Source: http://seepsociety.weebly.com/by-laws.html
Timestamp: 2019-04-23 06:42:47+00:00

Document:
The name of this Society is the Southeastern Evolutionary Perspectives Society, Incorporated (hereinafter referred to as SEEPS).
The purpose of SEEPS is the advancement of evolutionary research, education, and outreach from scientific, humanistic, and applied perspectives through Conferences and Meetings for the presentation and discussion of works and projects of theoretical and practical significance. Specifically, SEEPS is designed to facilitate intellectual curiosity and interaction among scholars who study, teach, and create using an evolutionary perspective. Given this relatively broad charge, SEEPS values interdisciplinary work. Specifically, SEEPS welcomes scholars, educators, and students from multiple disciplines with diverse research and theoretical interests. SEEPS encourages contributions from students at all levels whose work addresses issues from perspectives based in evolutionary principles, processes, and patterns.
[b] having completed one full year of graduate study in an accredited university.
2. LIFE MEMBERS shall be Members of SEEPS who have achieved retirement status, who have been Members of SEEPS for the previous five (5) years, and who apply to the Membership Officer for such status.
3. STUDENT MEMBERS shall be non-voting Members of SEEPS who are undergraduates or graduate students who have not yet completed a full year of graduate study in a relevant field, and who apply to the Membership Officer for such status. Note that graduate students who have completed more than one full year of study remain eligible for student membership registration rates but do have voting privileges.
4. ASSOCIATE MEMBERS shall be non-voting Members of SEEPS whose teaching is relevant to evolution in primary or secondary schools, or work in other non-academic settings and who apply to the Membership Officer for such status.
5. APPLICATION: Application for membership in any category shall be in written form as prescribed by the members (herein capitalized when designating the body of the Members), through its Board of Directors (herein referred to as Board of Directors or Board) and shall attest to the qualifications prescribed in this Article. A membership application shall contain sufficient information to verify that an applicant meets the qualifications for membership stated above. The application will also contain sufficient information to determine whether members wish to [a] be contacted by the Board of Directors regarding official SEEPS business, and/or [b] to have their contact information included in the membership list for the uses specified in ARTICLE III §6.
6. ELECTION: The President, Vice President, or Membership Officer of SEEPS shall elect to membership, in the name of the Members, and at any time, an applicant whose membership qualifications under ARTICLE III §1 [a] or [b], §2, §3, or §4 have been verified. Such election shall become void if the initial dues have not been paid within two (2) months after notice of election by the representative Officer. Members are not eligible to vote until they have paid their dues.
7. PRIVILEGES: Members shall have equal rights to submit reports and equal privileges of discussion in the meetings of SEEPS. Members shall have equal rights of voting and eligibility of holding office according to these By-Laws. Members may bring to the attention of the Officers and Members such matters as they may deem necessary. All SEEPS participants have the right to be free of harassment, and if they experience harassment, may request a response from the Board. On request, a list of the membership shall be available to members, at a cost specified by the Membership Officer, exclusively for noncommercial use. The request must be in a written form and clearly elucidate the reasons for the request. All Members have the right to exclude their information from this list for any reason.
8. TERMINATION: Membership may be terminated by a two-thirds vote of the Board for any reason. If Membership is terminated before the annual conference, dues will be returned. If Membership is terminated after the annual conferences, no dues will be returned.
The primary purpose of SEEPS is to conduct annual Conferences consisting of educational programs. A Business Meeting shall be scheduled at each Conference. Additional Meetings of SEEPS may be called by the Board of Directors of SEEPS for purposes ancillary to the Conference. Also, opportunities may be provided for educational and professional services to the membership, and for the scheduling of Meetings on special topics.
1. ANNUAL CONFERENCE: The Annual Conference of the Members shall be held on dates and at a location determined by the Board of Directors. Determinations for future conferences will generally be made at the Business Meeting held during the Annual Conference. When there are multiple contending future conference locations, the location will be approved by a majority vote of the Members present and voting at the Business Meeting held during the Annual Conference. If necessary, the location and date of the Meeting can be arranged or changed by a vote of the Board of Directors.
2. SPECIAL MEETINGS: Special Meetings shall be held on call of the majority of the Members present and voting at a Business Meeting, or on call of the Board, or on a written request submitted to the President and signed by one-tenth (1/10) of the total membership. The President shall designate a convenient time and place for Special Meetings, and the program of a Special Meeting shall be mailed in electronic or paper format by the Membership Officer to the last known addresses of all Members not less than twenty (20) days prior to the Special Meeting.
