AFS Procedures—Standing and Special Committees

Standing and Special Committees

Members of the Western Division of the American Fisheries Society research

Credit: Western Division of the American Fisheries Society

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STANDING AND SPECIAL COMMITTEES

Standing Committees are permanent committees established through the Society Constitution.  These committees perform a variety of tasks deemed essential by the membership.  Committees carry the burden of substantive work conducted for the membership as a whole.

Additional Standing Committees are established through amendments to the Constitution, usually by converting a special committee that has functioned effectively for several years and the charge of which has been deemed worthy of standing-committee status.

The AFS President appoints and charges the chairs and members of all standing committees within 30 days after the annual Society meeting unless otherwise specified.  All appointees must be Active Members, and their terms of duty extend to the end of the next annual meeting if not stipulated otherwise.

Special Committees address topics that do not fall under the responsibilities of Standing Committees.  In the past, the terms “ad hoc” and “sessional”, as well as “special”, have been used by the Society to denote this type of organizational unit.  The term “Special Committee” is now designated in the Constitution as the standard name for any group acting for the Society that is not specifically authorized in the Constitution.

Special Committees are formed when the AFS President or Governing Board decides that a formalized AFS action or position is needed on some issue.  Examples include internal studies of the Society or specific Society functions (e.g., long-range planning), developing issues of national or international importance (e.g., reorganization of federal fisheries agencies), or new initiatives by the Society (e.g., fish photograph library).

Special Committees are established by the AFS President, with no additional authorization needed.  They exist for one year, but may be re-appointed in subsequent years at the discretion of the subsequent AFS President.  Members may include individuals who are not Active Members of the Society, particularly for Special Committees established in partnership with other professional/scientific societies or for issues on which current AFS expertise is limited.

Society Committees and their current chairpersons are listed in the annual AFS Membership Directory and Handbook and on the AFS Web site.

The Coordinator of Unit Services on AFS staff provides support for committees and track membership on the committees.

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Responsibilities of Committee Chairs

In addition to the specific responsibilities for each committee, committee chairs share a number of general responsibilities, as follows:

  1. Ensure that the committee charge is well understood and implemented:
  • Confer with the AFS President after being appointed to determine the exact charge of the committee and any unusual or specific charges for that year. Work must begin quickly because committees generally have one year or less to perform their charges.
  • Confer with the outgoing chair of the committee to determine what tasks remain from the preceding year and to receive documents, supplies, and other materials necessary for committee function.
  • Review the Society Constitution, Rules and Procedures with special emphasis on the sections relevant to your committee.
  1. Committee Appointments:
  • Official appointments are made by the AFS President. The Chair should work with the AFS President to develop a list of potential committee members. Potential members should be contacted to determine their ability and willingness to join the committee. It is the responsibility of the Chair to make expectations and work load requirements clear to potential committee members.
  • Broad representation in committee membership is important so that the committee accurately reflects the Society’s overall viewpoint. Geographic location, professional expertise, and employment sector are primary criteria for committee balancing.
  • There is benefit to maintaining institutional memory and to a fresh perspective on committee responsibilities. The Chair should balance those by recommending a mix of new and returning members.
  • Some committees have very specific limitations on membership and terms of service (e.g., Certification). It is the Chair’s responsibility to ensure that the AFS President is aware of them and makes appointments accordingly.
  1. Committee Leadership:
  • Immediately after appointment of the committee, contact all members to describe the nature of the committee’s work, the specific tasks to be completed and the associated timetables, and to solicit suggestions from members concerning the most efficient and effective way to perform those tasks.
  • Work with committee members to develop goals, time schedules, and responsibilities. Be respectful of the fact that this is volunteer work and allow sufficient time to complete the tasks.
  • Maintain regular contact with committee members. Members rely on the Chair to keep them on schedule, which means that one of the Chair’s main jobs is to keep the members working.
  • When appropriate, encourage members to confer with colleagues, both within and outside AFS, who may be interested in the committee’s charge or have experience with similar issues or activities. Exceptions would be in cases where the committee has agreed to keep interim drafts confidential until a final draft is completed or for confidential issues (e.g., Ballot Tally, Certification, Ethics and Professional Conduct, etc.).
  1. Travel expenses:
  • Committee chairs (and the AFS President) should make it clear when recruiting committee members that travel expenses are not normally covered for AFS committee activities. If for whatever exceptional reason a committee chair decides that he/she must have the participation of a committee member at a certain committee meeting, and such participation requires travel funding, the committee chair should submit this request to the AFS President and Executive Director in writing, specifying the estimated amount and justifying the need. If approved in writing by the Executive Director and Officers, on a case by case basis, the recipient will be notified by the committee chair.
  1. Committee decisions and minority opinions:
  • On questions requiring votes, the Chair should vote only to break ties or vote with a sealed ballot before the rest of the committee so the Chair’s vote cannot unduly alter the outcome.
  • In all deliberations, encourage members to express their opinions before expressing the Chair’s. Participate in the process only as much as any other member.
  • Prohibit any individual member from dominating the committee’s viewpoint by actively seeking the opinions of all members (e.g., circulating drafts of one member’s long letter, asking each member to speak on each issue or asking specific questions of each member during conference calls).
  • Provide opportunities for committee members to include minority opinions or reports along with the main actions or recommendations of the committee.
  1. Reports and Record Keeping:
  • Submit midyear and annual reports to the AFS President, on time and in the prescribed format.
  • Maintain complete and orderly files of committee correspondence and action for transmission to the incoming chair where appropriate. This should include memos to the file describing any new procedures or modifications used during the year.
  1.  Institutional Memory and Continuity:
  • Review the Society Constitution, Rules and Procedures near the end of your term as Chair. Do those documents accurately describe Committee roles and operations? Recommend to the AFS President any changes necessary for the efficient operation of the Committee and Society. Make the recommendation in the form of a motion to update the appropriate document(s) so that the Governing Board will consider it at their next meeting.
  • At the end of your term write letters to active committee members, thanking them for their participation.
  • Recommend prospective committee members and chairs for the following year to the President-Elect.

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Responsibilities of Committee Members

In addition to the specific responsibilities for each committee, committee members share a number of general responsibilities, as follows:

  1. Ensure that the committee charge is well understood and implemented:
  • Confer with the Chair after being appointed to determine the exact charge of the committee. It is important that you understand your role and the expectations of the Chair. Don’t agree to serve unless you are willing and able to complete the assignments.
  • Review the Society Constitution, Rules and Procedures with special emphasis on the sections relevant to your committee.
  1. Committee Participation:
  • Respond in a timely manner to all requests from the Chair. Provide suggestions on specific committee assignments as well as the most efficient and effective way to perform those tasks. Participate in the development of goals, time schedules, and responsibilities.
  • When appropriate, confer with colleagues, both within and outside AFS, who may be interested in the committee’s charge or have experience with similar issues or activities. Exceptions would be in cases where the committee has agreed to keep interim drafts confidential until a final draft is completed or for confidential issues (e.g., Ballot Tally, Certification, Ethics and Professional Conduct, etc.).
  • Express your opinions openly, considering the interests of the Society and entire membership before your personal interests.
  • Listen to, and carefully consider, the viewpoints of other committee members. Do not dominate committee information exchanges whether personal, telephone, electronic or written.
  • Review the Society Constitution, Rules and Procedures near the end of each year. Do those documents accurately describe Committee roles and operations? Recommend to the chair any changes necessary for the efficient operation of the Committee and Society.

