American Association of Petroleum Geologists
Minutes
House of Delegates Meeting
April 16, 2000 • New Orleans, LA
1. Call to Order and Introductions
The annual meeting of the House of Delegates was called to order at 8:20 a.m. by the Chairman of the House of Delegates, John R. Hogg. Chairman Hogg introduced the officers of the House of Delegates, Lowell K. Lischer, Chairman-Elect; and Deborah K. Sacrey, Secretary/Editor.
Chairman Hogg asked for a moment of silence for Past President and Sidney Powers Medalist, Bernold "Bruno" Hanson to express the Association's gratitude for his many accomplishments in the organization at the Executive Committee and the working level.
Chairman Hogg also recognized the AAPG Past Presidents, Past Chairs of the House, Executive Committee, Officer Candidates and the Headquarters’ staff.
2. Annual Meeting Report
Eric Mason, General Chairman for the annual meeting, was introduced and provided the following report:
The goal was to have absolutely the very best AAPG convention by providing a meeting that would allow geologists to participate in an excellent technical program as well as a venue to do business. The technical program was focused on how to find and produce more oil and gas more profitably by better understanding and reducing the risk.
Just under 1,000 abstracts were received with 750 selected. They were sorted into 45 oral sessions, 44 poster sessions and 6 forums. Sixteen short courses were offered, with 13 running, with more than half sold out. Fourteen fields trips were offered with nine running. Six of the nine sold out.
The luncheons are extremely well attended. The All Convention Luncheon will have 800-900 guests in attendance, which makes it the largest all convention luncheon in history. DPA will have 200 attendees, EMD plans to expect 75 attendees and DEG plans to expect 75.
Sponsorship has been tremendous due to the efforts of George Rhoads and John Neil. They raised $530,000 for this year's convention.
Pre-registration was very high - 4,721. Four-hundred registered on-site on Saturday. The convention is expected to be the largest since the mid-80's.
With innovative changes, this year will be the first year for electronic submission of abstracts which proved to be very popular. A new website was used for final creation of the technical program, which replaces all the faxing of hundreds of abstracts between session chairs. This is also the first year for computer-assisted Power-Point presentations.
A large emphasis was placed on selling booth space at the Prospect and Property Marketplace, making it much more visible in the exhibit hall. This was accomplished by reducing booth rental costs with heavy advertising.
Finally, the poster format was slightly modified with a schedule whereby poster presenters will give informal reviews of their posters to small groups at various scheduled times during the day.
3. AAPG President’s Report
President M. Ray Thomasson reported on what he hoped to accomplish. The principle focus has been to bring a spirit of greater cooperation to all of the functions of the various elements in AAPG. He felt progress was made and many people deserve credit. A lot of different activities have been fruitful and productive and a high level of collegiality has been achieved.
With illustration of slides, President Thomason stated that the year began by selecting a new Executive Director which was done in six weeks with the selection of Rick Fritz.
President Thomasson stated that the sun never sets on AAPG because members are in 120 countries around the world. He stated "the sun is truly shining on one of our members every minute of every day."
President Thomasson stressed that the members come first -- their interest, their desires and their needs.
Intersociety cooperation was emphasized with a Presidential Summit. In addition, the Executive Directors of AAPG, SEG and SPE meet every quarter to discuss best practices. Several intersociety cooperation meetings have been held, including Helsinki, Birmingham, Houston, San Diego, and Denver.
A new joint Distiguished Lecture Program was an enormous success and will be continued. AAPG ran it this year and SEG will run it next year. Other joint programs include the Student Expo.
President Thomasson stressed that every high school graduate should have a least one full year of earth science. The first K-12 Summit was held before the convention. It needs to grow and our cooperation with AGI in this area is critical.
Student Chapters have resulted in a tremendous move towards more student members.
The Government Affairs Program, through the DPA and the Government Affairs Committee, chaired by Clint Moore is doing a great job. Five policy statements were prepared, reviewed and approved by the Executive Committee. Ten were submitted to every representative and senator very recently with five more in the works. As a result of the efforts of Charlie Mankin, who has been on Capitol Hill for 43 years and Bill Fisher with almost an equal amount of time, were asked last week to make a presentation to the House Resources Committee. AAPG was asked to testify at an oversight hearing compromising our national security by restricting domestic exploration and development of our oil and gas resources.
Membership growth is key and will be paramount in the next few years.
An enormously productive Summit on Committees and Summit on Sections was held at the Leadership Conference. For the first time, the international regional presidents had a Summit which will be on-going.
