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NPIC PROCEDURES MANUAL - MARCH 1991

Preface

The North Pacific International Chapter (NPIC) of the American Fisheries Society has grown considerably since it was formed in 1978. It is now the largest local chapter in all of AFS, with membership in excess of 700 from Washington and British Columbia. As the Chapter has grown and diversified so too has the need to formalize its organization, responsibilities and activities. In this first Procedure Manual the Executive Committee sets forth the mission, bylaws, officer duties, standing committee names, issue management procedures, and other activities of the Chapter. It is anticipated that the duties and procedures defined in the manual will continue to evolve just as the Chapter’s scope of activity expands.

Too much formality is dangerous for any volunteer organization, where progress tends to be erratic at best.The success of the Chapter is very much tied to the energy and creativity of its leaders and members, and formalized responsibilities can be constraining.Still, the fisheries profession is faced with many important issues and our ability to respond effectively to society’s need for guidance and technically sound information (sometimes within a short time period) mandates that we be well organized and coordinated. I sincerely hope that this manual will assist all Chapter members in identifying the person or committee who can best serve their needs, and in providing a framework within which they can choose to participate in Chapter activities.

Pete Bisson March, 1990

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Table of Contents

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Mission Statement

The North Pacific International Chapter of the American Fisheries Society, which includes members in Washington and British Columbia, is an organization composed of professional biologists interested in the scientific conservation and enhancement of fish populations and their environment. The mission of the Chapter is to (1) advance the conservation and intelligent management of aquatic resources within a context of sound ecological principles, (2) gather and disseminate information pertaining to aquatic science and fisheries management, and (3) promote the educational and technical aspects of the fisheries profession. In pursuit of our mission, we will strive to equitably represent the views of members, develop opportunities for effective leadership and conservation, and generate the resources necessary to carry out our programs.Return to Top

Bylaws

Section 1 - Name and Objectives

The name of this organization shall be the North Pacific International Chapter of the American Fisheries Society, hereinafter referred to as the Chapter and Society respectively. The objectives of the Chapter shall be those of the Society as set forth in Article 1 of the Constitution, and to encourage the exchange of information by members of the Society residing within the State of Washington, U.S.A., and the Province of British Columbia, Canada.

Section 2 - Membership

The membership of the Chapter shall be composed of those Society members in good standing residing or working in the State of Washington and the Province of British Columbia.

Section 3 - Meetings

The Chapter shall hold at least one meeting annually at a time and place designated by the Executive Committee. The program and presentation of papers shall be the responsibility of the Program Committee.

Section 4 - Officers and Executive Committee

The officers of the Chapter shall consist of a President, Immediate Past-President, President-Elect, Vice President, Secretary-Treasurer, Newsletter Editor and Assistant Newsletter Editor. The Executive Committee of the Chapter shall consist of the officers. The Committee is authorized to act for the Chapter between meetings and to perform appropriate duties.

Section 5 - Election and Terms of Officers

Individuals assuming the positions of Vice President, Secretary-Treasurer and Assistant Newsletter Editor shall be elected either at the Annual Meeting or by mail ballot received by members at least 30 days prior to the Annual Meeting, from candidates nominated by the Executive Committee. Nominations will also be accepted from the floor at the Annual Meeting. The President-Elect shall succeed to President. The Vice-President shall succeed to President-Elect. The Assistant Editor shall succeed to Newsletter Editor. If either the President-Elect, Vice President or Assistant Editor is unable to succeed to the higher executive position, the Executive Committee will nominate a new candidate or candidates for election at the Annual Meeting. The Secretary-Treasurer may hold office for a period longer than one year, but terms of other officer shall be one year and shall coincide with those of Society officers. In case of a vacant position, the Executive Committee shall appoint a replacement to fill an unexpired term. In the event of cancellation of an Annual Meeting, the officers and members of any committees shall continue to serve until the next scheduled meeting.