 

  1. Travel expenses:
  • Be aware that travel expenses are not normally covered for AFS committee activities. If for whatever exceptional reason a committee member and chair believe that travel funding should be provided, the committee chair should submit this request to the AFS President and Executive Director in writing, specifying the estimated amount and justifying the need. If approved in writing by the Executive Director and Officers, on a case by case basis, the recipient will be notified by the committee chair.

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Purposes, Composition, and Duties of Standing Committees

For each of the Standing Committees the following sections will be included. The intent is to provide a complete, clear and concise documentation of why the Committee exists, who should be on the Committee, what the Committee does and, when available, how they should do it. The idea is to enhance efficiency and consistency by providing clear guidance to future Committees.

Purpose:

This will include the committee description directly from the Constitution. If the Constitution is changed this section should be changed similarly. It is acceptable to add additional detail regarding purpose so long as it is consistent with the Constitution. Care should be taken not to mix duties or operational details into this section.

Composition:

Some Standing Committees have very specific requirements for membership such as the Board of Professional Certification or Board of Appeals. Most are less specific. In all cases care should be taken to obtain broad representation in committee membership. This is important so that, to the extent possible, committee perspectives reflect that of the Society. Geographic location, professional expertise, and employment sector are primary criteria for committee balancing.

Duties:

This should be a list of the specific duties for each committee. Please list chronologically if applicable.

Operational Guidelines:

These are not relevant to every committee but some have rather specific rules for operation. These are distinguished from duties in that duties are “what you do” and operational guidelines are “how you do it”. This distinction is not always clear but can be helpful at times.

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Arrangements Committee

Purpose:

Makes the arrangements for all aspects of the annual Society meeting. This includes coordinating budget and finance, collaborating with the AFS central office on registration and other administrative aspects of the meeting, collecting fees, planning accommodations and social functions, organizing venues for oral and poster presentations, fundraising, coordinating student affairs, and generating publicity for the meeting.

Composition:

The chair is selected at least two years prior to the meeting. A suitable candidate is ideally identified at the time the group bidding for the annual meeting makes their presentation to the AFS Time and Place Committee for consideration. This appointment is made by the current AFS President, but in consultation with the Officer who will preside over the meeting being arranged. For example, the 2nd Vice President will be AFS President in 3 years so he or she selects the person to Chair arrangements at “their” meeting. The Chair is generally a member of the local chapter or organization hosting the Annual meeting. This person then serves as a member of the Committee until the year they serve as Chair.

The Chair coordinates and administers all aspects of the Annual Meeting.   The Committee normally has many subcommittees composed of the host jurisdiction’s professionals.

Duties:

The Chair also serves as General Chair for the Annual Meeting (Article IX, 2. A). In this capacity the Chair provides coordination and oversight for the other meeting committees. If disagreements arise the Chair will make the final decision in consultation with the AFS President.

Performs activities as described in the “Guidelines for Hosts of Annual Meetings” which is available from AFS Headquarters.

 

Operational Guidelines:

None specified at this time.

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Audit Committee

Purpose:

Conducts a review of the Society finances to address Congressional concerns regarding nonprofit organizations where the Executive Director is also the financial officer. Provides recommendations to the Executive Director and AFS President concerning Society financial affairs. (Article IX.1.B.)

Composition:

At least three AFS members including two Co-Chairs.

Duties:

  • Review the financial picture and practices of the Society at the end of each year before an outside contracted firm conducts the formal audit.
  • Work with Society financial staff to provide feedback to the Executive Director on financial issues.
  • Review the audit report provided by the contracted audit firm prior to the Midyear Governing Board meeting.
  • Present conclusions in a report to the Governing Board at the AFS Annual Meeting.

Governing Board meeting.

  • Present conclusions in a report to the Governing Board at the AFS Annual Meeting.

Operational Guidelines:

  • None. Additional guidelines are described in the Procedures Manual section on “Program Planning and Financial Planning.”

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Awards Committee
Purpose:

The Awards Committee oversees subcommittees for various Society-level awards. Each subcommittee has specific composition and duty requirements and, in most cases, selects award recipients.

Composition:

The Awards Committee includes subcommittees for each Society-level award. The overall Chair is the First Vice-President, and the Unit Services Coordinator serves as the Staff contact person.

Duties:

The Chair coordinates the activities of all award subcommittees, ensuring that committee appointments are made and that each committee is active and on track to complete its assignment. Soon after the April 1 nomination deadline, the Chair should solicit names of nominees being considered by each award subcommittee to determine if any individual or entity has been nominated for more than one award. If so, the Chair should alert the affected committees and ask them to coordinate their activities so that the same individual or entity will not be recognized in the same year with multiple Society awards, unless such multiple awards are deemed appropriate.

Duties that are common to all subcommittees are listed here. Other duties, specific to each award, will follow under that subcommittee’s listing in the Society Awards section of the Procedures.

  1. By October of each year, the Chair of each award subcommittee sends his or her contact information to both the Unit Services Coordinator and the Chair of the Awards Committee.
  2. Nominations are due April 1 and are sought in multiple ways:
    1. Each award subcommittee solicits nominees for its respective award.
    2. The Chair of the Awards Committee encourages Units to forward their award winner nominations to the appropriate Society award committee for consideration at this higher level.
    3. The Unit Services Coordinator solicits nominations for all Society awards in the December/January issue of Fisheries; those award notices must be sent to the editor of Fisheries in October. The Unit Services Coordinator also sends at least one reminder notice prior to the April 1 nomination deadline.
  3. The Chair of each award subcommittee informs the Chair of the Awards Committee of progress in recruiting members, award nominations, and any proposed procedural changes.
  4. After the selection of an award recipient, the Chair of each award subcommittee informs the Chair of the Awards Committee, Unit Services Coordinator, Executive Director, President, and awardee (informally). Every effort will be made to notify the awardee as far in advance of the meeting as possible to facilitate travel planning. The Unit Services Coordinator will send a formal letter from the President to notify the awardee, provide logistical information about the meeting, and request necessary information (e.g., photograph and phonetic spelling of name). Awardees are encouraged to share the award announcement with colleagues. Press releases, however, should not be issued until after the annual meeting.
  5. Official announcement of each award occurs at the annual meeting, either at the Plenary Session or at the Business Meeting depending on the award and discretion of the President.
  6. To facilitate presenting the award at the annual meeting, the Chair of each award subcommittee will provide the Unit Service Coordinator with 3-4 one-line bullets summarizing the awardee(s) accomplishments as well as contact information.

Operational Guidelines: None specified at this time.

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Board of Appeals

Purpose:

Considers appeals from fisheries professionals whose applications for original or renewed certification have been denied by the Board of Professional Certification. Only Certified Fisheries Professionals may serve on the board.

Composition:

Society Second Vice-President and each Division President; Chair of Board Professional Certification (nonvoting convener).

All members must be Certified Fisheries Professionals. Non-certified individuals serving in the roles identified above must designate a proxy from their unit, to be appointed by the AFS President.

Duties:

  1. Convener receives appeal request forwarded from the Executive Director.
  1. Convener writes analysis of original decision of the Board of Certification and of the new or expanded materials presented by applicant to counter that original decision and sends copies of this and the original application with all related materials along with a ballot to each Board of Appeals member.
  1. After reviewing the application, all attachments, and the analysis, each Board member sends only the marked ballot to the Executive Director who transmits the resulting decision (a simple majority vote of the five members overturns the original ruling) to applicant.
  1. This is a confidential process; Board members may not show or discuss applications or reveal the reasons for negative decisions to anyone except other Board members, Board of Appeals members, AFS Staff involved with certification, and the applicant.
  1. Certification Board Chair (as Convener) passes on new or ongoing appeals to the incoming Chair.

