JULY 2003
MINUTES: May 11, 2003

The annual meeting of the House of Delegates was called to order at 8:00 a.m. by the Chairman of the House of Delegates, Terry L. Hollrah. After reminding delegates to turn off cell phone ringers, Chairman Hollrah introduced the officers of the House of Delegates, George R. Eynon, Chairman-Elect and Katharine Lee Avary, Secretary/Editor. Chairman Hollrah also recognized the AAPG Past Presidents, Past Chairs of the House, Executive Committee, Officer Candidates, Parliamentarian Mary E. Bahde, and the Headquarters staff.

Thomas C. Chidsey, Jr., General Chairman for the 2003 Salt Lake City annual meeting, was introduced and provided a report on the 2003 Salt Lake City Convention.

AAPG President Dan L. Smith reported on the Value Program he and the 2002-2003 Executive Committee have undertaken. He reported a summary of results of the All- Member Survey (1461 responses, including 228 on-line). Forty-eight percent of respondents were very satisfied overall. Professionalism, networking, supported activities, and committee participation were all ranked as important. Services ranked in order of importance were the Explorer, the Bulletin, North American convention, special publications, government affairs, K-12 education, and the website. Changes to the 3-member sponsor requirement were not deemed necessary to 66% of respondents, while 33.4% of respondents supported a reduced fee option with no publication. A detailed summary of all the survey results will be published in an upcoming issue of the AAPG Explorer.

The Executive Director’s report was presented by Richard D. Fritz.

Chairman Hollrah said that "it’s always something" and that the Constitution and Bylaws and HoD rules and procedures are always in need of review. He mentioned some issues that will carry over to the next year of House business, including Advisory Council representation, use of executive session, at large members of the House of Delegates, and some wordsmithing issues of timing and notification related to COCBAP. He thanked committee chairs and members and headquarters staff for their help.

MOTION: Marilyn Taggi Cisar moved to seat as delegates Rebecca Dodge, Georgia Geological Society; Denise Stone, Houston Geological Society; Malcolm Allan, San Joaquin Geological Society; Dave Applegate, Jane McColloch, and Gayle H. ("Scott") McColloch, Geological Society of Washington; Al-Sharhan Abdulrahman, Middle East Region; Kumle Adesida, Africa Region; and James Tucker, Middle East Region. Motion carried.

Marilyn Taggi Cisar, Chair of the Credentials Committee, reported that the Credentials Committee cleared 190 voting delegates for the meeting. With only 120 needed for a quorum, a quorum was declared.

MOTION: Hollrah moved to approve the agenda for the 2003 meeting of the House (Exhibit "A"). Motion carried.

MOTION: Hollrah moved to approve the minutes of the House of Delegates meeting, March 10, 2002, held in Houston, TX with the amendment to delete the apostrophe after Headquarters in the last line of item 1. Motion carried.

Bob Cowdery, Chair of the Honors and Awards Committee, recognized the committee and announced the following House award recipients for the year 2003:

In accordance with a one-time addendum to the House Rules and Procedures which was approved at the 2002 meeting, the House Recognition of Service award was presented to honor each Recording Secretary and Secretary/Editor who has held either office since July 1, 1996. Those honored included:

Valary L. Schulz, Chairman, introduced the Constitution and Bylaws Committee.

The Constitution and Bylaws Committee’s final report appears in the March 2003 issue of The Delegates’ Voice (Exhibit "B").

It was moved to approve and amend the Constitution: Article VIII. Amendments, Section 1. Mail and Section 5. Voting on Amendments as follows:

Amendments to this Constitution may be made by a twothirds (2/3) majority vote of the members of this Association responding by mail, electronic mail, or other suitable ballot.

If any proposed amendment shall be acted upon favorably by simple majority vote of the House of Delegates, the Executive Committee shall arrange for a ballot of members by mail, electronic mail or other suitable means, within sixty (60) days after the annual meeting of the House of Delegates and twothirds (2/3) majority favorable vote of the ballots received within sixty (60) days of such mailing, electronic mail or other suitable distribution, shall be sufficient to amend.