3. CONFERENCE PROGRAM: The Program at any Conference shall be under the direction of the Program Committee. Presentation of papers, posters, and symposia shall be by Members and by others approved by the Program Committee. The Program Committee shall include in the program of a Conference all scientific papers or topics of discussion submitted by Members and Others that meet the scientific standards and technical requirements established by the Program Committee and approved by the Members through the Board of Directors.
4. BUSINESS MEETING: Unless otherwise specified in these By-Laws, such business as the Board of Directors recommend shall be transacted in a Business Meeting of a Conference for which a quorum shall consist of ten (10) Members. Additional items of business in accordance with these By-Laws may be introduced by those Members attending. Robert's Rules of Order shall govern the conduct of the Business Meeting.
5. AFFILIATE MEETINGS: Affiliate meetings to SEEPS may be held in conjunction with SEEPS meetings given majority approval by the Board of Directors.
There shall be a Board of Directors, which shall consist of the voting Officers (President, Vice President, Treasurer, Secretary, Membership Officer, Communications Officer, Program Committee Chair, K-12 Representative, Undergraduate Representative, and Graduate Representative) as designated in Article VI, and a Council Member-at-Large from each state in the Southeastern region of the United States. Ex-officio nonvoting Members of the Board shall be the immediate Past President, Communications Officer, and Past Chair of the Program Committee.
1. TERM OF OFFICE OF COUNCIL MEMBERS-AT-LARGE: Members-at-Large shall serve terms of three (3) years, to begin with and end with the fiscal year. Each Member-at-Large will accept a duty that is integral to the operations of the annual conference, society, or similar. For example, a Member-at-Large may take on public relations via maintaining presence on social media, work to further international or student relations, or serve on the conference program committee. Members-at-Large must report on their planned specific duty to the President and President-Elect when they begin their term, and must be prepared to report on their activities at the annual Business Meeting.
2. MEETINGS: Meetings of Board shall be held at a convenient time and place designated by the President on call of an Officer or on written request to the President by a Board Member. The President of SEEPS shall be the Chair of the Board and the Secretary of SEEPS shall be its Secretary. Other than the Business Meeting, a quorum at any Meeting of the Board shall consist of a majority of the voting Officers and Ex-officio Members.
3. DUTIES: The Board shall, unless otherwise specified in these By-Laws, fill position vacancies caused by an incumbent's death, disability, or resignation. It shall be responsible to the Members for the conduct of Meetings and shall exercise general supervision over the affairs of SEEPS as authorized by these By-Laws. It shall bring to the attention of the Members such matters as it deems necessary.
4. DUTIES OF INDIVIDUAL MEMBERS OF THE BOARD: The Board Members, by virtue of their scientific standing and visibility, lend credibility and support for SEEPS' goals, especially by active participation in its governance, by facilitation and improvement of its annual meetings, and its other professional and educational undertakings, and in efforts to ensure its financial stability by recruiting members, exhibitors, and advertisers.
[a] Meeting Attendance. Board Members participate in the Annual Meeting of the Board, the annual Business Session, and ad hoc and standing committees as appointed by the President, Vice-President, or Board.
[b] Program Facilitation. Board Members help maintain the high programmatic quality of the Meetings by providing recommendations for content and presenters to the program committee, and by participating in Meetings as discussants, organizers of sessions, presenters, session chairs, sponsors, and in other ways as requested by the Program Committee.
[c] Professional and Educational Activities. Board Members help maintain and enhance the professional and educational mission of SEEPS by active efforts to encourage colleagues, students, publishers, and others to utilize the exhibits, and the liaisons and Conference programs, and, thereby, lend their professional and scholarly stature to building a strong financial, and membership base for the future.
[d] Other positions that are ad hoc in nature may be created with support of the majority of the Board.
5. AMENDMENTS TO THE BY-LAWS: The Board of Directors, by a two-thirds majority, may vote to alter or suspend a portion of the bylaws for a temporary period of time when a need exists to respond to a legitimate and pressing concern of the Society.
The Officers shall be the President, Vice President, Treasurer, Secretary, Membership Officer, Communications Officer, Program Committee Chair, K-12 Representative, Undergraduate Representative, and Graduate Representative.
[a] TERMS OF OFFICE: The President shall serve a single term of three years. S/he may stand for reelection if desired by the Board. The Vice President shall serve a term of three (3) years. He or she may also stand for reelection at the discretion of the Board. The Secretary, Treasurer, Communications Officer, shall serve for a term of three (3) years each. Terms of all officers shall begin and end with the fiscal year, March 1 through February 28/29. At the Board’s discretion, these terms may be altered.