Operational Guidelines:

The BOARD OF APPEALS considers appeals from fisheries professionals whose application for certification or renewal has been denied by the Board of Professional Certification. The board will consult with the appropriate subcommittees of the Board of Professional Certification as needed. However, if an appeal is based on a denial because of a deficiency in Professional Development Quality Points, and if the application was rejected by the office staff member without examination by the Professional Development Subcommittee, then the Board of Appeals must seek a recommendation from that subcommittee before taking action.

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Board of Professional Certification

Purpose:

Certifies fisheries professionals based on standards and requirements adopted by the Governing Board.

Composition:

The Board of Professional Certification comprises three subcommittees: the Education Subcommittee, the Experience Subcommittee, and the Professional Development Subcommittee. Each subcommittee will consist of five Certified Fisheries Professionals serving staggered three-year terms, one of whom shall be appointed chair.

One of the subcommittee chairs will be appointed Chair of the Board of Professional Certification. The Chair is responsible for coordination of Board activities.

The Education Subcommittee must have at least one member from each Division, and all members must be faculty members from colleges and universities at the time of appointment.

The Experience Subcommittee must have at least one member from each Division, and have at least two employees of government agencies at the time of their appointment and one from the private sector at the time of his or her appointment.

The Professional Development Subcommittee must have at least one member from each Division, and have at least one faculty member from a college or university, one employee from a government agency, and one from the private sector. Members must be from those groups at the time of their appointment.

Duties:

This committee approves or rejects applications for professional certification. It is their obligation to be fair and objective and to maintain the integrity of the process. They should also strive to complete reviews in a timely manner.

Each member must become familiar with and knowledgeable about the certification guidelines as published in these procedures and on the website at https://fisheries.org/docs/cert_pcp.pdf.

Operational Guidelines:

The Education Subcommittee approves or denies applications with regard to educational requirements.

The Experience Subcommittee approves or denies applications with regard to professional experience requirements.

The Professional Development Subcommittee will work with the Coordinator of Unit Services to review Professional Development requests (both for certification and renewal).

Applications for Certified Fisheries Professional must be approved by all three subcommittees.

Applications for Associate Fisheries Professional must be approved only by the Education Subcommittee.

Applications to upgrade from Associate Fisheries Professional to Certified Fisheries Professional must be approved by the Experience Subcommittee and the Professional Development Subcommittee provided the Associate Fisheries Professional status has not expired.

Applications for Emeriti status must be approved only by the Coordinator of Unit Services. The Experience Subcommittee should evaluate applications if there are uncertainties or disagreements with applicants.

Applications for Certified Fisheries Professional under the “established fishery professional” category must be approved by the Experience Subcommittee and the Professional Development Subcommittee.

The Board may choose to table applications which are incomplete or require additional clarification. Applicants will be given 90 days to provide additional information in support of their applications as requested by the Board. The application will be denied if such information is not provided.

The Board responds to inquiries from the Board of Appeals as appropriate.

The Coordinator of Unit Services is responsible for overall coordination and distribution of applications to the subcommittees. This includes answering questions and assisting members in the preparation of their application. This also includes initial screening of applications to verify that all information provided by the applicant meets minimum certification requirements. Applications should be rejected which clearly do not meet requirements. The appropriate committees should evaluate applications if there are uncertainties or disagreements with applicants.

This is a confidential process; Board members may not show or discuss applications or reveal the reasons for negative decisions to anyone except other Board members, Board of Appeals members, AFS Staff involved with certification, and the applicant.

Each round of certification reviews consists of 2 votes. The first round is referred to as pre-decision comments. This is where subcommittee members do the most intensive review of the applications. Each subcommittee chair compiles all comments and distributes the results. In cases of a split vote all members should review the application again and submit their final decision. If decisions are unanimous on the first round there is no need for a second evaluation. Three negative or 3 positive votes are required for a final decision on each subcommittee. It is the chair’s responsibility to make a final decision if there is an even split (2 to 2).

The emeriti reviews require no pre-decision comment. Individuals who held the CFP designation for at least twenty (20) years (need not be consecutive) and who are employed less than full time or are retired, may request emeriti status through which they can maintain their CFP status without the renewal requirement.

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Constitutional Consultant

Purpose:

Assists and advises the AFS President on parliamentary procedure at all meetings of the Society, Governing Board, and Management Committee. The Constitutional Consultant reviews all proposed amendments to the Constitution and assists the Executive Director with their presentation to the members prior to a vote. The Constitutional Consultant reviews all proposed amendments to unit bylaws and bylaws of new units for conformity with the Society's Constitution, and presents them to the Governing Board with recommendations for approval.

Composition:

One person. It is best to appoint someone who is familiar with Governing Board operations and willing to serve for at least 3 years. The Constitutional Consultant serves for one year as an Apprentice before being the lead parliamentarian for a minimum term of two years.

Duties:

Most duties are described above in the purpose. The most important task is to assist and advise the AFS President and other members of the Society on parliamentary issues. It is also the responsibility of the Constitutional Consultant to ensure that the Society Procedures are updated to reflect Governing Board actions.

Operational Guidelines:

The Constitutional Consultant serves as a non-voting member of the Governing Board and Management Committee.

The length of service is not specified but generally should be at least 3 years. There should be a one year apprenticeship for the incoming Constitutional Consultant. This allows the person to become familiar with issues and learn about the job. The Constitutional Consultant is expected to be a member of the National Association of Parliamentarians.

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Continuing Education Committee

Purpose:

Assesses the continuing educational and training needs of the fisheries profession and works in close coordination with the Society’s Chapters, Sections, and Divisions to develop a comprehensive continuing education program.

Composition:

Chair plus any number of others, as deemed appropriate by the Chair. Recommended membership includes a representative from each of the AFS Divisions as well as representatives from other societies, as appropriate. The inclusion of a Co-Chair is encouraged to maintain institutional knowledge and to distribute the work load.

Duties:

Committee sets criteria and guidelines to ensure appropriate quality control of all continuing education activities sponsored by AFS. All continuing education activities sponsored at Society-level events must be approved by the Committee. AFS Units may request assistance from the Committee for activities conducted at other venues, which will provide guidance as appropriate. Requests for Continuing Education Unit credits for courses are handled by this Committee. Committee develops a slate of courses for the annual meeting. Develops implementing direction and agenda for items related to its charge within the AFS Strategic Plan. Committee helps facilitate communication among AFS units with interests and experience in offering continuing education courses. (See “OPERATIONAL POLICIES AND PROCEDURES”, section titled “PROCEDURE FOR SUBMITTING PROPOSED CONTINUING EDUCATION COURSES”)

Operational Guidelines:

Most activities conducted by the Committee are done electronically, mainly through email correspondence; occasionally through conference calls if necessary and/or to increase the level of coordination and consistency of the Committee. Rarely is a person-to-person meeting necessary for the Committee to conduct its business. In addition, when needed, the Committee can vote on application deadline extensions and other relevant procedural exceptions to ensure that an appropriate suite of quality continuing education courses are available to our membership for the year. All changes will be proposed by the Chair, and voted on by the Committee. Approval for outstanding requests will be granted if approved by consensus. If a course is deemed ineligible for continuing education credits, the Committee will decide whether or not an alternative venue is available for the course (such as proposing a “general workshop” at an AFS annual meeting).

