Southern Section Constitution and Bylaws
Revised March 2018
ARTICLE I-The Society and Its Purposes
Section 1. Name
This society shall be known as the Southern Section of the American Society of Animal Science.
Section 2. Object
The object of the society shall be (a) to afford opportunity for the exchange of ideas in the field of interest of the society, (b) to bring about improvement and unification of methods of research, instruction and extension in animal science, (c) to arrange for desirable cooperation and for the avoidance of undesirable duplication in investigational work, (d) to make recommendations relative to the adoption of new practices, (e) to publish and disseminate educational and scientific material of value to members and other workers in the animal science field and (f) to perform other activities consistent with the goals of the American Society of Animal Science.
Section 1. Eligibility
All persons interested in research, instruction or extension in animal science or in the production, processing, marketing, servicing or use of livestock or livestock products shall be eligible for membership.
Section 1. Officials
The officers of the society shall consist of President, President-Elect, Secretary/Treasurer, and Secretary/Treasurer-Elect. These, with the immediate Past President, the National Director, and the Senior and Junior Graduate Student Representatives, shall constitute the Executive Committee. The voting members of the Executive Committee shall be the President, Past President, President-Elect, Secretary/Treasurer, Secretary/Treasurer-Elect, the National Director and the Senior Graduate Student Representative.
Section 2. Term of Office
The term of office shall be for approximately one year effective at the end of the meeting in which elected and continuing through the next annual meeting. The National Director shall be for a three-year term. The Graduate Student Representatives shall be for a two-year term. The Executive Director shall participate as a non-voting member.
Section 3. General Duties
- The President shall serve as chair of the business meeting and Executive Committee. S/He shall appoint all standing committees and perform such other duties as are usually required of a president. S/He shall represent the Southern Section at the annual meetings of the Southern Association of Agricultural Scientists and will be a member of the Boards of Directors as defined by this organization.
- The President-Elect shall be responsible for arranging for special programs, such as symposia, awards programs, etc., requested by and/or approved by the Executive Committee, and should remind award committee chairs of their duties and deadlines. In case the President is unable to act, s/he shall assume the duties of the President. /He will be a member of the Boards of Directors of the Southern Association of Agricultural Scientists as defined by this organization.
- The Secretary/Treasurer shall:
- Coordinate with the Secretary/Treasurer-Elect the recording of the minutes of the annual meeting of the Southern Section Business and Executive Committee meetings. The official set of minutes of all annual meetings will be passed on from one Secretary to the next. Copies of the minutes of the annual meeting will be distributed at the annual business meeting.
- Monitor financial records for the Southern Section of the American Society of Animal Science. These financial records shall include a permanent roll of the paid-up members for each year. Report on financial status to the membership at the annual business meeting.
- Be responsible for sending out notices of meetings and requests for papers to be considered for the annual meeting and taking care of correspondence, etc. The following dates are suggested in regard to the February meeting:
- Send call for abstracts of papers to be considered for the annual meeting announcement, awards solicitation and related materials on or before September 1.
- Request abstracts of papers through the American Society of Animal Science on standard web forms adapted for the Southern Section to be received by the Secretary/Treasurer by mid-October. Distribute abstracts through the web based system to appropriate program committee chairs, along with instructions regarding duties and how to access the web site for abstract review.
- Prepare, with assistance of program committees, the program for the annual meeting of the Southern Section. The abstracts should be organized by section. Mail copies of the program to the Executive Committee for review and approval in early November.
- Send copies of the program and original abstracts to the business office of the American Society of Animal Science by November 15. Send a copy of the program to the secretary/treasurer of the Southern Association of Agricultural Scientists by November 15.
- Receive printed copies of abstracts from SAAS to carry to meeting, or arrange to have them delivered to the meeting site.
- Write and prepare final draft of minutes of the meeting in which his/her successor is elected, and complete other business before turning over the records to the newly elected Secretary/Treasurer.
- The Secretary/Treasurer-Elect shall assist the Secretary/Treasurer as needed particularly in recording of minutes of meetings and teleconferences of the Executive Committee and the general business meeting of the Southern Section.
- The National Director shall represent the Southern Section as a member of the ASAS Board of Directors.
- The Graduate Student Representatives shall provide a graduate student perspective to Executive Committee deliberations throughout the term of service and assist in identifying opportunities to enhance the Southern Section ASAS annual meeting experience for graduate students and other participants.
