FROM THE OREGON CHAPTER AFS ADMINISTRATIVE HANDBOOK
REVISED: DECEMBER 2011
A. GENERAL DUTIES OF ALL COMMITTEES
Membership on committees is open to both AFS members and non-members alike; however, only current Oregon Chapter AFS members may serve as committee chairs.
Committees in the Chapter are grouped into two broad categories. Internal Committees are those responsible for the internal relationships of the Chapter and Society and include Arrangements, Awards, Scholarships, Nominating, Resolutions and Bylaws, Student Paper and Poster Awards,
Raffle and Auction, Annual Meeting Volunteers, Historian, and Investments. External Committees address fishery issues external to Chapter operations, usually at the request of the ExCom, and provide relevant research and responses to ExCom for potential use in communication with external entities (legislative bodies, agencies, NGOs, media, etc.).
External Committees include: Education and Outreach, Fish Culture, Freshwater Habitat, Legislative, Marine Habitat and Ecology, and Natural Production.
The terms of office for members of Chapter committees shall end upon the discharge of the duties for which they were appointed, or at the next annual meeting of the Chapter, whichever comes first, except that the chair of the Legislative Committee shall have a 2-year term of office, and
that all Committee Chairs are allowed to serve multiple years with ExCom approval.
- Each committee is authorized to spend up to $30 per year without advance approval of the ExCom. Expenses over $30 but less than $100 shall be approved by the External Director and reported to ExCom, expenses over $100 must be approved by the ExCom before they are incurred.
- Each Committee Chair will be responsible for keeping the respective External or Internal Director, or appropriate ExCom officer, informed of committee activities and will provide him or her with a copy of the minutes of each committee meeting.
- Committee Chairs will recruit members to their respective committees as soon as possible after they take office and so notify their respective Director. Suggested size is 3-10 members.
- Committee records and information will be transmitted to the External Director complete and in good order as soon as a committee chair retires from the position.
B. INTERNAL COMMITTEES ASSIGNED TO INTERNAL DIRECTOR
The Arrangements Committee is chaired by the Internal Director, who is responsible for making all arrangements for the annual meeting exclusive of the annual program. Duties of the Chair and Committee include:
a. Presenting time and place options for the annual meeting for approval by the ExCom.
b. Planning all logistics of the annual meeting such as room setup, audiovisual equipment, breaks, event scheduling, meals, lodging, registration, sales, trade show, and any other needed facilities and equipment.
c. Obtaining prior approval from ExCom before making annual meeting financial commitments.
The Historian shall be recruited and appointed by the Internal Director, and serves for a minimum of 2 years. The Historian may appoint members to assist him or her. Historian duties include:
a. Maintaining records of the Chapter that are not in active use by committees or officers.
b. Submitting to the Internal Director prior to each annual meeting a summary of those records compiled during the past year.
c. Preparing as appropriate a display of archival items for the annual meeting.
d. Maintaining running lists of Chapter officers, committee chairs, and award winners.
e. Providing above lists and other pertinent material to the President for upload to archive section of website.
The Awards Committee is responsible for seeking and nominating worthy candidates for each Chapter professional award: Fishery Worker of the Year, Fishery Team of the Year, Bill Wingfield Memorial Award in Fish Culture, Award of Merit, and Broken Oar Award. The Awards Committee chair shall be recruited and appointed (or reappointed) by the Internal Director by the spring ExCom planning meeting or retreat. Recommendations from the existing committee will be given priority.
a. The Awards Chair establishes a late December deadline for nominations, and solicits nominations in the summer and fall issues of the Piscatorial Press newsletter, via listserve announcements, and appropriate social media. Nominations may also be solicited from state, federal, and tribal fisheries agencies, as well as colleges, universities, and other fishery organizations.
b. The Awards Chair recruits members of the committee. The Awards Committee should consist of the Awards Chair, the Internal Director, a Past-president, and other members as determined by the Awards Chair, to include a broad scope of fishery disciplines and agencies.
c. Nominations will be sent to the Awards Chair and distributed to committee members prior to the selection meeting. The committee should select winners by early January so that winners can be notified prior before the registration deadline for the Annual Meeting so as to not incur late registration fees. Any committee member who nominated a candidate shall abstain from all discussions relating to selection of a winner for that
d. The Awards Chair forwards the names of the winners to the Internal Director and President at least 6 weeks prior to the annual meeting.