National Education Opportunity Procedures

When applicable, the Continuing Education Committee (CEC) can consider partnerships with extrinsic organizations, such as educational organizations, Universities and University Education Programs, State, Local and Federal Fisheries Education Initiatives. When such an opportunity presents itself, it is then the duty of the Chair(s) to present a summary of the request and/or information and opportunity to the CEC committee for review & approval. If/when the CEC agrees by overwhelming majority to move forward on the consideration of such an opportunity, the Chair(s) will then contact AFS Leadership to present the opportunity, including a concise summary of the opportunities potential benefits to the organization and AFS membership, to develop a plan to move forward on consideration of the partnership with the National AFS Organization (usually through a vote by the Governing Board). Such opportunities for extrinsic partnerships will be handled on a case-by-case basis and will always require: 1) AFS CEC Committee review and approval; and 2) AFS Leadership and Governing Board review and approval, before any formal agreements and sponsorships can be handled. In addition, once approved, it will be the responsibility of the Chair(s) to draft an agreeable MOU with the partnering organization, which will then also need to be review and approved by AFS leadership, before any formal/final agreements and signatures can be rendered.

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Electronic Services Advisory Board

Purpose:

Periodically evaluate AFS electronic membership services to assess effective and efficient functionality, information content, ease of use, timeliness of information, attractiveness, and implementation of new media. Additionally, the Electronic Services Advisory Board (ESAB) will provide for broad-scale representation of member interests in electronic services by facilitating quality control of online data management, media and communications and facilitate technical guidance (e.g., annual workshops on electronic services) for units, sections, chapters and individuals.

Composition:

Includes the AFS President-elect, eight other persons with staggered two-year terms and appointed AFS staff. Each AFS President shall appoint one member each from the Publications Overview Committee, the Meetings Oversight Committee, the Education Section and the Computer Users Section. In addition, each AFS Division President shall appoint a single representative. Two division and one section representative shall serve staggered terms. Each AFS President shall designate a Chair from within this committee other than the AFS President-Elect. All members of this Advisory Board are voting members with the exception of the AFS staff.

Duties:

  1. Provide guidance and strategic direction for the development, use, and maintenance of the AFS member-centric database.
  1. Provide guidance and strategic support for development of an integrated member-centric website as part of the AFS web page.
  1. Continually monitor the AFS Web Site to assess its attractiveness, information content, ease of use, appropriateness of linkages, and timeliness of information. Develop policies and recommendations to provide AFS staff with guidance on the AFS Web Site and other electronic services regarding:
    1. Content;
    2. Technical issues (e.g., quality control of information technology policies and procedures);
    3. Ethical and professional standards (e.g., advertising, accessibility, and copyright issues);
    4. Outsourcing (e.g., using ISPs versus self-hosting, using contractors);
    5. Promotion (e.g., increasing use by membership and general public, increasing search engine hits); and,
    6. Education (e.g., providing technical guidance on websites, listservs, online voting and other electronic services to divisions, sections, chapters and other units).
  1. If the Board deems that immediate substantial changes are needed, these should be transmitted directly to the AFS President. If the Board deems that minor corrections to the web pages are needed, these should be transmitted directly to the Executive Director and appropriate AFS staff for their attention.
  1. Review and advise AFS President and Executive Director on new technological tools that may be available to enhance format and function of electric services of AFS membership.
  1. Provide a summary of assessments to the Governing Board for the midyear and annual meetings, and more frequently to the AFS President if appropriate.
  1. Review the 5-year Plan for the AFS Web site and draft a schedule to implement recommendations outlined in the plan that have not been previously implemented.

Operational Guidelines:

  1. ESAB will meet by conference call at least twice each year at the discretion of the Chair.
  1. The ESAB will have responsibility for organization and implementation of an IT workshop held each year at the AFS Annual Meeting to discuss developments in information technology and AFS electronic member services.

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Endangered Species Committee

Purpose:

Provides leadership for the Society on issues affecting endangered species and their ecosystems. Committee provides technical assistance to all levels of the Society on issues concerning endangered species.

Composition:

Includes the Chair of the American Society of Ichthyologists and Herpetologists (ASIH) Conservation Committee. Members must have specific expertise in one or more endangered taxa.

Duties:

Specific duties and projects are assigned by the AFS President in consultation with the Committee Chair, and usually relate to updating AFS lists of imperiled organisms in certain taxonomic groups for publication in an AFS outlet, or developing new lists if they do not yet exist. Duties also include developing and updating imperiled organism databases to be available on the AFS web site.

Operational Guidelines:

None specified at this time.

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Ethics and Professional Conduct Committee

Purpose:

Responsible for educating members about the Standards of Professional conduct. Authorized body to review any cases regarding ethics forwarded by the AFS President.

Composition:

The chair will be the longest serving member of the committee. A new member shall be appointed by the AFS President each year to serve a five year term, and shall be selected from a broad spectrum of members to include representation from private, public, and academic employment sectors. Ex-officio member is the First Vice-president.

Duties:

The Committee shall determine any procedures for evaluation of professional conduct, with special care to maintain a balanced and fair assessment. The Committee shall maintain confidentiality with respect to all cases and is authorized to review the facts and findings of all prior ethics cases, where such cases may provide precedent or guidance to the Committee in reaching a decision.

Operational Guidelines:

The committee will review documentation, and solicit more as appropriate, regarding allegations of ethics violations. The Committee will inform the accused about the nature of the complaint and the identity of the complainant, unless there is reason to believe that the complainant will be harmed by doing so. Communication with either the complainant or the accused may be necessary to secure required information.

After careful deliberation, the Committee will decide whether an ethics violation has occurred, and the Committee Chair will communicate the decision to the AFS President and the Executive Director. The AFS President will inform both the complainant and the accused regarding the outcome of the Committee decision, but is not required to reveal the name of the complainant to the accused.

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External Affairs Committee

Purpose:

Handles matters that will enhance the visibility of the Society to the media and general public and increase the Society’s interaction with the sport fishing, aquaculture, processor, and distributor segments of the fisheries community. In addition, the committee is to promote activism for aquatic habitat and water quality issues. (Article IX 2. J)

Composition:

At least six persons with staggered three-year terms; one-third of whom are appointed by each new AFS President who designates the Chair from among the Committee.

Duties:

Committee promotes activism for aquatic habitat and water quality issues. Develops implementing direction and agenda for elements within the AFS Strategic Plan related to its charge.

This committee is responsible for administering the Student Writing Award and the Excellence in Public Outreach Award.

Operational Guidelines:

Need process and criteria for the two awards.

It has been suggested that AFS should poll its Units at least once every two years to determine who should be added to or deleted from its media list. This polling function would be an appropriate task for this Committee.

It has been suggested that this Committee could help identify and generate ideas for good stories about fish, fisheries, and AFS member activities by contacting the AFS units, then working with the AFS staff (e.g., Fisheries editor) and the Outdoor Writers Association and other entities to get these “good stories” published in general public media.

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Liaisons
Purpose:

Liaisons enhance communication and cooperation between the Society and allied professional societies, councils, federations and boards.

Composition:

Number as determined by the AFS President, appointed to a one-year term.

