(Revised April, 2008)
CHARTER of the
MINORITIES IN NATURAL RESOURCES COMMITTEE
of the Joint
SOUTHEASTERN SECTION OF THE WILDLIFE SOCIETY AND
SOUTHEASTERN ASSOCIATION OF FISH AND WILDLIFE AGENCIES
ARTICLE 1. NAME, SCOPE, AND AFFILIATION
Section 1. NAME. The name of this organization shall be the Minorities in Natural Resources Committee of the Joint Southeastern Association of the Fish and Wildlife Agencies (SEAFWA) and Southeastern Section of the Wildlife Society, hereinafter referred to as the Committee.
Section 2. SCOPE. This Committee shall have as its scope of organization the study and transfer of information relative to increasing the diversity of candidates available for employment by natural resource agencies, industry, and conservation organizations.
Section 3. AFFILIATION. The Committee shall conform to by-laws, Code of Ethics, goals, objectives, policies and positions adopted by the Southeastern Association of Fish and Wildlife Agencies and the Southeastern Section of the Wildlife Society.
ARTICLE II. GOALS AND OBJECTIVES
Section 1. GOALS. Consistent with the goals of the Southeastern Section of the Wildlife Society and SEAFWA, the Committee’s goals are:
1. Facilitate communication and the exchange of information among members of the Southeastern section of the Wildlife Society and SEAFWA interested in enhancing the roles of minorities in natural resources management.
2. Enhance knowledge of natural resource professionals regarding minorities and their roles in natural resources management.
3. Increase public awareness and appreciation of the values of cultural richness and diversity in natural resources management.
4. Facilitate, assist, and support positive programs, training and recruitment efforts to increase employment of minorities in natural resources career positions.
Section 2. OBJECTIVES. To aid in the achievement of these goals, this Committee proposes to:
1. Provide on-going communication among members of the Southeastern Section of the Wildlife Society and SEAFWA regarding minorities in natural resources management through meetings, symposia, workshops, newsletters, specialty publications, award programs and other means.
2. Promote membership in Southeastern Section of the Wildlife Society and SEAFWA to fish and wildlife professionals interested in increasing employment of minorities in natural resources management careers.
3. Make recommendations to the Southeastern Section of the Wildlife Society and SEAFWA for specific actions to enhance the roles of minorities in natural resources management.
4. Develop draft technical surveys and reviews, position statements, and other materials that will enhance the interest, career goals, and potential employment of minorities in natural resources management positions.
5. Provide information and technical assistance to the Southeastern Section of the Wildlife Society and SEAFWA members regarding cultural diversity and the importance of employing more minorities in natural resources management careers.
6. Provide information and technical assistance to educational institutions, government officials, other organizations, and the general public on cultural diversity, demographics and the opportunities for minorities in natural resources management careers.
7. Explore the opportunities for developing natural resource educational programs targeted to reach and educate young minorities about natural resources and related careers.
8. Explore the opportunity of establishing and maintaining a job-source/position data base or bulletin board.
9. Assist agencies and organizations in the Southeast to develop programs to encourage increased minority involvement in outdoor recreational activities.
ARTICLE III. MEMBERSHIP
Section 1. MEMBER. Membership in the Committee shall be available to any member of the Southeast Section of the Wildlife Society and SEAFWA with an interest in the enhancing the roles of minorities in natural resources.
Section 2. CHARTER MEMBER. Members in good standing on the membership rolls as of
Section 3. DUES. Annual Dues shall be payable by each Committee member to the Committee Treasurer no later than September 30th. Membership runs from October 1st, through September 30th. Annual dues shall be $25.00, ($10.00 for students and retirees). A lifetime membership was established and voted on by the Committee in the amount of $250.00. Members who have not paid their dues shall lose their membership in the Committee. The Committee member’s dues shall be used to defray expenses, maintain membership lists, cover mailing costs, provide mailing labels, arrange for meeting needs, administrative costs, and other needs of the Committee.
Section 4. LIAISON OFFICERS. To facilitate and encourage membership and participation on the Committee by agencies, the Committee will waive the first year’s membership dues for the agency’s first designated Liaison Officer.
ARTICLE IV. ELECTIONS, OFFICERS AND EXECUTIVE BOARD
Section 1. NOMINATIONS. The three member Nominating and Elections Subcommittee shall nominate a slate of two candidates for each of the elective positions, namely: Chair, Chair-elect, Secretary and Treasurer, from the Committee membership.
Clause A. Nominees must consent to becoming a candidate, and must be a member of the Southeastern Section of the Wildlife Society and SEAFWA..
Clause B. The slate of nominees shall be submitted to the membership at least 30 days prior to the election.
Clause C. Additional nominees may be added to the slate prepared by the Nominations and Elections subcommittee upon the signed support of two or more members, provided Clause A is followed.
Clause D. A member shall not be a nominee for more than one elective position at a time and may serve in only one elective position at a time.
Clause E. For elective positions other than the successional positions of Chair-elect, Chair and Past Chair, a member in good standing may be selected to fill an elective position.
