by the Executive Committee and executed by the Secretary.

SECTION VIII. Finances.

A. The Executive Committee may levy such special fees as may be necessary to meet any expenses of the Division.

B. A current accounting of all funds shall be kept by the Secretary-Treasurer.

C. An audit of the financial records of the Division shall be made by an Audit Committee immediately prior to the annual meeting.

D. All financial transactions shall be accomplished in a businesslike manner in accordance with a budget approved at the annual meeting.

SECTION IX. Division Standing Committees.

A. Standing Committees, composed of Division members in good standing, shall be organized by the President together with their chairpersons within 30 days after the annual meeting. The activities of these committees are coordinated by the Division Vice President. Standing committees are to assist the President and the Executive Committee in conducting the affairs of the Division. The chair of each standing committee shall report at the annual and midyear Executive Committee meetings and annual membership meeting. In the event a meeting is canceled, committee reports shall be published in the newsletter. The term of duty for members of standing committees shall extend from their appointment to the end of the following annual meeting, unless otherwise specified. Division committees shall work in close coordination with comparable committees of the Society.

B. The Division has established the following Standing Committees:

1. Arrangements Committee. The Chair and at least three members shall be responsible for making all arrangements for the annual meeting, exclusive of program, to include lodging, meals, pre-registration, and registration, publicity and any other needed facilities or equipment.

2. Audit Committee. The Chair and at least two members shall audit the financial records of the Division and report to the Division at the annual meeting.

3. Division Archivist. A committee of one shall be responsible for organizing, maintaining, and storing the Division records.

4. Environmental Concerns Committee. The Chair and at least four members shall be responsible for researching issues referred to the Committee through the Vice President and developing appropriate responses in accordance with the Division advocacy procedures for Executive Committee action.

5. Grants Funding and Investment Committee. The Chair and at least four members shall be responsible for making investment recommendations to the Division Executive Committee, quarterly (minimum) review of the Grants Fund investments, and implementing the funding motion approved at the 2001 business meeting. Periodic review of the Division's grants funding criteria and fund-raising activities may be coordinated under the Grants Funding and Investment Committee through ad hoc committees appointed by the President.

6. Membership Committee. The chair (Vice President) and one member from each State and Province in the Division shall undertake to maintain the current membership and recruit new members from those eligible within the Division boundaries. The Chair will also serve on the Society Membership Committee.

7. Nominating Committee. The Chair (Past President) and at least four members shall recommend a slate of candidates for offices of the Division, and representatives of the Division to serve on the Society Nominating Committee and Governing Board.

8. Policy Review Committee. The Chair and at least four members (including the Past President) shall serve as council to the Executive Committee and provide review concerning internal and external policy and advocacy matters and public responses to those issues generated by the Division. The Chair shall also serve on the Society Resolutions Committee.

9. Program Committee. The President-Elect and a member from the host state or province shall be appointed by the President as co-chairs. They and at least three members shall organize an annual program that will include technical sessions for contributed posters and papers and invited symposia or workshops on topics relating to the field of fisheries.

10. Time and Place Committee. The Chair plus two members shall consider and recommend the time and place of subsequent regular meetings.

SECTION X. Bylaws, Standing Rules and Procedures.

1. The Bylaws are the defining document for the Division and take precedence over all other Standing Rules and procedures of the Division. 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 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 Division receives written notice of their approval by the Governing Board from the Executive Director.

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

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

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

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

3. Procedures are the lowest level of documentation of Division operations. They are generally established to provide continuity in the conduct of Division business. The Procedures may be suspended or amended by a simple majority vote of the Executive Committee.