ARTCLE IV-ELECTION OF OFFICERS
The officers of the Southern Section of the American Society of Animal Science shall begin service at the time they are elected to the office of Secretary/Treasurer-Elect. Each year, the Secretary/Treasurer-Elect will become Secretary/Treasurer, the Secretary/Treasurer will become President-Elect, the President-Elect will become President, and the President will become the Past President for the following year. Each year, a Secretary/Treasurer-Elect and a Graduate Student Representative will be elected by an electronic ballot that shall be sent to members in the Fall, prior to the February meeting at which time the office is assumed. Members of the nominating committee, appointed by the President, shall be given a list of the officers for the previous 10 years and will recommend two candidates for the office of Secretary/Treasurer-Elect and every third year, also will recommend two candidates for the office of National Director. Nominees should represent widespread geographical and discipline involvement. For Graduate Student Representative, the Executive Committee will serve as the nominating committee and will solicit names from the membership according to developed guidelines and ultimately select two candidates to be placed on the ballot. The Executive Committee will review all nominations and authorize the Secretary/Treasurer to prepare and send the ballot to the membership. The ballot will be returned to the National ASAS office, and the results will be tabulated and reported to the Southern Section President. To be counted, ballots must be received by the date indicated on the ballot. To be elected, a nominee must receive a majority of the ballots returned. In the first year of the two-year term the Graduate Student Representative is referred to as the Junior Representative. In the second year of the two-year term the Graduate Student Representative is referred to as the Senior Representative.
Section 1. General Society Meetings
The Southern Section shall hold an annual meeting at a time and place to be selected by the Southern Section Executive Committee. The Executive Committee will be responsible for a program and other necessary arrangements for the meeting. The Executive Committee shall have the authority to cancel an annual meeting if circumstances make such action necessary or desirable. The members in attendance at the business meeting shall constitute a quorum for transacting business.
Section 1. The right to membership and participation in Society activities will be granted to qualified applicants as defined in Article II, Section 1 and 2 of the Constitution.
Section 2. The Society shall have six classes of members: Professional, Post-doctoral, Student Affiliate, Fellows, Retiree, and Sustaining Members.
(a) Professional Member: Any person who has research, educational, commercial, or administrative responsibilities or interests in the broad disciplines within the animal science disciplines. Professional member dues include access to the electronic Journal of Animal Science. Professional members may receive the paper copy of the Journal of Animal Science at an additional cost as established by the Board of Directors.
(b) Post-doctoral Members: Any person who is currently employed in a post-doctoral position at the time of application shall be eligible for Post-doctoral membership. Membership must be certified annually by a Professional Member/Advisor. Post-doctoral member dues include access to the electronic Journal of Animal Science. Post-doctoral members may receive the paper copy of the Journal of Animal Science at an additional cost as established by the Board of Directors.
(c) Student Affiliate Members: Any enrolled college student who is certified by a Professional Member/Advisor and does not hold a full-time position at the time of application shall be eligible for Student Affiliate Membership. Membership must be certified annually by a Professional Member/Advisor. Student Affiliate Members are nonvoting members of the Society. Dues for Student Affiliate Members shall be established by the Board of Directors and will include access to the electronic Journal of Animal Science. Student Affiliate Members may receive the paper copy of the Journal of Animal Science at an additional cost as established by the Board of Directors.
d) Fellows: Any member who has been elected a Fellow. Fellows shall be eligible to vote, have electronic access to the Journal of Animal Science and participate in Society activities without the payment of annual dues. Fellows may receive the paper copy of the Journal of Animal Science, at an additional cost as established by the Board of Directors.
(e) Retiree Member: Any Professional Member who is in good standing who retires after having been a member for 20 years or more and has retired from full-time employment. Retiree Members shall be eligible to vote, have electronic access to the Journal of Animal Science and participate in Society activities without the payment of annual dues. Retiree Members may receive the paper copy of the Journal of Animal Science at an additional cost as established by the Board of Directors.
(f) Sustaining Member: Any individual, firm, or association engaged in animal agriculture or any business having an interest in animal agriculture shall be eligible for Sustaining Membership on payment of annual dues. An individual Sustaining Member shall be entitled to the rights of a Professional Member and additional benefits as established by the Board of Directors. A representative of the Sustaining Member firm or association shall be entitled to the rights of a Professional Member.
Section 3. A candidate to membership in the Society shall make written application by letter, or on forms provided by the Society. Upon receipt of an acceptable application and payment of dues, the Business Office shall enter the applicant on the rolls of the society and under the appropriate classification as set forth in Article
I, Section 2, of the Bylaws.
Section 4. Membership term will be January 1 through December 31 of the current year in which the application is received. For application made after November 1, membership will become effective January 1 of the following year unless otherwise specified by the applicant.
Section 5. A Professional Member's status can be changed to that of a Student Affiliate upon written application by, or on behalf of, that member if the qualifications set forth under Article I, Section 2(b) of the Bylaws are met. If such a change of status occurs during the membership year, dues paid for the current year will not be refunded.
Section 6. Members shall pay annual dues, as established by the Board of Directors, to the Society on or beforeJanuary 1.
Section 7. Any member who is in arrears for annual dues on January 1 shall be suspended, but may be reinstated during the year of suspension by paying the current year's dues prior to December 31. Any member who has been suspended for more than one year may apply for membership (see Section 3 above).
Section 8. The geographical sectional divisions for the United States, Canada and Mexico are:
A. Midwestern Section-United States: Illinois, Indiana, Iowa, Kansas, Michigan, Minnesota, Missouri, Nebraska, North Dakota, Ohio, South Dakota and Wisconsin; Canada: Manitoba and Western Ontario.
