Constitution and Bylaws

Untitled Document

Constitution

ART.  I. NAME 
ART.  II. OBJECTIVES
ART.  III. ARCHIVES
ART.  IV. MEMBERS
ART.  V. OFFICERS
ART.  VI. COUNCIL AND COUNCIL  POLICY COMMITTEE
ART.  VII. ORGANIZATION
ART.  VIII. TAX­EXEMPT STATUS 
ART.  IX. DISPOSITION OF ASSETS
ART.  X. AMENDMENTS AND INTERPRETATION

ARTICLE I. NAME

Section 1. The name of the organization shall be the AMERICAN  SOCIETY  FOR  MICROBIOLOGY,  hereinafter  referred to as the Society. 


ARTICLE II. OBJECTIVES

The objectives of the Society shall be the following exclusively educational  and scientific endeavors:

Section 1. The promotion of scientific  knowledge of microbiology and related subjects  through discussions, reports, and publications;

Section 2. The stimulation of scientific  investigations;

Section 3. The planning,  organization,  and administration of publications  for the advancement of scientific knowledge in this field;  and

Section 4. The improvement of  education in microbiology and related subjects. 

The Society has been formed exclusively for  the aforementioned scientific and educational  purposes,  and no part  of its assets,  income, or  profit shall inure to the benefit of  its  members,  directors,  or  officers.  Further,  no substantial part of the activities of the Society shall be the carrying on of propaganda or  otherwise attempting to influence legislations,  nor  shall the society participate in, or intervene in (including the publication or  distribution of statements),  any political  campaign on behalf of any candidate for  public office. 


ARTICLE III. ARCHIVES

Archives shall be maintained for  the collection,  preservation,  and display of historical  materials relating to the Society.


ARTICLE IV. MEMBERS

The Society shall consist of  the following categories of members,  who shall be nominated and elected as provided in the Bylaws.

Section 1.  Full Members. A person who endorses  the objectives of the Society and who holds a bachelor’s degree in microbiology or a  related field, or who has had essentially equivalent  experience,  shall be eligible to become a Full Member.  Full Members shall be eligible to vote,  hold elective office,  serve on Boards and committees, and enjoy other rights.

Section 2. Emeritus Members. A person who has been a Full Member for at least 25 years  preceding retirement  from regular  and remunerative professional work shall be eligible to apply for emeritus status. Emeritus Members shall have the rights of Full Members.

Section 3.  Student  Members. A  regularly matriculated student of microbiology or a related field who does not  hold a doctoral  degree shall be eligible to become a Student  Member.  Student Members shall not have the right to vote or  hold office.

Section 4.  Honorary Members. A  person who has made outstanding contributions to microbiology shall be eligible for  nomination and election as an Honorary Member.  Honorary status  is the highest membership recognition given by the Society,  and it carries all the rights of Full Membership. 


ARTICLE V. OFFICERS

Section 1.  Elective Officers. The Elective Officers shall  be a President, President­  Elect, Secretary, and Treasurer. Each officer shall serve for a term of 1 year beginning on 1 July after  the election.  Nomination and election of Elective Officers shall be conducted as provided in the Bylaws.  No Member  may hold a Board chair or  other  major  appointive position while serving a term as an Elective Officer. In the event an office is  vacated,  it shall  be filled temporarily until the next  election.  The Elective Officers shall provide general leadership,  preside at meetings of  the Council and Council Policy Committee and at the General Membership Meeting,  execute duties that  usually pertain to the offices held,  and perform other duties that may be assigned by the Council or  the Council Policy Committee or  be required by the Constitution and Bylaws.

Section 2.  Executive Officers. The Society may employ an Executive Director  to implement the policy specified in the Constitution and Bylaws and the policy decisions reached by the Council and Council Policy Committee.  The Executive Director  shall be generally responsible  for  the management  of Society operations.  He or  she may serve on Boards and committees,  but  without vote. 


ARTICLE VI. COUNCIL AND COUNCIL POLICY COMMITTEE

The Society shall have a Council and a Council  Policy Committee with the following function and structure and as provided in the Bylaws.

Section 1.  Council. The Council shall be composed of Full Members and constitutes the legal governing body of the Society.  The function of the Council  is  to uphold the objectives,  to authorize policy matters,  and to ensure that  property,  funds,  and affairs are handled in conformity with the Constitution and Bylaws and within the Articles of Incorporation of the Society under the statutes of the District of Columbia.

Section 2.  Council Policy Committee. The Council Policy Committee shall  have full authority to act ad interim for the Council, exercise the usual functions of an executive committee, and carry out further duties as provided in the Bylaws,  subject to subsequent  explanation to and approval  by the Council. 


ARTICLE VII. ORGANIZATION

To accomplish its objectives, the membership of the Society shall be organized into the following groups and as further provided in the Bylaws.

Section 1. Branches shall be composed of Society members and nonmember  affiliates  within a common geographical region.  A Branch may have separate bylaws,  governance,  and dues,  but these shall be consistent with the Constitution and Bylaws and shall be subject to approval by the Council of the Society.

Section 2. Divisions shall be composed of members organized because of common interest  in one of the disciplines of microbiology.

Section 3.  Boards shall consist  of  members appointed or  elected to a term of  responsibility for governance of assigned activities.

Section 4. An American Academy of  Microbiology shall  be composed of a group of  Society members and nonmember  affiliates,  all known as Fellows,  organized to promote  professional  recognition and to foster  the highest  scientific and ethical  standards among microbiologists  in service to science and the public.  The Academy shall establish separate  bylaws for  its governance, subject to approval  by the Council of the Society.  The Academy shall have a Board of  Governors elected by the Fellows. The chair shall be elected by the Fellows of the Academy in accordance with the Bylaws  of the Academy,  subject  to confirmation by the Council and appointment by the President. The Academy may separately assess dues and fees.

Section 5. Committees shall consist of a group of Society members appointed to a term of  responsibility for  service in some specified function.

Section 6. Representatives shall consist  of one or  a few members appointed to a term of  responsibility for service in some special  event or  function. 


ARTICLE VIII. TAX­EXEMPT STATUS

Section 1. The Society shall operate  exclusively as a scientific and educational  organization.  No part  of the net  income to the Society shall inure to the benefit  of,  or  be distributed to, its  elected officers  or other private  persons, except that reasonable compensation may be paid to employees for  services  rendered in furtherance of the objectives  listed in ART.  II  of  the Constitution.

Section 2. The Society shall engage only in those activities permitted by a corporation exempt  from federal  income tax under  Section 501(c) 3 of the Internal Revenue Code of 1954 or  the corresponding provision of any future United States Internal Revenue law. 


ARTICLE IX. DISPOSITION OF ASSETS

Section 1. Upon dissolution of the Society, the assets  of  the Society shall  be distributed exclusively to charitable,  scientific,  literary, or  educational organizations which would then qualify under the provisions of Section 501(c)  3 of the Internal Revenue Code and Regulations of  the Department of the Treasury applicable to such action as they now  exist  or  as they may hereafter  be amended. 


ARTICLE X. AMENDMENTS AND INTERPRETATION

Section 1. An amendment  to the Constitution may be proposed in writing by at least  10 members of the Council or 50 Full Members of  the Society.  Such an amendment shall be reviewed within a year of its proposal by the Council Policy Committee and the Council.  If Council approves  the proposed amendment  or  a modification of the proposed amendment, it shall be published and submitted to the Full Members for  mail  vote as  provided in the Bylaws.  The amendment  shall require a two­thirds vote of the members under  either  the meeting or  mail procedures set  forth in the Bylaws and shall become effective upon approval of the members.

Section 2. Interpretation. Interpretation of the intent  or  language of the Constitution shall be decided by the Council. 