e. There is no limit to the number of Merit Awards presented. Fishery Worker and Fishery Team of the Year may be presented to one or more individuals if each is determined by the committee to meet the criteria. Fishery Worker and Fishery Team of the Year may both be presented in any given year. All awards are discretionary and it is not mandatory that any of the awards be presented in any given year.
f. Work done toward meeting the award criteria need not be conducted in Oregon.
g. Nominators of Fishery Worker and Fishery Team of the Year whose nominees are not selected will be given the option of having their nominee judged for an Award of Merit. Nominators whose nominees are not selected will receive notification and comments about strengthening the nomination for future resubmission.
h. The Awards Chair procures appropriate awards in collaboration with the Internal Director and presents them at the annual meeting (Awards Lunch), or delegates someone else to present the awards. Award winners also receive two complimentary banquet tickets.
i. The Awards Committee maintains application materials and criteria to assure fair and impartial selection among candidates, and submits any proposed changes to the ExCom for approval.
j. The Awards Chair distributes appropriate publicity material regarding award winners following the annual meeting to local, regional, and national media, including: the Piscatorial Press, Fisheries (Parent Society of AFS), The Tributary (Western Division), and appropriate local and regional news outlets.
k. The Awards Chair works with the Historian to update the list of winners for submission to the President for posting on the website.
The Scholarship Committee is responsible for soliciting, collecting, and reviewing applications for the Chapter’s student scholarships (community college, B.S. M.S., Ph.D, and Carl Bond). The dollar amount awarded, type, and number of scholarships will be determined each year as part of
the annual work plan and budget approved by ExCom. The goal of these scholarships is to further the objectives of the Chapter by rewarding and promoting the educational and development of future fisheries professionals. Scholarships will be formally awarded at the annual meeting.
Currently winners receive a $2,000 scholarship except that Carl Bond has been $5,000.
a. The Scholarship Committee Chair recruits judges for the committee.
b. The Scholarship Committee maintains application forms, guidelines, criteria, and an objective score sheet for each scholarship to be awarded.
c. The Committee Chair advertises the scholarships in the Piscatorial Press, website, and at Oregon’s community colleges and universities.
d. The Committee Chair coordinates judging of student applications, and with the Committee selects winners in early January. Winners are notified at least 2 weeks prior to the registration deadline for the meeting so as to not incur late registration fees.
e. The Committee Chair works with the Internal Director prior to the annual meeting to prepare awards for the student winners.
f. The Committee Chair presents scholarship awards to student winners at the annual meeting (Awards Lunch) or delegates someone else to present the awards.
C. INTERNAL COMMITTEES ASSIGNED TO OTHER OFFICERS
The Nominating Committee is responsible for selecting and confirming a list of viable and available candidates for ExCom offices to present for election at the annual meeting.
a. Chaired by the Past-president.
b. The Chair will strive to include long-term Chapter members and past officers of the Chapter when appointing committee members.
c. The committee seeks out the best-qualified members for election to the offices of President-Elect, Vice President, Secretary-Treasurer, Internal Director, and External Director.
d. Candidates presented for election to office should be selected in such a manner that:
- No agency, institution, or locale is favored over another in choice of candidates or how the voting arrangements are made.
- Each candidate is made fully aware of the duties, obligations, time required, and commitment to the position.
- Each candidate has the permission of his or her employer, prior to the committee submitting his name for office.
- Assures candidates are Parent Society and Oregon Chapter AFS members.
- Compiles and submits a list of candidates and candidate statements by the winter Piscatorial Press newsletter deadline for publication.
- Oversees development of an appropriate ballot, ballot collection, and counting of ballots during the annual meeting; or appropriate electronic vote if approved by ExCom.
