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Constitution
The Constitution and Bylaws were adopted in October
1968 (amended January 1981, October 1987, October 1991, September 1993). Scroll
through the document or click on highlighted (linked) articles for specific
information.
Article I. Name
Article II. Purpose
Article III. Bylaws
Article IV. General Prohibitions
Article V. Distribution on Dissolution
Article VI. Amendment of Bylaws
Article A. Officers and Board
of Directors
Article B. Members
Article C. Meetings
Article D. Dues
Article E. Committees
Article F. Parliamentary Authority
Article G. Amendment of Bylaws
Article H. Awards
Special Rules of Orders
CONSTITUTION
Article I. Name
The name of this organization is Association of Earth Science Editors.
Article II. Purpose
The purpose of the Association of Earth Science Editors (hereinafter termed the
Association) is to foster education and improved communication in the earth sciences
by providing efficient means for cooperation among editors and promoting effective
dissemination of earth science information. The mission of the Association is
to enhance the communication of earth science information by fostering a network
of individuals and organizations.
Article III. Bylaws
The Association shall establish Bylaws dealing with the organization and procedures
to be followed.
Article IV. General Prohibitions
Notwithstanding any provision of this Constitution or by Bylaws which might be
susceptible to a contrary interpretation:
1. The Association shall be organized and operated exclusively
for scientific and educational purposes;
2. No part of the net earnings of the Association shall or may
under any circumstances inure to the benefit of any private shareholder or individual;
3. No substantial part of the activities of the Association
shall consist of carrying on of propaganda, or otherwise attempting to influence
legislation;
4. The Association shall not participate in, or otherwise intervene
in (including the publishing or distribution of statements) any political campaign
on behalf of any candidate for public office;
5. The Association shall not be operated for profit;
6. The Association shall not:
a. tend any part of its income or corpus, without the receipt
of adequate security and a reasonable rate of interest to;
b. pay any compensation, in excess of a reasonable allowance
for salaries or other compensation for personal services actually rendered, to;
c. make any part of its services available on a preferential
basis to;
d. make any purchase of securities or any other property for
more than adequate consideration in money or money’s worth to; or
e. engage in any other transaction which results in a substantial
diversion of its income or corpus to
any officer, member of the Board of Directors, or substantial contributor to the
Association.
The prohibitions contained in this Section 6 do not mean to imply that the Association
may make such loans, payments, or sales to or purchase from anyone else, unless
such authority be given or implied by other provisions of this Constitution or
Bylaws.
Article V. Distribution on Dissolution
Upon dissolution of the Association, the Board of Directors shall distribute the
assets and accrued income to one (1) or more organizations as determined by the
Board of Directors, which organization or organizations generally meet the limitations
prescribed in Sections 1 through 6 inclusive, of Article IV.
Article VI. Amendment of Constitution
1. Amendments may be proposed by the Board of Directors or by
petition to the Secretary by ten (10) or more members of the Association.
2. An amendment shall become effective following an affirmative
vote by a majority of the members who return valid ballots within four (4) weeks
of the date they are distributed to the membership by the Secretary.
BYLAWS
Article A. Officers and Board of Directors
1. The officers of the Association shall be President, Vice-President,
Secretary, and Treasurer, except that at the discretion of the Board of Directors
the offices of Secretary and Treasurer may be combined and these duties fulfilled
by a single officer, the Secretary/Treasurer.
a. The President shall preside at meetings of the Association
and its Board of Directors; shall rule on questions of procedure that may arise;
shall be Chairman of the Board of Directors; and may appoint committees at his/her
discretion.
b. The Vice-President shall fulfill the duties of the President
when the latter is absent and shall succeed the President for the remainder of
the unexpired term should that office become vacant during a term. The Vice-President
is responsible for chairing (or finding another person to chair) the Program Committee
for the annual meeting.
c. The Secretary shall maintain the records of the Association
and of the Board of Directors; call meetings of the Association and of its Board
of Directors as provided for in the Bylaws; and shall perform in general the duties
of Secretary.
d. The Treasurer shall collect and disburse monies; and shall
perform in general the duties of Treasurer.
e. These officers, together with the most recent past-President
and three (3) Directors-at-Large, elected by and from the membership, shall constitute
the Board of Directors. Each Board member shall have one (1) vote. The Board of
Directors shall be authorized to manage the affairs of the Association between
meetings.
f. If an officer (other than President) or Board member is unable
to complete his/her term, these vacancies shall be filled by appointment by the
Board of Directors until the next annual election, at which time the Association
shall elect a member who is not an officer or a Director-at-Large to fill the
office or to fill out the unexpired Board term. In the event the office of Vice-President
is filled by such interim election, the Association shall elect both a President
and a Vice-President at its next annual election.