 

Bylaws

Art. I.  Members 
Art. II.  Elective Officers 
Art. III.  Executive Director 
Art. IV.  Council
Art. V.  Council Policy Committee
Art. VI.  Organization
Art. VII.  Branches 
Art. VIII.  Divisions 
Art. IX.  Boards (General) 
Art. X.  Education Board
Art. XI.  Meetings Board
Art. XII.  Publications
Art. XIII.  Public and Scientific Affairs Board
Art. XIV.  American Academy of Microbiology
Art. XV.  Membership Board
Art. XVI.  International Board
Art. XVII.  Committees and Representatives Not  Associated with a Board
Art. XVIII.  Finances and Dues (Finance Committee) 
Art. XIX.  Statutes and Communications 
Art. XX.  Indemnification Provision
Art. XXI  Parliamentary Practices 
Art. XXII.  Amendments and Interpretation

Article I. Members

Section 1. Full Members. A person who qualifies under  the Constitution (ART.IV,  Sec.1),  who has been nominated in writing in due form by a Full Member, who has paid dues for the first year  of membership, and who has been endorsed by the chair of the Membership Board shall become a Full Member.  Each Full Member  in good standing shall be entitled to the privileges so listed in the Constitution and may subscribe to publications  as  specified by the Council.

Section 2.  Emeritus  Members. A Full Member  who qualifies under the Constitution (ART.  IV.  Sec.  2)  may apply to the chair  of the Membership Board for  emeritus status.  After  endorsement by the chair  of the Membership Board,  the Member  shall become an Emeritus  Member.  Emeritus Members retain the privileges  of Full Members but  are exempt  from dues and may be provided publications specified by the Council.

Section 3.  Postdoctoral Members.  An individual with a doctoral degree (e.g., PhD, DVM, MD,  DDS etc.)  may apply for  postdoctoral  membership in ASM once during their life as long as the application for  Postdoctoral Membership is  received within 3 years of graduation from a regularly matriculated program in microbiology or  a related field. Postdoctoral membership is limited to five consecutive years.  Postdoctoral  members  have all of the privileges of Full  Membership.

Section 4.  Transitional  Members.  A  student  of microbiology or  a related field who is  about  to graduate or  has graduated within 12 months of the application year  may apply for  transitional  membership in ASM.  Transitional  Membership is limited to two consecutive years.  Transitional Members have all of the privileges of  Full Membership except the right to hold office.

Section 5. Student Members. A student  who qualifies under  the Constitution (ART.  IV.  Sec. 3), whose bona fide status as a student may be certified by the chair  of a department in a college or university, or whose application certifies that the individual is a matriculated student, and who has  paid dues for  the first  year  of membership,  shall become a Student  Member.  Student  Members  shall not be eligible to hold national office. Student  members shall have the right  to vote.  Student  Members may subscribe to ASM publications and attend meetings at special rates as specified by the ASM Council.

Section 6.  Honorary Members. A  person who qualifies for  Honorary Membership under  the Constitution (ART. IV,  Sec.  4)  may be proposed in writing to the Secretary together with the following information:  (i)  a complete curriculum vitae with a condensed summary (as in American Men and Women of  Science);  (ii)  a bibliography of scientific publications;  (iii)  a statement  summarizing the nominee’s major  contributions to microbiology together  with information attesting to the high personal  and professional standards of conduct of the candidate.  Nominations can be made by any ASM member. 

The Council  of Past  Presidents shall review the qualifications of each nominee and transmit to the Secretary the names of up to eight  nominees who have made outstanding contributions to microbiology. 

Candidates who are recommended by the Council of Past  Presidents and who receive approval by a two­thirds vote of the Council Policy Committee and Council  members under the procedures  set  forth in the Bylaws shall be declared nominated,  and their  names shall be placed on the annual ballot.

A nominee receiving approval  of the members on the annual ballot shall be declared an Honorary Member. 

Proposals for  Honorary Membership that  fail of endorsement  by the Council  Policy Committee or the Council may be proposed again in a subsequent year, as provided above. 

An Honorary Member shall be exempt  from membership dues, shall have the voting and other privileges of a Full Member, and may receive without charge ASM News and any other periodical  publications as specified by the Council.

Section 7. Non­Discriminatory Policy.  The Society does not  discriminate in membership or  in any activity on the basis of race,  color,  ethnicity, religion, national origin, sex, age, marital  status,  personal  appearance,  sexual  orientation,  gender  identity or  expression,  family responsibilities,  genetic information,  disability,  or  political  affiliation or  any other  personal  characteristic not  related to the ethical  promotion of the scientific knowledge of microbiology.

Section 8.  Exclusion or Removal from  Membership. A person may be excluded or  removed from membership because of conduct that  is  inimical  to the objectives of the Society,  injurious to it, or affecting its reputation adversely.  Accusations of breaches of the ethical  code must  be presented according to the ethical  review process of the Society.

Section 9.  General  Meeting of  Members. The General meeting of the members of  the Society shall be held at such place and on such dates as may be determined by the Council,  or  if the Council does not set a date, the President of the Society.

Section 10.  Special  Meetings. Special  meetings of the members of the Society may be called by the Council or  the President.  The business shall be stated in the notice thereof,  and no other business may be considered at that time.

Section 11.  Notice of  Membership Meetings. Members shall receive at least thirty (30)  days advance written notice of the Annual  Membership meeting and at  least  ten (10)  days  advance written notice of a Special  Membership meeting.  Notice of the Annual  Membership Meeting need not  specify the purpose of the meeting, unless specifically required otherwise by law or these Bylaws. Notice of a Special Meeting shall specify the purpose of the meeting,  and no other business shall be conducted at the meeting.  Notice shall be deemed delivered when personally received by the Member or when deposited in the U.S Mail or  sent  by telegram,  facsimile  transmission,  or  electronic mail to the Member’s  address as show in the records of the Society.

Section 12.  Quorum  of  Members. At  any general  or  special  meeting of members,  a quorum shall consist  of  five percent  (5%)  of  the members entitled to vote,  present  in person or  represented by proxy. A quorum of members shall be necessary only at  those meetings  where members vote on particular matters.

Section 13.  Manner  of  Acting. (i)  Meetings. The affirmative vote of a majority of  the members entitled to vote who are present  or  represented by proxy at  a meeting at  which a quorum is present, shall be necessary for  the adoption of any matter  voted upon the members,  unless a greater  proportion is required by governing law,  the Constitution or  these Bylaws.  (ii)  Voting by Mail.  Voting by members on all matters may be conducted by mail.  Proposals to be offered to the members for  a mail  vote,  except  election ballots which shall be governed as set  forth in Article II  herein,  may be called by the Council or President of the Society.  On any mail vote, with the exception of elections under Article II,  no less than five percent (5%)  of all members  entitled to vote shall  cast  a ballot, including abstentions,  to constitute a valid action. An affirmative vote of a majority of those voting,  counting abstentions,  shall be necessary to adopt  the measure, unless a greater proportion is required by law,  the Constitution or  these Bylaws.  This  provision shall  govern elections,  except  when in conflict  with specific procedures set  forth in Article II.


Article II. Elective Officers

Section 1. Nominations. Nomination of  the Elective Officers (ART. V, Sec. 1) shall be as  follows. 

The Nominating Committee (ART.  XVI, Sec. 2) shall make one or more nominations  each for  President­Elect, Secretary,  and Treasurer  as set  forth in this section.  At  least  two nominations must be made for President­Elect.  An incumbent  Secretary or  Treasurer  who is eligible  for,  and willing to serve,  a renewed term as  provided in Art. II, Section 3 of the Bylaws shall be nominated as the sole nominee of the Nominating Committee,  unless the Nominating Committee, after consulting with the CPC, decides  not  to nominate such an incumbent. If an incumbent  Secretary or  Treasurer  is not  renominated, then at least two nominations must be made for the office. 