[b] DUTIES OF THE PRESIDENT: It shall be the duty of the President to preside at all Meetings of SEEPS, to act as chair of the Board, to exercise general supervision over the affairs of SEEPS, to perform all such duties as are incident to the office or as may properly be required by the votes of the Members or the Board under the authority of these By-Laws. S/he shall take responsibility for the duties of the Vice President, Treasurer, Secretary, Program Committee Chair, and Board Members in case of the death, disability, or resignation of any of these officers until the appointment of a successor under the authority of these By-Laws. S/he shall bring to the attention of the Members and the Directors such matters as s/he deems necessary. The President may break any tie vote. The President will succeed to become the immediate Past President.
[c] DUTIES OF THE VICE PRESIDENT: It shall be duty of the Vice President generally to fulfill the duties of a Board member and specifically to be the understudy of the President. S/he shall perform such other duties as are required by a vote of the Members or the Board under the authority of these By-Laws. S/he will perform the duties of the President in case of the death, disability, or resignation of that officer until the appointment of a successor under the authority of Article VIII of these By-Laws. S/he shall be responsible for creating a working history of the society, such that a document is created that outlines the developments and change of the society over time. S/he shall represent SEEPS in any situation where specific provision is not contained in these By-Laws. By virtue of this authority, s/he shall appoint a Member to act as her/his agent where it is impossible or inadvisable for him/her to do so. S/he shall bring to the attention of the Members and the Directors such matters as may be necessary.
[d] DUTIES OF THE SECRETARY: It shall be the duty of the Secretary to keep the current records of all Meetings of the Directors and of SEEPS, to file and hold subject to call by the Board or Members all current records, reports of committees, and Conference Programs, to conduct all official correspondence, and to issue notices of acceptance into membership. S/he shall have custody of all SEEPS reports except those assets that are in the custody of the Treasurer.
[e] DUTIES OF THE MEMBERSHIP OFFICER: S/he shall have responsibility for the acquisition, maintenance, and record of membership(s). S/he may also handle registration fees at the Annual Meeting, and all other receivables of SEEPS relevant to the Annual Conference, and shall deposit all receipts to the person of the Treasurer as approved by the Board. S/he is responsible for the elections of Officers and for ensuring the Board follows the elections procedure.
[i] S/he shall maintain a full and complete record of all membership applications received by SEEPS and other membership records, and shall within a reasonable time exhibit the books upon request to any Member of SEEPS. In cooperation with the Treasurer. S/he shall submit an interim membership report for the current fiscal year at each Annual Conference and at any Special Meeting where such is requested by the Board or by the Members. S/he shall present for each fiscal year a report, as approved by the Board, to the Members through the Board.
[ii] S/he may wish to engage in social media on behalf of SEEPS, or work with the Webmaster and/or other Members to create an online presence.
[f] DUTIES OF THE TREASURER: It shall be the duty of the Treasurer, in cooperation with the President, to recommend a budget (which may include a contingent fund) for the succeeding year at each Annual Conference Business Meeting and at any Special Meeting where such is requested by the Board or by the Members. S/he shall review all financial statements of SEEPS and shall nominate and assist the professional auditor(s) who shall be selected annually by the Board. S/he may bring to the Board such matters as may be necessary.
[i] S/he shall have authority to sign checks and drafts on behalf of SEEPS for the disbursement of funds as designated by the President and in accord with the provisions in the By-Laws and the approval by the Members through the Board.
[ii] S/he shall invest surplus funds in securities as authorized by the Board and be responsible for their custody, and shall promptly report and transmit to the President interest earned by such securities.
[iii] S/he shall maintain a full and complete record of all disbursements, cash on hand, and securities held in custody, shall within a reasonable time exhibit the books upon request to any Member of SEEPS, and shall be bonded in an amount fixed by the Board.
[g] DUTIES OF THE PROGRAM COMMITTEE CHAIR: The Program Committee Chair shall be appointed by the Board in consultation with the members of the Board, shall be a voting member of the Board during her/his term of office, and shall be responsible for directing the activities of the Program Committee as authorized in Article VIII, § I. When possible S/he shall have served at least one year on the Program Committee. If the Program Chair also holds another office, S/he will be able to exercise only one vote, and, if appropriate, another Member may be nominated by the Board to temporarily fill the other office held by the Program Chair.
[h] DUTIES OF THE K-12, UNDERGRADUATE, AND GRADUATE STUDENT REPRESENTATIVES: The student representatives shall represent and advocate for the needs and desires of SEEPS members who are students. They will also be members of the Program Committee, or may ask another student member in good standing to serve as the student voice if unable to fill this role.
