By-laws of the Association for the Sciences of Limnology and Oceanography

As modified by vote of the Membership in 2003, 2007, 2011, and 2013.

NOTE: The bylaws are being revised.

SECTION 1. Membership

Membership in this Society shall consist of persons or institutions interested in any aspect of aquatic sciences. Application procedures shall be posted on the ASLO website.

There shall be four classes of membership:

A. Regular Members: All members who do not choose or qualify for other categories of membership.

B. Student Members: Bona fide students registered for full-time attendance at any institution of higher learning. Students qualify as undergraduates and for five years as graduate students.

C. Emeritus Members: Individuals sixty-five (65) years of age or older who have been members of ASLO for at least twenty (20) years.

D. Sustaining Members: Individuals and corporations having particular interest in the objectives of ASLO and who desire to make a significant contribution to its support.

Privileges of membership include voting rights, subscription to the L&O Bulletin, advance notice of meetings, reduced registration fees at ASLO meetings, and other benefits as determined by the ASLO Board.

Emeritus members shall be exempt from payment of dues. Regular, student, emeritus and sustaining members are entitled to all of the privileges of membership, including the opportunity to subscribe to ASLO journals.

To remain in good standing, members must pay annual dues to the ASLO Business Manager by the end of the calendar year. Membership dues and subscription fees must be paid in full, in advance, before access to current issues of journals will be provided. Any member who fails to pay dues for one year, after two notices from the Business Manager, will be dropped from the membership roll. Any member who has been dropped for nonpayment of dues must reapply for membership. He or she may obtain missed issues of the journal, if available, from the Business Manager at the current charge.

SECTION II. Officers and Members at Large

The officers of ASLO shall consist of the President, the President Elect, the immediate Past President, the Secretary, and the Treasurer. Officers will serve without honoraria.

The President Elect shall hold office for two (2) years and shall automatically assume the office of President for two (2) years and then the office of Past President for two (2) years, or until the next President Elect assumes the office of President. The President shall be ineligible for election to the office of President Elect for two (2) years after the expiration of term of office as Past President. The Secretary and the Treasurer shall be elected for overlapping terms of three (3) years and shall be eligible for re-election for a total of three (3) consecutive terms.

If, for any reason, the President shall be unable to carry out the duties of office, the President Elect shall act in that capacity until the term of office is completed or the President can resume duties. If both are unable to complete the term of President, then the Past President shall assume the duties of President until the Board of Directors chooses a President to complete the term. Vacancies in any office, other than President Elect and Past President, may be filled until the next regular election by vote of the Board of Directors. In the event of succession, the President shall serve no more than two (2) complete years, not to include a portion of the year of succession.

The duties of the officers of ASLO shall be such as usually pertain to those offices held in similar organizations, in addition to any other duties prescribed by the bylaws or assigned by the Board.

Officers

President: The President shall preside at all meetings of ASLO, the Executive Committee, and of the Board. With approval of the Board, the President shall appoint chairs and members of all committees, unless otherwise specified by these bylaws or by the order creating the same. The President, in consultation with the Executive Committee, may delegate certain duties and perform such duties as usually pertain to this office.

President Elect: In the event the President is unable to perform his or her duties, the President Elect shall assume the duties of the President. The President Elect shall perform other duties as may be delegated by the President or the Board.

Past President: The Past President shall assist in long-range planning for the continued health of ASLO, and assist the President and Board as mutually agreed.

Secretary: The Secretary shall oversee and archive the records of ASLO; record, distribute and archive the minutes of the Executive Committee, Board, and annual business meeting. The Secretary shall also keep a record of all Board votes taken electronically between scheduled meetings of the Board. The Secretary shall have on hand at all times the articles of incorporation and bylaws of ASLO, the Wisconsin statutes for non-stock corporations, and parliamentary rules of order, and shall perform other duties as may be delegated. The Secretary is an ex-officio voting member of the Meetings Committee.