On or  before 1 May following its  appointment, the Nominating Committee shall send the nominations to the Secretary,  who shall announce them in the next available issue of ASM News.  Additional  nominations for  these elective offices may be made,  but such nominations shall be valid only if presented in a petition form over  the signatures of at least  250 members entitled to vote  and in good standing and if received by the Secretary on or  before 1 August of  the current  year.

Section 2.  Elections. The Secretary shall send, not later than 1 November, a final ballot  bearing all valid nominations for  office to all eligible voting members. 

Each member  shall vote for the nominees on the ballot  and transmit it properly enclosed in a preaddressed envelope.  To be counted, a ballot must be received on or before 10 December. 

Ballots  from members not in good standing shall be rejected by the Tellers.  The Tellers shall count the ballots and report the results  to the Secretary,  who shall first  notify each nominee and then announce the results in the next  available issue of ASM News. 

Any nominee for  the offices  of  President­Elect, Secretary,  and Treasurer  who receives an absolute majority of the votes cast for  that office shall be declared elected.  If no nominee receives an absolute majority,  a run­off election shall be held between the two nominees who received the largest  number  of votes in the first  election.  The ballots for a run­off election shall be mailed to the membership during the first week in January and must  be received by the last  day of  February to be counted.  The nominee receiving the largest  number of votes in the second election shall be declared elected.  In case of a tie vote, the Council shall decide which nominee is elected.

Section 3. Terms of Office. The term of  President­Elect  shall  be one calendar  year  beginning 1 July next  after  the election.  The person holding the office of President­Elect  will  automatically advance to the office of President for  one year  without  intermediate election and then serve an additional  one­year  term as  Immediate Past President. The term of the Secretary and the Treasurer shall be one calendar  year  beginning 1 July next after the election.  The one­year terms of  Secretary or  Treasurer  may be renewed,  but  no person shall serve for  more than 9 years in one office.  The one­year  term of the President  or  President­Elect may not be renewed.

Section 4.  Vacancies. Vacancies occurring in an office between elections  shall  be filled by appointment  by the President, with confirmation by the Council Policy Committee.  A  successor shall be duly chosen at the next election.

Section 5.  General  Duties  of  Officers. The officers work together to provide vigorous and creative leadership, are responsible to the Council Policy Committee and Council for implementation of Society policy,  and report  annually to the membership.  They are members of Boards and committees as defined elsewhere in these Bylaws. 

The President provides primary leadership for  the Society;  presides at sessions of  the Council  Policy Committee,  Council,  and General  Membership Meeting;  appoints members  of Boards,  chairs of committees,  and representatives to other  organizations;  approves  members of  committees; makes interim appointments and policy decisions as needed for  operation of the Society; and calls meetings of the officers, Council Policy Committee, and Council.

The President­Elect provides secondary leadership for  the Society;  substitutes for  the President  when needed;  and prepares to serve as  President, doing advance preparation of  the table  of organization for  the ensuing year.  A major  responsibility shall be to examine critically the main activities in a major organizational group, to summarize their  effectiveness,  and to recommend their  continuance or discontinuance (Art. VI, Sec.  1). 

The Secretary prepares the agenda for  sessions of the Council Policy Committee,  Council, and General Membership Meeting and prepares minutes of said meetings;  supervises  headquarters activities by working through the Executive Director;  administers and coordinates operations of the Society;  interprets policy as  needed;  and signs grants, contracts,  and agreements. 

The Treasurer is chair  of the Finance Committee and thereby supervises all aspects of  the Society’s  finances; provides  leadership and works  with Elective and Executive Officers to prepare, review, and implement the annual budget; and approves other major fiscal transactions. 


Article III. Executive Director

The Executive Director (ART.  V,  Sec.  2) shall carry out duties as prescribed in a written job description agreed to by the person and the Secretary,  as approved by the Council Policy Committee. 


Article IV. Council

Section 1. Composition. The Council, as  defined in the Constitution (ART. VI, Sec. 1), shall be composed of the following voting members: (i)  Councilors  elected by Branches and Divisions  of  the Society and (ii)  the Elective Officers and members of the Council Policy Committee.  The Council shall establish, and may from time to time amend,  rules and procedures governing the election of Councilors by Branches and Divisions,  including the number  of Councilors to be elected by Branches and Divisions, respectively, provided,  however,  that  the total number  of Councilors  elected by Branches and Divisions shall be equal in number.  Councilors elected for  the purpose of  assuring an equal  number  of Councilors from Branches and Divisions  shall  be elected as “at­  large” Branch Councilors or  “at­large” Division Councilors by a vote of members in Branches or  Divisions,  respectively.  Candidates for  At­large Division Councilors shall be nominated by the CPC Division Councilors;  candidates for At­large Branch Councilors shall be nominated by the CPC Branch Councilors.  The At­large Councilors shall serve for  one two­year term that may be renewed once by re­election for  a second two­year  term.  At­large Councilors who are unable to attend the Council meeting may be represented by a member  named by the CPC Branch or Division Councilors,  as appropriate. 

The term of a Councilor from a Branch shall be 2 years beginning on 1 July, and no more than two consecutive terms may be served.  If such a Councilor  is elected as a Division Councilor,  a member  of the Council  Policy Committee,  or  an Officer, a vacancy shall be declared in the office of  Councilor from the Branch. Such a vacancy shall be filled by the duly elected Alternate Councilor.  The president  of a Branch may appoint  a Full Member  from the Branch as a representative at  a meeting of the Council  whenever  unavoidable  circumstances prevent  the duly elected Councilor  or Alternate from attending. 

The term of a Division Councilor shall be 2 years, beginning on 1 July, and no more than two consecutive terms may be served.  If such a Councilor is elected as a Branch Councilor, a member  of the Council  Policy Committee,  or  an Officer, a vacancy shall be declared in the office of  Councilor from the Division. Such a vacancy shall be filled by the duly elected Alternate Councilor.  If, for any reason, a vacancy occurs in the Office of  Alternate Councilor,  the Division Officers shall appoint  a new Alternate Councilor  to fill  the unexpired term of the Alternate Councilor.  The Chair  of a Division may appoint  a Full Member  from the Division as a representative at a meeting of the Council whenever unavoidable  circumstances prevent  the duly elected Councilor  or Alternate from attending. 

Ex officio members of the Council,  having privileges of the floor but without the right  to vote, shall include the Executive Director, staff  directors,  members  of  the Boards, chairs  of  the non­Board standing committees,  and Past  Presidents (for  5 years after  their  term as  President). Additional  persons may be invited by the Council as ex officio members for a term of 1 year.

Section 2.  Responsibilities. The Council  shall have responsibilities prescribed in the Constitution (ART. VI, Sec. 1).

Section 3. Annual Meeting. The Council shall hold at  least  one meeting annually to hear  reports and to transact business.  The Council may set the time and place for its annual meeting.  If the Council fails to set a meeting date, the President of  the Society may do so.

Section 4.  Special  Meetings. Special  meeting of the Council may be called by or at the request of any twenty (20) Councilors, the Council Policy Committee or the President.  The person or  persons authorized to call a special meeting of the Council may fix any place, either within or without  the District of Columbia, as the place for holding any special meeting of the council called by them.

Section 5. Notice of Council Meetings. Councilors  shall  receive at  least thirty (30)  days  advance written notice of the Annual  Council meeting and at least ten (10) days advance written notice of a Special Meeting of the Council.  Notice of the Annual  Council Meeting need not  specify the purpose of the meeting,  unless specifically required otherwise by law or these Bylaws.  Notice of a Special  meeting shall specify the purpose of  the meeting,  and no other  business shall be conducted at the meeting.  Notice shall be deemed delivered when personally received by the Councilor  or  when deposited in the U.S.  Mail or  sent  by telegram,  facsimile transmission,  or  electronic  mail to the Councilor’s  address as  shown in the records of the Society.

