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American Association of Petroleum Geologists Minutes House of Delegates Meeting June 3, 2001 • Denver, CO

The meeting began at 8:14 a.m., with the introduction of the following people: House officers and Parliamentarian; the Past Presidents; Past House of Delegate (HoD) Chairmen; 2000-2001 Executive Committee members; 2001-2002 Executive Committee members; Candidates for 2002-2003 Executive Committee; and the AAPG Headquarters staff.

2001 Convention General Chairman Stephen Sonnenberg reported on the current registration level as well as the technical, educational and social events for the convention. AAPG President Marlan Downey presented several important issues, including that the AAPG budget was back in the black as end of the 3^rd fiscal quarter. Other significant events were the meetings with U.S. Senatorial and Congressional staffs and the creation of the AAPG APPEX meeting in August. AAPG Executive Director Rick Fritz outlined efforts in finance, membership, products and services, including the creation of AAPEX and the active pursuit of contact with AAPG members not having renewed.

The Credentials Committee Chair Stewart Chuber moved that the House seat as Delegates both John Stout for Rocky Mountain Society and Adekunle A. Adesida for Nigerian Association Petroleum Explorationists. After the House voted to seat both as Delegates, Chuber reported that with 197 voting delegates present, 77% of 244 total Delegates and that of the total 102 societies, 53 were represented in this meeting. Therefore, there was a quorum for the meeting.

The agenda was modified, dropping Editor Neil Hurley’s report and the DPA President Skip Hobbs’ report.

The Minutes from 2000 House meeting in New Orleans were approved with one amendment, that Sandi Barber was elected as Secretary/Editor. The House reports then began, using the attached PowerPoint presentation.

1. HoD CHAIRMAN REPORT by Chairman Lowell Lischer.

1. This year the House Leadership focused on information and cooperation:

1. Information to keep Delegates abreast of the issues
2. Information to the AAPG leadership and membership
3. Cooperation between the House of Delegates with the Executive Committee and Advisory Council.

2. Communication of information to the Delegates was through the Delegates Breakfasts at section meetings, The Delegate’s Voice, and the newly formed Delegates Forum on the website.
3. Leadership cooperation should be part of the process, not part of the problem. To that end, the opinions of all three bodies were sought on a C&B amendment affecting all three.
4. Future concerns of the House

1. Delegate rotation imbalance
2. Membership approval process, which needs to provide delegate input without delaying the process
3. Function operations guidelines for the House committees (not Rules & Procedures).

2. CONSTITUTION AND BYLAWS REPORT by Chairman George Eynon.

1. COCBAP3 amendment defeated, an amendment proposed by the Committee on Constitution and Bylaws Amendment Procedures.
2. International Delegate Region Clarification amendment passed as proposed, with clarification that "member" in the Constitution refers only to voting members.

ARTICLE IV. HOUSE OF DELEGATES

SECTION 3. Selection of United States Affiliated Society Delegates and International Region Delegates

…All members of an International Region shall be entitled to vote in all elections for all Delegates from that Region. Each International Region shall elect, in an election or elections in which all members of such region shall be entitled to vote, not less than one (1) Delegate from among the Association members of each Affiliated Society within that International Region. Additional Delegates, if any, to which a Region may be entitled shall be elected as determined by the Region; provided, that all Association members assigned to an International Region shall be entitled to vote in all elections of Delegates from that International Region. Any Association member may be a candidate for Delegate from the United States Affiliated Society or International Region in which the member votes upon the member’s timely written request…

3. Legality Requirement Elimination amendment passed as proposed, with clarification that amendments would still be checked for consistency & legality with state and federal law.

ARTICLE XIV. AMENDMENTS

SECTION 2. Amending Procedure

Upon receipt of such proposals, they shall be referred to the Chairman of the House of Delegates, who shall then request that the Executive Committee determine legality forward them to (a) the Executive Committee and (b) to the Constitution & Bylaws Committee of the House of Delegates for review and a report to be presented to the members of the House of Delegates, in accordance with its Rules & Procedures.

SECTION 3. Publication of Amendments

Upon affirmation of legality of proposed amendments The Executive Committee shall cause them proposed amendments to be published in the Bulletin or by other suitable means at least two (2) months prior to the annual meeting of the House of Delegates.

SECTION 4. Consideration of Amendments

Proposed amendments shall be considered at the annual meeting of the House of Delegates and shall be passed upon receipt of a two-thirds (2/3) affirmative vote of the Delegates present and voting. In the event any revisions of the published amendments are approved by the House, the amendments shall become effective only when and if the legality of the revised form has been affirmatively determined by the Executive Committee.

4. Bylaws Amending Time Period Equivalency amendment passed as proposed.

ARTICLE XIV. AMENDMENTS

SECTION 1. Proposal of Amendments

Amendments to these Bylaws may be proposed by the following means:

(a) Resolution by the Executive Committee;

(b) Resolution of the House of Delegates;

(c) Written proposal signed by fifty (50) members of the Association.

