Bylaws and Standing Rules

BYLAWS

ARTICLE 1. NAME AND OBJECTIVES

1. The name of this chapter shall be the WESTERN CHAPTER OF THE SOCIETY OF WETLAND SCIENTISTS, hereinafter referred to as the Chapter.  The objectives of the Chapter shall be to encourage communication of wetland issues and research activities among members and interested parties within the boundaries of the Western USA Chapter (California, Nevada, Arizona, Hawaii, and the U.S.-affiliated Pacific islands), and to sponsor meetings and other activities which foster interaction of wetland scientists and managers in the region.  The Chapter shall be governed in all of its operation by the constitution and bylaws of the Society of Wetland Scientists (SWS).

2. The Chapter shall have the power, either directly or indirectly, either alone or in conjunction with others, to do any and all lawful activities for fostering, advancing, or accomplishing Chapter affairs and objectives, and to aid and assist other organizations whose objectives may further foster, advance, or accomplish Chapter objectives.

3. The Chapter shall not have nor exercise any power, nor directly or indirectly engage in any activity, that would cause the SWS to lose its exempt status from Federal income taxation as a corporation as described in Section 501 (c) (3) of the Internal Revenue Code of 1954 and its regulations, as the same now exist or as they may be amended in the future.

ARTICLE 2. MEMBERSHIP

Any member of the SWS who resides within the Chapter’s boundaries is considered an active member of the Chapter.  Herein, a “member in good standing” means a member whose dues are paid.

ARTICLE 3. GOVERNANCE

1. The Chapter shall be governed by an Executive Committee composed of the elected officers, the Past President, and the chairs of all standing committees.  The elected officers of the Chapter shall be a President, a President-elect, a Secretary, a Treasurer, a southern California representative, a northern California representative, a Nevada representative, an Arizona representative, and a representative from Hawaii and the U.S.-affiliated Pacific islands.

2. The President may appoint chairs to all standing committees identified in the Chapter bylaws and standing rules, with concurrence of the Executive Committee.  If a standing committee chair is not an elected officer or the Past President, he/she shall become a full voting member of the Executive Committee.

3. The terms of office shall be one year each for the President, the President-elect, and the Past President, two years for all regional representatives, and three years each for the Secretary and Treasurer.  Upon completion of the President-elect’s one year term, he/she shall automatically assume the office of President.  Upon completion of the President’s one-year term, he/she shall automatically assume the office of Past President.  Terms of office will commence and terminate immediately following the SWS annual meeting, except that the duties of the President in representing the Chapter on the Board of the Society of Wetland Scientists shall be scheduled as described in Article 5.  Elections of officers shall be staggered to assure that the President and the regional representatives are not all elected or replaced during the same year.  Elections will be held in March or April prior to the expiration of officers’ terms.

4. If an officer or Executive Committee member, other than the President, cannot fulfill or complete his/her term of office, the Executive Committee is authorized to appoint a replacement by majority vote of the Executive Committee until the next scheduled election is held.  If the President cannot fulfill or complete his/her term of office, the Past President shall assume the duties of President until the next scheduled election is held; following the election of a succeeding President-elect, the current President-elect shall assume the office of President.  If both the President and the Past President are unable to fulfill or complete their terms of office, the President-elect shall assume the duties of President and shall serve both the remainder of the current President’s term as well as his/her regular term as President.

5. Nominations for office may be made by any  Chapter member in good standing.  Any member in good standing shall be eligible for an elected office.  Officers shall be elected by a majority of votes cast by members in good standing, conducted prior to the annual meeting.  Election shall be by ballot.  Ballots may be submitted via surface mail, electronic mail, or Internet polling, as determined to be fair and appropriate by the Executive Committee.  The Secretary shall certify the voting status of members.   Upon completion of counting the ballots, a majority of the Executive Committee must certify the election for the results to be considered valid.