2. Terms of Office.
a. The President and Vice-President shall each serve for a term
of one (1) year; the Vice-President shall automatically succeed to the Presidency
at the end of his/her term. After completing his/her term of office, the President
shall serve one (1) year as an ex-officio member of the Board of Directors.
b. The Secretary and Treasurer shall each be elected every three
(3) years for a term of three (3) years. Each may be elected to succeed himself/herself
for one (1) additional term.
c. The three (3) Directors-at-Large shall each serve three (3)
years on staggered terms and one (1) shall be elected annually. Each may be elected
to succeed himself/herself, for the one (1) additional term.
d. No member of the Board of Directors may serve more than six
(6) successive years. This is a limitation not on total years of service, but
on succession.
e. No individual, with the exception of the Secretary/Treasurer,
may hold two (2) separate offices concurrently.
f. Elected officers shall assume their duties and responsibilities
following each annual meeting.
3. Election of Officers and Directors:
a. The President shall appoint three (3) members of the Association
to serve as the Nominating Committee that, at least four (4) months before each
annual meeting, shall present a slate of at least one (1) candidate for each office
to be filled. This slate shall be published in the Blueline and distributed to
the entire membership at least three (3) months before the annual meeting. Each
Nominating Committee shall be dissolved automatically following its report at
the annual meeting.
b. A member of the Association may also be nominated for office
on the petition of at least ten percent (10%) of the dues-paid members submitted
to the President at least two (2) months before the annual meeting together with
a written assent of the candidate to serve if elected. Names thus nominated shall
be placed on the ballot.
c. The Nominating Committee shall obtain the assent of each
nominee to serve if elected.
d. In proposing nominees, the Nominating Committee shall seek
to maintain insofar as feasible a diversity of representation on the Board of
Directors to reflect the diverse membership of the Association.
e. The slate of nominees shall be prepared in ballot form and
circulated to the entire membership by the Secretary at least six (6) weeks before
the annual meeting. To be valid, the marked ballots must be received by the Secretary
at least two (2) weeks before the annual meeting. The Secretary, in consultation
with the President, shall appoint a Tellers Committee to count the ballots and
present the election results at the annual meeting. The Secretary will serve as
chair of the Tellers Committee.
Article B. Members
1. Classes of Membership—There shall be three (3) classes
of membership in the Association.
a. Regular Membership—Regular membership is open to any
individual who is interested in the goals of the Association (as defined in Article
II). Regular membership is open to individuals only and is not transferable.
b. Student Membership—Student membership is open to any
student enrolled in a post-secondary institution. Student membership entitles
the student to receive the Association’s quarterly newsletter and directory
and to vote in general elections.
c. Subscription Membership—This class is open to any organization
interested in the goals of the Association. Organizations holding subscription
memberships receive the quarterly newsletter Blueline. An organization holding
a subscription membership may designate one person as its representative in the
Association, but this person is not listed in the annual Directory of Members
and does not hold office or vote on ballot issues.
2. Individuals with special talents, interests, or experience
appropriate to the agenda may be invited by any member of the Board of Directors
to attend meetings of the Association as observers or participants.
3. Termination of Membership—The Board of Directors shall
be authorized to terminate membership of individuals for nonpayment of dues or
for other valid reasons. The Association shall exercise final decision in the
event of appeal.
Article C. Meetings
1. The Association shall hold an annual meeting each calendar
year at a time and place designated by the Board of Directors, except when this
is impractical due to war or to other national emergency.
2. Special meetings may be called at any time as provided hereinafter.
3. The members present shall constitute a quorum for carrying
on Association business.
4. The Board of Directors shall hold at least one (1) meeting
at the time of the annual meeting. Additional meetings may be called by the Chairman
of the Board or by a majority of the Board of Directors.
5. Annual Meetings—The membership shall be informed of
the time and place no later than two (2) months prior to the opening of the meeting.
6. Special Meetings—Special meetings may be called at
any time by the vote of a majority of the Board of Directors following at least
four (4) weeks notification to the membership. At the determination of the Board
of Directors, a meeting may be considered to be either a physical gathering of
individuals or communication among individuals by telephone or through electronic
means.
Article D. Dues
1. The Board of Directors shall be authorized to establish dues.
Dues shall be the same for both regular and subscription members. Dues for student
members shall be fifty percent (50%) of the regular and subscription member dues.
2. Dues for any given year shall be payable by January 1 of
that year. On or about March 1, a final notice shall be sent by the Treasurer
to any member who is in arrears. Any member still in arrears on May 1 shall forfeit
all membership privileges, including the right to vote on ballot issues, to receive
the Blueline and membership directory, and to receive the discount rate for conference
registration. A member in arrears for one (1) year shall be notified by the Treasurer
and dropped from the membership roll. Once dropped, a member may rejoin the Association
without paying back dues. Years of active membership will be calculated to include
past membership when dues were paid and any future membership in which dues are
paid.
3. The dues of any member who has been a member for at least
15 years and is retired from professional employment shall be waived upon the
member’s written notice of eligibility to the Treasurer.