Duties:

  1. Serve an important role in representing the mission, activities, policies and concerns of the Society to the boards and members of other organizations.
  2. Establish and maintain communication between the Society and the allied organizations for mutual understanding and cooperation.
  3. Communicate with AFS Officers and Unit leaders (Section presidents and Committee chairs) about relevant activities and commitments of the allied organizations.
  4. Provide a report for the annual meeting about activities that occurred between the Society and the allied organization during their year in service.

Operational Guidelines:

None specified at this time.

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Investment Committee

Purpose:

Reviews Society investments and the performance of the Investment Manager and provides recommendations to the Executive Director and AFS President concerning the Investment Manager with the overall goal of growing capital. (Article IX 1. K)

Composition:

Three AFS members including the Chair.

Duties:

Review the portfolio performance of the Investment Manager twice a year.

Operational Guidelines:

Maintain the portfolio with as diverse composition as possible to take advantage of growth. Additional guidelines are described in these Procedures “OPERATIONAL POLICIES AND PROCEDURES”, section titled “INVESTMENT OBJECTIVES AND GUIDELINES”.

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Meeting Oversight Committee

Purpose:

Provides overall meetings review for the Society to ensure coherent planning and development of Society and Unit meetings. (Article IX 2. L)

Composition:

Seven AFS members including the AFS first vice-president. If review of Topics Oriented Meetings (TOMs) becomes a considerable task, the committee chair may request the AFS president to appoint a TOMs subcommittee of an additional four members.

Duties:

The Committee will provide guidance to AFS on how to improve efforts to attain Society goals (e.g., member services, information transfer and outreach, aquatic stewardship) through Society and Unit meetings. The Committee will formulate broad AFS meeting objectives and procedures to ensure the annual meeting is a meaningful gathering and consider the extent to which AFS should be involved actively in other types of meetings apart from the annual meeting (e.g., TOMs). The Committee will develop ideas regarding meeting-related elements in the overall AFS Strategic Plan and work with the AFS Strategic Planning Committee to incorporate its recommendations into the AFS Strategic Plan. Other duties may be assigned to the Committee by the AFS president as needed.

The Committee will also review and, if warranted, approve Topic Oriented Meetings (TOMs) submitted by AFS divisions, sections, chapters, or individual members. The committee will approve or reject each proposal based on scientific merit, general appeal, and timeliness of the topic. The committee may solicit comments from experts to assist in the review. Once approved, the proposal would be submitted to the AFS Executive Director to determine the extent of AFS financial support for the TOM. The Committee will publicize by email, the AFS web site, articles in Fisheries, etc. the opportunity for AFS members to submit TOMs proposals. In addition, the committee will maintain contact with appropriate committees or individuals in other fisheries societies worldwide and international organizations with fisheries interests to stimulate joint sponsorship of TOMs, particularly at international locations.

Operational Guidelines:

None specified, except that a subcommittee to deal with TOMs may be requested in the future

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Membership Committee

Purpose:

Maintain or increase Society membership and recommend appropriate measures to attract new members and retain existing members. Monitor attitudes of members toward the Society by means of surveys, correspondence, and other avenues of communication. Recommend programs to address membership professional needs and problems.

Composition:

Up to nine members with staggered two-year terms; half of whom are appointed by each new AFS President who designates the Chair from among the Committee. Members will include the AFS First Vice-President, Second Vice-President, President-Elect, and Chairs of Division Membership Committees.

Duties:

  1. Through periodic revision and annual implementation of the Membership Recruitment and Retention Plan, institute activities to retain and increase AFS membership, working with the Governing Board and AFS staff as needed for policy approval and program implementation, respectively.
  1. Consult with previous year’s Committee in order to continue projects in progress and to assess likely new projects.
  1. Coordinate activities with the Membership Coordinator and the Executive Director, especially regarding mailings and notices in Fisheries.
  1. Coordinate activities with Division and other unit Membership Committees to maximize benefits of all membership committee efforts.
  1. Contact Presidents of units and chairs of Society Committees to determine current membership concerns.
  1. Contact the Executive Director and Society officers regularly to determine if new or continuing membership concerns have developed or intensified. Identify appropriate Units or Officers who can address concerns noted by members and ensure necessary contacts are made for follow-up.
  1. Contact related natural resource societies to anticipate emerging membership concerns; design and perform activities to gather data relative to those concerns.
  1. Every 3 to 5 years as deemed necessary by the Executive Director and the Officers, design and perform or oversee surveys that determine the extent and specific nature of identified concerns. Cooperate with other AFS Units in their survey designs to ensure that membership concerns are adequately addressed. Contract surveys with approval of the Executive Director.
  1. Recommend to the Governing Board changes in AFS structure, operation, and programs to improve membership satisfaction.
  1. Develop direction and agenda for AFS Strategic Plan.

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Names of Aquatic Invertebrates Committee

Purpose:

Reviews matters pertaining to the common and scientific names of aquatic invertebrates; prepares checklists of names to achieve uniformity and avoid confusion in nomenclature; coordinates its activities with those of other organizations worldwide. Chair is the custodian of the master checklists.

Composition:

Chair plus any number of others, as deemed appropriate by the Chair, who are specialists in invertebrate taxonomy and nomenclature.

Duties:

  1. Chair maintains master file of common and scientific names of invertebrates.
  1. Prepares and updates AFS publications on common and scientific names of invertebrates.
  1. Monitors the scientific literature to determine needs for changes, clarifications, or systematic revisions of names or naming systems of invertebrates.
  1. Provides advice to AFS members and units regarding invertebrate name problems.
  1. Coordinates activities with similar organizations worldwide and with the Names of Fishes Committee.
  1. Develops implementing direction and agenda for the AFS Strategic Plan.

Operational Guidelines:

None specified at this time.

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Names of Fishes Committee

Purpose:

Reviews matters pertaining to the common and scientific names of fishes; prepares checklists of names to achieve uniformity and avoid confusion in nomenclature; coordinates its activities with those of other ichthyological organizations worldwide. This is a joint committee with the American Society of Ichthyologists and Herpetologists (ASIH). Committee members are jointly appointed by AFS and ASIH. The Chair serves as custodian of the master checklist.

Composition:

Chair and six others who are specialists in systematic ichthyology and fisheries biology and members come from the United States, Canada, and Mexico.

Duties:

  1. Chair maintains file of master lists of common and scientific names of fishes.
  1. Typically, once a decade prepares and updates the AFS publication on common and scientific names of fishes.s.
  1. Monitors the scientific literature to determine need for changes, clarifications, or systematic revisions of names or naming systems of fishes.
  1. Provides advice to AFS staff, members, and units regarding relevant name problems.
  1. Coordinates activities with those of other ichthyological organizations worldwide and with the Names of Aquatic Invertebrates Committee.
  1. Develops implementing direction and agenda for the AFS Strategic Plan.

Operational Guidelines:

The committee meets with its Advisory committee at each annual meeting of the American Society of Ichthyologists and Herpetologists.

In addition, two dedicated committee meetings of several days length are required, about 3 and 1 year before manuscript submission.

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New Initiatives Coordinator

Purpose:

Assists the Governing Board, Officers and the Executive Director with solicitation and selection of strategic projects that enhance member and unit services while advancing the major goals and mission of the AFS.

Composition:

One person appointed from among the Management Committee members by the President in consultation with the Management Committee to serve for a one-year term.

Duties:

The Coordinator considers proposals and may request clarification or merging of two or more initiatives that are similar. The Coordinator prepares a list of proposed initiatives and presents the list, along with accompanying proposals, to the AFS Officers and Executive Director, no less than three weeks prior to the mid-year meeting.