Section 6.  Waiver  of  Notice. Any Councilor may, insofar  as he or she is concerned,  waive notice of any meeting by execution of  a written waiver.  Further, any councilor who attends  a meeting shall be deemed to have had timely and proper  notice of  the meeting,  unless  he or  she attends for the express purpose of objecting to the transaction of any business because the meeting is  not lawfully called or convened.

Section 7.  Quorum. The presence of a majority of the Councilors shall constitute a quorum for  the transaction of business at  any meeting of the Council, unless a greater number is  required by law, the Constitution, or these Bylaws.

Section 8.  Manner  of  Acting. (i)  Meetings. The act of the majority of the members  of the Council present  at  a meeting at  which a quorum is present shall be the act  of the Council unless a different  proportion is specified by these Bylaws, the Constitution,  or  governing law.  Any or  all Councilors may participate  in a meeting of  the Council by means of conference telephone or  by any means of communications by which all persons participating in the meeting are able to hear one another,  and such participation shall constitute presence in person at the meeting.  Councilors may not  participate in a meeting by proxy.  (ii)  Mail/Facsimile Transmission Voting.  Any action required or  permitted to be taken at  a meeting of the Council  may be taken without  a meeting if a unanimous written consent which sets  forth the action so taken is (1)  signed by each member of  the Council;  and (2) filed with the minutes of proceedings of the Council. 


Article V. Council Policy Committee

Section 1.  Composition. The voting members of the Council  Policy Committee shall consist of the incumbent President serving as chair, immediate Past  President,  President­Elect, Secretary,  Treasurer,  chair  of the Board of  Governors of the American Academy of  Microbiology,  chair of  the Publications  Board,  chair of the Meetings Board, chair of the Education Board,  the chair  of the Public and Scientific  Affairs Board, the chair of the Membership Board,  the chair of the International Board and the chairs  of such other Boards as may be established, three Councilors  representing Branches,  and three Councilors  representing Divisions.  These said Councilors will  be nominated by a nominating committee (consisting of CPC and Council members) appointed by the President, and elected from the Council by ballot of the Council  for  3­  year  terms.  The nominee(s)  who receives a majority of the votes cast for  the position(s) shall be declared elected.  If  no nominee receives  a majority, the ASM Secretary shall present a voting procedure to resolve the election to be voted on by the Council at  the next  Council meeting.  These Councilors may be re­elected to the Council Policy Committee at the end of their three­year  term for  up to one additional  consecutive or  non­  consecutive term.  Other persons may be invited as  needed, but without the privilege of voting. 

A Councilor  so elected to the Council Policy Committee shall serve a full term of office,  but  upon assuming the position shall  vacate the position as  elected Councilor.  If a member of the Council  Policy Committee becomes an Elective Officer, the Committee position shall  be declared vacant. This Committee position shall be filled by election if it is a representative of the Council or by appointment  by CPC  of a candidate proposed by the President­Elect  with confirmation by the Council if it is one of the Board Chairs.

Section 2.  Responsibilities. The Council  Policy Committee shall have the responsibilities assigned to it in the Constitution (ART.  VI,  Sec.  2),  including leadership and direction of the future of the Society,  review of  programs,  review and approval  of annual  budget, and advising the President  on matters coming before the Council and other  groups within the Society.

Section 3.  Meetings. The Council Policy Committee shall meet at least twice a year  to transact  business and shall report  on such meetings or  other  action taken to the Council.  A  Council Policy Committee meeting may be called by the Council, the President, or  any five (5)  members of the Council Policy Committee.

Section 4.  Notice of  Council Policy Committee Meetings. Members of the Council Policy Committee shall  receive at least  ten (10)  days advance written notice of a Regular Meeting of the Council Policy Committee and at least forty­  eight (48) hours advance oral or written notice of a Special Meeting of the Council Policy Committee,  except if notice of a Special Meeting is delivered by mail, then such mail notice must be at least five (5) days in advance of the Special Meeting.  Notice of a Regular Meeting need not specify the purpose of the meeting,  unless specifically required otherwise by law or  these Bylaws.  Notice of a Special  Meeting shall specify the purpose of the meeting, and no other business shall be conducted at the meeting.  Notice shall be deemed delivered when personally received by the Council  Policy Committee member or when deposited in the US. Mail or  sent  by telegram,  facsimile transmission,  or electronic mail to the Council Policy Committee member’s  address  as shown in the records  of  the Society.

Section 5.  Waiver  of  Notice. Any member  of the Council Policy Committee may,  insofar  as he or she is concerned, waive notice of  any meeting by execution of a written waiver.  Further, any members of the Council Policy Committee who attends a meeting shall be deemed to have had timely and proper  notice of the meeting,  unless he or  she attends for  the express purpose of  objecting to the transaction of any business because the meeting is not lawfully called or convened.

Section 6.  Quorum. The presence of a majority of the members of the Council Policy Committee shall constitute a quorum for  the transaction of business at  any meeting of the Council  Policy Committee,  unless a greater  number  is  required by law,  the Constitution, or  these Bylaws.

Section 7.  Manner  of  Acting. (i)  Meetings.  The act  of the majority of the Council Policy Committee present at a meeting at which a quorum is present shall be the act  of the Council Policy Committee unless a different  proportion is  specified by these Bylaws,  the Constitution, or  governing law.  Any or all members of the Council Policy Committee may participate in a meeting of  the Council Policy Committee by means of  conference telephone or  by any means of  communication by which all persons participating in the meeting are able to hear  one another,  and such participation shall  constitute presence in person at  the meeting.  (ii) Mail/Facsimile  Transmission Voting.  Unless specifically directed otherwise by the Council, or a specific provision of  the Constitution or  Bylaws,  the Council Policy Committee may take action by mail.  On any mail vote, no less than a majority of all Council Policy Committee members must  cast  a ballot, including abstentions,  to constitute a valid action. An affirmative vote of a majority of those voting,  counting abstentions,  shall be necessary to adopt  the measure, unless a greater proportion is required by law, the Constitution or these Bylaws. 


Article VI. Organization

As prescribed in the Constitution (ART.  VII),  the Society shall be organized into the following major  groups:  Branches,  Divisions,  Boards,  the Academy,  and non­Board committees  and representatives.  Specific rules of governance for  each of  these major groups  are provided elsewhere in the Bylaws,  but the following apply generally.

Section 1. Each major  organizational  group and each of its main activities shall be examined periodically by a President­Elect serving as chair  of an ad hoc committee appointed by the President  (of  which at  least half  of the members  are voting members of the Council  but  not  Officers).  A recommendation shall be made to the Council for  continuance or discontinuance of each main activity within the major group, together with a summary of the effectiveness of each main activity.

Section 2. The establishment  of a new  Branch,  Division, committee,  representative,  meeting,  publication,  or  other  main activity in a major  organizational  group shall be suggested by the appropriate major  supervisory body,  recommended by a Board chair  or  the Secretary,  and approved by the Council. 


Article VII. Branches

Section 1. Branches may be established by the Council in response to a petition signed by at  least  25 Full Members in good standing who reside within a geographical region.

Section 2. The geographical  limits  of  each Branch shall be arranged with the chair of the Membership Board and approved by the Council.  There shall  not  be a territorial  overlapping of  Branches.

Section 3. Branches shall elect  their  own officers and committees, may assess dues and manage their own funds, and shall make rules for  their own governance. Copies of the constitution,  bylaws,  and other rules of each Branch shall be transmitted upon adoption or amendment  to the chair  of the Membership Board of the Society by the secretary of  each Branch for  approval, as  consistent  with the national  Constitution,  by the Council  upon recommendation of the Branch Organization Committee (Art. VII, Sec. 3).

