Procedures Committee Report
February 24th with Proposed Changes for HoD Meeting May
Members of the Committee are:
Nishida -- Canada
Longman -- Rocky Mountain Section
Allison -- Mid-Continent Section
ASSOCIATION OF PETROLEUM GEOLOGISTS
AND PROCEDURES OF THE HOUSE OF DELEGATES
Rules and Procedures of the House of Delegates shall serve as a
guide to the House Officers and Delegates in their conduct of the
legislative affairs of the Association.
MEMBERSHIP AND OFFICERS
in the House, officers, and terms of office shall be as defined
in the Bylaws of the Association. AAPG Headquarters shall be
notified of the names of elected Delegates, Alternate Delegates,
and unsuccessful candidates in order of total number of votes
by April first of each year.
of the House shall be elected annually by ballot during the
annual meeting from among qualified candidates proposed by the
Nomination and Election Committee and those qualified candidates
who may be proposed from the floor. In the event of a tie vote
in any election held for any office of the House, then the House
shall re-vote by ballot on only the candidates who tied. In
the event of a tie during the re-vote by the House, then the
current officers of the House at the annual meeting shall, by
secret ballot, vote on the candidates who have tied and such
vote shall determine the election. In the event such a vote
by the officers of the House shall also result in a tie vote,
then the procedure provided for herein shall be repeated until
the tie is broken. Candidates for office should abide by the
principles outlined in Part A of the Election Campaign Policy
as adopted by the AAPG Executive Committee on April 22, 1997.
The three (3) officers of the House shall receive and investigate
any allegations of policy violation. The Chairman of the House
of Delegates shall be obliged to inform the House prior to election
voting of any violations of the Election Campaign Policy. The
Chairman of the Nomination and Election Committee shall provide
each candidate for House office with a copy of Part A of the
Election Campaign Policy as adopted by the AAPG Executive Committee
on April 22, 1997, at the time the candidate is officially notified
of the candidate's nomination.
The annual meeting of the House shall be held at the annual
meeting of the Association in accordance with the Bylaws of
the Association. The meeting shall be scheduled by the Chairman
of the House, in coordination with the Executive Committee,
and proper notice published in the Bulletin or by other suitable
means. Other meetings of the House of Delegates may be called
by the Chairman of the House upon thirty (30) days' written
notice to all Affiliated Societies and to all Delegates.
The Chairman of the House of Delegates shall schedule a two
(2) day meeting of the House if the agenda so warrants.
Order of Business
Call to order and introductions
Reports from Convention General Chairman, AAPG President and
Report of Credentials Committee
Approval of agenda
Approval of minutes of last meeting
of Nomination and Election Committee and election of officers
of Rules and Procedures Committee action on recommendations
Report of Constitution and Bylaws Committee action on recommendations
of Newsletter Committee action on recommendations
of Honors and Awards Committee action on recommendations
Report of Future of Earth Scientists Committee action on recommendations
of Resolution Committee action on recommendations
Report of Ad Hoc Committee(s) action on recommendations
Other new business
Results of election of officers
All other Association Reports
The proposed agenda for any meeting shall be mailed to the
Delegates at least thirty-five (35) days before the date set
for the meeting.
Reports for the meeting shall be submitted in writing in sufficient
time prior to the meeting to be distributed to the Delegates
at least thirty-five (35) days before the date set for the
At least 100 days before the annual meeting of the AAPG, the
officers of the House of Delegates, the committee chairmen,
and the invitees of the Chairman of the House shall hold a
meeting, at a location and on a date of the Chairman's choice,
to consider HoD issues and to plan for the subsequent annual
meeting of the House of Delegates.
COMMITTEES AND THEIR DUTIES
as otherwise provided in these Rules and Procedures, the Chairman
of the House of Delegates shall appoint, from qualified Delegates,
a chairman, a vice chairman, and all new and all replacement members
for the following committees:
The Nomination and Election Committee shall consist of
one (1) member from each Region and Section with not less than
seven hundred and fifty (750) members and one (1) additional
member from each Region and Section with more than five thousand
(5,000) members. The members including a Chairman shall be appointed
for one (1) year terms. This committee will present to the annual
meeting of the House a slate or slates of two (2) nominees for
each of the officers to be elected by the House. The slate or
slates with factual background data concerning each candidate
shall be given to the Chairman of the House of Delegates by
October 31st each year for publication in The
Delegates' Voice. In addition to the above duties, the
Nomination and Election Committee shall be responsible for the
administration of the election at the annual meeting. This shall
consist of the distribution, collection, counting and reporting
the results of the balloting pertaining to the election of officers.