Operational Guidelines:

See the “PROCEDURES FOR IDENTIFYING AND IMPLEMENTING NEW INITIATIVES” for details.

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Nominating Committee

Purpose:

Prepares a slate of candidates for the Society offices of Second Vice-President, First Vice-President, and President-Elect according to procedures approved by the Governing Board. It must name at least two candidates for Second Vice President.

Composition:

Ten members as follows:  Chair, appointed by the AFS President; one person selected by each Division (four in total); four persons elected by the Governing Board at the Annual Meeting; and the Immediate Past-President of the Society.  Each of the four Division Presidents should inform the incoming AFS President of the name of the Division’s selected representative to the Society Nominating Committee prior to the Annual Meeting.  The newly-installed AFS President needs to have those names so they can be eliminated from consideration when the Governing Board selects its four members to the Nominating Committee during the Incoming Governing Board Meeting held following the Annual Business Meeting.

DUTIES:

The Chair of the Nominating Committee shall direct the nomination and voting procedure and tally the votes as outlined in the following steps. In order to comply with the specific and rigid timelines detailed in these procedures, the chair must contact the committee immediately after the AFS Annual Meeting and hold committee members to the timetable.

  1. All ten members of the Committee, including the Chair, may nominate one or two candidates for Second Vice-President. Accordingly, the number of candidates in any given year may be as many as twenty.
  1. Each Committee member shall vote on five of the candidates by assigning five points to the first preference, four points for second choice, etc.--one point for fifth choice. The Chair may vote only if her/his signed ballot is mailed to the AFS President at the same time as ballots are mailed to the other Nominating Committee members.
  1. Votes will be evaluated by the Chair who determines the top two candidates on the basis of the highest point total.
  1. Total point ties for first and second, or second and third positions, go to the candidate with the greatest number of first place votes (5’s). If a tie cannot be resolved by this procedure, then a second vote will be required. In this case only the tied candidates are voted upon. If a tie still remains after the second vote, the AFS President will cast the tie-breaking vote.
  1. Written results of the nomination and vote, including the ballots, shall be forwarded to the Executive Director or the AFS President for audit as soon as the two candidates for Second Vice-President have been determined by vote. The Executive Director and the AFS President shall review the results before they are announced.
  1. The candidate in third place following the vote of the Committee and the candidate in second place after the general membership vote for Second Vice-President, shall automatically be considered as possible nominees by the Nominating Committee for the following year. This last stipulation mandates forwarding the names and biographical information of those individuals to the Unit Services Coordinator at Headquarters for transmission to the Committee Chair for the following year.
  1. This is a confidential process; Committee members may not discuss the individuals on the list or the rankings with anyone other than other Committee members.

Operational Guidelines:

The duties are to be implemented as follows. With the consent of all committee members, all written materials including ballots may be exchanged among committee members electronically.

  1. A biographical sketch (background), some comments on the state of the Society (AFS involvement), and some steps that might be undertaken as AFS President to address major issues (Vision Statement) should be prepared by each candidate and forwarded by November15 to the member of the Committee advancing the candidate’s name for consideration. The statement should be no more than two type-written pages. Each Committee member shall inform his/her candidate(s) that the Committee does not encourage or appreciate receiving any additional vote solicitation contact or information.
  1. Each Committee member should submit the name(s) of his/her candidate(s), the biographical sketches, and comments to the Chair by November 20.
  1. The biographical sketches and comments by nominating committee members for all candidates will be forwarded with a ballot to all members of the Committee by December 1.
  1. Ballots should be returned to the Chair by December 15. The Committee Chair will communicate the results to the President and Executive Director immediately.
  1. The Committee Chair shall notify the first- and second-ranked candidates as soon as he/she has been informed by the AFS President or Executive Director that they have audited the Committee Chair’s tally of the votes and have approved. The Committee Chair shall let the remaining candidates know who placed first, second, and third and will forward the third-ranked candidate’s file to the Unit Services Coordinator at Headquarters for transmission to the next year’s Committee Chair.
  1. When notifying the winning candidates the Chair will request that they update or revise, if they wish, their biographical sketches and vision statements for AFS and send them to the Chair with a photograph by January 5.
  1. The Chair will forward these materials to the editor of Fisheries by an absolute deadline of January 10 so that the nominees will be announced in the February issue of Fisheries. The slate must be announced at least 60 days before election ballots are mailed to the AFS membership. This will allow sufficient time for possible nominations by petition.
  1. Following the election, the Committee Chair will forward the unsuccessful candidate’s file to the Unit Services Coordinator at Headquarters for transmission to the next year’s Committee Chair.

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Past Constitutional Consultant’s Advisory Council

Purpose:

Advises Constitutional Consultant and the Executive Director on matters of parliamentary procedure. Serves as a source of AFS history and practices about past society function and structure. Identifies potential candidates for the Apprentice Constitutional Consultant. (Article IX 2. R). R)

Composition:

All living past AFS Constitutional Consultants. The Immediate Past Constitutional Consultant serves as chair and may assume the duties of the Constitutional Consultant, if that person is absent or unable to act.

Duties:

Provides advice and support to the Constitutional Consultant by researching issues of parliamentary procedure, drafting amendments and guidance documents, providing training, and other supportive functions as requested by the Constitutional Consultant, President, Executive Director, or other AFS leaders.

Operational Guidelines:

None specified at this time.

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Past Presidents’ Advisory Council

Purpose:

Advises the Governing Board and the Executive Director on matters of mutual interest. Serves as a source of AFS history and practices about past society activities. Identifies ways or develops an organizational structure for greater participation for retirees. Identifies candidates for Honorary Membership in the Society. (Article IX 2. R)

Composition:

All living past AFS Presidents. The Immediate Past President serves as chair.

Duties:

Solicits nominations and selects the winners of The President’s Fishery Conservation Award, and the William E. Ricker Resource Conservation Award, and administers the Retired Members Travel Award to the AFS annual meeting.

Operational Guidelines:

See the “SOCIETY AWARDS” section for details on the above mentioned awards.

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Program Committee

Purpose:

Assembles and administers the program for the annual Society meeting. The Chair is selected four years in advance. (See Article III.1.C.iv in Constitution).

Composition:

Chair plus an indefinite number of others as desired by the AFS President and the Chair, appointed to one-year terms. Also there should be three others who have been designated by successive Second Vice-Presidents and who will chair the Committee in succeeding years, thus serving a four-year term. President-Elect is a member.

Duties:

  1. Plans, develops, and administers the technical program
  1. Records all changes and improvements in the procedures and forward to the next year’s Chair and Society Headquarters.
  1. Develops implementing direction and agenda for the AFS Strategic Plan

Operational Guidelines:

None specified at this time

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Publications Award Committee
(See also Awards section of Procedures)

Purpose:

The committee evaluates articles and notes published in the five American Fisheries Society scientific journals for the preceding year to select the best paper published in each journal for respective awards. The five annual awards are as follows:

  1. The Robert L. Kendall Award for the Best Paper in the Transactions of the American Fisheries Society.
  1. The Mercer H. Patriarche Best Paper Award for the North American Journal of Fisheries Management.
  1. The Best Paper in the North American Journal of Aquaculture.
  1. The Best Paper in the Journal of Aquatic Animal Health.
  1. The Best Paper in Marine and Coastal Fisheries: Dynamics, Management, and Ecosystem Science.