Section 4. The terms of elected branch officers shall  begin 1 July.  Each Branch shall transmit annually to the chair  of  the Membership Board the names of officers and standing committees within 3 weeks after their election but  no later than 1 December and shall notify the chair  of the Membership Board promptly of any changes.

Section 5. A Branch may include in its  membership persons other  than members  of  the Society, but such persons shall not  be elected as  branch officers. Nonmembers of ASM may have voting privileges in the branch, except they are not  eligible to vote for, or serve, as the ASM Councilor  or Alternate Councilor.

Section 6. Each Branch having within its  territory 25 or  more Full  Members of  the Society in good standing shall be entitled to elect  one Councilor  and an Alternate Councilor  to the Council.

Section 7. Each year the secretary of  a Branch must certify the number of members in the Branch to the chair  of the Membership Board.  A  Branch failing to maintain 25 Full Members for  two successive years shall forfeit its title and rights  as a Branch.

Section 8. A Branch may be dissolved by the Council  for  failure to comply with the provisions of ART. VII, Sec. 1, of the Constitution or Art. VII of the Bylaws.

Section 9. Each Branch must  have at  least  one meeting annually within its territorial  limits or with one or more other ASM branches.

Section 10. Branches may sponsor  Student  and/or Postdoctoral  Chapters  within their  territorial  limits by presenting to the Council  a copy of a constitution and bylaws together with a petition asking permission to establish the Chapter  and by assuming responsibility for oversight of and assistance to the Chapter. 


Article VIII. Divisions

As prescribed in the Constitution (ART.  VII,  Sec.  2),  members with common scientific  interest may be authorized by the Council to meet  as a group, to be known as a Division.  A Division shall consist  of at  least  300 total  members (total  equals  primary plus  secondary members  but not  including student members).

Section 1. A member  may indicate  annually a preferred divisional  affiliation on an appropriate form included with the annual  mail ballot or the dues notice and thereby may vote for  the officers of  the Division specified.  Divisional  membership shall remain effective until the member chooses to transfer to another Division.

Section 2. Each Division shall elect its  own officers and committees and may establish rules for  governance consistent  with the Bylaws.  Council approval is required for the bylaws of each Division.

Section 3. Upon creation of a Division,  the person taking responsibility for  the formation of the Division becomes the Chair (pro tem) until  June 30 of the following year.  The President, upon receipt  of recommendations from the Chair  (pro tem), shall appoint  a Chair­Elect  (pro tem)  and a Councilor (pro tem).  The Chair­Elect (pro tem)  would not  automatically assume the role of Chair  at the end of the term. The Chair­Elect (pro tem)  would stand for  election as Chair on the very next  ballot.* The Councilor  (pro tem)  would serve a one­year term ending June 30 of the year following appointment.

The President  shall also appoint  a nominating committee to identify nominees to serve as candidates for the positions of Chair­Elect  and Councilor  on the next  ballot.* (*The term “next  ballot”  refers to the ballot  presented in the Fall of the same year the Division is approved by Council.)  The term of  office for  each division officer position (Chair­Elect, Chair and Councilor)  is 1 year.  Vacancies occurring for any reason shall be filled by the President  with advice from the General Meeting Program Committee and the other  elected officers  of  the Division.  Thereafter,  an election by ballot shall be conducted every year for  each division to determine the position of Chair­  Elect in accordance with Section 4 which follows. 

In case of a tie vote, the decision shall be made by the President  of the Society with advice from the elected officers of the Division.  Vacancies occurring for  any reason shall be filled by the President  with advice from the General  Meeting Program Committee and the elected officers of the Division. 

The Chairs  of  Divisions  within each Divisional  Group shall constitute the Nominating Committee for Divisional Group Representatives.  At  least  two candidates shall be nominated and reported to the chair of the Membership Board of  the Society by 1 July preceding the annual  election.  Nominees for  the position of Divisional  Group Representative shall be selected from among the members of the Divisional  Group.  Additional  nominations for  Divisional  Group Representative may be made by members of the Divisional  Group,  but  such nominations  shall  be valid only if presented by a petition signed by at  least 25 Full Members of the Divisional Group in good standing and if received by the chair  of the Membership Board on or  before 1 August. Election shall be conducted by mail ballot of  voting members of the Divisions constituting the Divisional Group; the ballots shall be distributed at  the time of the annual election. The election terms  of Divisional  Group Representatives shall be staggered so that no fewer than two are elected in each annual  ballot. The Divisional  Group Representatives shall serve also as members of the General Meeting Program Committee.  The term of  Divisional Group Representative is two years and can be renewed for one additional term. 

In case of a tie vote, the decision shall be made by the President  of the Society with advice from the General  Meeting Program Committee, and Membership Board and Meetings  Board Chairs.

Section 4. The Division Chair  shall appoint  a Nominating Committee of three members who shall elect a chair among them.  This  committee shall propose a slate of nominees to the chair  of the Meetings Board by 1 July for Chair­  Elect of the Division for the following 1­year term;  the Chair­Elect  will become the Chair  the second year unless additional nominations for the office of  Chair  are submitted to the chair  of the Meetings  Board no later than 1 August of the year in which the election is held by a petition bearing signatures  of at least 15 Division members.  If such nominees  are submitted, then an election shall be held for the position of Chair.

No nomination may be made without  the consent of the nominee.  If a position of Chair­  Elect or Councilor becomes vacant and is filled by appointment  in accord with these Bylaws,  the appointed Chair­Elect  shall  not  automatically succeed to the next  office.  The Nominating Committee shall  propose a slate of at  least  two candidates to fill the office of Chair  or Councilor  by vote of the membership at the expiration of the term of the Chair­Elect. For  the first  election of  officers for  a newly established Division,  the President shall appoint a Nominating Committee.

Section 5. The Division Chair  shall have overall  responsibility for  the Division,  shall cause records to be kept of actions taken, and shall make recommendations for  divisional  symposia,  seminars, and round tables at the General Meeting.  All  information pertinent  to the General  Meeting program shall be provided by the Division Chair to the appropriate Divisional Group Representative. 

The Division Chair­Elect  shall be specifically charged with reviewing and making recommendations regarding the selection of  contributed scientific papers for presentation at the General Meeting.  Final authority for acceptance of  papers shall  rest  with the General  Meeting Program Committee.

Section 6. Related Divisions shall be grouped in Divisional  Groups to facilitate contributions and expression of opinions  in scientific and programming functions.  The Divisional  Groups shall  provide the primary mechanism of divisional  representation on the General Meeting Program Committee through the Divisional Group Representatives.

Section. 7. To establish a new Division,  a group of at least 300 total members (total equals  primary plus secondary members but not including student  members)  must  petition the Council through the chair  of the Meetings  Board.  The Council  may then grant  Division status.  Upon obtaining Division status,  those members  petitioning to create a new Division will be transferred to equivalent  primary or  secondary membership in that  new Division.  Only Councilors  of  Divisions  that  maintain 300 total  voting members will be entitled to vote in Council. Section 8.  A member  may indicate  annually a secondary non­voting division on an appropriate membership form or included with the dues notice.  Secondary division membership will  count towards the minimum 300 members needed to maintain a division in good standing.  Secondary membership shall  not  provide privileges for  selection of Division Officers,  Division Councilors, and Divisional Group Representatives.  Members may hold elective office only in their  primary division. 


Article IX. Boards (General)

As prescribed in the Constitution (ART.  VII,  Sec.  3),  the Society shall  have governing Boards which shall have certain ongoing duties and responsibilities.  Currently, the Boards include the Education Board (Art.  X),  Meetings Board (Art. XI), Publications Board (Art. XII), Public and Scientific Affairs Board (Art. XIII), the Board of  Governors of the American Academy of  Microbiology (Art. XIV),  the Membership Board (Art. XV)  and the International Board (Art. XVI).  The Board of Governors of the American Academy of Microbiology (Art. XIV) functions as  a Board of the Society, but in accordance with the Constitution (ART.  VII,  Sec.  4), shall establish bylaws for governance of the Academy.