Section 6 - Duties of Officers

The President of the Chapter shall preside at all meetings, serve as the Chairman of the Executive Committee, represent the Chapter in the Western Division and the Society, and make appointments and perform other duties and functions as authorized. The President-Elect shall be chairman of the Program Committee and shall assume the duties of the President if the latter is absent or unable to act. The Secretary-Treasurer shall keep the official records of the Chapter, submit minutes of Chapter meetings to the Society’s Executive Director and Western Division Secretary-Treasurer within 30 days after each meeting, and collect and be custodian of registration fees and any other funds allotted to the Chapter. The Secretary-Treasurer shall disburse funds authorized either by the Executive Committee or approved by the membership, and shall submit a record of
receipts and disbursements at the annual Chapter meeting. This officer shall also perform duties requested by the Executive Director of the Society and Secretary-Treasurer of the Society’s Western Division. The Vice President shall maintain contact, as directed, with committees of the Society and the Western Division, coordinate joint efforts in workshops or meetings with other organizations, deal with matters of Chapter membership, and be responsible for resolutions and awards at the Annual Meeting. The Newsletter Editor shall prepare the Chapter Newsletter and exchange information on Chapter activities with other Chapters, the Western Division and the Society’s head office. The Assistant Editor shall assist the Editor with these duties.

Section 7 - Chapter Committees

Except as noted in Section 5 of these Bylaws, the President shall appoint committees and chairpersons of committees as may be necessary for the conduct of Chapter activities. Terms of office for members of Chapter committees shall end upon discharge of the duties for which they were appointed, or will be set by mutual agreement and approval of the Executive Committee.

Section 8 - Voting and Quorum

Decisions at meetings of the Chapter shall be in accordance with the Society Constitution. A Quorum at any meeting for transaction of official business shall be 20 members or 5 percent of Chapter membership, whichever is less.

Section 9 - Registration

The Executive Committee may assess each registrant attending the Annual Meeting of the Chapter a registration fee necessary to cover costs of the meeting and Chapter activities. Collections shall be made by the Secretary-Treasurer.

Section 10 - Dissolution

If the Chapter should be dissolved, all funds and assets will be retained by the Western Division of the Society to be distributed to potential future chapter activities in British Columbia and Washington, or as otherwise agreed to by the last elected executive of the Chapter.

Section 11 - Amendments of the Bylaws

The Bylaws of the Chapter may be amended and approved in accordance with the Society Constitution.

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Duties of the Executive Officers (EXCOM)

President

  1. Oversees all Chapter business, programs, etc.
  2. Attends and presides at all Chapter EXCOM and annual meetings.
  3. Serves as Chairman of the EXCOM.
  4. Determines the time and place of EXCOM meetings.
  5. Prepares agenda for EXCOM meetings.
  6. Prepares newsletters and summaries for EXCOM as needed between meetings.
  7. Prepares Annual Update of Chapter Workplan.
  8. Insures that AFS Diaries are copied and distributed to EXCOM.
  9. Contributes to the Chapter Newsletter and assists in editing.
  10. Coordinates with the Newsletter Editor and Secretary-Treasurer to ensure that Chapter Newsletters are prepared and distributed in a timely fashion and in accordance with the Chapter budget.
  11. Prepares a President’s Message for the Annual Meeting, and the first Chapter Newsletter after taking office.
  12. Represents Chapter at Western Division and Parent Society meetings.
  13. Presides over annual business meeting and appoints a parliamentarian.
  14. Presents recognition plaque to the Immediate Past President at the annual general meeting.
  15. Invites AFS President, AFS Executive Director, and
    Western Division President to the Annual Meeting.
  16. Serves as Chapter Membership Chairman.
  17. Assists the President-Elect in organizing the program of the annual general meeting.

President-Elect

  1. Attends all EXCOM meetings as a voting member.
  2. Assumes President’s duties in the event of President’s absence or inability to act.
  3. Serves as Chairman of the Program Committee for the Annual General Meeting. Assumes all duties and responsibilities for organization and performance of the meeting (with the exception of the business meeting, which is presided over by the President), and reports progress at all stages of planning to the EXCOM. The President-Elect has authority to appoint any committee that he/she deems fit to ensure an annual event of outstanding quality.
  4. Planning for the Annual Meeting includes the following activities and considerations:
    • Time and Place - Alternate meeting sites between B.C. and Washington.
    • Arrangements - If requested by President-Elect, Secretary-Treasurer assists with meeting arrangements. President-Elect may appoint Arrangements Committee as needed to complete meeting arrangements.
    • Program - The meeting theme is suggested by the President-Elect, with final decision by EXCOM. The
      theme, session titles and session chairpersons should be selected by mid-September. The President-Elect may appoint a Program Committee to assist with the program.
    • Student Paper Session - Chairperson(s) for this session to are be appointed by President-Elect. Session generally limited to 5 papers. Cash awards are suggested and voted upon by EXCOM.
    • Printed Program and Abstracts - If requested by President-Elect, Newsletter Editor assists with preparation and production of program. Immediate Past-President provides nominees for elected office and submits their resumes for inclusion in program. President provides business meeting agenda for the program.
    • Funding - Secretary-Treasurer is responsible for raising funds. A committee may be employed to assist the Secretary-Treasurer. Funds can be solicited by selling display space, by hosted bars, by raffles, and by any other ingenious methods that are legal.
    • Poster Session - (Optional): Chairperson of Poster Session is appointed by the President-Elect if a
      poster display is approved by EXCOM.