MOTION: A motion was made to approve and amend the constitution as outlined above by general consent.

It was moved to approve and amend the Bylaws: Article II, Section 10, Election of Officers and Section 11, Vacancies as follows:

The Executive Committee shall then prepare a printed, electronic, or other suitable ballot, listing the candidates for each office, and one (1) ballot shall be mailed, electronically distributed, or distributed by other suitable means to each member on or before April 1.

A vacancy occurring in the office of President-Elect shall be filled by mail, electronic mail or other suitable ballot by membership, through a special election called by the Executive Committee.

It was moved to approve and amend the Bylaws, Article II, Officers, Executive Director and Association Positions, Section 10, Election of Officers as follows:

The Executive Committee shall annually approve two (2) candidates each for the offices of Vice President and President- Elect, biennially approve two (2) candidates each for the offices of Secretary and Treasurer and triennially approve two (2) candidates for the office of Editor. Additional nominations may be made by written petition of fifty (50) or more members in good standing received at Association headquarters not later than October 15 following. The names of approved candidates shall be published in the Bulletin Explorer or by other suitable means ninety (90) days prior to distribution of ballots to members. Additional nominations may be made by written petition of fifty (50) or more members in good standing received at Association headquarters not later than November 15 following. The Executive Committee shall then prepare a…..

It was moved to approve and amend the Bylaws, Article II, Officers, Executive Director and Association Positions, by adding a new section, Section 14, Election of Officers as follows:

It was moved to approve and amend the Bylaws: Article XI. Greivance Proceedings, Section 2. Investigation Procedure as follows:

…. The Executive Director shall submit the changes to the Ethics Committee of the Association which shall be a standing committee and which shall consist of three (3) five (5) members of the technical division of the Association charged with conducting the program or programs of certification of members in professional categories and who shall be appointed by the Executive committee of the Association for staggered three (3) year terms as members of the Ethics Committee.

MOTION: A motion was made to approve and amend the bylaws as outlined above by general consent.

Deborah K. Sacrey, Chair of the Rules and Procedures Committee introduced the committee and reviewed the four proposed changes (Exhibit "C").

MOTION: A motion was made to approve and amend the Rules and Procedures of the House of Delegates: III. Committees and their duties. a. and g. as follows indicated by underlining additions and striking through deletions:

a. 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 additional member from each Region or 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 slates or slates of two (2) nominees for each of the offices 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 September 30th of each year for publication in The Delegates’ Voice sixty (60) days prior to the annual meeting for submission to the delegates with the agenda.

g. 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. The committee shall forward names of all candidates to the Chairman by September 30th of each year as the recipient of the following:

MOTION: A motion was made to approve and amend the Rules and Procedures of the House of Delegates: III. Committees and their duties. c, d, and e as follows indicated by underlining additions and striking through deletions:

c. The Rules and Procedures Committee shall consist of seven (7) four (4) members....

d. The Constitution and Bylaws Committee shall consist of seven (7) four (4) members....

e. The Resolutions Committee shall consist of seven (7) four (4) members....

MOTION: A motion was made to approve and amend the Rules and Procedures of the House of Delegates: III. Committees and their duties. g. Rules and Procedures for Granting Awards (2) as follows indicated by underlining additions and striking through deletions:

(2) Only a person who has served as a Delegate within the previous five (5) two (2) years may receive an award.

MOTION: A motion was made to approve and amend the Rules and Procedures of the House of Delegates: III. Committees and their duties. by deleting section h.. as follows indicated by striking through deletions:

h i. The Minutes Approval Committee...

John Hogg, Canada Region, suggested leaving the time period of service as it is now at two years for consideration for House honors and awards.