Section 1. Other  Boards may be established or changed on recommendation of the Council  Policy Committee and approval  by the Council.

Section 2. Charges to and responsibilities of governing Boards additional  to those stated in the Bylaws shall be clearly defined in writing by the President, subject to approval by the Council.

Section 3. Appointment  or election of  members to governing Boards shall be made for  terms to provide for  new membership and yet  maintain continuity.  No member shall serve more than 10 consecutive years on the same Board,  unless he or  she succeeds to the chair. Elective Officers,  Executive officers,  and staff directors  may serve ex officio without vote on all Boards.

Section 4. Chairs of Boards,  except for  that  of the American Academy of Microbiology,  shall be nominated by the Council Policy Committee and elected by the Council. 

A Board chair  shall  not  serve concurrently as chair,  editor  in chief,  editor,  or  voting member  of a constituent body under  his or  her jurisdiction.  No person shall serve as chair for  more than three terms on the same Board.

Section 5. Activities of Boards shall be reported annually in writing by the chair  in advance of  the General  Meeting,  unless  specifically excused by the President.

Section 6. Budget proposals by Boards  shall be reviewed by the Finance Committee prior  to submission to the Council Policy Committee and Council.

Section 7. Ad hoc committees and representatives associated with a Board may be appointed by the Board chair (with information to but without approval  by the President  or Council)  for a term of not more than 1 year and for not more than three terms. 


Article X. Education Board

The objective of the Society for the improvement of education in microbiology and related subjects (ART. II, Sec. 4) shall be governed by the Education Board and its constituent  committees.  In addition to the general  rules for  Boards (Art. IX), the following apply specifically.

Section 1. Voting members  of  the Education Board shall  consist of the Board chair  and the chairs of the constituent  committees.  Nonvoting members shall include the Elective Officers and the Executive Director  or  the Staff  Director  of Educational Affairs and may include invited coordinating representatives from other  Boards.

Section 2. The Board chair  shall serve for  a term of 3 years,  but  not more than three terms.

Section 3. Each major  educational  activity shall be organized with a committee consisting of a chair  and members.  The chairs  shall be nominated by the Board, appointed by the President, and approved by the Council for a term of 3 years, but not more than three terms.

Section 4. Members of a constituent  committee shall  be nominated by the respective committee chair, appointed by the Board chair, and approved by the President for a term of 3 years, but  not more than three terms unless succeeding to the committee chair.

Section 5. The constituent  committee shall be organized to improve education and training at  all educational  training levels from elementary through college to the adult public. 


Article XI. Meetings Board

The objective of the Society for the promotion of scientific knowledge of microbiology and related subjects through discussions and reports (ART. II, Sec. 1) shall be governed by the Meetings Board and its constituent committees.  In addition to the general rules for Boards (Art. IX),  the following apply specifically.

Section 1. Voting members  of  the Meetings Board shall consist  of the Board chair  and chairs of the constituent  committees.  Nonvoting members shall include the Elective Officers and the Executive Director  or  the Staff  Director  of Meetings Affairs and may include invited coordinating representatives from other  Boards.

Section 2. The Board chair shall serve for  a term of 3 years,  but  not more than three terms.

Section 3. Each major meeting shall be organized with a committee consisting of a chair, other leaders as needed, and members. The committee chairs shall be nominated by the Board, appointed by the President, and approved by the Council for a term of up to 3 years.

Section 4. Committee members and leaders other than the chairs shall be nominated by the respective committee chairs, appointed by the Board chair, and approved by the President for a term of up to 3 years, unless succeeding to the committee chair.

Section 5. Once each year,  except  in national emergency, there shall be convened a general  meeting of the Society,  known as the General Meeting, for  reports  and discussion of  scientific knowledge and of Society governance.  This meeting shall be organized by a General  Meeting Program Committee,  which may have  subcommittees for  particular  aspects  of  the meeting,  including local  arrangements by a host  Branch.  Membership of the General  Meeting Program Committee shall include the Divisional  Group Representatives and may include representatives from other Boards.

Section 6. The place and time for  a General Meeting shall be studied a sufficient  number  of years in advance in coordination with the host  Branch,  and a recommendation shall be made by the Meetings Board chair  subject  to approval  by the Council. The meeting shall be announced in ASM News as soon as convenient  after Council approval.

Section 7. During each General Meeting there shall  be a General  Membership Meeting presided over by the President to provide members  an opportunity to hear  reports and to discuss governance and any other aspect of Society affairs.

Section 8. An Interscience Conference on Antimicrobial  Agents and Chemotherapy shall be organized by a committee governed by the Meetings Board and the Council of the Society, but  the committee membership may include representatives from the cooperating organizations  who are not  members of the Society.  A  recommendation for  the place and time of the conference shall  be made by the Meetings Board chair, subject to approval by the Council.

Section 9. A Conferences Committee shall be appointed whose charge is to 1) solicit and assist members or groups of members to organize a conference around a focal  topic and 2)  solicit Divisions or  Branches  to organize singly or  collectively a meeting that  is limited in scope geographically or  scientifically or  both.  A  subcommittee shall be appointed for  the organization of each conference or meeting.

Section 10. An international congress or  meeting shall  be coordinated by an ad hoc committee.  The place and time for  each congress or meeting shall be recommended by the Meetings  Board chair subject to approval by the Council.

Section 11. Other  types of meetings  may be sponsored by the Society without  responsibility for  organization of the meeting, but  with representation on the organizing committee early in planning, subject  to recommendation by the Meetings  Board chair  and approval  by the Council.

Section 12. The publication of  programs,  abstracts, and proceedings of meetings  shall be coordinated by the Meetings Board with the Publications Board.

Section 13. Commercial  exhibits may be provided at  meetings if consistent  with the objectives and subject  to regulation by the Meetings Board of the Society.

Section 14. Workshops at  the General  Meeting and at  the Interscience Conference on Antimicrobial  Agents and Chemotherapy shall be organized by the Meetings Board. 


Article XII. Publications

The objective of the Society for the planning, organization, and administration of publications (ART. II, Sec. 3) shall be governed by the Journals Board and the ASM Press Committee respectively. In addition to the general rules for Boards (Art. IX), the following apply specifically.

Section 1. Voting members of the Journals Board shall consist of the Board Chair, the Editors-in-Chief of the twelve research journals. Nonvoting members shall include the Elective Officers, the Director of Journals and the Director of ASM Press, and may include invited Editors in Chief of other publications. The Board Chair shall serve for a term of 3 years, but not more than 3 terms.

Section 2. Voting members of the ASM Press Committee shall consist of the Committee Chair and members appointed to the Committee. Nonvoting members shall include the Elective Officers and the Director of ASM Press.

Section 3. Each journal shall be organized with an Editor-in-Chief, Editors, and an Editorial Board. The Editor-in-Chief shall be nominated by the Journals Board, appointed by the President, and approved by the Council for a term of 5 years, but not more than two terms.

Section 4. Editors on the Editorial Board of a publication shall be nominated by the respective editor-in-chief, appointed by the Journals Board Chair, and approved by the President for a term of 5 years, but not more than two terms unless succeeding to Editor-in-Chief of the publication.

Section 5. The Society may engage commercial publishers or may itself act as the publisher and separately undertake copyright, preparation, manufacture, and distribution of its publications.

Section 6. The undertaking of a new journal or the substantial change of an existing journal shall be proposed by the Journals Board and approved by the CPC and the Council.

Section 7. Publications of the Society shall be made available to members and nonmembers as approved by the Council.


Article XIII. Public and Scientific Affairs Board

The objective of the Society for the stimulation of scientific investigations  (ART.  II,  Sec. 2)  shall  be governed by the Public and Scientific Affairs Board and its constituent  committees.  In addition to the general  rules for  Boards (Art. IX), the following apply specifically.