Immediate Past-President

  1. Attends all EXCOM meetings as a voting member.
  2. May enlist any or all members of the EXCOM, or any other Chapter members, as members of this committee. Reports to the EXCOM. Should have slate of candidates for elected office by the end of the calendar year. Submits an approved slate to President-Elect for publication in the Annual Meeting program.
  3. Assists the President and President-Elect as needed at EXCOM meetings, and assists in preparations for the Annual Meeting.
  4. Selects Exemplary Paper Award winner from those presenting papers at the Annual Meeting.

Vice President

  1. Attends all EXCOM meetings as a voting member.
  2. Assembles and coordinates any resolutions by Chapter committees or members, and prepares and forwards drafts to the EXCOM for change or comment.
  3. Prepares final resolutions for publication in newsletter and/or presentation at the Annual Meeting.
  4. Maintains contact with any committees in the parent society or the Western Division that may be considered necessary by the President or the EXCOM, and reports to the EXCOM on activities.
  5. Assists the President-Elect in preparation of the Annual Meeting.
  6. Assumes responsibility for reporting on and coordinating any joint efforts with other organizations in workshops, etc.
  7. Suggests nominees for awards to be presented at the Annual Meeting, including the Haig-Brown, Worthy Coelacanth, Fish Gaffe, Volunteer Organization, Meritorious Service and Student Paper awards.
  8. Orders recognition plaque for the Immediate Past-President from AFS office for presentation at Annual Meeting.
  9. Works with Newsletter Editor to contact or recruit new/delinquent members to encourage continued membership.
  10. Carries out other duties that the President may assign.

Secretary-Treasurer

  1. Attends all EXCOM meetings as a voting member.
  2. Keeps the official financial records of the Chapter. The Chapter financial year runs from September 1 to August 31 following.
  3. Serves as collector and custodian of any allotted or collected funds, registration or sales fees and donations.
  4. Disburses funds as may be authorized and necessary, and maintains a record of receipts and disbursements.
  5. Prepares financial reports for EXCOM meetings, submits a final report at the annual business meeting, and prepares account transfer documents for the incoming Secretary-Treasurer.
  6. Keeps the minutes of all EXCOM meetings and the annual business meeting and distributes same to EXCOM.
  7. Works with or chairs (if appointed by the President-Elect) the Arrangements Committee, is responsible for recruiting any assistance needed for the Annual Meeting, and solicits financial support for the Annual Meeting from sponsors.
  8. Maintains Chapter records for year of office, organizes and forwards historical records to Chapter archivist
    (currently D. Fletcher, Washington Dept. of Wildlife, Olympia, WA).
  9. Performs such duties as may be requested by the Secretary-Treasurers of the Parent Society and the Western Division.
  10. Prepares an annual budget forecast for each financial year, including anticipated receipts, anticipated expenditures, and a balance statement. The budget should include a benchmark balance for the date of September 1 for each year. The budget should be completed and approved by the EXCOM by January (or sooner) of each fiscal year.

Newsletter Editor

  1. Attends all EXCOM meetings as a voting member.
  2. Responsible for publishing the Chapter Newsletter in a timely fashion. Solicits input from other EXCOM members.
  3. Works closely with Program Chairman and President to ensure that all announcements for the Annual Meeting have been sent to:
    • AFS Headquarters six months in advance of the AGM, with a specific request to publish the announcement in FISHERIES.
    • Western Division four months in advance of the AGM, with a specific request to public the announcement in THE TRIBUTARY.
  4. Works with the President to ensure that a synopsis of the Annual Meeting, slate of newly-elected officers, and
    selected photographs are sent to AFS Headquarters no later than one month after the AGM with a specific request for publication in FISHERIES.
  5. Works with EXCOM to ensure that the forthcoming Annual Meeting is well publicized in the Chapter Newsletter.
  6. Works with Program Chairman and Secretary-Treasurer on other aspects of the Annual Meeting as needed.
  7. Sends out final information bulletins on the Annual Meeting to Newsletter Editors of other Chapters and AFS
    sections, and to:
  8. · Presidents of AFS and the Western Division.
  9. · Executive Director, AFS.