No member of the Nomination and Election Committee, while serving
on that Committee, shall be considered for nomination as a House
of Delegates officer.
The Credentials Committee shall consist of five (5) members
including a Chairman to serve one (1) year terms. In the event
one (1) or more members must relinquish his seat for any reason,
the Chairman of the House shall have the authority to appoint
a replacement. Officers of the House may not serve on this Committee.
The Committee shall submit to the Chairman of the House at the
scheduled meetings an attested roll of Delegates, Alternate
Delegates, and Appointed Alternate Delegates who are qualified.
Delegates, chosen by means given in Article IV of the Association
Bylaws, may be considered as qualified. A qualified Delegate
shall be a full voting member in good standing of the Association
as defined by the Constitution and Bylaws as of the time of
designation and during tenure in the House of Delegates. Qualified
society Delegates shall be members of the Affiliated Society
that they represent. Appointed alternate delegates whose names
are not received in writing by the Headquarters office of the
Association at least fifteen (15) days prior to the meeting
of the House of Delegates for which they are appointed to serve
shall not be qualified to serve as Delegates at such meeting.
the event of a dispute over credentials, the Chairman shall
place the matter before the House. In this event, the Committee
shall submit verbally, and in writing, to the House its reason
for withholding accreditation. Immediately thereafter, the designating
society as well as the nominated Delegate or Alternate may submit
verbally, and in writing, reasons to support accreditation of
the Delegate. The House shall vote on the dispute with a majority
The Rules and Procedures Committee shall consist of seven
(7) members including a Chairman, who shall serve staggered
two (2) year terms. This Committee shall review the Rules and
Procedures of the House annually. They shall review other proposals
for changes in the Rules and Procedures. They shall make recommendations
for changes in existing Rules and Procedures. Such proposals
shall be submitted to the Chairman of the House at least ninety
(90) days prior to the annual meeting. The Chairman of the House
shall have the proposed changes checked for legal conformity,
if necessary. All recommended changes that legally conform shall
be disseminated to the Delegates at least sixty (60) days prior
to the annual meeting and included in the agenda of such meeting.
The Constitution and Bylaws Committee shall consist of
seven (7) members including a Chairman, who shall serve
for staggered two (2) year terms. This Committee shall report
to the House of Delegates at the annual meeting their recommendations
Any amendments proposed in accordance with the Constitution
and Bylaws of the Association, and shall be prepared to explain
the purpose, function, and significance of such amendments.
(2) Any amendments that they wish to propose after making
an annual review of the Constitution and Bylaws. Such proposals
shall be submitted at least ninety (90) days prior to the
annual meeting to the Chairman of the House for placement
on the agenda. They shall be prepared to explain the purpose,
function, and significance of such proposed amendments.
The Resolutions Committee shall consist of four (4) members
including a Chairman, who shall serve staggered two (2) year
terms. This Committee shall report to the House of Delegates
at the annual meeting their recommendations concerning all advance
petitions, resolutions, or motions offered by Delegates, Affiliated
Societies, or by charge from the Chairman of the House. They
shall not be required to review resolutions on proposed amendments
to the Constitution and Bylaws and Rules and Procedures.
Resolutions Committee shall be responsible for directing any
required "Disaffiliation" procedures of an inactive U.S. Affiliated
Society under the following Authority and process:
1) If an Affiliated Society fails to send a representative
to the HOD Annual meeting for two consecutive years, the Chair
of HOD shall inform the Resolutions Committee Chair. The Resolutions
Committee shall then attempt to contact the leadership and
members of that Society to encourage participation and to
determine if the Society is inactive.
2) If after 6 months from the initial contact effort by the
Resolutions Committee, the Committee finds that no progress
is being made to reactivate the Society, the Committee shall
inform the Chair of the HOD. Then the Chair of HOD shall send
three personal letters, (1) to the Affiliated Society to encourage
its participation, (2) to the appropriate Section President
to request its involvement, and (3) to the members within
the jurisdiction of that Society to advise them that they
are not represented and to invite their attention to this
3) If a third annual meeting occurs without a representative
delegate, then a letter from the Committee shall be sent to
the members of the Affiliate Society requesting that they
elect to affiliate with a nearby active society within 6 months,
or AAPG Headquarters shall automatically assign them to a
nearby active society. The original Society shall then be
placed in "INACTIVE" status.
4) If after 2 years the Society remains in "INACTIVE" status,
a resolution shall be proposed to the HOD by this Committee
to "Disaffiliate" the Society.