Resolutions and Bylaws Committee
The Resolutions and Bylaws Committee is responsible for the presentation of all resolutions and proposed changes in the Bylaws at the annual meeting. Resolutions will be dealt with through establishment of ad hoc committees. Bylaws will be dealt with annually by the incoming officers.
a. Chaired by Vice President.
b. Establishes a deadline date in mid-November for submitting resolutions.
c. Solicits resolutions by announcement in the summer and fall newsletters.
d. Works with the Parent Society at least 3 months prior to the Oregon Chapter AFS annual meeting to assure proposed amendments to Bylaws meet Parent Society standards.
e. Presents drafts of resolutions and proposed bylaw amendments to ExCom early in the process and recommends whether ExCom should put final versions of resolutions and proposed bylaw amendments before the Chapter members for a vote at the Oregon Chapter Annual Meeting.
f. Assures all ExCom approved resolutions and proposed amendments to the Bylaws are in acceptable format for presentation at the annual meeting.
g. Submits ExCom approved resolutions and proposed Bylaw changes to the Piscatorial Press by the winter newsletter deadline.
h. Insures that all resolutions and proposed amendments to the Bylaws are in conformity with the constitution of the Parent Society, Bylaws of the Chapter, and the Guidelines for Public Statements and Reviews.
i. Following the annual meeting, provides copies of all resolutions and actions taken to the Secretary-Treasurer of the Chapter and to the Resolution Chairs of the Western Division and Parent Society. All amendments to the Bylaws approved by the Chapter need to be sent to the Western Division for approval after which they are sent to the Parent Society’s Constitutional Consultant for presentation to the Governing Board for their review and approval. Only after approval by the Governing Board do they take effect.
Student Paper and Poster Awards Committee
The Student Paper and Poster Awards Committee is responsible for determining the best oral and poster presentation(s) made by student(s) at the annual meeting. Awards will be framed certificates and presented to the winner and first runner-up for the Best Student Technical Paper and Best Student Poster presentations, including co-authors. Awards will be presented at the annual meeting (Banquet).
a. The Vice President recruits and appoints the Student Awards Chair at least 3 months prior to the annual meeting.
b. The committee chair recruits judges, such that three judges independently review and score each student’s presentation.
c. The committee chair develops an objective score sheet for all judges.
d. The Annual Meeting Program Chair (President-elect) works with the Student Awards Chair to have all student poster presentations judged during the first evening of the annual meeting, during the Poster Session Social, and all student oral presentations scheduled and judged by noon prior to the annual meeting banquet.
e. The Committee Chair uses the score sheet to determine winner and first runner-up for best oral and poster presentation.
f. The Committee Chair gets certificates printed and framed prior to the annual meeting banquet.
g. The President presents student awards to student winners and first-runner ups at the annual meeting banquet.
Raffle and Auction Committee
The Raffle and Auction Committee is responsible for organizing the raffle, and the silent and oral auctions held at the Oregon Chapter Annual Meeting and possibly other events. This is one of the Chapter’s major annual fundraisers.
a. The Vice President recruits and appoints the Raffle and Auction Committee Chair(s).
b. The Raffle and Auction Chair(s) coordinates raffle and auction activities with the Vice President, and communicates with the Internal Director/Arrangements Chair about specific on-site needs at the annual meeting such as set-up location, display areas, tables, and easels.
c. Solicits donations for the annual meeting raffle and auction in the summer and fall issues of the Piscatorial Press and includes an announcement on the Chapter website. The Raffle and Auction Chair(s) sends out letters and emails of solicitations to previous donors and new potential donors.
d. Establishes a budget for purchasing items, framing, auctioneer, etc. and secures budget approval by ExCom.
e. Maintains a complete list of items with donor names and addresses, with donor-suggested value of donated items. Receipts and thank-you letters are to be mailed promptly after the annual meeting.
f. Updates raffle and auction donation forms and posts them on the Chapter website.
g. Secures an auctioneer for the oral auction items and determines additional costs including meals or lodging. Provides auctioneer with all necessary information about the auction items to help promote and increase value of the item.
h. Determines number of volunteers needed for raffle and auction set-up, ticket sales, running, and other help, and provides this number to the Annual Meeting Volunteer Coordinator. An itemized summary of the sales and proceeds will be provided to ExCom before the spring planning meeting or retreat.
