NMSU Student Chapter of the American Fisheries Society
Subunit bylaws
AMERICAN FISHERIES SOCIETY - WESTERN DIVISION - ARIZONA-NEW MEXICO CHAPTER BYLAWS of the NEW MEXICO STATE UNIVERSITY STUDENT CHAPTER SUB-UNIT
Section 1. NAME AND OBJECTIVES
(a) The name of this organization shall be the New Mexico State University Student Subunit of the Arizona-New Mexico Chapter of the American Fisheries Society, hereinafter referred to as the Subunit, Chapter, and Society, respectively.
(b) The mission of the Subunit is to provide its membership with venues to share information on all aspects inherent to aquatic related subjects, and to serve the surrounding human and animal community in a manner consistent with the highest integrity and ethics.
(c) All activities of this Subunit shall conform to the ratified Bylaws, rules, and procedures of the Subunit. (d) This is a not-for-profit organization. (e) This organization shall comply with all University and campus policies and regulations, and local, state, and federal laws. Section 2. MEMBERSHIP
(a) Any student at New Mexico State University, who is also a member of the American Fisheries Society, is eligible to be an active member and may hold office. The membership of the Subunit shall be composed of dues paying students of New Mexico State University.
(b) Non-students may act as associate members, but may not hold office. Associate membership shall be granted to any interested due paying party or person.
(c) This organization shall not discriminate on the basis of age, color, ethnicity, gender, national origin, disability or handicap, race, religion, sexual orientation, or veteran status. This policy will include, but is not limited to, recruiting, membership, organization activities, or opportunities to hold office.
(d) This organization will not conspire to engage in hazing, participate in hazing, or commit any act that causes or is likely to cause bodily danger, physical harm, or personal degradation or disgrace resulting in physical or mental harm to any fellow student or person attending the institution or any person the Subunit interacts with.
Section 3. MEETINGS
(a) The Subunit shall hold at least 2 general meetings per semester or 1 general meeting and 1 activity open to all members, and 1 business meeting per semester at a time and place designated by the executive committee (EXCOM).
(b) At least 14 days notice shall be given to the membership regarding any general meeting at which business will be conducted. At least 14 days notice shall be given to the EXCOM regarding any business meeting. The Vice President must strive to find convenient meeting times for all EXCOM members.
(c) General meetings are open to all. Business meetings and all other activities are open to members and designated guests.
(d) Robert's Rules of Order shall govern conduct of all meetings of the Subunit except where they conflict or are not consistent with the Subunit Bylaws.
Section 4. OFFICERS
(a) Officers shall be elected at the first meeting to follow the Chapter annual meeting by ballots received by members at least 14 days prior to the aforementioned meeting. Those not choosing to vote at the meeting may mail, e-mail, or FAX their vote. Officers shall serve for one year in a particular position but will have the option to continue in said position should no candidates come forth by at least the aforementioned meeting. If an office is vacated, the EXCOM shall appoint a qualified replacement to fill the remainder of the term.
(b) Officers must officially belong to the Society within 30 days following elections or the position will revert back to the next closest candidate. If no such candidate exists the EXCOM will vote on the appropriate action.
(c) If just cause is shown, officers may be removed from duty by a unanimous vote of the entire EXCOM (excluding the proposed officer) and approval by the Chapter President.
Section 5. DUTIES OF OFFICERS
(a) President: 1. Oversees all aspects of Subunit operations.
Provides direction to other EXCOM officers.
Presides over all Subunit meetings.
Chairs the EXCOM.
Calls meetings to order and adheres to agreed time schedule.
Introduces executive officers and guests.
Creates special committees as needed.
Maintains communication with the Chapter.
Serves as editor in chief.
Chairs activity and speaker committees and appoints members.
Seeks advice and assistance as necessary, especially from the faculty advisor and parent Chapter.
(b) Vice President:
Assists the President with duties.
Assumes the duties of the President when the officer is temporarily or permanently unable to act.
Confirms ballot tally.
Maintains communication with the University and adheres to University policy.
Schedules and organizes general and business meetings.
Organizes annual elections.
(c) Secretary:
Legibly records transactions and activities of all meetings and events.
Stores records in a safe and organized manner.
Keeps the names, e-mail addresses, and phone numbers of all members of the Subunit.