Treasurer: The Treasurer is the chief fiscal officer of ASLO, and is responsible for implementing the fiscal policy of the Board. The Treasurer shall be responsible for maintaining accurate records of all fiscal transactions and shall present a financial report at each annual business meeting and at such other times as the Executive Committee shall require. The Treasurer shall prepare the budget for presentation at the board and business meetings and perform other duties as may be delegated. The Treasurer is an ex-officio voting member of the Finance Committee and the Meetings Committee.

The officers of ASLO shall constitute the Executive Committee of ASLO, and shall be empowered to execute the policy decisions of the Board and the membership. The Past President is a nonvoting member of the Executive Committee.

Members at Large

Members at Large represent the interests of the general membership on the Board. They may take responsibility for activities on the basis of interest or at the request of the Board or President, chair or serve on ad hoc and standing committees, and handle special projects. The term of office of Members at Large shall be three (3) years, staggered proportionately. There shall be one Member at Large for every five hundred (500) members, not to exceed nine (9) Members at Large. Members at Large are ineligible for immediate re-election.

Student Representatives

Two students shall be elected by the membership to represent the interests of students on the Board. They may take responsibility for activities on the basis of interest or at the request of the Board or President, chair or serve on ad hoc and standing committees, and handle special projects. The term of office of the Student Representatives shall be three (3) years, staggered. Student representatives shall complete their term of office even if they graduate before their term is completed.

SECTION III. Board of Directors

The Board of Directors (herein referred to as the "Board") shall consist of the officers of ASLO, the Members at Large, and the Student Representatives. A retiring Secretary or Treasurer shall continue to be a nonvoting member of the Board for one year after the term of office.

The Board shall be responsible for management of the affairs of ASLO including those aspects specified by neither these bylaws nor the articles of incorporation of ASLO. A member of ASLO who is a legal resident of the state of Wisconsin shall be appointed every three years by the Board to serve as ASLO's registered agent.

SECTION IV. Professional Assistants

The Board shall appoint professional assistants including but not limited to the following: Business Manager, one or two representatives of each journal (e.g., an Editor-in-Chief and a Managing Editor), a Director of Public Policy, and a Web Editor. Professional assistants shall be appointed by the Board, may by written contract receive compensation for services, and may be assisted by others approved by the Board who may also receive compensation. The Business Manager, Editors-in-Chief, Director of Public Policy and Web Editor shall be responsible to the Board under the direction of the President or another member of the Executive Committee appointed by the Board and shall serve as ex-officio, non-voting members of the Board. Managing Editors shall be approved by the Board and report to their respective Editors-in-Chief, and shall serve as ex-officio, non-voting members of the Board.

Business Manager: The Business Manager shall be responsible for the management and administration of the business office.

Journals representatives: An Editor-in-Chief shall be responsible for the contents and management of each ASLO journal. An Editor-in-Chief shall be a member of ASLO, shall serve a three-year term and shall be eligible for reappointment. The Editor-in-Chief may be assisted by a Managing Editor who coordinates communications among authors, reviewers, associate editors and production staff, plans and schedules issues, maintains records, and produces reports.

An Editor-in-Chief may also be assisted by Associate Editors who are nominated by the Editor-in-Chief and approved by the Board. All Associate Editors must be members of ASLO, shall serve terms of two (2) years and may be reappointed.

Web Editor: The Web Editor shall be responsible for the ASLO web site including contents, currency and appearance. The Web Editor shall be a member of ASLO, serve a three-year term, and may be reappointed. Should an election be administered electronically, the Web Editor shall also oversee the mechanics of electronic balloting. The Web Editor may be assisted in a manner and at a cost approved by the Board.

SECTION V. Election of Officers and Members at Large

The Nominating Committee (see Section XIV) shall make two (2) or more nominations in excess of the total vacancies for Member-at-Large, and two (2) or more nominations in excess of total vacancies for Student Board Members. For President-Elect, and for Secretary and Treasurer when not incumbent, at least two (2) nominations shall be made for each vacant position. Incumbent Secretaries and Treasurers may run for reelection unopposed at the discretion of the Nominating Committee. These nominations shall be forwarded to the Business Manager, who shall have ballots bearing names of nominees and blank spaces for writing in personal choices distributed to all members of ASLO. Additional names may be placed on the ballot for these positions by petition of at least thirty (30) members of ASLO.