President Thomasson presented a slide illustrating the international regions. With significant effort this year, President Thomasson visited countries in five of the regions, Canada, Mexico, Venezuela, Columbia, Denmark and a couple in the British Isles, Morrocco, Tunis, Egypt and in the Middle East. Bruce Lemmon has visited the Asian Pacific region and parts of Europe. There are 10 service teams in place with ten additional to be added. The purpose of the service teams are to be the arms, hands, feet, and eyes of the AAPG so that better services can be brought to our membership. The regions are for governance, the area teams are for better products and services.
The Association is experiencing a digital revolution with digital electronic submission of abstracts and e-commerce. Our management programs are not in place, which is the accounting program. We have an improved web page, but do not have a member registry.
The most important thing this Executive Committee has accomplished is bringing all of our past data back into our fold, so that it doesn’t matter where you are, or what time of day it is, with one click you can get every single word, every illustration ever printed by the AAPG.
President Thomasson discussed the cash account instantly available in short-term securities. The investment portfolio has had 1.95 million withdrawn. He reviewed the financial status for the last three years with the actual and projected budget and income and expenses and explained that money was spent totally independent of the budget below the line. He reviewed the budget for this year and said money will not be spent below the line or outside the budget.
The President stated the new Executive Director will emphasize efficiency.
4. Executive Director Report — Richard D. Fritz
Executive Director, Rick Fritz said he receives three questions: 1. Finances, 2. Membership and 3. Future Plans.
Finances have been turned around because of the leadership, the change in attitude, looking at the bottom line, using common sense and a strong Foundation.
Action items have included implementation of a business plan, reduced staff, travel, professional fees, and new procedures in headquarters.
Projected finances look like they will be in the black with income increasing and expenses pushing down continually.
The good news is the 2000-01 budget. The staff responded by being very conservative on income and provided realistic expenses. Key programs will be improved with new ideas. The result is we are projected to be in the black about $200,000 for next year.
Membership is very important and we are pushing domestic, international, students, programs for seniors, associates and a new group membership which is designed for the countries that cannot afford the full dues. It is very critical to improve our membership with a plan to improve products, services, outreach and marketing.
5. Report of the Credentials Committee
MOTION: John Hogg moved to seat delegate Chet Paris from Alaska. Motion carried.
Stewart Chuber, Chair of the Credentials Committee reported that 211 Delegates and Alternates were presented and seated and a quorum was declared.
6. Approval of Agenda
MOTION: John Hogg moved to approve the agenda for the 2000 meeting of the House as printed. Motion carried.
7. Approval of the Minutes
MOTION: John Hogg moved to approve the minutes of the House of Delegates meeting held May 11, 1999 in San Antonio, Texas, without amendment. Motion carried.
8. Report from the Chairman of the House — John R. Hogg
Hogg reported that it has been a great year for the House and significant milestones have been achieved. A strong commitment was made to the delegates to keep them informed of the workings of the House along with the support of Deborah K. Sacrey and Lowell Lischer.
This year we strived to ensure that communication was done as effectively as possible with the Executive Committee, the Advisory Council and the various House committees. For the first time this year, the House had a mid-year meeting early in January that included the officers, the three immediate past chairmen of the House and the chairmen of the committees and the ad hoc committee on procedures.
The Chairman reported that all committee reports that are discussed during the House of Delegates meeting are sent out to all delegates with the agenda 33 days before the meeting (which is a first for the House) to ensure that the delegates and respective groups could discuss the issues on a fully-informed basis. Each report and the agenda was e-mailed to every international delegate with an e-mail address, 30 days before the meeting. The Chairman personally felt this was an accomplishment and hopes to continue this process.
The House had a very good relationship with the Executive Committee. President Ray Thomasson and his Executive Committee were very understanding and responsive to our legislative process and to the House agenda.
9. Constitution and Bylaws Committee
Clint Moore, Chairman, read the Final Report of the Constitution and Bylaws Committee (Exhibit "A").
Elected Editor Bylaw Amendment:
MOTION: Clint Moore moved; that the Elected Editor Bylaw Amendment, which appears as Exhibit "B", be approved.
MOTION: Neil Hurley moved/Sonnenberg seconded; to amend the Elected Editor Amendment
by adding the following words to the Bylaws of Article II, Section 5. Secretary.
and, subject to Executive Committee approval, shall have policy oversight
of all non-technical and non-peer reviewed publications and communications.
The Secretary shall and perform other duties as may be
directed by the Executive Committee. Motion carried.
