Joint Constitution and Bylaws
Please Note: Due to the Midwest Branch of ADSA no longer being a part of the Midwest meeting, the current Midwest ASAS board is updating the By-Laws for the new document to be shared in February for a vote/approval at the 2021 ASAS Midwest Meeting in March 2021.
American Dairy Science Association - Midwest Branch
American Society of Animal Sciences - Midwestern Section
*Updated October 2018
The organizations are known as the Midwestern Section of the American Society of Animal Science (ASAS) and the Midwest Branch of the American Dairy Science Association (ADSA).
To advance research and education in the animal sciences through providing a regional forum for exchange of scientific and technical information, and to promote interaction and collaboration among the animal industries, scientists, trainees, and students.
Persons who are members of the parent organizations (ASAS and/or ADSA) are eligible for membership in the Midwestern Section and/or Midwest Branch.
Members of either ASAS or ADSA that are associated with organizations in Illinois, Indiana, Iowa, Kansas, Michigan, Minnesota, Missouri, Nebraska, North Dakota, Ohio, South Dakota, and Wisconsin are automatically considered members unless they indicate differently. [NOTE: Members of ASAS that are associated with organizations outside the areas specified above who wish to be members of the Midwestern Section should request this change or addition through the Executive Director of ASAS.]
Members of ASAS that are associated with organizations in Manitoba or Western Ontario, Canada, are automatically considered members unless they indicate differently.
Student Affiliate Members of ADSA in the region shall be Student Affiliate Members of the Midwest Branch of ADSA.
The Midwestern Section of ASAS and the Midwest Branch of ADSA shall hold an annual, joint meeting at a time and place as selected by the Board of Directors, which shall be responsible for a program and shall make other necessary arrangements for the meeting.
A two-thirds majority of the Board of Directors have the authority to cancel an annual meeting if circumstances make such action necessary or desirable.
Officers and Directors
President, President – Elect, Past President and National Director elected by the membership of the Midwestern Section of ASAS, and the Secretary-Treasurer appointed from the Midwestern Section of ASAS membership by the Board of Directors.
President, Vice – President, Secretary – Treasurer, Past President, and a Regional Director elected by the membership of the Midwest Branch of ADSA.
Director at Large elected by the joint membership of the Midwestern Section of ASAS and the Midwest Branch of ADSA.
Officers must be current members of their respective societies (Midwest ASAS or ADSA) and the Director at Large may be a member of either, or both societies.
The governing body of the joint societies is referred to as the “Board of Directors” and shall include officers and directors of both the Midwestern ASAS and the Midwest ADSA and the Director at Large..
Terms of Office
Officers of the Midwestern Section of ASAS: The President, President – Elect and Secretary-Treasurer shall hold office for one year, with the President – Elect succeeding the President at the end of the regular year in office. The Past President shall hold office for one year immediately following their term of office as President. The National Director is elected for a three-year term.
Officers of the Midwest Branch of ADSA: The Secretary – Treasurer, Vice–President, and President shall hold office for one year, with the Secretary – Treasurer becoming the Vice-President, the Vice-President becoming President, and the President becoming Past President automatically for the ensuing terms. The Regional Director is elected for a three-year term..
At–Large Director: The At-Large Director shall serve a three-year term.
Graduate Directors: The Graduate Directors shall serve two-year rotating terms with one elected each year.
Start of Term
Terms of office for all officers will begin following the joint ASAS/ADSA Business Meeting held at the annual joint meeting of these regional societies.
Officers of the Midwestern Section of ASAS, Midwest Branch of ADSA and the At-Large Director share the responsibilities associated with the joint function of these societies. Responsibilities are outlined in the Master Schedule of Activities and Task Assignments for the Officers and Directors of the Midwestern Section of ASAS and the Midwest Branch of ADSA.
Graduate Directors (2) elected by the joint membership of the Midwestern Section of ASAS and the Midwest Branch of ADSA. The Graduate Directors are responsible for planning and coordinating all graduate student events for the annual meeting, subject to approval by the Board of Directors.