The marked ballots shall be returned to a designated individual appointed by the Board, who will place them in the care of two (2) tellers, to be appointed by the President. The tellers shall count the ballots and report to the Business Manager, who shall announce the results to the Board and membership expediently. Nominees receiving a plurality of votes shall be declared elected. In the event of a tie vote for any office, the members of the Board will be polled to resolve the tie. The terms of the officers and Members-at-Large shall commence on July 1, or as soon thereafter as possible, and shall continue until their successors assume office.

In the event that the society is able to conduct elections electronically, nominations shall be forwarded to the Web Editor, who shall enable members via the web to access ballots bearing names of nominees and blank spaces for writing in personal choices. Ballot results shall be returned electronically to the Web Editor. The Web Editor shall summarize the process and results to the Secretary. Upon the Secretary's approval, the Web Editor shall announce the results to the Board and membership expediently. Nominees receiving a plurality of votes shall be declared elected. In event of a tie vote for any office, the members of the Board will be polled to resolve the tie. Terms of officers and Members at Large shall commence on July 1, or as soon thereafter as possible, and shall continue until their successors assume office.

SECTION VI. Meetings

ASLO Meetings: There shall be one (1) regular annual meeting. This meeting shall include the annual business meeting for ASLO, and it shall also provide opportunities for a program of presentations and other features of limnological and oceanographic interest. Other meetings may occur with Board approval on an ad hoc basis.

Times and places of the annual and other meetings of ASLO shall be determined by the Board. The Secretary shall give at least thirty (30) days notice of ASLO meetings to all members.

Annual Business Meeting: At least one annual business meeting for ASLO shall be held in conjunction with the annual meeting. The meeting shall be announced in the program of the annual meeting. Reports of the President, Secretary, Treasurer, Web Editor, and Editors-in-Chief will be presented to the membership at the meeting.

A quorum will consist of the number of members present at the business meeting.

Any member may introduce motions recommending changes in the operation of ASLO or other matters for discussion at the business meeting. Such motions must be written and submitted to the President prior to the annual Board meeting for inclusion on the business meeting agenda. All votes of the membership at the business meeting shall be advisory to the Board. This rule on submission of motions may be suspended by a 2/3 majority of those voting at the business meeting.

Proposed changes in subscription fees and dues shall be presented to the membership and discussed at the annual business meeting. Subsequently, the Board will establish rates, with any change requiring a majority vote of the full Board.

Board Meetings: At least one Board Meeting shall be held annually, normally in advance of the business meeting. Reports of the President, Secretary, Treasurer, Business Manager, Editors-in-Chief, Web Editor, and of each standing and ad hoc committees shall be presented to the Board at the meeting.

Discussions and decisions may take place by correspondence, including e-mail or other electronic means, to all Board members. A member will be designated recorder and be responsible for collating a written record of all actions. Board actions shall require a majority vote of Board members.

Executive Committee Meetings: The Executive Committee shall meet semiannually. When meeting in person is not possible, a conference telephone call or other form of virtual meeting may be substituted. The Board shall be expediently informed of Executive Committee actions. The Secretary shall act as recorder to provide a written record of the meeting. Additional exchanges may take place by electronic means provided that a permanent record of them is kept. Actions of the Executive Committee require approval by a majority of the voting members of the Board, which may be achieved in person, by mail, or electronically.

SECTION VII. Publications

The publications of ASLO shall be Limnology and Oceanography, the L&O Bulletin,Limnology and Oceanography: Methods, and other publications deemed desirable by the Board. The Business Manager shall function as business and circulation manager for all publications.

SECTION VIII. Annual Financial Review

The Finance Committee shall annually review the financial affairs of ASLO. This review shall be a report on the financial record and be presented by the Treasurer at the annual meeting of ASLO. The fiscal year shall be the calendar year, and the financial accounts shall be balanced to the last day in December.