B. Northeastern Section-United States: Connecticut, Delaware, Maine, Maryland, Massachusetts, New Hampshire, New Jersey, New York, Pennsylvania, Rhode Island, Vermont, District of Columbia and West Virginia; Canada: Eastern Ontario, Nova Scotia, New Brunswick, Quebec, Prince Edward Island and Newfoundland.
C. Southern Section United States: Alabama, Arkansas, Florida, Georgia, Kentucky, Louisiana, Mississippi, North Carolina, Oklahoma, Puerto Rico, South Carolina, Tennessee, Texas, Virginia and teh Virgin Islands; Mexico: Coahuila, Nuevo Leon, Zactecas, San Luis Potosi, Tamaulipas, Queretero, Hidalgo, Veracruz, Tlaxacala, Morelos, Puebla, Oaxaca, Tabasco, Chiapas, Campeche and Yucatan.
D. Western Section-United States: Alaska, Arizona, California, Colorado, Hawaii, Idaho, Montana, Nevada, New Mexico, Oregon, Utah, Washington and Wyoming; Canada: British Columbia, Alberta and Saskatchewan; Mexico: Baja California, Sonora, Chihuahua, Sinaloa, Durango, Nayarit, Jalisco, Aguascalientes, Guanajuato, Mexico, Michoacan, Colima and Guerrero.
Section 9. Central and South American and Caribbean countries other than Mexico are in the Southern Section.
Section 10. Members from countries other than those listed in Article I, Sections 8 and 9, will not be assigned to a specific section, but may select membership in a section.
Section 11. Principles of Ethical Conduct. To ensure integrity of the American Society of Animal Science, its members must respect and adhere to high fundamental ethical standards. Members of the Society must be morally accountable for scholarly activity, follow the highest principles in scientific conduct, and humanely treat and maintain animals in our care. Furthermore, members should avoid situations in which personal achievement may give the appearance of violating professional objectivity.
Accusations of a violation of ethics against any ASAS member must be brought to the attention of the President of ASAS. The President shall notify the accused within ten working days after receipt of the charges made against him or her. This notification will be in writing. The accused will then have the opportunity to defend himself/herself in writing to address those accusations. The defendant must respond within 30 days of receipt of the President’s letter. The President can appoint an ad hoc committee to address this change, and make a recommendation to the Board of Directors. The Board will make a final decision.
Any member who shall be found guilty of an offense not in keeping with the dignity and honor of the Society may be expelled by a two-thirds vote of the members of the Board of Directors, which shall receive and weigh evidence for and against the member accused. The member shall have the right of appeal to the Society at its next Annual Business Meeting. It shall require a majority vote of members present overrule the decision of the Board of Directors.
Nonmember subscriptions to the Journal of Animal Science must be for complete volumes and will be accepted upon receipt of payment as set by the Board of Directors. Subscriptions will be for the current year of January through December.
ARTICLE III-Election of Officers
Section 1. Balloting for Elective Officers and Directors-at-Large, and Graduate Directors shall be by mail or electronically prior to the Annual Meeting. Nominating committees appointed by the President and approved by the Board, shall nominate two candidates for President-Elect and each of the Directors-at-Large and Graduate Directors. The ballot shall be provided to the membership by the Business Office at least 60 days prior to the Annual Meeting and shall provide space for write-ins. The ballots will be counted by the Business Office Staff for purposes of providing notification to the Executive Committee of the results of the election. The President shall notify candidates of the election results. A majority of votes shall be required for election. If no candidate receives a majority of votes, the two candidates receiving the highest numbers of votes shall be voted upon at the Annual Meeting.
Section 2. The Board of Directors shall fill, for the unexpired terms, all vacancies in elective positions. The President of the Society shall fill all vacancies in appointive positions.
ARTICLE IV-Duties of Officers
Section 1. The Officers of the Society shall each perform the duties usually incumbent upon their respective offices. The Executive Committee will act as the governing body of the Society in routine matters in the intervals between Board meetings. In questions of parliamentary procedure, the provisions of Robert's Rules of Order shall apply. The President-Elect, in consultation with the Board of Directors, shall appoint such committees as necessary. The committees will report to the Board of Directors.
Section 2. It shall be the duty of the Board of Directors to determine policies and procedures in regard to publishing the Journal of Animal Science.
Section 3. The Board of Directors may appoint an Executive Director for an indefinite period under terms established by the Board of Directors; the appointment may be terminated only by the Board of Directors.
ARICLE V-Changes in the Bylaws
A proposed amendment to the Bylaws may originate from the Board of Directors or by petition signed by 25 members. Proposed amendments shall be provided to the membership 60 days prior to the Annual Meeting for balloting. Balloting may be at the annual business meeting, by mail, or electronically. To be counted, votes must be received by the Business Office at least 14 days before the Annual Meeting. A majority of the ballots cast shall be required for the adoption of an amendment to the Bylaws.