Motions Before the American Fisheries Society Business Meeting
Wednesday, September 18, 2024
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Item #1: Vote Auditor
Background:
Historically, AFS used paper ballots or simplistic electronic voting (or a combination) for election of officers. This antiquated approach required a separate, independent count and audit of votes to ensure accuracy and transparency. This was the role and purpose of the AFS Audit Committee. For over a decade, AFS has been using electronic voting systems and currently uses a highly reputed independent vote software service Balloteer, developed by Telusys, Inc. This service provides a secure process for electronic voting by requiring all voters to enter the email address associated with their AFS membership and a PIN, which is generated specifically for each election, to access the online ballot. This eliminates the opportunity for inappropriate or multiple voting. It also provides a very simple tally of votes and a spreadsheet of all votes cast. There is no need or opportunity for an independent audit of the process because it is entirely transparent and automated. Due to this process update, it is proposed that the role of the Vote Auditor is no longer needed and should be removed from the AFS Rules and Procedures. Any review of the vote software contractor can be handled by AFS staff, the Management Committee, or the Nominating Committee.
Proposed Motion: That AFS eliminate the Vote Auditor as a standing committee and remove all relevant language from the AFS Rules as provided below and elsewhere as appropriate.
Section 1. Order of Business. Subsection h. Report of the Vote Auditor (with subsequent renumbering)
Section 3. Officers, Staff, and Elections. Subsection B. Nomination and election of officers
- Members will be allowed at least 30 days from the distribution date to return their printed or electronic ballots to the Vote Auditor.
Section 14. Standing Committees
- The Society has established the following standing committees:
- VOTE AUDITOR oversees procedures for electronic voting and officer elections. The Vote Auditor confirms the results of electronic votes (or for mail ballots, counts the election ballots), transmits the results to the President and Executive Director within 30 days of the closing date of the election or vote, and announces the results at the annual Society meeting or through other appropriate means. The Vote Auditor sends electronic results and/or mail ballots to the Executive Director, who shall hold them at least 90 days after the announcement of the results.
Item #2 – Name Change of Diversity and Inclusion Standing Committee
Background: The Diversity and Inclusion Committee was initially a Presidential Special Committee. Based upon the important role of the committee and the need to support the continuation of its work, the committee was established as an AFS Standing Committee in July 2020. The committee has continued to be highly active since that time and has expanded in a number of areas, including working with indigenous communities and others. Along with the recent negative political connotations associated with “Diversity” as well as the expanded committee role, a name change was determined to be important so as to better characterize the roles of the committee and support effectiveness. A larger variety of names were evaluated with the most appropriate choice being “FishCAST – Fisheries Community Advocacy for (and) Sustainability Team.” The description of the committee in the AFS Rules remains the same but new Procedures were adopted by the Governing Board to better reflect the current suite of activities.
Proposed Motion: To change the name of the AFS Standing Committee on Diversity and Inclusion to “FishCAST – Fisheries Community Advocacy for (and) Sustainability Team” by modifying the AFS Rules as provided below.
AFS Rules Section 14.ix
FishCAST – Fisheries Community Advocacy for (and) Sustainability Team DIVERSITY AND INCLUSION COMMITTEE provides oversight for AFS efforts to increase and maintain diversity in membership and the fisheries profession, and to assure that all AFS activities and programs are fully inclusive. Annually assesses AFS initiatives and programs related to diversity and inclusion, and makes recommendations for improvement to the Executive Director, Officers, and Governing Board. The Committee operates in close coordination with the Equal Opportunities Section, and other Sections whenever appropriate.
Item #3 – Removal of Audit Committee and inclusion of duties into the Financial Planning and Procedures Committee
Background: The report of Special Committee to Evaluate Status of AFS Standing Committees (Attached) included a series of recommendations to improve the efficiency of AFS operations. One of these is to merge the roles of two committees, the AFS Audit Committee and the Financial Planning and Procedures Committees. Both committees support this action. The motion to address this in the AFS Procedures and Rules was approved by the Governing Board at its meeting on Saturday, September 14.
Proposed Motion: Move that AFS amend the Rules to remove all language relevant to the Audit Committee, with the text of the Rules changes overseen by the Management Committee.
Rules changes would include the following:
AFS Rules Section 14.b.ii
AUDIT COMMITTEE conducts an audit of Society finances and provides a report to the Executive Director and President concerning the results and any recommendations
AFS Rules Section 14.b
FINANCIAL PLANNING & PROCEDURES COMMITTEE: Reviews AFS financial trends and the annual audit of AFS finances and provides recommendations to the Management Committee with the overall goal of ensuring financial sustainability.
Item #4 – Elimination of the Names of Aquatic Invertebrates Committee (NAIC)
Background: The report of Special Committee to Evaluate Status of AFS Standing Committees (Attached) included a series of recommendations to improve the efficiency of AFS operations. One of these is to eliminate the Names of Invertebrate Committee (NAIC). This committee has been inactive for over a decade and there are not plans to re-establish this committee
Proposed Motion: Move that AFS amend the AFS Rules to remove all language relevant to the Names of Aquatic Invertebrates Committee (NAIC), with the text of the Rules changes overseen by the Management Committee.
Rules Section 14.b.xix
NAMES OF AQUATIC INVERTEBRATES COMMITTEE deals with matters concerning the common and scientific names of aquatic invertebrates, and prepares checklists of names to achieve uniformity and avoid confusion in nomenclature. The Committee coordinates its activities with those of other organizations worldwide. The Chair is custodian of the master checklists.