6. Chapter Executive Committee meetings shall take place when called by the President or when a majority of the Executive Committee members judge that a meeting is needed.  A quorum shall consist of no fewer than three members who are present in person or via telephone or other electronic communications medium in a form that allows interactive discussion of Chapter business.  If a majority of the Executive Committee is not present at a Committee meeting, concurrence on decisions made during the meeting shall be obtained from a majority of the Executive Committee via email, telephone, or other medium.

7. The Executive Committee is authorized to act on behalf of the Chapter and its members during intervals between annual meetings.   No member of the Chapter will represent the Chapter without the prior approval of the Executive Committee, nor represent the SWS without prior approval from the Society’s Board of Directors.

ARTICLE 4. MEETINGS

The Chapter shall hold its annual business meeting at the annual meeting of the SWS, and the members present shall constitute a quorum for transaction of official business. The Chapter may also hold a Chapter meeting within the states or territories described in Article 1, Item 1.  The Chapter may organize other local and/or regional meetings at other times and places as deemed appropriate by the Executive Committee.

ARTICLE 5. REPRESENTATION OF CHAPTER

1. The President shall serve as the Western Chapter representative at meetings of the Board of Directors of the Society of Wetland Scientists.  The President shall represent the Chapter at the following Board meetings: (a) the “New” Board meeting held at the end of the annual SWS meeting in the year the President assumes office, (b) the Midyear Board meeting, and (c) the “Old” Board meeting held at the beginning of annual SWS meeting in the year following the President’s assumption of office.  If the president is not able to attend the Society Board meeting, then the Past President or President-elect, in that order, shall attend in the President’s place.  If none of these people are able to attend, then the President may designate another member of the Executive Committee to attend in the President’s place.  If no Executive Committee members are able to attend the Board of Directors meeting, then a written report of Chapter activities, if required, will be prepared by the President and delivered to the Secretary-General of the SWS.  

2. The President, or any member in good standing, may be authorized by the Executive Committee to speak on behalf of the Chapter, representing Chapter positions on the technical, scientific, and/or management aspects (or interpretation thereof) of wetland-related issues, subject to the provisions identified in the Standing Rules for Adopting Position Statements. All approved statements shall be posted on the Chapter website.

ARTICLE 6. FUNDRAISING AND FEES

All Fundraising events and/or events that require payment of a registration fee shall be approved by the Executive Committee by 2/3 vote. No member shall solicit fees or donations on behalf of the Chapter or SWS without prior approval from the Executive Committee. An accounting of all fundraising and fee-based activities shall be maintained by the Treasurer.

ARTICLE 7. STANDING RULES

The Executive Committee is authorized to adopt and amend Standing Rules for conduct of Chapter business, as necessary, by majority vote.  Standing rules shall include, but not be limited to, matters pertaining to Chapter finances, duties of Chapter officers, provisions for establishing standing committees or special committees, authorization of Chapter publications, and authorization of Chapter position statements.  Standing rules shall be consistent with the SWS Policies and Procedures Manual.

ARTICLE 8. AMENDMENT OF BYLAWS

The Chapter bylaws may be amended by a two-thirds vote of the members in good standing attending any annual business meeting of the Chapter, provided that notice of the proposed amendment has been provided to the members at least 30 days prior to the date of the meeting.

ARTICLE 9. DISSOLUTION OF THE CHAPTER

If the Chapter is dissolved, all Chapter net assets will be returned to the Society Treasurer.

 

STANDING RULES

WESTERN CHAPTER OF THE SOCIETY OF WETLAND SCIENTISTS

Section 1.  Duties of the President.  The President shall preside at the annual business meeting of the Chapter, shall authorize expenditures of Chapter funds as stipulated under the SWS Policy and Procedures Manual, and shall promote the interests of the Chapter in every reasonable way.  The President shall represent the Chapter on the Board of Directors of the SWS and attend the “new” SWS Board meeting held at the end of the annual SWS meeting in the year the President assumes office, the mid-year SWS Board meeting, and the “old” Board meeting held at the beginning of the annual SWS meeting in the year following assuming office.  The President shall appoint standing or special committees as required to promote the interests of the Chapter.  Such committees shall serve until the conclusion of the next annual business meeting of the Chapter and may be reappointed at the discretion of the President.  The President shall oversee Chapter programs and activities and shall solicit a Conference and Program Chair for Chapter conferences.   The President shall serve as spokesperson for the Chapter on issues related to the facts or interpretations of wetland science, as authorized and directed by the Chapter’s Executive Committee.