MOTION: Steven Sonnenberg moved; to amend the Elected Editor Amendment by retaining the language of one (1) or more and delete the new language of two or more which is found in Section 10. Election of Officers in two places. Motion defeated.
Motion Carried with Amendment.
Nomination Process Bylaw Amendment:
MOTION: Clint Moore moved; that the Nomination Process Bylaw Amendment which appears as Exhibit "C" be approved.
MOTION: Don Lewis moved and it was seconded; that voting be done by ballot vote.
Motion defeated.
Grievance Procedure Amendment:
MOTION: Clint Moore moved; that the Grievance Procedure Amendment, which appears as Exhibit "D", be approved. Motion carried.
Proposed Resolution of the Constitution and Bylaws Committee:
MOTION: Clint Moore moved; that A. Resolution for "Equivalency in Time Period between the Executive Committee and HOD in Amending the Bylaws to be known as the Bylaws Amending Time Period Equivalency Amendment" as described in Exhibit "A", page 7 be approved. Motion carried.
MOTION: Clint Moore moved; that B. Resolution for the "Elminination of the Affirmation of Legality Requirement" to be known as the "Legality Requirement Elimination Amendment" as described in Exhibit "A", Page 8, be approved. Motion carried unanimously.
MOTION: Clint Moore moved; that C. Resolution for the "Release of All AAPG Election Results to Individual Candidates Only, and Specific Only To Their Individual Races" to be known as the "Election Results Release Amendment" as described in Exhibit "A", page 9 be approved.
MOTION: Jeanne Harris moved; that the motion be amended to release the results only if both candidates wish to know the results. The results should remain confidential if only one candidate desires to know the results. The amended sentence would read: It is only fair to both the winner and loser that if they so desire, each be given the specific numerical results of their individual election contest, but only if they both desire. A written request from each candidate would be required in the Bylaws language, but they would not be bound by any secrecy . . . . Motion carried.
Motion carried as amended.
MOTION: Clint Moore moved for the Committee; that D. Resolution for the "Elimination of the word "suitable" in Article V, Section 5", to known as the "Eliminate "suitable" Amendment" as described in Exhibit "A", page 9 be approved. Motion carried.
MOTION: Clint Moore moved for the Committee; that E. Resolution for "International Region Delegate Election Clarification", to be known as said Amendment" as described in Exhibit "A", page 9 be approved. Motion carried.
Research Finding:
Chairman Moore reported that due to unanimous finding, there is insufficient justification to propose a resolution for the changing of the Bylaws designation of the AAPG "Board of Directors" from its present designation of the Executive Committee, as contained in Article III, Section 1. Our research and review was requested by the recommendation contained in the 1998-1999 C&BC Report, which was accepted by the 1999 House of Delegates. (Exhibit A, page 10).
10. Rules and Procedures Committee
Martin Hewitt, Chair of the Rules and Procedures Committee, reviewed the proposed changes to the Rules and Procedures.
MOTION: Martin Hewitt moved for the committee to accept the proposed amendments to the Rules and Procedures of the House of Delegates as follows (Exhibit "E").
The proposed new language is shown in bold within brackets.
- II.C.2. Reports for the meeting shall be submitted in writing in sufficient time prior to the meeting to be distributed to the Delegates not later than two (2) weeks prior to the date set for the meeting [at least thirty-five (35) days before the date set for the meeting].
- III.A.1.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 an [one (1)] additional member from each Region and Section with more than [five thousand] [([5,000])] members. The members . . .
- III.A.1.b. The Credentials Committee shall be composed [consist] of five (5) . . .
- III.A.1.c. All recommended changes that legally conform shall be disseminated to the Delegates at least two (2) months [sixty (60) days] prior to the annual meeting and included in . . .
- III.A.1.d. The Constitution and Bylaws Committee shall be composed [consist] of four (4) . . .
- III.A.1.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 an [one (1)] additional member from each Region and Section with more than [five thousand] [([5,000])] members. The Committee Chairman . . .
Motion carried to accept the proposed Amendment to the Rules and Procedures of the House of Delegates.
11. Nomination and Election Committee
Royce P. Carr, Chair of the Nomination and Election Committee, recognized the committee and stated that there is representation worldwide for nominations. The following slate of candidates were introduced to the House (Exhibit "F") and each candidate provided a statement.
Chairman-Elect: Edward D. Dolly and Stephen L. Shaw
Secretary-Editor: Sandi M. Barber and Debra A. Osborne
Chairman Hogg asked for additional nominations from the floor and none were made.