Assistant Newsletter Editor

  1. Attends all EXCOM meetings as a voting member.
  2. Assists the Newsletter Editor with production of the newsletter, by soliciting and editing articles from chapter members residing in the jurisdiction where the Editor does not reside, e.g. obtains articles from British Columbia members in years when Newsletter Editor resides in Washington and vice-versa.
  3. Provides other assistance with the newsletter as may be required by the Editor.

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Standing and Special Committees

Standing Committees are permanent committees established by the EXCOM. These committees perform a variety of tasks deemed essential by the membership. The tasks are typically routine in the sense of being carefully prescribed, but are clearly not routine in their importance to the work of the Chapter. They carry the burden of substantive work conducted for the membership as a whole. Special Committees address topics that do not fall under the responsibilities of Standing Committees. Special Committees are formed when the President or Executive Committee decides that a formalized AFS action or position is needed on some issue. Special Committees are created by the President, with no additional authorization needed. They exist for one year, but may be re-appointed for subsequent years, on a year-by-year basis, by succeeding Presidents.

Responsibilities of Standing and Special Committee Chairs

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

  1. Confer with the President after being appointed to determine the exact charge of the committee and any unusual or specific charge for that year.
  2. Work with the President to develop a list of potential committee members and solicit volunteer members at the
    annual general meeting. Potential members should be contacted to determine their ability and willingness to join the committee.
  3. 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.
  4. 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.
  5. Prepare an annual workplan and a brief summary of committee activities for the Annual Meeting.
  6. Assign specific tasks to specific committee members, with attending time schedules.
  7. 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.
  8. 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 would.
  9. Prohibit any individual 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).
  10. Provide opportunities for committee members to include minority opinions or reports along with the main actions or recommendations of the committee.
  11. 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.
  12. Submit an annual report to the Vice President.
  13. 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.
  14. Write letters to active committee members, thanking them for their participation.

Standing Committee Names

The following NPIC standing committees have been approved by the Executive Committee:

  • Forestry/Fisheries
  • Continuing Education
  • Environmental Affairs
  • Marine Fisheries
  • Student Affairs
  • Aquaculture
  • Indian Fisheries

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Issue Resolution

The Chapter promotes the conservation, development and wise utilization of fishery resources. Organization policies are developed to guide the Executive Committee and members on issues affecting fishery resources, professional ethics, and the environment. The membership is diverse in terms of geography, experience, and topics of environmental concern. To properly represent and fully capture the broadest spectrum of knowledge, interest, and concern in environmental issues, it is important to involve every member to the extent possible.

It is desirable to obtain full, careful, and continuing consideration of environmental issues by all members. The members should identify and elevate issues to higher levels within the chapter for debate, screening, and possible development of formal policy statements. A protocol is provided for member involvement, to better enable the Chapter to identify issue worthy of policy guidance, and to identify informed members with specific capabilities to help the Chapter prepare scientifically defensible, objective, and technically accurate positions on specific issues.

Issues relating to fishery resources, professional ethics, and the environment should be deemed of sufficient importance and scope as to warrant the development of a formal policy to provide political, social, and/or technical guidance to the staff and membership of the chapter. Each issue, accompanied by a brief justification of need, and the names and addresses of members possessing the interest and knowledge to assist in the preparation of a policy statement should be forwarded to the Chapter President. Issues and support documentation are solicited at any juncture during the year. The President and EXCOM will evaluate the submitted materials and, if it is deemed necessary to judge the potential utility and value of specifically proposed policies, he or she will seek further justification including a study report from the sponsoring member or committee. The ultimate decision of the EXCOM relative to accepting, modifying, or rejecting suggested issue topics for development as formal policy statements will be forwarded to the sponsoring member or committee. Responsibilities for statement development (for those suggestions accepted) will proceed as outlined in the “Protocols for Establishing AFS Policy Statements on Issues of Environmental Concerns.”

Procedure for submitting, considering, and implementing resolutions

A resolution is a formal expression of Chapter views. The purpose of a resolution is to call attention to issues of concern and inform members of matters important to the Chapter. Resolutions by themselves do not solve problems; however, they place the NPIC on record as recognizing the need for action by individual members, governmental agencies, appropriate legislative or administrative bodies, or by the Society officers.