[i] DUTIES OF THE WEBMASTER: The Webmaster (Communications Officer) shall be responsible for the maintenance of electronic communications of SEEPS, for the website, and those communications not falling under the province of the Secretary. S/he may wish to engage in social media on behalf of SEEPS, or work with other Members to create an online presence. This is a nonvoting position to be appointed by the Board on a yearly basis.
[j] DUTIES OF THE PAST PRESIDENT: The immediate Past President shall be responsible for assisting and advising the Board and current President. This is a non-voting position. The immediate Past President is entitled to give a Past-President’s Presentation or Symposium at the first SEEPS conference held following the completion of her/his term.
Specific tasks and responsibilities of SEEPS shall be conducted by such standing committees as are hereinafter provided by these By-Laws and such special committees as may be established by votes of the Members or the Board.
[a] Membership: The Program Committee shall consist of members appointed by the Board. The size of the Committee shall be determined by the Board and altered as it deems necessary. The Chair of the Committee shall be appointed by the Board in consultation with members of SEEPS and shall be a voting member of the Board during her/his term of office. The President and the Vice President shall be ex-officio members of this Committee.
[b] Duties: The Program Committee shall solicit the program from the Members by an official Call for Papers to be issued by the President not less than one hundred twenty (120) days prior to an Annual Conference. The Committee shall transmit the Conference Program to the Board not less than thirty (30) days prior to a Meeting, and make the Conference Program available to membership no less than fourteen (14) days prior to the annual conference. It shall direct the Conference Program of a Meeting, and shall perform such other duties as are prescribed in Article VIII, § 3. The Committee shall make its report to the Members through the Board and at the Annual Business Meeting.
The Elections Committee, consisting of the Membership Officer as Chair, the Vice President, and one Member appointed by the Board, shall represent the Members in counting and reporting nominations and elections as prescribed in Article VIII, § 1 of these By-Laws. The Elections Committee shall make its report to the Members.
[a] Membership: The Committee on Local Arrangements for the Annual Meeting, consisting of the Conference Host as Chair and the Program Committee Chair, with additional Members from the institution or locality where the Annual Meeting is to be held, shall be appointed by the Board each year.
[b] Duties: The Committee on Local Arrangements shall have charge of all local arrangements for the Annual Conference and it shall work in coordination with the Board in the preparation of the Program. It shall report to the Members through the Board. The Conference Host and Program Committee Chair shall make the local arrangements for Special Meetings.
[a] Membership: The Program Committee shall consist of Communications Officer and other members appointed by the Board. The size of the Committee shall be determined by the Board and altered as it deems necessary. The Chair of the Committee shall be appointed by the Board in consultation with members of SEEPS and shall be a voting member of the Board during her/his term of office. The President and the Vice President shall be ex-officio members of this Committee.
[b] Duties: Manage publications of SEEPS under policies determined by the Board Committee. The current goals are as follow: (1) Establish a SEEPS scholarly journal or to align with a pre-existing journal as scholarly outlet. Conference proceedings and other volumes may be considered for publication. (2) Support establishment of multimedia platform for publishing SEEPS activities via website. (3) Act as editor and reviewer of publications. Guest editors and reviewers may be appointed by this committee for specific publications.
The President, Vice President, Secretary, Treasurer, Membership Officer, and two Members-at-Large of the Board shall be elected by the Members. The Student Representative will be elected by Student Members. A paper or electronic mailed preferential ballot shall be employed. The Program Committee Chair and Webmaster shall be nominated and appointed by the Board Members present at the Business Meeting of the Annual Conference.
[a] At least one hundred and twenty (120) days prior to the Annual Conference, the President shall mail a paper or electronic nomination ballot to all Members. Each member may nominate one candidate for each vacancy among the elected Board. The nomination ballots shall be counted by the Elections Committee ninety (90) days prior to the Annual Meeting. The Elections Committee shall report to the President the nominees for Board Officers, ranked according to number of votes received.
[b] The Membership Officer shall ascertain that all nominees are Members of SEEPS and are willing to stand for office. The name of any nominee found to be ineligible or unwilling to stand for office shall be removed from the list of prospective candidates. Individuals eligible for the position of Student Representatives must be enrolled in school at the time of the election. All nominees found to be eligible and willing to stand for office shall appear on an election ballot, listed in alphabetical order. Nominees who are nominated for multiple positions shall choose one position to run for on the election ballot. The final election ballot shall be mailed in paper or electronic format by the Membership Officer to the Members not less than sixty (60) days prior to the Annual Conference.
[c] The election ballot shall be counted by the Elections Committee not less than thirty (30) days prior to the Annual Conference.