Section 2. BALLOTING. Balloting shall occur by mail (or at the annual business meeting or by mail and/or at the annual business meeting). Written ballots shall be received from the members and counted by the Nominating and Elections Subcommittee. For ballot counting purposes, the Committee shall appoint a replacement for any member of the Nominating and Elections Subcommittee who has been nominated for an elective position.
Clause A. Members in arrears shall forfeit their rights to vote during the period of their delinquency.
Clause B. A signed absentee ballot may be submitted to the Nominating and Elections Subcommittee by a member prior to the scheduled time for counting ballots.
Clause C. The candidate receiving the largest number of votes on the written ballot shall be declared elected.
Section 3. OFFICERS. Officers of the Committee shall consist of a Chair, Chair-elect, Secretary, Treasurer, and immediate Past Chair.
Their duties are:
Clause A. CHAIR. The chair shall have general supervisory responsibility for the Executive Board; shall preside at all meetings of the Executive Board and membership; shall appoint, with the advice and consent of the Executive Board, chairs of all subcommittees; and, shall be an ex officio member of all subcommittees, except the Nominating and Elections Subcommittee. The Chair may represent the Committee or appoint alternate representatives to other Committees or Association boards, Committees or meetings, including the Southeastern Section of the Wildlife Society annual business meeting. The Chair shall be responsible for submitting a report of the Committee’s activities to the Southeastern Section of the Wildlife Society and to the SEAFWA. Upon completion of a full term as Chair, the Chair succeeds to the position of immediate Past Chair.
Clause B. CHAIR ELECT. The Chair-elect shall assume the duties of the Chair in the absence of the Chair or upon the inability of the Chair to serve, and shall perform all duties assigned by the Chair. In the event the Chair-elect cannot serve in the Chair’s absence, the Executive Board shall appoint a Chair, pro tempore. Upon completion of a full term as Chair-elect, the Chair-elect succeeds to the position of Chair.
Clause C. PAST CHAIR. The immediate Past Chair shall perform any duties assigned by the Chair.
Clause D. SECRETARY. The Secretary shall be responsible for the files and records of the Committee. The Secretary’s duties shall include recording and issuing the minutes of all meetings, maintaining the Committee’s files and records, and assisting the Chair in compiling and submitting periodic reports of the Committee’s activities.
Clause E. TREASRURER. The Treasurer shall be responsible for the funds of the Committee. Duties shall include the receipt and disbursement of funds; preparing and submitting an annual fiscal-year financial report to the Executive Board and Committee members; and preparing an annual budget for approval by the Executive Board.
Section 4. EXECUTIVE BOARD. The Executive Board shall act as the governing body for the Committee and shall be made up of the above named officers. All elected officials shall be bonded.
Section 5. TERM OF OFFICE. The officers serve for approximately 2 years; are inducted at the Annual meeting: assume office immediately following the Annual Meeting; and unless reelected, terminate their duties at the conclusion of the Annual Meeting, or at such time as their successors are elected and installed.
Section 6. VACANCIES. If the office of the Chair is vacated for any reason, the Chair-elect shall assume the duties of the Chair for the balance of the unexpired term of the Chair. All other vacancies in any unexpired term of an elective officer shall be filled through appointment by the Executive Board, although an appointed Chair-elect shall serve only until the next scheduled Committee election when the membership shall elect the next Chair. All appointees shall conform to the criteria for nominees found in Article IV, Section I, Clause A, D, and E.
ARTICLE V. MEETINGS
Section 1. MEMBERSHIP MEETINGS. Membership meetings shall be held at such times and places as determined and published by the Executive Board.
Clause A. ANNUAL MEETING. The membership meeting held in conjunction with SEAFWA’s and Southeastern Section of the Wildlife Society’s Annual Meeting shall be known as the Annual Meeting of the Committee and shall be for the purposes of electing and/or inducting officers, receiving reports of officers and subcommittees, conducting training or workshops, and for any other business that may arise.
Clause B. DUE NOTICE. Members must be notified at least 30 days prior to meetings.
Clause C. QUORUM. Quorum for meetings shall be ten (10) members in good standing.
Clause D. MEETING RULES. Order of business and parliamentary procedures at meetings shall follow Robert’s Rules of Order, latest revision.
Clause E. CHARTER. The Committee charter shall be available for inspection during every meeting.
Section 2. EXECUTIVE BOARD MEETINGS. The Executive Board meetings shall be held at such times and places as determined and published by the Executive Board.
Clause A. FREQUENCY. The Executive Board shall meet at least once a year, generally in conjunction with the Annual Meeting of the Committee, and as many additional times as necessary to conduct the business of the Committee.
Clause B. DUE NOTICE. Members of the Executive Board must be notified at least 30 days prior to meetings.
Clause C. QUORUM. Quorum for meetings of the Executive Board shall be three members of the Executive Board.
Clause D. MEETING RULES. Order of business and parliamentary procedures at meetings shall follow Robert’s Rules of Order, latest version.