SECTION IX. Committees

By a system of rotation to provide continuity of service, the President shall nominate and the Board shall approve three (3) or more members to standing committees. With the exception of the Nominating Committee (below), Chairs shall be appointed annually by the President and shall be eligible for reappointment; members shall serve three-year staggered terms.Members of the Nominating Committee shall serve two-year terms and may not serve consecutive terms. The Chair of the Nominating Committee shall be, ex officio, the Past-President who will be non-voting. Standing committees are the following:

Awards and Citations: This committee shall solicit nominations for and designate the recipients of special or continuing awards as the Board shall designate.

Education and Human Resources: This committee shall develop and oversee education initiatives for the limnological and oceanographic professions, including the production and distribution of educational and recruitment materials and development of activities and materials to improve teaching and research activities. It shall also encourage under-represented groups to participate in ASLO and in relevant professions through subcommittees established for specific purposes.

Finance: This committee shall have responsibility for annual review of income and expenses of ASLO and shall make recommendations to the Board concerning the annual review, annual budget, dues, investments, endowment, financial implications of ASLO activities, and the use of income. The Treasurer shall be an ex-officio voting member of this committee.

Meetings: This committee shall be responsible for recommending programs, symposia and publications for annual and special meetings and for assisting with the implementation of these activities. The Secretary and Treasurer shall be ex-officio voting members of this committee; the Business Manager shall be an ex-officio, non-voting member. Meeting-specific subcommittees shall be appointed to deal with arrangements for individual meetings.

Nominations: This committee shall be responsible for providing appropriate slates of candidates for ASLO elections (see Section V).

Professional Ethics: This committee shall be responsible for reviewing ethical issues of concern to ASLO members, for keeping members informed about these issues, for handling allegations of misconduct concerning ASLO publications, and for reviewing and proposing to the Board changes to ASLO's code of professional conduct and statement of ethical procedures and policies for its publications.

Publications Committee: This committee shall be responsible for assessing performance of ASLO journals and for obtaining comparative data on production costs of journals published by other societies and commercially. At the direction of the Board or on its own initiative the committee shall also research and prepare recommendations to the Board on journals to be added to the ASLO portfolio. The Publications Committee is further responsible for encouragement and oversight of press releases and popular science writing intended to increase public awareness of ASLO activities and of aquatic sciences in general. Such popularization efforts will be coordinated with the Education and Human Resources Committee. Editors-in-Chief and Managing Editors of ASLO journals are ex officio, non-voting members of this committee.

Public Policy Committee: At the direction of the Board or on its own initiative, this committee shall research issues of public policy and make recommendations for action to the Board. The Director of Public Policy is an ex officio, voting member of this committee. One of the tasks of this committee will be, at the direction of the Board, to prepare position papers on matters of public policy; ad hoc members will be added with Board approval to achieve needed expertise on particular issues.

Ad hoc committees may be designated by the Board. After Board approval, the President shall appoint chairs and committee members. Ad hoc committees shall exist until their mission is accomplished or for three years, whichever is shorter.

SECTION X. Parliamentary Authority

A Board-approved edition of the parliamentary writings of General Henry M. Roberts shall govern ASLO in all instances not covered by these bylaws or the statutes under which ASLO is incorporated. The approved edition shall remain in use until the Board approves another edition.

SECTION XI. Amendments

These bylaws may be amended by a two-thirds (2/3) majority of voting members. Notice of the proposed action and the ballot shall be sent to each member of ASLO at least sixty (60) days before the due date of the ballots. Proposals for changes in the bylaws may arise either from the Board or from the membership. Proposals by the membership for amending the bylaws shall be submitted in writing to the Board. Prior to the ballots, proposals for amending the bylaws shall have been considered and approved by a majority vote of the full board, or be placed on the ballot by a petition signed by at least thirty (30) ASLO members.

The above bylaws were adopted on by mail ballot to _____ members having voting rights, with 503 ballots received by the June 5, 2003, deadline. Changed passages passed by 98%.

 

Parliamentary Authority

The Board has approved the following edition of Robert's Rules of Order:
Robert's Rules of Order Modern Edition (original 1876 text revised by Darwin Patnode) 1989, Berkeley Books, New York, 155 pp. ISBN 0-425-11690-5