Annual Meeting Volunteers Committee
The Annual Meeting Volunteers Committee recruits and assigns volunteers from the student subunits and other sources as needed to help conduct the annual meeting.
a. The Vice President recruits and appoints the committee chair and asks the Student Representative of the student subunit(s) if that person will serve on the committee.
b. The Annual Meeting Volunteers Committee Chair coordinates with the Program Committee Chair, Raffle and Auction Committee Chair(s), and Internal Director to determine tasks and numbers of volunteers needed before and during the annual meeting. These include such tasks as helping before the meeting, helping set up, staff, and take down registration and sales tables at the meeting, helping session conveners with AV equipment, light control, and/or time monitoring during technical sessions, helping set up and take down poster boards for the poster session, helping set up and conduct the raffle and auction, and helping conduct the “Spawning Run” (a discretionary event) at the Annual Meeting.
c. Recruits volunteers from the student subunits and Oregon colleges with educational programs related to fisheries or related sciences, such as Oregon State University, University of Oregon, Portland State University, Mt. Hood Community College, and Southern Oregon University, through use of the ORAFS newsletter, visiting student subunit meetings in the fall, and contact with key professors or other staff at these colleges. Writing volunteer recruitment articles for the ORAFS newsletters that will precede the Annual Meeting by 4-6 months is a critical part of recruitment.
d. Maintains a list of volunteers (and a back-up list) according to date of application, determines if person is eligible (will be an enrolled college student in fisheries or related sciences at the time of the Annual Meeting), determines each volunteer’s preferences for assignments, and attempts to assign volunteers their preferred assignments giving priority based on date of application. Assignments during the Annual Meeting should be
approximately 4 hours (may be several assignments totaling 4 hours) and assignments prior to the meeting should be approximately 12 hours (because they will have no assignments to interfere with attendance of any part of the Annual Meeting).
e. Informs volunteers that they must register (clearly selecting the “Student Volunteer” category) and pay registration for attendance at the Annual Meeting by the same deadlines as all registrants or risk being assessed the same late fee as other attendees.
f. Assures that the Internal Director knows how many rooms are needed for volunteers 1-2 months before the Annual Meeting (separate rooms for men and women and with numbers per room within the hotel’s restrictions) and assigns volunteers to the group lodging rooms at the meeting (with student volunteer input) in the last 2 weeks before the annual meeting.
g. Provides the Program Committee Chair a list indicating which volunteer is assigned to each session convener to help with AV equipment, light control, and timekeeping. Provides Raffle and Auction Committee Chair(s) and Internal Director with lists of volunteers assigned to each for specific times and duties.
h. Provides adequate communication with volunteers (mainly through e-mail) so that they know who they report to, when, where, and how long they are expected to serve.
i. Maintains a volunteer sign-in sheet at the Annual Meeting registration desk, and with the help of Student Representative, makes sure students who volunteered arrive for their assigned duties on time and at the right place or finds replacements if a student volunteer does not arrive.
j. Checks with session conveners and others to whom volunteers are assigned to make sure assignments are completed.
k. Makes arrangements for the delivery, setup, and take down of poster boards at the annual meeting, and for the maintenance and storage of the poster boards when not in use.
l. Contacts all volunteers with a “thank-you” note (e-mail is sufficient) in the weeks following the Annual Meeting if they satisfactorily complete their assignment.
The Program Committee is responsible for developing the program and agenda for the annual meeting.
a. Appointed and chaired by the President-Elect. The Program Committee includes ExCom Officers, Technical Session Conveners, and others recruited by the Program Chair.
b. Discusses program theme and technical session topics at the spring ExCom planning session or retreat. Finalizes program theme to be included in the summer newsletter, and solicits additional technical session topics from the membership through the newsletter and other means.
c. Recruits plenary speakers, symposia organizers, technical session conveners, and moderators.
d. Establishes a suitable deadline for submitting abstracts. Submits a call for papers and posters in the summer and fall issues of the Piscatorial Press newsletter, via listserve announcements, and social media outlets.
e. Compiles and edits abstracts, assigns papers to sessions, and submits names and times of student presenters to the Student Paper and Poster Awards Committee Chair.
f. Solicits, receives, and selects abstracts of the posters for the Poster Session. Organizes physical order of posters and communicates this to the Poster Chair or person(s) setting up poster boards.
g. The Chair provides a draft program to the Newsletter Editor by the winter Piscatorial Press newsletter deadline.
h. The Chair prepares a complete program schedule at least one month before the date of the annual meeting for submittal to the printer.
i. Provides conveners with technical session guidelines and audiovisual standards. Coordinates supply of audiovisual equipment with conveners. Coordinates with the Internal Director for additional on-site needs.