Although the Midwest Annual Meeting and the Midwest Board of Directors represents joint membership from ASAS and ADSA, the financial records shall be maintained by ASAS in accordance with Illinois and federal law, with expenditures approved by the Midwest ASAS Secretary-Treasurer.
The Executive Directors of ASAS and ADSA are responsible for submitting an annual report of finances to the Board of Directors at the Board Meeting preceding the Annual Meeting.
The Board of Directors shall provide this annual report of finances to the membership for their approval at the annual business meeting of the joint societies held during the annual meeting.
The parent societies (ASAS and ADSA) for each of the regional societies provide financial support to the annual meeting as specified in their Constitution and Bylaws.
In the event of dissolution of either the Midwestern Section of ASAS or the Midwest Branch of ADSA, funds remaining in the treasury will be distributed to the parent societies as directed by the Midwest Board of Directors.
A registration fee that is recommended by Executive Directors of ASAS and ADSA and approved by the Board of Directors shall be charged at the annual meeting sufficient to finance the expenses of the meeting that are not met from other funds.
Program, standing, and special committees shall be formed and members appointed by the Board of Directors. Nominations for the Program Committee will be solicited from the Midwest ASAS and ADSA membership. Retiring Program Committee Chairs are encouraged to submit nominations. From these nominations the Midwest ASAS Assistant Program Chair, Midwest ASAS Program Chair, and Secretary–Treasurers of both the Midwest ASAS and Midwest ADSA will provide Program Committee membership recommendations to the Board of Directors.
A proposed amendment to the Constitution or By-Laws may originate from the Board of Directors or by petition signed by 25 members. Proposed amendments shall be distributed to the membership (via regular mail, email, or any other means deemed legal by the state of Illinois) at least 30 days prior to the annual meeting for balloting. To be counted, the ASAS headquarters staff must receive the ballot not later than 14 days before the first day of the annual meeting. A two-thirds majority of the total ballots cast shall be required for the adoption of an amendment to the Constitution or the By-Laws.
Changes in the ASAS's or the ADSA's Constitution and Bylaws may necessitate changes in this document, and in which case, the Board of Directors of the Midwestern ADSA/ASAS may originate the needed amendments to be voted upon by the membership.
Election of Officers
The nominating committee for the Midwestern Section of ASAS will consist of the Past – President, President and President-Elect.
The nominating committee for the Midwest Branch of ADSA will consist of the Past – President, President and President-Elect.
If these persons are unable to serve in this role, the Board of Directors will appoint committee members as needed.
Nominations and Appointments
On an annual basis, the Midwest Section ASAS Nominations Committee will select two candidates for the position of President – Elect. Every 3rd year, this committee will select two candidates for the position of Midwest ASAS Director to the National ASAS Board.
On an annual basis, the Midwest Branch ADSA Nominations Committee will select two candidates for the position of Secretary - Treasurer. Every 3rd year, this committee will select two candidates for the position of Director of Midwest Branch of ADSA.
Every 3rd year, the combined ASAS and ADSA Nominations Committee, with leadership from the chair of both Committees, will select two candidates for the ASAS/ADSA At-Large Director.
Annually, nominations will be solicited from the Midwest Section ASAS membership from which the Board of Directors will appoint an Assistant Program Chair. After their year of service, the Assistant Program Chair will become the Program Chair. After their year of service, the Program Chair will become Secretary–Treasurer. After their year of service, the Board of Directors may recommend to the Nominating Committee that the Secretary–Treasurer be placed on the ballot for President–Elect.
Ballots and Appointments
The election of officers shall be by ballot distributed (via regular mail, email, or any other means deemed legal by the state of Illinois) at least 30 days prior to the annual meeting. A brief biographical sketch, prepared by the nominee, will accompany the ballot. The ballot shall provide space for write-in candidates.
The candidate receiving the largest number of votes shall be declared elected. In case of a tie vote, a runoff election will be held at the Midwest Annual Business Meeting.
The Board of Directors shall fill, for the un-expired terms, all vacancies in elected positions.
If, for any reason, it seems desirable to dissolve either regional society, a written statement from the Midwest Board of Directors to that effect shall be sent to all members of the Branch or Section with a ballot. If two-thirds or more of the ballots so indicate, the Branch or Section shall be dissolved.