Composition:

The committee is composed of five subcommittees, one for each journal and award. Committee membership consists of the Committee Chair, five Subcommittee Chairs, and a minimum of five additional members of each subcommittee. Committee Chair is appointed by the AFS President; Subcommittee Chairs are appointed by the AFS President in consultation with the Committee Chair; and Subcommittee members are appointed by the AFS President in consultation with the Committee Chair and respective Subcommittee Chairs. Committee membership is selected to reflect diversity in demography, geography, and expertise.

Duties:

  1. Committee Chair solicits participation and recommends Subcommittee Chairs to AFS President for appointment. Subcommittee Chairs solicit participation and recommend subcommittee members to the Committee Chair and AFS President for appointment.
  1. Committee Chair provides Subcommittee Chairs with guidance on subcommittee member selection and procedures to evaluate papers. In general, paper evaluation will consist of a two-stage process of review and ranking, with each subcommittee member evaluating all papers published in the applicable volume. The first round of evaluation and subsequent voting is designed to select a subset of finalist papers to be reconsidered as the best paper. The second round of voting will select the best paper from that subset determined in the first round. Procedural details may vary among years, as developed and refined by the Committee Chair with suggestions from Subcommittee Chairs, but should be consistent among subcommittees within a year.
  1. Subcommittee Chairs will provide their subcommittee’s best paper selection to the Committee Chair, who will compile results and forward to the AFS President. Upon approval from the AFS President, the Committee Chair or AFS President will notify award recipients of their honor. Committee members will receive letters of acknowledgment and gratitude from the Subcommittee Chairs, Committee Chair, or the AFS President. Best papers and award recipients should be selected well in advance of 60 days before the Annual Meeting to allow adequate time for award preparation and announcements.

Operational Guidelines:

Criteria for the Best Paper Award for AFS Journals

  1. As a minimum, the paper should satisfy the basic concerns as established in the Guide for Reviewers for Transactions of the American Fisheries Society. Some of those are summarized as follows:
    1. Is the paper understandable, scientifically sound, and technically reliable?
    2. Are the statistical tests, if any, appropriate for the data and correctly applied?
    3. Are the conclusions adequately supported by the data?
    4. Is the contribution sufficiently integrated with existing knowledge?
  1. If the paper reports experimental work, it should indicate that the study had a clear objective or hypothesis that was rigorously tested, and was well planned and methodically executed. Consideration should be given to studies that show creative original design or present new approaches for solving problems associated with fish biology.
  1. If the paper is descriptive in nature (for example, of a disease process or a previously unknown phenomenon), it should cover the subject thoroughly and in a clear, concise, logical manner.
  1. If a review paper, the article should cover the literature completely and objectively, and represent a critical, up-to-date synthesis of the subject.
  1. If there are alternative explanations for results or conclusions presented, those arguments should be adequately addressed in the paper.
  1. The paper should hold the interest of specialists in the particular field as well as being clearly understandable and interesting for a general fisheries audience and other members of the scientific community. In that context, both content and presentation are important considerations.
  1. The length of the paper should be sufficient to reflect the extent of work involved and discuss the results thoroughly, but not be overly repetitive or too long. Length itself should not be a criterion.

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Publications Overview Committee

Purpose:

Provides overall publication and editorial review for the Society to ensure coherent planning and development of Society and unit publication programs.

Composition:

At least nine persons with staggered three-year terms, at least three of whom shall be appointed by each new AFS President who shall also designate the Chair from among the whole Committee; the Publications Manager is a nonvoting member and the President-Elect is a voting member.

Duties:

  1. Monitors publication activities and decisions to ensure conformance with established practices and policies.
  1. Evaluates current and proposed practices and policies; reports evaluation to the Governing Board, Executive Director, and Publications Manager as appropriate.
  2. Interprets editorial and publication policies and practices at the request of AFS members and staff.
  3. Assists the Publications Manager in the administration of the publications functions of the Society.
  1. Anticipates publication and editorial concerns of the profession and Society; performs necessary activities to gather data or opinions as the basis for anticipated changes in publication or editorial functions.
  1. Develops and helps implement a strategic plan for AFS publications.
  1. Develops implementing direction and agenda for the AFS Strategic Plan.

Operational Guidelines:

None specified at this time.

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Raffle Committee

Purpose:

Administers the Society raffle at the Annual Meeting. The proceeds to be divided as follows: 70% to the AFS Skinner Fund, 30% to the local unit hosting the raffle. If no local host then 100% to the Skinner Fund.

Composition:

Committee is composed of members of the local host unit.

Duties:

Solicit prizes, recognize sponsors, organize and coordinate selling of tickets and publicity, conduct raffle at meeting, write thank you letters to sponsors, mail unclaimed prizes.

Operational Guidelines:

None specified at this time.

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Resolutions Committee

Purpose:

The Committee drafts resolutions, screens and edits resolutions submitted to it by officers, members, or units, and presents its slate of resolutions for vote at the Society’s Annual Meeting. The two types of resolutions include internal resolutions, which relate entirely to AFS matters, and external resolutions, which relate to broad national or international issues outside of AFS.

Composition:

Nine members, which include the Chairs of the four Division Resolutions Committees and five others appointed by the AFS President. Chair is appointed by AFS President from among these nine; First Vice-President and the Chair of the Resource Policy are members.

Duties:

  1. Chair solicits resolutions from all units and committee chairs in the fall, urging early submittal to receive proper consideration. Chapter-based resolutions should receive prior Division action before submission to Resolutions Committee; those sent directly without Division acknowledgement or action will be returned to the Division Resolutions Committee.
  1. Internal resolutions may be received at any time and do not require approval by the Governing Board; external resolutions must be received by Chair at least 60 days before the Annual Meeting and much sooner if possible. Adequate time is needed for Committee review. Resolutions submitted less than 30 days prior to the Annual Meeting or at the meeting should be limited to emergency situations.
  2. Committee develops and presents at the annual AFS Business Meeting an internal resolution recognizing the efforts of the Local Arrangements Committee and the Program Committee in hosting and organizing the annual meeting. The Chair communicates with the Unit Services Coordinator at Headquarters to ensure commemorative plaques are available to be presented to the appropriate Arrangements and Program committee chairs.
  1. Chair serves as a member of the Resource Policy Committee to coordinate with that Committee regarding issues identified by both or either Committee.
  1. Committee reviews all external resolutions it receives from AFS subunits to determine whether or not the issue is suitable for a national external resolution as per the AFS Policy Statement on Advocacy. The Committee will decide whether the issue under consideration is most suitably addressed with either a Resource Policy, a Position Statement, a Legislative Briefing Statement or a Resolution. In brief, resolutions are issue statements that are peer-reviewed by committees and approved by members online or at an official Society or subunit meeting. They are less analytical than position statements or legislative briefing statements but must be consistent with them (and with policies).
  1. Resource policies are general statements of principle about resource topics that explain and justify the Society’s perspective or attitude in largely philosophical terms. Resource policies are reviewed and approved by the membership and have a long life span, perhaps 10-20 years.
  1. Position statements are specific stands on specific issues. They are prepared by experts, scientifically documented, and rigorously reviewed. They must be consistent with Society policies, and they are approved by the Society’s Governing Board or a subunit executive committee (depending on their level of applicability).
  1. Legislative briefing statements are specific stands on specific items of legislation. They are developed and approved like position statements, with which they must be consistent.
  1. Committee will only deal with matters deemed appropriate for a resolution. Matters considered best handled by resource policies, position statements and legislative briefing statements will be referred to the President by the Chair.
  1. Committee reviews proposed external resolutions to determine that they meet criteria as described in the “Procedures for Submitting, Considering, and Implementing Resolutions,” established by the Executive Committee in 1983.
  1. Committee votes on all proposed external resolutions to determine which should be recommended for consideration by the AFS membership. The committee then forwards the recommended external resolutions to the Governing Board to determine whether the resolution should be published for review by the membership.
  1. If deemed appropriate by the Committee and Governing Board, external resolutions and all supporting rationale or justification documents will be posted to the AFS website in a secure format (e.g., pdf) and notice of such postings shall be sent to all members by electronic mail. If time permits, a notice will be published in Fisheries, directing members to review the draft resolution on the AFS website. When feasible, members will be given at least 30 days to review and comment on the resolution. Members shall submit comments online and also by email to the Chair.
  1. After the member comment period, the Chair should consolidate all comments and work with the Resolutions Committee to develop a response memo within 30 days. This response memo should identify the Committee’s recommendation on whether the public comments were substantive enough to require major editing and/or withdrawal of the external resolution, or if only minor editing is needed.
  1. The Chair presents the external resolution and response memo to the Governing Board, either electronically or at the Governing Board’s annual business meeting. Within 60 days, the Governing Board will make a decision as to whether to pursue membership vote of the resolution, and if the vote should take place electronically or at the Society Business Meeting. Electronic voting should follow established procedures.
  1. If voting takes place at the Society Business Meeting, the Chair, or a representative, presents resolutions to the membership at the Annual Meeting on each resolution by moving acceptance of the resolution. (Note: Although the Chair presents the resolution, she/he is not obliged to defend or speak in favor of the resolution.)
  1. Approved resolutions are published in Fisheries and posted in a secure format on the AFS website.
  1. Committee recommends direction and agenda for the AFS Strategic Plan to implement approved resolutions as needed.