The Newsletter Committee shall consist of not less than
two (2) nor more than six (6) members, including a Chairman.
The Chairman shall be the Secretary/Editor of the House of Delegates
who shall be responsible for the timely performance of all Newsletter
Committee business and who shall serve as editor of the newsletter.
The Secretary/Editor shall suggest to the Chairman of the House
of Delegates persons to be appointed as the other member or
members of the committee. At the discretion of the Chairman
of the House of Delegates, the Newsletter Committee shall publish
from two (2) to six (6) newsletter issues in each fiscal year
The Honors and Awards Committee shall consist of one
(1) member from each Region and Section with not less than seven
hundred and fifty (750) members and one (1) additional member
from each Region and Section with more than five thousand (5,000)
members. The Committee Chairman shall be appointed from among
the members. The members and the Committee Chairman shall serve
staggered two (2) year terms. This committee shall forward names
of all candidates to the Chairman of the House of Delegates
for consideration by October 31st each year,
as the recipient of the following:
Member of the House -- The highest award of the House, presented
at the annual meeting in recognition of a record of consistent,
dedicated, and exemplary service to the House of Delegates through
committee work and officer service (not required). Annual presentation
is not required and there shall be no limitation of the number
of annual recipients. Past recipients shall be invited to and
publicly recognized at the annual meeting.
Member of the House -- Presented in recognition of the unique
or exemplary service to the House through committee work. Chairing
of committees and service as an officer will be considered,
but not required. Annual presentation is not required and there
shall be no limitation of the number of annual recipients.
Long Service Award -- Presented in recognition of persons
who have served as Delegates for a minimum of four terms and
have, in addition, taken an active role in the affairs of the
House. Annual presentation is not required and there shall be
no limitation of the number of annual recipients.
Recognition of Service -- Presented yearly to the outgoing
Chairman of the House of Delegates and Secretary/Editor at the
end of their term of office. The House Recognition of Service
shall be retroactive to honor each Recording Secretary and Secretary/Editor
who has held either one of these offices since July 1, 1996.
Chairman, Chairman-Elect, and the Secretary/Editor of the House
of Delegates shall by majority vote approve or disapprove each
candidate as the recipient of the award for which he or she
is named as the candidate. Only candidates selected by this
committee may receive awards. The Distinguished Member of the
House and Honorary Member of the House Awards shall be presented
at the awards ceremony at the AAPG annual meeting. Presentation
of the House Certificate of Merit and House Long Service Awards
will be made at the annual meeting of the House of Delegates.
and Procedures for Granting Awards
All awards shall be given only to recognize persons for their
service to the House of Delegates.
Only a person who has served as a Delegate within the previous
five (5) years may receive an award.
The Honors and Awards Committee shall prepare the title and
description of, and qualifications for, an award proposed by
the committee to be established and shall forward the same to
the Rules and Procedures Committee of the House of Delegates
to be processed as set forth in subsection A.1.c of this Section
III. An award will be presented in the years after the year
the award is established.
All awards shall be established by amendment to these Rules
No HOD Honors and Awards Committee member shall receive an HOD
award while serving on that Committee.
No AAPG member shall receive more than one House award in any
one year. A member being voted two or more such awards in the
same year shall retain the highest award and relinquish the
lower one(s). The award ranking shall be 1) Honorary Member,
2) Distinguished Member, and 3) Long Service. This shall not
preclude that member from receiving one or more of the other
awards at a later time.
No candidate for an HoD office can be nominated for an HoD award
in the same year.
1. The Minutes Approval Committee shall consist of the outgoing
Secretary/Editor as Chair and the two candidates for Secretary/Editor.
The Minutes Approval Committee will review and approve the
minutes within 60 days following the annual meeting.
2. Minority reports, if any, from all standing House committees
shall be heard. In case of a tie vote within a committee,
the Chairman's report shall be considered the majority report.
Chairman of the House may appoint such Ad Hoc Committees as
may be required to study and report on any proposal submitted
to the House, or proposed by the officers of the House or by
the Chairmen of the Standing Committees.
current Chairman, Chairman-Elect, Secretary/ Editor, and immediate
Past Chairman of the House of Delegates, by unanimous vote,
may remove any HOD committee chairman, vice chairman, or other
committee member with or without cause.
to these Rules and Procedures may be made upon recommendation of
the Rules and Procedures Committee in accordance with prescribed
procedures with approval of a majority of the Delegates present
and voting at the annual meeting.
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