Section 2.  Duties of the President-elect.  The President-elect shall serve as the “assistant” to the President in the year prior to his/her assumption of the office of President, learning the roles and responsibilities of the President’s office.  The President-elect shall assist the President and shall perform the duties of the President whenever that person is temporarily unable to act.  The President-elect shall take minutes/notes at Chapter meetings and shall provide those notes to the Secretary for dissemination to the Chapter’s membership.  To the extent practical, the President-elect shall attend the “Old,” Midyear, and “New” SWS Board meetings.

Section 3.  Duties of the Past President.   The Past President shall serve as a member of the Executive Committee for the year following his/her term as President.  The Past President shall serve to guide and mentor the President and the Executive Board in the completion of his/her duties, particularly with respect to Chapter relations with the Society and the SWS Board of Directors.  The Past President shall serve as chair of the Nominations Committee.  

Section 4.  Duties of the Secretary.     The Secretary shall maintain and update copies of the Chapter’s bylaws and standing rules, , maintain the Chapter web page (along with the Chair of the Outreach and Communication Committee), and maintain the Chapter membership database.  The Secretary shall organize and oversee Chapter elections in coordination with the Executive Committee.  The Secretary shall maintain records of Chapter activities, including minutes of Chapter meetings.

Section 5.  Duties of the Treasurer.  The Treasurer shall maintain files and records of Chapter business, maintain financial ledgers and accounts of the Chapter, and process requests for payment.  The Treasurer is responsible for coordinating with, and reporting to, the SWS Treasurer on all issues related to Chapter finances.  The Treasurer shall keep the President and President-elect apprised of all issues related to Chapter finances.

Section 6.  Duties of the Regional Representatives (Southern California representative, Northern California representative, Nevada representative, Arizona representative, and Hawaii representative).   Regional Representatives are responsible for coordinating activities and disseminating Chapter and SWS information within their regions, representing the interest of members in their regions on the Executive Committee, and assisting in all other activities and initiatives undertaken by the Executive Committee. 

Regions shall be defined as follows:

1. The Northern California region consists of California from the Oregon border to the crest of the Tehachapi Mountains and/or the Transverse Ranges, eastward and northward to include the eastern escarpment of the Sierra Nevada.
2. The Southern California region consists of California from the Mexican border to the crest of the Tehachapi Mountains and/or the Transverse Ranges, eastward and northward to include Death Valley, the Mojave Desert, Owens Valley, the White Mountains, and Mono Lake.
3. The Nevada and Arizona regions are coterminous with each state’s boundaries.
4. The Hawaii region consists of the State of Hawaii, and the Hawaii representative shall also represent the SWS members in the U.S.-affiliated Pacific islands.

Section 7.  Salaries and Expenses.  Officers or committee-persons of the Chapter shall not receive a salary for Chapter-related activities; neither shall they receive any clerical or other expenses unless approved in advance by the Executive Committee.   The Chapter shall reimburse half (50%) of the President’s and the President-elect’s reasonable out-of-pocket expenses for attending SWS Board meetings that are held within North America.  Chapter reimbursement for attending Board meetings held in other regions shall be determined on a case-by-case basis.  Additional travel expenses (above 50%) for the President and/or President-elect or their designee may be approved by the Executive Committee. 

Section 8.  Website.  The Chapter shall maintain a website as a means of communication with the Chapter membership.   The website will include reports of business from meetings of the SWS, solicitation of nominations for officers, announcements of meetings and elections, technical articles related to wetland science, updates on new federal, state, and local wetland regulations and court cases, position announcements, and other items of interest to members.  The Secretary, in consultation with the President, shall determine the appropriateness of material for inclusion in the Chapter newsletter and website. 