Operational Guidelines:

See “Procedure for Submitting, Considering, and Implementing Resolutions.”
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Resource Policy Committee

Purpose:

Committee helps the Society evaluate, develop, and maintain fisheries policy by assessing concerns of the membership, advising the AFS President and Executive Director about aquatic resource issues, producing or coordinating proposed resource policy actions for Society approval, and reviewing approved actions to ensure usefulness.

Composition:

Chair, Vice-Chair, and up to about 25 members, appointed for staggered two-year terms. Membership is renewable for additional two terms for a maximum total of six years. No more than 13 members should be replaced during any one calendar year.  At least one member shall be from Canada or Mexico. Each AFS section will be asked to designate one of its members as a delegate to the RPC, thereby providing a liaison from the Committee to AFS expertise in sections. The President-Elect shall be a voting member. The Editor of Fisheries, Executive Director, and Policy Director shall be non-voting members. In alternate years, the incoming Society President appoints the Vice-Chair who shall serve for two years, followed by two years as the Chair. The cycle can be adjusted if the President asks the current Chair to serve an additional two-year term. The Chair shall serve no more than two consecutive two-year terms, but may return as a Committee member or Chair after a hiatus of at least one year. The combination of terms and roles is intended to provide opportunities for broad representation on the Committee, including section delegates and individual members.

Duties:

  1. Guides the process to prepare Society positions according to “Protocol for Establishing American Fisheries Society Policy Positions”
  2. Coordinates with the Executive Director, Policy Director, and other Society representatives to seek scientific analysis on important resource issues resulting in recommendations for guidance, approaches, or positions that AFS can endorse.
  3. Works with AFS staff and other AFS units to determine priorities, appropriate documents or actions, and to identify audiences for AFS to engage about AFS positions on resource issues.
  4. Assesses resource concerns of the membership and determines the need for developing documents or taking other actions..
  5. Coordinates activities with Resolutions Committee Chair, forwarding issues that should be covered by resolutions.
  6. Invites suggestions from all AFS units on issues that could be addressed by AFS policy action.
  7. Recommends direction for the AFS Strategic Plan to make effective use of policy documents and actions.

Operational Guidelines:

See “Procedure for Developing and Advancing Resource Issues” and “Procedures for Developing and Advancing AFS Resource Policy Documents.”

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Time and Place Committee

Purpose:

Generates competitive proposals for the site of the AFS meeting four years hence from which the Governing Board shall choose one site.

Composition:

Nine voting members including the Chair. The incoming AFS President shall designate the Chair from among the whole committee. Six members will have staggered three-year terms, two of whom shall be appointed by each new AFS President. Voting members also include the immediate past General Meeting Chair (Chair of Arrangements Committee) and the current Second Vice-President. The newly-elected incoming Second Vice-President who will be presiding over the meeting for which time and place are being selected participates in committee deliberations, including reviewing the presentations by bidders, and casts a vote only in case of a tie. Voting is conducted by secret ballot.

Duties:

  1. Solicit, with the help of the AFS staff, proposals to host the Annual Meeting from state/provincial agencies, AFS Chapters, or other organizations located within the Division in which the meeting is to be held four years hence.
  1. Provide prospective bidders, through AFS staff, with the guidelines and format for preparing a written bid package and oral presentation to the Committee at the Annual Meeting.
  1. Screen written proposals prior to the Annual Meeting to determine which are acceptable on the basis of specific guidelines established in the bid package.
  1. Chair notifies acceptable bidders to prepare an oral presentation for the Time and Place Committee meeting to be held during the Annual Meeting.
  1. Meet during Annual Meeting to hear oral presentations from prospective bidders. Evaluation of bids is based both on oral and written proposals and a recommendation is prepared for the Incoming Governing Board.
  1. Chair presents options for time and place to the Incoming Governing Board which is the final authority on the site selection.

Operational Guidelines:

None specified at this time.

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Vote Auditor
Purpose:

Verifies voting results and/or counts the election ballots, transmits the results to the AFS President and/or Unit Officer and Executive Director within the designated number of days of the closing date of the vote or election, and announces the results at the annual Society meeting or as appropriate. The Vote Auditor sends electronic results and/or ballots to the Executive Director, who shall hold them at least 90 days after the close of the vote or election.

Composition:

Vote Auditor and Co-Auditor are appointed by the AFS President for staggered two-year terms.

Duties:

  1. Works with the AFS Officers or other unit leaders in the development of fair and equitable voting procedures designed to ensure that each member has an opportunity to vote confidentially and only once.
  1. Participates in the selection of services to provide electronic voting capabilities to the Society. Individual units may be responsible for their own voting services, as appropriate.
  1. May communicate with the service provider to obtain specific information on the process (e.g., adequate provisions for notification, accuracy, secrecy, equity, and qualification of voters).
  1. In the case of Officer elections, works with the Executive Director to ensure that the Ballot is prepared and transmitted to the membership in May, with a 30-day response period that typically closes at the end of June.
  1. Checks with electronic ballot service provider periodically to ensure election is running smoothly. As necessary, the Vote Auditor may count paper ballots received from members who do not have electronic access for voting.
  1. Verifies results within 30 days after the deadline for ballot returns.
  1. Transmits results to AFS President or appropriate Unit Officers and Executive Director immediately after verification or counting of votes.
  1. Protects confidentiality of these processes; results shall not be discussed with anyone other than the AFS President or appropriate Unit Officers and the Executive Director.

Operational Guidelines:

None specified at this time

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Page last updated July 5, 2016