Prepares correspondence as requested by officers of the Subunit.
Maintains letterhead and other supplies as necessary for Subunit functions.
Keeps a copy of the Subunit Bylaws on hand.
Originates, distributes, collects, and tallies ballots.
(d) Treasurer:
Attends to and records all the Subunit’s financial business.
Reports the transactions and the status of funds at each meeting to the EXCOM.
Collects and secures all monies associated with the Subunit.
Pays all accounts owed by the Subunit.
Disburses funds as authorized by the EXCOM.
Responsible for securing Subunit dues.
(j) The EXCOM can vote to modify the ‘Duties of Officers’ on a temporary basis to best suit the talents of the EXCOM whenever it so chooses. Should the EXCOM exercise the above option, it may work under the direction of the modified ‘Duties of Officers’ until the membership can vote on the new changes.
(k) Following the election of new officers the ‘Duties of Officers’ will revert back to those listed in the Bylaws.
Section 6. EXECUTIVE COMMITTEE (EXCOM)
(a) The EXCOM of the Subunit and those with voting privileges shall consist of the President, Vice President, Secretary, and Treasurer. The EXCOM is authorized to act on behalf of the Subunit and to perform appropriate duties and functions.
(b) A voting quorum for any EXCOM business meeting shall consist of at least 2 of the 4 EXCOM members and must include the President or Vice President.
(c) Each member of the EXCOM shall have one vote on EXCOM decisions. In the event of a tie, the President’s vote shall be the deciding vote.
Section 7. CHAPTER COMMITTEES
(a) Committees, and Chairpersons of committees, shall be appointed and charged by the President.
Section 8. VOTING AND QUORUM
(a) All decisions at meetings are decided by a simple majority vote, except for bylaw revisions. If a vote is tied the President has the option to ask the Faculty Advisor to decide the outcome of the vote should the President believe it is in the best interest of the Subunit.
(b) A voting quorum at any general meeting for transaction of official business shall be one-third of the Subunit membership on May 1, except when the EXCOM approves a lesser number for a given meeting, if circumstances dictate.
(c) Business and voting may be conducted via electronic media or mail if approved by the EXCOM.
Section 9. DUES AND FEES
(a) The Executive Committee shall establish annual dues subject to approval of the members voting at the annual meeting.
(b) The Executive Committee may assess registration fees for annual meetings.
Section 10. BYLAWS AND RULES
(a) The Bylaws are the defining document for the Subunit and take precedence over all other rules and procedures of the Subunit. These Bylaws cannot be suspended and cannot be changed without prior notice to members.
These Bylaws may be amended only by a two-thirds majority approval of those members voting, provided that notice of the proposed change(s) be given to the membership in writing at least 30 days prior to a meeting.
Bylaws may only be amended while New Mexico State University is in session and not during final examinations.
Following approval by the Subunit membership, bylaws amendments must be submitted to the Chapter President and the Society Constitutional Consultant within 45 days of Subunit approval of the amendment.
Changes to the Subunit Bylaws must be submitted and approved by the Executive Committee of the Chapter before being finalized.
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.
Amendments take effect when the Unit receives written notice of their approval by the Governing Board from the Society Executive Director.
(b) Rules are the next highest level of documentation of Subunit operations. They are generally established to facilitate the conduct of Subunit business. They Rules may be suspended or amended as follows.
The Rules may be suspended during an EXCOM meeting until the next meeting by a majority vote of the EXCOM.
The Rules may be suspended for the duration of a meeting until the next meeting by a majority vote of active members.
The Rules may be amended at a meeting by a majority vote of active members. RULES Rules are established to facilitate the conduct of Society business, and to describe duties and responsibilities of officers and staff. Procedures for amending or suspending Rules are specified in Section X of the Bylaws. Unless otherwise specified in the Bylaws, the following standing rules are established to assist in conducting the business of the Subunit.
(a) Order of business at meetings shall include the following:
Call to order by the President.
Roll call of members and the determination of a quorum.
President's address on the state of the Subunit.
Introduction of guests.
Report of the Secretary.
Reports of the Treasurer.
Budget presentation and adoption.
Reports of Committees.
Unfinished business.
Installation of new officers.
New business.
Adjournment.