Section 9.  Standing Committees.  Standing committees, composed of members in good standing, shall be appointed by the President and shall assist in conducting the business of the Chapter.   Chairs of standing committees shall be appointed by the President, upon concurrence of the Executive Committee.  All standing committee chairs shall be members of the Executive Committee.  If an appointed chair is not an elected officer, he/she shall automatically become a full voting member of the Executive Committee.  Standing committees shall report at the annual business meeting of the Chapter.  The term of duty for members of Standing Committees shall terminate at the time of the annual business meeting following the appointment, unless otherwise specified.

1. Nominations Committee.  This committee will be chaired by the Past President, and shall be responsible for recommending candidates for elected offices. Nominations for office are to be solicited from the membership through Chapter website or other Chapter communications, as appropriate.
2. Awards Committee.  This committee shall be responsible for evaluating candidates for the ASB student travel awards or other awards, and for communicating the recommendations to the Executive Committee for decision.
3. Outreach and Communication Committee.  This committee shall be responsible for maintaining and increasing membership of the Chapter, fostering communication with members, other professional societies, and public agencies on wetland-related topics.  The chair of the Outreach and Communication committee shall assist in the Secretary in maintaining the Chapter website.
4. Special Issues Committee.   This committee shall be responsible for receiving and reviewing information concerning regional wetland and other issues from pertinent public, local, state, and federal agencies and other appropriate organizations.  Upon recommendation from the Committee, the chairperson or his/her designee shall develop a position statement following the procedures outlined in Section 11 below.   

Section 10.  Special/Ad hoc Committees.  Special committees may be appointed to assist the President and Executive Committee with activities or services that are generally short-term and of a non-recurring nature.  Special Committees will report to the President and to the membership at the annual business meeting.

Section 11.  Position Statements.  Statements expressing the  Chapter’s position on technical, scientific, and/or management aspects (or interpretation thereof) of wetland-related issues shall be developed by the Special Issues Committee, as identified in the Bylaws and these Standing Rules.  The proposed statement shall be consistent with the Constitution, Bylaws, and adopted policies of the SWS and the Bylaws and any adopted policies of the Chapter.  The Chapter’s statements shall be coordinated with the Wetland Concerns Committee of the SWS; the Chapter shall not issue any statement that is inconsistent with a position or statement enunciated by the SWS Wetland Concerns Committee.

The following process shall be followed in developing draft position statements:

1. Any member of the Chapter in good standing may nominate an issue that falls within the purview of the Society and the Chapter for the consideration of the Special Issues Committee.  The nomination shall include a description of the scientific, management, and/or other considerations that supports the nomination.
2. The Special Issues Committee shall consider the nomination and shall determine whether a statement regarding the issue should be issued by the Chapter, weighing the submitted evidence and any other evidence deemed relevant by Committee members.  If the Committee deems the issue to warrant a statement, the Committee shall prepare a draft statement for consideration by the Chapter’s Executive Committee.
3. A description of the issue for which a statement is being considered shall be circulated to the Executive Committee, together with a draft of the actual text of the proposed statement, a minimum of seven days prior to its distribution to the Chapter membership..
4. Upon agreement from the Executive Committee, the draft statement shall be distributed to the chapter membership for a 30-day comment period.  Following review by the membership, the Special Issues Committee shall revise the statement as the Committee deems appropriate.  The “final” statement shall be resubmitted to the Executive Committee for their review and approval.  
5. The statement shall be considered “approved” by the Chapter’s Executive Committee if at least half of the Executive Committee members concur with the proposed statement.  The proposed statement may be modified to address objections or issues raised by the Executive Committee.  If more than half of the members of the Executive Committee decline to concur with the final proposed statement, the statement shall not be made on the Chapter’s behalf.
6. The proposed statement shall be limited to addressing technical or scientific issues (or the interpretation of technical and scientific issues in other contexts) and shall not include opinions regarding regulatory or legal policies as such.
7. Once approved, the final statement shall be posted on the Chapter website.