Article E. Committees
1. Types of Committees—Committees of the Association shall
be of two types, Standing Committees and Special Committees. Standing Committees
shall be concerned with continuing activities of the Association and shall be
permanent. Special Committees shall be established to perform specific work assignments
and shall normally be dissolved when such work assignments have been completed.
A Special Committee may be dissolved by the President at any time with the concurrence
of the Board of Directors. The Nominating Committee shall be appointed and shall
function as defined in Article A.3.
2. Composition of Committees—Standing Committees shall
be appointed by the President with concurrence of the Board of Directors. The
President may invite to membership on Special Committees individuals with special
qualifications who are not members of the Association. The President of the Association
shall be a member ex officio of all committees except the Nominating Committee.
3. Terms of Membership—Appointments to membership shall
be for one (1) year, and no member may serve more than four (4) consecutive terms
on the same committee.
Article F. Parliamentary Authority
The rules contained in the current edition of Robert’s Rules of Order Newly
Revised shall govern the Association in all cases to which they are applicable
and consistent with these bylaws and any special rules of order the Association
may adopt.
Article G. Amendment of Bylaws
1. Amendments may be proposed by the Board of Directors or by
petition to the Secretary by ten (10) or more members of the Association.
2. An amendment shall become effective following an affirmative
vote by a majority of the members who return valid ballots within four (4) weeks
of the date they are distributed to the membership by the Secretary.
Article H. Awards
1. The President shall appoint an Awards Committee, composed
of six (6) AESE members in good standing and representing diverse areas of interest
of the membership. Committee members shall be appointed for a one (1)-year term,
and no member may serve more than three (3) consecutive terms.
2. The Awards Committee shall solicit and receive nominations
for all awards of the Association. The Committee shall call for nominations for
each award via the Blueline, allowing members at least three (3) months to make
nominations and supply supporting documents. The Committee may obtain objective
third-party comments regarding each nominee, maintaining the anonymity of nominators
and reviewers. The Committee chairman shall forward the Committee’s report
to the AESE Board of Directors no later than one (1) month before the annual meeting.
The report must include names of all nominees, supporting materials, third-party
reviews, and comments by Committee members. All materials shall be kept in confidence.
For each award, the Committee’s report shall take the form of “No
Award” or “Recommended Awardee(s).” Recommendations are not
limited to one (1) awardee per award per year. A simple majority vote of the members
of the Committee is required for nomination, and a simple majority vote of the
Board is required for presentation of any award.
3. The Association’s highest award shall be the AESE Award
for Outstanding Editorial or Publishing Contributions. This award shall recognize
outstanding contributions and achievements in editing or publishing that stimulate
new or greatly improved accomplishments in teaching, research, and applications
in earth science. Editorial and publishing contributions can include writing,
editing, publishing, and editorial management. Singular contributions, such as
an outstanding book or other isolated editorial achievements, are not, in general,
enough to qualify an individual for the award. Rather, continuous contributions
and achievements that have spanned a substantial time are generally expected.
Special care in the selections shall serve to strengthen the award’s prestige.
Both AESE members and nonmembers may qualify for the award. The Board shall specify
the time, location, and nature of the award’s presentation, and the President
shall arrange for the presentation.
4. The AESE Award for Outstanding Publication shall be given
to recognize a recently published outstanding earth science publication that demonstrates
outstanding editing, design, illustration, writing, effectiveness of production
cost, and overall effectiveness in achieving its publication goal. Books may be
judged separately from maps or posters and electronic products. The committee
may adjust their recommendations for Outstanding Publication(s) as necessary to
cover different products submitted for that year.
5. The AESE Broken Blue Pencil Award was given in recognition
of editorial mistakes, faux pas, and other inadvertencies beyond the ordinary.
This award was not given not in derision but in recognition of the humanity of
us all and because without humor we may fall victim of the greater error: taking
ourselves too seriously. Nominations are no longer actively solicited nor accepted
for this award.
Article I. Special Rules of Order
1. An Auditing Committee of at least two (2) persons with
at least one of these being an Association member shall be appointed by the
Board of Directors to conduct an informal review of the Treasurer’s accounts
within the first three (3) months of each calendar year.
The Board of Directors shall arrange for a formal, paid audit of the Treasurer’s
accounts to be performed every three (3) years or when a new Treasurer is elected.
This paid audit takes the place of the informal review by the Association Auditing
Committee and will be done before the Annual Meeting at which a new Treasurer
takes office.
2. The Board shall authorize sufficient (estimated) funds
in advance for the Treasurer to manage to financial affairs of the Association
during the period of a formal, paid audit.
3. Ballots that must be mailed will include a return mailing
envelope and a ballot envelope. In order for a vote to qualify and be counted,
the ballot envelope must be signed where indicated. Signatures must not appear
on the ballot. Electronic ballots must contain an electronic signature that
will be checked against a master list by the Tellers Committee.
Page last update 9/27/05
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