[a] In case of a vacancy in the office of President, Vice President, Treasurer, Secretary, Communications Officer, Student Representative, or Membership Officer by death, disability, or resignation, the Board of Directors shall appoint a Member to act until the next election.
The fiscal year of SEEPS shall close on February 28/29.
[a] The Board may recommend changes in the amount of dues and Guest fees for the next Annual Conference.
[b] Dues shall be paid at or in advance of the Annual Conference. The fee structure may vary depending on the time of payment (e.g., early conference registration, registration on-site, etc.). Membership is contingent on annual dues payment, except for Life Members.
[i] Fee-paying Guests will have privileges to attend all oral presentations and poster presentations.
[ii] At the Program Committee's discretion, Guest privileges for certain sessions (such as the keynote address) may be available at a different fee structure than those for Guests attending all oral and poster presentations.
[c] Guests may be spouses, children, parents, associates, and/or friends of Members. They will be viewed as accompanying a Member and should attend the conference with a Member who must be named at the time of conference registration. The intention of being a Guest is that s/he may provide support in the way of childcare, or accompany a Member as an introduction to the society and society activities. A Guest is not allowed to present in any capacity, does not have voting privileges, and must not infringe on the privileges of Members.
[a] At a Member's request, that Member's partner, children, and/or caregiver shall have the privileges of Guests without payment of guest fees. In lieu of a partner, Members attending with children may bring a Guest to provide child care without payment of guest fees.
[b] Life Members shall be exempt from dues but shall be encouraged to make financial contributions to SEEPS. They shall retain all the rights and privileges of Members of SEEPS.
SEEPS may establish affiliation with and have representation in the Councils, Publications, and Associations of other organizations that have interests compatible with the goals of SEEPS. Affiliation shall be authorized by a two-thirds vote of the Members present and voting at a Meeting, provided a petition for affiliation has been presented to the Members through the Directors at least one (1) year prior to final action. Such affiliation shall be discontinued when action by the affiliated organization is deemed by the Board of Directors contrary to the interests and purpose of SEEPS.
1. SEEPS may, by vote of two-thirds of the Members present and voting at any Meeting, adopt such By-Laws or amendments to By-Laws as are consistent with SEEPS' Certificate of Incorporation and are deemed necessary for the management of the affairs of SEEPS, provided a full statement of the proposed By-Laws or amendments to By-Laws and Constitution has been mailed in paper or electronic format to the last known addresses of all Members not less than fifteen (15) days prior to the date of the Meeting.
2. By-Laws or amendments to By-Laws may also be adopted by paper or electronic mail ballot. In this case, the Membership Officer shall establish a suitable deadline for the return of ballots and send an electronic or paper copy of the proposed changes to the last known address of each Member. Changes shall be adopted if two-thirds of the Members responding are in favor of the proposed changes.
3. When approved by the Members, By-Laws or amendments to By-Laws or Constitution shall go into effect at the beginning of the fiscal year.
[a] action of the Board.
[b] a simple majority vote of those Members voting at the Business Session, [c] by a petition signed by ten per cent (10%) of the Membership and submitted to the President.
The ballot shall contain pro and con position statements. The results of a referendum shall be decided by a simple majority of those voting.
SEEPS is a highly collegial society and to that end, the following policies are delineated herein to ensure that all members experience a safe and supportive context when taking part in SEEPS activities. Here, we define SEEPS activities broadly.
Consequences associated with documented breaches of this policy will be determined by the President of SEEPS along with at least two other members of the Board deemed relevant to the particular situation. Such other members could include the Program Chair for a relevant conference.
The consequences of an agreed-upon breach of this conduct policy may include membership termination, as per SEEPS By-laws ARTICLE III.9. Depending on the gravity of the situation, other consequences will be considered in light of the specific circumstances. Severe instances may result in the full-scale investigation of the matter by the local police force.
1. SEEPS was formed and functions for educational and research purposes. Should the society apply and receive Section 501(c)(3) status from the Internal Revenue Code of 1954, the society will follow the Section 501(c)(3) Code such that no part of the net earnings of the organization shall be given as benefited or distributed to its members, Board of Directors, officers, or other private persons except that the organization shall be authorized to make payments and distributions to further the purposes set forth in its bylaws.
2. Upon dissolution of the organization, the Board of Directors shall pay or make provisions for the payment of all liabilities of the organization, then dispose of all its assets exclusively for the purposes of the organization in such a manner or to such organization(s) that are organized and operated exclusively for charitable, educational, or scientific purposes that at that time qualify the organization(s) for exemption under Section 501(c)(3) of the Internal Revenue Code of 1954 as amended.

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