Article 1. Membership of the Association
Membership is open to all attending the annual meeting. The Association regards the payment of registration fees as payment of annual dues
Article 2. Membership of the Board of Directors
Eleven members of the Association in good standing shall constitute the Board of Directors, as specified by Article 6 of the Constitution. Members of the Board of Directors will receive all announcements and information regarding business of the Board of Directors and the Association.
Article 3. Office of the President
The President shall be responsible for the business of the Association, and the overall organization of the annual meeting. The President shall either assume the responsibilities of, or appoint, a Program and a Local Arrangements Chair for the annual meeting location that is designated during his/her term, and will work closely with the committee appointed to organize the meeting during his/her term. The President shall make other appointments that he/she deems necessary, and establish special committees required for the business of the Association. The office of the President shall rotate among the six Board members representing the political jurisdictions identified in Article 2 of the Constitution.
Article 4. Office of Secretary
The Secretary shall assist the President and shall work with the Local Arrangements Chair to ensure that meeting accommodations are in place. The Secretary shall organize and convene an annual planning meeting of the Board of Directors to discuss and plan the next annual meeting. This planning meeting will normally occur in the early fall. The Secretary shall prepare minutes of this meeting and distribute them to the board. The Secretary shall initiate other meetings and correspondence with the Board of Directors as necessary to ensure the business of the Association is conducted. The Secretary shall prepare any necessary reports for the Association. The Secretary shall assume the duties of President relating to the annual meeting upon the death, incapacitation, or resignation of the President.
Article 5. Office of Treasurer
The Treasurer shall keep the financial records of the Association, and shall present a financial report at each annual business meeting of the Board of Directors. This report shall be distributed each year to all members of the Board of Directors. The Treasurer shall be responsible for investing and disbursing monies of the Mid-Atlantic Aquatic Biologists Association as directed by the Board of Directors, and for disbursing funds necessary for the operation of the Association. All expenditures must be approved by a majority of the Board of Directors. The Treasurer shall obtain a surety bond for him/herself. The amount of each bond is to be determined by the Board of Directors, and the premium of each bond is to be paid by the Association. The Treasurer shall provide indemnification as prescribed in Article 8 of the By-laws. The financial records of the Association shall be available for inspection at any time upon the request of an officer, Board member, or general member of the Association.
Article 6. Annual Meeting
The annual meeting will be organized and convened on a rotating basis by a hosting entity among the states in the Mid-Atlantic region in the following order: (1) West Virginia, (2) Virginia, (3) Pennsylvania, (4) Maryland, and (5) Delaware. Federal agencies, the District of Columbia, and River Basin Commissions may be responsible for an annual meeting, and thus assume the Presidency of the Association, upon the mutual agreement of the agency and the Board of Directors. While the annual meeting is normally held the next to the last Thursday and Friday of March in any given year, the dates of the meeting may change depending on the location as determined by the hosting agency, but shall remain in the Spring season.
Article 7. Fiscal Year
The fiscal year for the Association shall be the calendar year.
Article 8. Indemnification
The Association shall indemnify any person who shall be an officer or committee member of the Association against legal expenses and liabilities reasonably incurred or imposed while serving as an officer or committee member.
Article 9. Ratification and Amendments
The By-laws shall become effective upon ratification by two-thirds of the members present at the Board of Directors meeting, and may be amended by a vote of two-thirds of the members present at the Board of Directors meeting. Proposed amendments to the Constitution or By-laws shall be presented to the Board of Directors for review at least 30 days prior to the need for a vote.
Article 10. Incorporation
The Association shall be incorporated as a non-profit organization in the State of Maryland, December 8, 2005.
Article 11. Resident Agent
The Resident Agent shall maintain a permanent Association address within Maryland. He/She shall maintain the Association as an incorporated, non-profit organization. He/She shall be responsible for duties of incorporation and provide guidance to the membership regarding incorporation.