Section 1. Voting members  of  the Public and Scientific Affairs Board shall consist of  the Board chair  and the chairs  of  the constituent  committees.  Nonvoting members shall include the Elective Officers and the Executive Director or the Staff Director of Public and Scientific Affairs and may include invited coordinating representatives  from other Boards.

Section 2. The Board Chair shall serve a  term of 3 years, but not more than three terms.

Section 3. Each major  public or  scientific activity shall be organized with a committee consisting of a chair and members.  The chairs shall be nominated by the Board, appointed by the President, and approved by the Council for a  term of 3 years, but not more than three terms.

Section 4. Members of a constituent  committee shall  be nominated by the respective committee chair,  appointed by the Board Chair, and approved by the President  for  a term of 3 years,  but  not  more than three terms unless  succeeding to the committee chair. 


Article XIV. American Academy of  Microbiology As prescribed in the Constitution (ART.  VII, Sec. 4), there shall be an American Academy of Microbiology.

Section 1. To be eligible as a Fellow, a candidate must  display outstanding competence and distinction in microbiology and fulfill the qualifications specified in the bylaws of the Academy.

Section 2. Financial  records of the Academy shall be subject  to the same rules and audit as those of the Society, and the budget shall be reviewed each year by the Finance Committee,

Section 3. The Chair  of the Board of  Governors of the Academy shall serve for  a term of 3 years, but not more than two terms.

Section 4. Each major  activity of the Academy shall be organized with a committee,  a board or registry, or representatives.  The chairs of  committees,  boards, registries, and other  certifying/credentialing components,  shall be selected as  set  forth in the Bylaws, subject  to approval by the Council, for prescribed terms, but  not more than three terms.

Section 5. Members of the constituent  committees,  boards, registries, and other  certifying/credentialing components,  shall be selected as set  forth in the Academy’s Bylaws,  subject to approval by the President.

Section 6. Appointments  of  the members of boards,  registries,  and other  certifying/credentialing components shall be made according to the bylaws of these independent units. 


Article XV. Membership Board

The objective of the Society for the promotion of scientific knowledge through membership activities shall be governed as  appropriate by the Membership Board and its  constituent committees.  In addition to the general  rules for  Boards (Art.  IX),  the following apply specifically:

Section 1. Voting Members of  the Membership Board shall consist  of the Board Chair and the chairs of the constituent committees.  Nonvoting members shall include the Elective Officers and the Executive Director or the Director  of Membership Affairs and may include invited coordinating representatives from other Boards.

Section 2. The Board Chair shall serve for  a term of 3 years,  but  not more than three terms.

Section 3. Each major area of  membership activity shall  be organized with a committee consisting of a chair and members.  The Chairs shall be nominated by the Board, appointed by the President, and approved by the Council for a  term of 3 years, but not more than three terms.

Section 4. Members of a constituent  committee shall  be nominated by the respective committee chair, appointed by the President  for  a term of 3 years,  but  not  more than three terms  unless succeeding to the committee chair.

Section 5. A constituent  committee of  the Membership Board shall be a Membership Committee which shall aid the chair in passing on the eligibility of  candidates (ART. IV), nominated for  election as Full Members,  Emeritus Members  or Student Members. The Committee shall also aid in the recruitment of new members.

Section 6. A constituent  committee of  the Membership Board shall  be an Archives  Committee which shall be responsible for  maintaining Archives (ART.  III  of the Society’s  Constitution),  and shall  collect,  preserve,  and display historical material relating to the Society. 


Article XVI. International Board

The objectives of the Society which are exclusively educational  and scientific endeavors  (ART.  II)  in the international  arena and overseas  shall be governed by the International  Board and its constituent  committees.  In addition to the general  rules for  Boards (Art.  IX),  the following apply specifically. 

Section 1.  Voting Members of  the International  Board shall consist  of the Board Chair and the chairs of the constituent committees.  Nonvoting members shall include the Elective Officers and the Executive Director or the Director  of International  Affairs  and may include invited coordinating representatives from other Boards. 

Section 2. The Board Chair shall serve for  a term of 3 years,  but  not more than three terms. 

Section 3.  Each major  area of  international  activity shall be organized with a committee consisting of a chair and members.  The Chairs shall be nominated by the Board, appointed by the President, and approved by the Council for a  term of 3 years, but not more than three terms. 

Section 4.  Members of a constituent  committee shall  be nominated by the respective committee chair, appointed by the President  for  a term of 3 years,  but  not  more than three terms  unless succeeding to the committee chair.


Article XVII. Committees and Representatives Not Associated with a Board

In addition to committees and representatives associated with a Board,  certain standing and ad hoc committees and representatives shall be organized under  the direction of the Elective Officers acting as a Board.  The Secretary shall  serve as the continuing coordinator  of  such non­Board committees and representatives.

Section 1.  Standing Committees. Standing committees shall be permanent  committees of the Society and shall be required to make reports to the Council at least  annually.  A  standing committee shall  be established by the Council, after  a recommendation for  its  establishment  by the Council  Policy Committee.  In addition, the President  or  other  Society officer  may initiate the establishment  of a standing committee by making such a recommendation to the Council Policy Committee for its further  recommendation to the Council for approval. Any recommendation for  the establishment  of a standing committee shall  include a recommendation as to whether a description of the standing committee should be placed in the Constitution or Bylaws. If such a description is to be placed in the Constitution or Bylaws, necessary procedures to amend the Constitution or  Bylaws  shall also be initiated.  The chairs of standing committees shall  be nominated by the Secretary,  appointed by the President, and approved by the Council  for  a term of  3 years,  but  not  more than three terms.  Committee members other  than the chairs of such standing committees (except  the Nominating Committee and the Finance Committee)  shall be nominated by the respective committee chairs, appointed by the Secretary, and approved by the President for a term of 3 years, but  not more than three terms unless succeeding to the committee chair.

Section 2.  Nominating Committee. A  Nominating Committee shall be a standing committee and shall nominate the Elective Officers  (Art. II, Sec. 1) and such others as directed by the Council. The chair of the Nominating Committee shall be the immediate Past President for a term of  only 1 year  and for only one term.  At  least  six additional  members (at  least  half of whom are voting members of the Council but  not  Officers)  shall be nominated by the committee chair, appointed by the President,  and approved by the Council for a term of only 1 year and for only one term.

Section 3. Ad Hoc Committees. Ad hoc committee shall be established to pursue temporary or special Society objectives.  Ad hoc committees  may be appointed by the President  (with information to but  without  approval  by the Council) for a term of not more than 1 year, but not more than three terms.

Section 4.  Society Representatives. ASM may also appoint  individuals  to serve as  ASM’s representatives to other organizations or at  certain special  events. These representatives, not  associated with a Board, shall be nominated by the Secretary, appointed by the President,  and approved by the Council for a term of 3 years, but  not more than three terms.

Section 5.  Responsibilities of  Committee Members and of  Representatives. The charges to and responsibilities of  committee members or representatives shall be clearly defined in writing at the time of the appointment and in a Society Handbook.

Section 6.  Appointment  of  Committee Members and of Representatives. Appointments of  committee members  and representatives  shall  be made for specified terms, but the terms shall  be staggered to provide for  new members and maintain continuity.

Section 7.  Report  of  Activities. Activities of non­Board standing committees and representatives shall be reported annually in writing to the Secretary in advance of the General  Meeting,  unless specifically excused by the President.

Section 8.  Ad Hoc Tellers Committee. An ad hoc Tellers Committee shall be appointed by the President to receive, rule on, count, and report  on the balloting in the annual elections (Art. I, Sec.  4; Art. II, Sec. 2; Art. IV, Sec. 1; etc.) and in such other elections as the Council may direct. 