Investments Committee (Ad-Hoc)
Starting in 2005, an Investment Committee was formed to develop an investment policy for the Chapter. The goal of the policy is to invest the financial resources of the Chapter to provide future opportunities for the membership, while minimizing the risk to the annual operations of the
Chapter. Future opportunities for funding could include focused grant programs, endowments for long-term scholarship funding, and so on. The Investment Committee shall consist of, at a minimum, the Secretary-Treasurer, President, and Past President. The President will appoint a
Chairperson for the Investment Committee, and may include a Chapter member outside of ExCom, as necessary.
The Investment Committee shall review investments at least quarterly and report findings t0 ExCom. The financial resources of the Chapter will be considered in three tiers. In the first tier, the operating funds for the annual budget cycle shall be maintained in a primary checking account. In the second tier, additional funds equivalent to the annual operating budget shall be invested in fixed income instruments, such as Certificates of Deposit, becoming mature every 3 months. In the third tier, any additional funds over twice the annual operating budget shall be invested in stocks, mutual funds, or other traditionally high-return instruments. Other structures and strategies may be more appropriate based on the current and expected economy and are acceptable providing they are approved by ExCom.
The Investment Committee shall promote diversification by selecting stocks or mutual funds from several asset classes. The Investment Committee will give special consideration to funds and companies whose objectives are consistent with the mission of the Chapter.
D. EXTERNAL COMMITTEES
Committee Chairs may change annually, except for the Legislative Chair who serves a 2 year term. All External Committees can and should provide public testimony in accordance with the Guidelines for Public Statements (see Appendix). All External Committees can and should serve
as technical advisors to various agencies, commissions, councils, and institutions. Committee Chairs submit a written report of committee activities, annual work plan, and budget to the External Director before the spring ExCom planning meeting or retreat. Position papers and comments generated by the External Committees will be submitted (via e-mail) to the External Director, who will forward them to the remainder of ExCom for review and approval. Review by ExCom shall be completed within 7 business days (unless otherwise requested by an ExCom officer) via an email response. Position papers and comments are to be signed only by the President, and shall be made available to all Oregon AFS members by posting them on the Chapter website and announced in the Piscatorial Press newsletter. Position papers should also be distributed to Western Division Executive Committee and the Parent Society.
The Legislative Committee is responsible for informing the Oregon Chapter membership of pending legislation related to fish, fisheries, aquatic environments, the fishery profession, and guiding Chapter activities through the legislative process. A member from each External Committee will be designated at the annual meeting to serve as a liaison on legislative matters with the Legislative Committee. The Legislative Committee:
a. Determines and recommends to the ExCom how to best serve the interests of aquatic ecosystems and the fishery profession through contact with our elected state and national representatives and the Governor of Oregon through his or her Natural Resources Assistant.
b. Monitors legislative activity and informs the ExCom and External Committees about action on specific bills.
c. Develops guidelines for “legislative procedures” to aid Chapter input in the legislative process.
d. Prepares public statements expressing the Chapter’s position regarding proposed legislation and other legislative matters affecting fish and aquatic habitats.
e. Prepares statements and presents testimony expressing Chapter positions on proposed legislation.
f. Works closely with the contract Legislative Liaison (our “eyes and ears” in Salem) and helps the External Director manage that position (if a Liaison is under contract).
f. Submits a written report of committee activities, annual work plan, and budget to the External Director by early to mid-April before the spring ExCom planning meeting or retreat.
Freshwater Habitat Committee
The Freshwater Habitat Committee is responsible for advocating for the protection and restoration of surface and ground waters in Oregon, promoting the advancement of techniques to protect and restore water bodies, documenting problems in Oregon’s waters, and developing
strategies for their solution. Concerns of the Freshwater Habitat Committee include physical habitat and water quality and quantity in estuarine and fresh waters. The Freshwater Habitat Committee:
a. Encourages implementation and improvement of existing regulations and activities that protect the State’s waters.
b. Works to ensure adequate consideration of fishes by public entities whose actions affect Oregon’s waters.
c. Reviews and comments on plans, policies, criteria, and rules affecting aquatic habitats.
d. Promotes public awareness of the importance of healthy aquatic habitats and the hazards of poor habitat conditions.
e. Networks with similar aquatic habitat committees of the Western Division and Parent Society.
f. Conducts periodic habitat workshops at annual meetings.
g. Submits a written report of committee activities, annual work plan, and budget to the External Director by early to mid-April before the spring ExCom planning meeting or retreat. The Freshwater Habitat Committee Chair prepares these materials.