Clause E. CHARTER. The Committee charter shall be available for inspection during all Executive Board meetings.
Clause F. ATTENDANCE. Members are encouraged to attend Executive Board meetings, but they may not vote at such meetings.
ARTICLE VI. MANAGEMENT AND FINANCES
Section 1. EXECUTIVE BOARD. The Executive Board shall govern the Committee. The Executive Board shall conduct its affairs in conformance with the provisions of this charter, and the Bylaws of the Southeastern Section of the Wildlife Society and SEAFWA. The Board is authorized to act for the Committee between membership meetings and shall report its interim actions to the members at each succeeding membership meeting or through other communications. Any action of the Executive Board may be overridden by two-thirds vote of the members attending a membership meeting.
Section 2. FINANCE. Funds of the Committee shall be under the supervision of the Executive Board and shall be handled by the Treasurer.
Clause A. LIABILITY. The Treasurer shall be bonded.
Clause B. SOURCE OF FUNDS. Funds shall be derived from dues, meeting fees, special activities, contributions, and other sources.
Clause C. HANDLING OF FUNDS. Funds shall be placed in a federally insured or other money management institution/instrument approved by the Executive Board.
Clause D. FISCAL YEAR. The Committee operating and fiscal year shall begin October 1.
Section 3. REPORTS. The Chair shall provide a periodic to President of the Southeastern Section of the Wildlife Society and SEAFWA’s director’s liaison to the Committee. The following annual reports also shall be submitted to the Southeastern Section of the Wildlife Society: activity, and fiscal-year financial.
Section 4. FILES. The Committee shall maintain files containing: By-laws of SEAFWA, Charter of the Committee, minutes of all meetings of the membership and of the Executive Board, financial statement and records, correspondence pertinent to Committee affairs, all Committee reports, and all other materials designated as pertinent by the Executive Board.
ARTICLE VII. SUBCOMMITTEES
Section 1. APPOINTMENTS. The Chair shall appoint chairs for all subcommittees with the advice and consent of the Executive Board. Subcommittee chairs shall assign members to their subcommittees with assistance of the Committee Chair.
Section 2. STANDING SUBCOMMITTEES. The following subcommittees shall be appointed and shall have the following duties:
Clause A. NOMINATING AND ELECTIONS. See Article IV, Section 1.
Clause B. AUDIT. This subcommittee shall review the financial records and support documents maintained by the Treasurer at least annually to ensure that the Committee’s funds are being managed in a fiscally responsible manner and to make recommendations for procedural changes to the Executive Board, where appropriate.
Section 3. SPECIAL SUBCOMMITTEES. The Committee shall appoint any special subcommittees necessary to accomplish the Committee’s goals and objectives.
Section 4. REPORTS. All subcommittee chairs shall submit a written summary of subcommittee activities to the Committee Chair and Secretary before the close of each annual meeting of the Committee.
Section 5. ACCOUNTABILITY. All subcommittees shall be accountable to the Executive Board and under the general supervision of the Committee Chair.
Section 6. TENURE. All subcommittees shall serve until new subcommittees are appointed in their stead or until the duties assigned to the subcommittee have been discharged.
ARTICLE VIII. TECHNICAL REVIEWS, POSITIONS STATEMENTS, AND RESOLUTIONS.
Section 1. GUIDELINES. At the request of the Executive Board, the Committee may develop draft technical reviews, draft position statements, and draft resolutions on issues relating to minorities in natural resources management for approval by the Southeastern Section of the Wildlife Society and SEAFWA Director’s as the position of the Southeastern section of the Wildlife Society and SEAFWA.
Section 2. DISSOLUTION. The Southeastern Section of the Wildlife Society and the SEAFWA may dissolve the Committee if it finds the Committee is unable to meet established standards for Southeastern Section of the Wildlife Society and SEAFWA Committees. Upon dissolution of the Committee, the Executive Board shall transfer all assets, accrued income, and other properties to the Southeastern Section of the Wildlife Society and SEAFWA. Said assets shall be held for five years from the date of dissolution for possible redistribution to another Committee that may form and replace it. If another Committee on minorities in natural resources management is not established within the five-year period, all assets, accrued income, and other properties may be used or distributed in any manner consistent with the Southeastern Section of the Wildlife Society and SEAFWA by-laws.
ARTICLE IX. AMENDMENT TO CHAPTER
Section 1. PROCEDURE. This charter may be altered or amended by a majority of the Committee members voting by mail ballot, or at any membership meeting provided due notice of the proposed changes ( Article V, Section 1, Clause B) has been provided. A member who will be absent from the meeting may file an absentee ballot (Article IV, Section 2, Clause B).
Section 2. CONFORMANCE. No amendment to this charter shall be enacted that results in a conflict with the Southeastern Section of the Wildlife Society or SEAFWA by-laws. Amendments to this charter that are approved by the Committees’ membership, as defined in Section 1 of this Article, do not become effective until approved by the Southeastern Section of the Wildlife Society and SEAFWA Director’s.