Mark Rainer, Dallas Geological Society, called for a point of order regarding the date that had been published in The Delegates’ Voice as October 31, but should be September 30 as it is printed here, for Section III, 1.a.

Discussion of Future of Earth Scientists Committee: Chuck Caughey, Asia Pacific Region, asked if there was a procedure in place to hand over the FES Committee to be a regular AAPG committee. Chairman Hollrah replied that it would be given to the Executive Committee with the idea that it would be at least an Ad Hoc committee, if not a standing committee. Pat Gratton, Dallas Geological Society, suggested inviting the chair of a newly created (standing) committee to report to the House of Delegates as part of regular House of Delegates business.

Marty Hewitt, Vice Chair of the Nomination and Election Committee, recognized the committee. The following slate of candidates was introduced to the House and each candidate provided a statement,

Chairman-Elect: Deborah King Sacrey Valary L. Schulz

Secretary/Editor: Steven M. Goolsby Dwight "Clint" M. Moore

Chairman Hollrah asked for additional nominations from the floor and none were made.

Don Clarke, Chair of the Resolutions Committee, introduced the committee and reported that most U.S.- based societies that had been under-represented in the House of Delegates now have the number of delegates entitled to the society. Some international societies still are under-represented in the House of Delegates.

Don Clarke also reported that formal application for affiliation has been submitted by the Association of Petroleum Technicians and Professionals (AFTP) France; the Atyrau Petroleum Geologists Association (APGA) Kazakhstan; and the Sociedad Geologica del Peru.

Representatives from each society gave presentations about their respective society’s membership, activities and objectives. Jean Marvillet represented the AFTP, Malik Musagaliyev spoke about the APGA, and Caesar Ardiles described the Sociedad Geologica del Peru.

MOTION: Don Clarke moved to approve the applications for affiliation (Association of Petroleum Technicians and Professionals (AFTP) France, the Atyrau Petroleum Geologists Association (APGA) Kazakhstan; and the Sociedad Geologica del Peru).

Formal application has been submitted for associated status by the Association for Women Geoscientists (AWG) and the National Association of Black Geologists and Geophysicists (NABGG).

Representatives from each society gave presentations about their respective society’s membership, activities and objectives. Jeanne Harris spoke about the AWG and Conrad K. Allen described the NABGG.

MOTION: Don Clarke moved to approve the applications for affiliation (Association for Women Geoscientists (AWG) and the National Association of Black Geologists and Geophysicists (NABGG)).

Jim Tucker, Delegate from the Middle Eastern Region requested that the comments made by the society representatives be recorded and retained.

Terry Hollrah stated that there was no report from the committee, but that the House of Delegates would like to have a report from the new committee as stated earlier. Terry also thanked Pat Gratton, Don Lewis and Tom Alhbrandt for their past efforts on this committee.

Katharine Lee Avary, Newsletter Committee Chair, introduced the committee and thanked them for their help in producing three issues to date. She also thanked Linda Ramsey and Janet Brister at AAPG headquarters for their help in getting the newsletter assembled and put on the website. Also, she thanked Donna Riggs for her help.

Delegates heard reports from the AAPG Treasurer, AAPG Editor, Chairman of the Foundation and the EMD and DPA Presidents (Exhibit D).

Chair-Elect George Eynon requested volunteers to populate committees for next year.

Chair Terry Hollrah mentioned the need to form a committee to suggest procedures for disassociation or disaffiliation of societies should the need arise.

Also, Chair Hollrah mentioned that the "Proportional Representation on the Advisory Council Ad Hoc Committee" reached a 2-2-2 vote.

No additional new business was brought up from the floor.

Martin D. Hewitt, Vice Chair of the Nomination and Election Committee, announced the results of the election for the 2003-2004 House Officers as follows: Chair-Elect, Valary Schulz, and Secretary/Editor, Steve Goolsby.

There being no further business, Chairman Hollrah adjourned the meeting at 11:21 a.m.

Katharine Lee Avary, Secretary/Editor