Two types of resolutions may be considered. INTERNAL RESOLUTIONS concern the Chapter itself by honoring the achievements of members, recognizing individuals or organizations that have assisted the Chapter in its work, or addressing Society operations. GENERAL RESOLUTIONS place the views of the Chapter on record regarding matters of significance affecting the fisheries resources of the region, North America, or the world.

Resolutions coming from the floor for consideration at the Annual Meeting are discouraged unless they are of an emergency nature. The presiding officer may recognize a resolution coming from the floor provided that it is written in the proper format and copies are available for distribution at the meeting.

Resolutions should undergo thorough and rigorous review in order to protect the credibility of the Chapter. For this reason, a formal review system is recommended. The EXCOM will seek guidance from committees or members having responsibility and expertise in the general subject area with which the resolution is concerned. Resolutions will be examined carefully; the relative merits and demerits will be discussed as well as the methods of implementing resolutions.

Issues not requiring formal resolutions

Not every issue will require a formal policy statement or resolution from the Chapter. Many issues can be handled by members of the Executive Committee or can be referred to one of the standing committees for appropriate action. All requests for supporting or position statements from the Chapter on particular issues should be addressed to the President. The President should notify all members of EXCOM that such a request has been made. The President should then determine, after consulting with the EXCOM, whether immediate action can be taken or whether the matter should become an agenda item at the next EXCOM meeting. Should there be disagreement between the President and the petitioning organization, group, or person, the issue will automatically become an EXCOM agenda item.

The goal of issue resolution is to bring the best possible evidence to bear on a problem, but the process should not be so lengthy and cumbersome that effectiveness and timeliness are sacrificed. The President and EXCOM have a responsibility to balance the seriousness of requests and the need for peer review against the need for efficiency and rapid action. Foresight and careful planning can insure that each issue is given the attention it deserves.

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Membership Database

A computerized listing of Chapter member names, addresses, skills, and interests has been assembled and entered into a Reflex® database. This database is available to all standing committees and members to assist them in locating other members possessing expertise in different technical specialties. Upon request, members can obtain the program and database files on loan and perform their own searches, or they can request a search of the database from:

Donald D. MacDonald
MacDonald Environmental Sciences Ltd.
1877 East 64th Avenue
Vancouver, BC V5P 2M9
CANADA
(604) 324-2447

Members wishing to perform their own searches should contact a Chapter officer to arrange for the loan of the program and documentation. If a search is requested, members should carefully specify search criteria. At present, there is no charge for this service.

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Meetings, Symposia, and Workshops

One of the main functions of the Chapter is sponsorship of technical meetings, symposia and workshops. There are no restrictions on the scope and subject matter of scientific meetings sponsored by the Chapter or one of the standing committees, other than they should deal with some aspect of aquatic resources and their management. Planning and executing a conference for maximum effectiveness is a complex and long-term job. The best advice is to draw upon experience — people who have run meetings before, files from previous meetings — that can contribute to success.”Lead time” is the watchword for planning technical meetings. It is easy to underestimate the advance time needed for arranging a meeting site, organizing a program, committing speakers, arranging financing, publicizing the meeting, printing the program, and publishing the proceedings. The following list is an approximate guide to the sequence of stages in meeting planning:

  • Initial prospectus on meeting
  • Decisions on theme, time, and place
  • Creation of steering committee
  • Preparation of budget
  • Commitment of meeting sponsors
  • Choice and commitment of committee chairpersons and other workers
  • Initial program outline; contact plenary speakers
  • First call for papers
  • Completion of hotel and conference center arrangements
  • Final call for papersDecision on final program; instructions sent to speakers
  • Final advertisement of meeting
  • Program to printer
  • Deadline of manuscript submission, if appropriate
  • Completion of manuscript reviews and revisions

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Student Chapters

The NPIC encourages the formation of student chapters operating within the larger Chapter. Student chapters give students, faculty, and visiting scientists an opportunity to discuss issues of importance within the fisheries profession, as well as a chance to exchange information about current research and employment opportunities.There is no formal procedure for establishing a student chapter. All that is really required is a commitment to sustained involvement and participation in chapter activities. Dedicated faculty sponsors are a key to successful student chapters, but the commitment of the students themselves will ultimately determine student chapter success. The internal organization and meeting schedule of student chapters is left up to the faculty and students.NPIC welcomes student chapter representatives at the Annual Meeting. They will be given time during the business meeting to summarize their activities, and they may organize technical sessions dealing with topics of interest.

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