Article XVIII. Finances and Dues (Finance Committee)

Section 1. The Finance Committee shall be responsible for financial, accounting, budgetary,  dues and similar  affairs of the Society.  The chair  shall be the Treasurer,  and the voting members  shall consist  of the Elective Officers,  immediate Past  President,  and the two most  senior  among eligible members of the Council Policy Committee who are neither  Officers nor  Board Chairs.  Whenever  there are instances of equal  seniority,  the two will be elected by the Council Policy Committee. Re­election of an at­large member of  CPC to a second term continues the seniority of the member.  An at­large member who is appointed or  elected to the Finance Committee is eligible to serve no more than two,  one­year  terms.  The Executive Director  shall serve as an ex officio member without vote.

Section 2. An annual budget (including capital outlays) shall be prepared by the Treasurer  and Controller  within 60 to 120 days of the new  fiscal  year,  reviewed by the Finance Committee,  and submitted to the Council Policy Committee for  approval and to the Council for information.

Section 3. The Finance Committee shall require adequate accounting of funds received into and dispersed from the treasury of the Society.

Section 4. There shall  be an annual  audit of the Society’s accounts by a Certified Public Accountant. This  audit shall be received and reviewed by an audit subcommittee,  no member of which shall be a member of the Council Policy Committee.  The audit subcommittee shall recommend approval  of the audit  to the Finance Committee or  proposed appropriate actions  to be considered by the Finance Committee and the Council  Policy Committee.  The audit  shall  be presented at least in summary to the Council Policy Committee and Council.

Section 5. Annual  dues in the Society shall be recommended by the Finance Committee,  subject  to the approval  of the Council  Policy Committee and Council.

Section 6. A Member  who fails to pay dues shall  not  receive Society journals until  full payment  is  made. Persons suspended for  nonpayment of dues shall not be eligible to submit papers intended for  presentation at  the General  Meeting the following year.

Section 7. A written notice shall be sent  to a person in arrears in dues,  together  with the Bylaws pertaining to the subject, at least a month before any further action on the matter is taken.

Section 8. A person in arrears in dues  for  1 year  shall be suspended as a member.  Reinstatement  shall  be by the procedure for  election of new members.

Section 9. An ASM Foundation,  operating as a subcommittee of  the Finance Committee, shall help secure gifts and bequests to be held in trust  by the Committee to further  the objectives of the Society.

Section 10. An ASM Investments  Subcommittee shall advise the Finance Committee on policies and practices of the reserve funds of the Society.


Article XIX. Statutes and Communications

The official  statutes of  the Society consist of the Constitution, Bylaws, and Articles of  Incorporation,  and these shall be made readily available to members.  In addition to these statutes,  the following written communications are used by the Society to transmit information to members  and the public.

Section 1. A Handbook(s) shall be kept  current  under  the direction of the Secretary to describe the guidelines, procedures,  practices, and traditions for  operating and governing the Society and to record cumulatively the resolutions of  the Council  and Council Policy Committee that  interpret the operation and governance of Society affairs. The appropriate Handbook(s) shall  be provided to officers and to Board and committee chairs,  and it may be provided or  loaned to members as needed.

Section 2. A monthly magazine, ASM News, shall be published to communicate current  news and information about  the Society and science. ASM News shall be distributed to all members, and it shall be available to the public by subscription.  Editorial policy shall be determined by the Executive Director,  serving as editor  in chief, and an editorial board.

Section 3. Position papers and testimony for  a state  or  federal agency or  legislature may be written by a proper  representative of the Society with endorsement by an Elective Officer, subject to review by the Public  and Scientific Affairs Board.

Section 4. The Society shall  not  be responsible for statements or opinions by groups or  individuals or  for  statements in the above communications  unless specifically approved by the Council Policy Committee. 


Article XX. Indemnification Provision

Section 1. The Council, Council Policy Committee, or other body to which the Council has  delegated this duty on behalf of the Society, shall indemnify any person against  costs reasonably incurred, if such person is  or was a director,  officer,  employee, or  committee or board member  or  any other  duly designated representative of the Society, and if such person is or was a party (or is  threatened to be made a party)  to any threatened,  pending,  or  completed action or  proceeding by reason of the fact that such person is or was a duly designated representative of the Society,  provided such person acted in good faith and had no reasonable  cause to believe that such conduct was  wrongful.  However,  no indemnification or  advance shall  be made in cases of  willful  misconduct, gross negligence, or reckless disregard of the duties of one’s office,  or  where such indemnification would be inconsistent  with a provision of the Articles of Incorporation, Bylaws,  any condition expressly imposed by a court  approving a settlement, or the laws of the District  of Columbia.

Section 2. The termination of any proceeding by judgement, order,  settlement, conviction,  plea of nolo contendere,  or  otherwise shall not,  of itself,  create a presumption that  the person did not act in good faith and in a manner  which the person reasonably believed to be in the best interest of the Society, or that the person had reasonable  cause to believe that such conduct was  unlawful,  or  that  such person is not  entitled to indemnification pursuant  to Section 1.

Section 3. No indemnification shall be made in an action brought by or in the right of the Society where the person shall have been adjudged to be liable to the Society in the performance of  duties owed to the Society,  or  of amounts paid in settling or otherwise disposing of  any proceeding brought by or in the right of the Society.

Section 4. To the extent  that  a person has been successful on the merits in defense of any proceeding referred to in Section 1, the person shall be indemnified against expenses actually and reasonably incurred in connection therewith. Section 5. Expenses incurred in defending any proceeding may be advanced by the Society, if authorized by the Council, the Council Policy Committee, or the Council’s delegate, prior  to the final  disposition of such proceeding upon receipt  of an agreement, by or  on behalf of the person, to repay such amounts unless it  is  ultimately determined that the person is entitled to be indemnified as authorized herein. 


Article XXI. Parliamentary Practices

Section 1.  Robert’s  Rules of  Order  (Revised),  except  when inconsistent  with the Constitution or Bylaws, shall govern parliamentary practice in the meetings  of  the Council,  Council Policy Committee, General Membership Meeting,  Boards, and committees. 


Article XXII. Amendments and Interpretation

Section 1. A proposal  to amend the Bylaws may be initiated by (i)  a member  of the Council  Policy Committee at  a Council Policy Committee meeting or (ii) a written petition signed by any 25 Full  Members and submitted to the Secretary at least  3 months before a General  Meeting so that  the item can be included on the agenda of the Council Policy Committee. 

In the case of initiation of an amendment by written petition of the Members, the Council Policy Committee at the General Meeting will vote to either  recommend or  oppose the adoption of the proposed amendment.  The outcome of this vote will be submitted to the Council  for  review. 

If  the Council Policy Committee recommends against  adoption of the amendment, the issue will not be considered by the Council  unless 10 Council members present  and voting at  the Council meeting request  that  the Council vote upon the amendment.  If the Council Policy Committee recommends adoption of the amendment,  the amendment  must  be voted upon by the Council.  If the Council adopts the amendment, it will be submitted to the membership for  ratification by mail ballot.

Amendments proposed by a member of  the Council Policy Committee at a meeting of the Council Policy Committee shall be voted upon by the Council Policy Committee.  The results of this  vote will be provided to the Council. If the Council  Policy Committee votes for  the amendment,  the Council must  consider  and vote  upon the amendment.  If  the Council Policy Committee votes against  the amendment, it  need be voted upon by the Council only if 10 members  of the Council request  such a vote.  If the amendment is adopted by the Council,  it will  be submitted to the membership for  ratification as  provided herein and in accordance with Sec. 2 below.

Section 2. The proposed change in the Bylaws shall  be adopted if approved by a three­  fifths vote of members under either the meeting or  mail procedures set  forth at Article I, Section 10.

Section 3. Interpretation. Interpretation of the intent  or  language of the Bylaws shall be decided by the Council.

 

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