Marine Habitat and Ecology Committee
The Marine Habitat and Ecology Committee is responsible for advocating the protection and restoration of marine environments and their inhabitants in Oregon, promoting the advancement of techniques to protect and restore marine species and habitats, documenting fisheries problems in Oregon’s marine waters, and developing strategies for their solution. Its concerns include, but are not limited to: marine fisheries management, bycatch in commercial and recreational fisheries, population status of marine species and their assessment, climate-related issues, marine reserves, essential fish habitat, ocean aquaculture, and rebuilding marine fish stocks in Oregon’s ocean, bays, and intertidal areas. The Marine Habitat and Ecology Committee:
a. Encourages implementation and improvement of existing regulations and activities that protect Oregon’s natural marine environments and their inhabitants.
b. Works to ensure adequate consideration of fishery resources by public entities whose actions affect Oregon’s marine fisheries.
c. Reviews and comments on plans, policies, criteria, and rules affecting marine species.
d. Promotes public awareness of the importance of functional marine ecosystems and the effects of anthropogenic impacts.
e. Acts as a liaison with similar committees of the Western Division and Parent Society.
f. Conducts periodic marine fisheries workshops at annual meetings.
g. Submits a written report of committee activities, annual work plan, and budget to the External Director by early to mid-April before the spring ExCom planning meeting or retreat. The Marine Habitat and Ecology Chair prepares these materials.
Education and Outreach Committee
The Information and Education Committee is responsible for distributing information on the Chapter, fisheries, and water resources to members, fisheries professionals, the general public, organizations, and schools. The Education and Outreach Committee:
a. Develops and updates Chapter brochures and related publications as needed or as requested by ExCom.
b. Develops programs and conducts workshops for K-12 educators and students that demonstrate the importance of fisheries in Oregon.
c. Participates in educational opportunities through other organizations and agencies.
d. Organizes training and continuing education programs.
e. Submits a written report of committee activities, annual work plan, and budget to the External Director by early to mid-April before the spring ExCom planning meeting or retreat. The Education and Outreach Committee Chair prepares these materials.
Natural Production Committee
The Natural Production Committee is responsible for advocating conservation of genetic and habitat diversity to protect and restore the natural productive capacities of fishes and aquatic resources in Oregon. The Natural Production Committee:
a. Encourages inventories and descriptions of both historic and present status of genetic and fish habitat diversity.
b. Identifies unique and threatened species and stocks of resident and anadromous fishes, and advocates appropriate conservation and restoration measures.
c. Identifies unique and threatened aquatic environments and habitats, and advocates appropriate conservation measures.
d. Encourages land, water, and fish management practices that conserve or restore genetic and fish habitat diversity.
e. Promotes public awareness of the importance of biological diversity in fishes and the hazards of declining diversity.
f. Submits a written report of committee activities, annual work plan, and budget to the External Director by early to mid-April before the spring ExCom planning meeting or retreat. The Natural Production Committee Chair prepares these materials.
Fish Culture Committee
The Fish Culture Committee is responsible for promoting advancements in fish culture techniques that protect the biodiversity of native fishes, the exchange of ideas among fish culturists, and public knowledge about fish culture in Oregon. The Fish Culture Committee:
a. Promotes the exchange of information on progressive techniques of fish culture through the Piscatorial Press newsletter, and Chapter meetings and workshops.
b. Promotes excellence in fish culture practices through identifying candidates for the Bill Wingfield Memorial Award.
c. Promotes public knowledge about innovative fish culture.
d. Submits a written report of committee activities, annual work plan, and budget to theExternal Director by early to mid-April before the spring ExCom planning meeting or retreat. The Fish Culture Committee Chair prepares these materials.