MOTION: It was moved and seconded that nominations cease. Motion carried and ballots were distributed for voting.
12. Honors and Awards
Larry L. Jones, Chairman of the Honors and Award Committee announced the following House award recipients for the year 2000 (Exhibit "G"):
Honorary Members of the House Award — Pat Gratton, Dallas
Distinguished Members of the House Award — Dan Smith, Houston; Brenda Cunningham, Midland
House Long Service Award: Charles R. Noll, Houston; Tony Grindrod, Great Britain
Presentation of House Certificate of Merit: John R. Hogg, Canada
MOTION: Hogg moved for the Committee that the following be adopted and included as Rules and Procedures for the Honors and Awards Committee:
- No HOD Honors and Awards Committee member shall receive a voted HOD award during the period of their service to that Committee.
- No individual shall receive more than one House award in any one year. The individual being voted two or more such awards in the same year shall retain the highest voted award and relinquish the lower one(s) for that year. The ranking shall be 1) Honorary Member, 2) Distinguished Member, and 3) Long Service. This will not preclude that individual receiving one of the other awards at a later time, if so nominated and voted.
13. Report of the Resolutions Committee
Valary L. Schulz, Chair of the Resolution Committee, reported that formal application for affiliation has been submitted by the Bulgarian Geological Society, The Czech Geological Society and the Romanian Association of Petroleum Geologists. The Executive Committee, with the aid of legal counsel, has determined that the societies’ constitutions are compatible with that of the AAPG.
MOTION: Valary Schulz moved to adopt a resolution to approve the applications for affiliation for the societies. Motion carried.
Valary Schulz read the Final Report of the Resolutions Committee (Exhibit "H"). Schulz reported that the Committee has been attempting to find a way to resolve the problems associated with Affiliated Societies that have become inactive. Chairman Hogg stated this procedure will not be added to the Bylaws, or into the Rules and Procedures, but simply a procedure that the House would like to have for the Headquarters staff to be able to use and work through. Chairman Hogg asked for a straw vote of the House to see if they are in favor providing a procedure for the Headquarters staff. The House voted in favor of the procedure.
14. Report of the Ad hoc Procedures (aka Operations) Committee
Pat Gratton, Chair of the Ad hoc Procedures, reviewed the committee report (Exhibit "I").
MOTION: Pat Gratton moved for the House to approve Exhibit "I", 1. Administrative Items a-o which are Recommended Practices that the House should be aiming, directing and moving towards. Motion carried.
MOTION: Pat Gratton moved for the House to approve Exhibit "I", 2. Items a-e Executive Committee, which are suggestions to the Executive Committee to improve their processes, with the understanding that the House has no ability to tell the Executive Committee what to do, but simply bring forward as recommendations from the House on how the Executive Committee could improve their procedures. Motion carried.
MOTION: Pat Gratton moved for the Committee to approve Exhibit "I", 3. Rules Committee, Items a-I as recommended procedures that would be placed before the Rules and Procedures Committee of the House next year. Motion carried.
15. AAPG Officers, Division Presidents, Chairman of the AAPG Foundation and Executive Director Reports
Delegates heard reports from AAPG officers, Division Presidents, Chairman of the AAPG Foundation and the Executive Director (Exhibit "J")
16. New Business
MOTION: Mike Fein moved/and it was seconded; that the House of Delegates request the Executive Committee to conduct an external financial audit of the organization. No vote conducted.
MOTION: Pete Rose moved/and it was seconded; that the above motion be amended to specify that it be a staff and personnel audit, instead of an external financial audit and be conducted every five years. No vote conducted.
MOTION: Jeanne Harris moved/and it was seconded; that before forwarding an audit request to the Executive Committee next year as a recommendation from the House, that an ad hoc Committee should be appointed by the Chair of the House to review the potential of requesting the Executive Committee to have a financial, personnel and staff organizational audit to be conducted every five years. Motion carried.
17. Additional New Business
MOTION: It was moved/and seconded; that the Constitution and Bylaws Committee investigate the usefulness of requiring greater than a simple majority by the Executive Committee in order to change the order of names, or reject any names by the Advisory Council for the potential officer candidates. Motion carried.
18. Results of House Officer Elections
Royce Carr announced the results of the election for the 1999-00 House Officers as follows: Chairman-Elect, Edward D. Dolly and Secretary/Editor, Sandra M. Barber.
19. Adjournment
There being no further business, Chairman Hogg adjourned the meeting at 1:50 p.m.
Deborah Sacrey, Secretary/Editor