(d) Resolution by a majority vote of the Officers of the House of Delegates and the Chairman of the Constitution and Bylaws Committee of the House of Delegates.

SECTION 3. Publication of Amendments

Upon affirmation of legality of proposed amendments, the Executive Committee shall cause them to be published in the Bulletin or by other suitable means at least two (2) months ninety (90) days prior to the annual meeting of the House of Delegates.

5. Eliminate "suitable" amendment passed as proposed.

ARTICLE V. ADVISORY COUNCIL

SECTION 5. Nominations

The Advisory Council shall recommend suitable candidates for Association officers as provided in these Bylaws.

6. Election Results Release

1. Amendment to amendment proposed and passed as follows:

2. Proposal to pull amendment as out of order failed, since did not receive 2/3 majority.
3. Amendment to amendment proposed and passed as follows

5. Amendment as above passed.

9. Limitation on Holding Multiple Positions amendment

1. Amendment to add immediate Past Chairman of the House to the list in Section A passed.
2. Amendment to strike Section C as proposed and replace with "The effective date of this amendment is July 1, 2001." passed.

5. Amendment to strike b), change a) to read all members of Advisory Council was proposed. Eynon recommends against, since the specific listing came from Executive Committee and legal counsel. This amendment to amendment therefore withdrawn, with permission of the House.
6. Amendment passed as amended:

6. Advisory Council Alternate amendment passed with following corrections of spelling errors:

 

ARTICLE V. ADVISORY COUNCIL

SECTION 8. Composition and Terms of Office

(c) The chief elected officer of each Division who shall serve ex officio during the officer’s term, provided said Division has not less than seven hundred and fifty (750) Association members on the first day of the fiscal year of the Association. The chief elected officer of each Division with less than seven hundred and fifty (750) Association members shall be entitled to attend Advisory Council meetings as an Observer but will not be a member of the Advisory Council. The chief elected officer of each Division may designate in writing to the Chairman of the Advisory Council for one meeting only of the Advisory Council the chief elected officer’s designated representative from such Division’s executive committee who shall at such meeting have the authority, including the right to vote, of such chief elected officer. The written designation must be received by the Chairman of the Advisory Council not less than ten days prior to such meeting. Like designations may be made for subsequent meetings.

SECTION 9. Meetings

The Advisory Council shall meet at least once each year during the annual meeting of the Association, and shall submit annual reports to the Executive Committee. Additional meetings may be held at the call of the Chairman. A quorum shall consist of a simple majority of members. Robert’s Rules of Order shall apply at all meetings. No proxies shall be allowed, and no but alternates for absentee members may be appointed in accordance with Section 8 paragraph (a) or the procedures prescribed in Section 12 of this Article V. Mail canvasses may be conducted when necessary for interim action requested by the Executive Commit

SECTION 12. Alternates at Advisory Council Meetings for Absent Members

The alternate representative for an absent Advisory Council member shall be that absent member’s immediate predecessor as a member of the Advisory Council, except as prescribed in Section 8 paragraph (a) of this Article. If the absent Advisory Council member represents a Region, Section, or Division and did not have a predecessor, the alternate representative shall be designated by the Region, Section, or Division President, and shall be a current member of its executive committee. If an Advisory Council member dies or resigns, then prior to the election of a successor member as prescribed in Article VI, Section 1, such former member’s alternate representative shall be as otherwise provided herein for an absent member. An alternate representative may be seated at any time during an Advisory Council meeting. The alternate representative shall have the authority, including the right to vote, of the absent member.

7. COCBAP2 Resolution passed as proposed.

ARTICLE XIV. AMENDMENTS

SECTION 2. Amending Procedure

(a) Upon receipt of such proposals, they shall be referred to the Chairman of the House of Delegates, who shall then request that the Executive Committee determine legality.

(b) Amendments proposed by resolution of the Executive Committee or by fifty (50) members of the Association shall within thirty (30) days of their receipt by the Chairman of the House of Delegates be distributed to the Executive Committee, the members of the House of Delegates, the Constitution and Bylaws committee of the House of Delegates, the Advisory Council, and any Committee or member(s) of the Association designated by the Executive Committee to receive them. Each of the Advisory Council, committees or members of the Association, and members of the House of Delegates to whom a proposed amendment was distributed under these provisions, may submit comments to the Constitution and Bylaws committee of the House of Delegates not less than thirty (30) days prior to the annual meeting of the House of Delegates at which the proposed amendment shall be considered. The Chairman of the House of Delegates shall cause all such comments to be sent with the proposed amendment to the members of the House of Delegates prior to such annual meeting.

(c) Amendments proposed by resolution of the House of Delegates shall within thirty (30) days of their adoption be distributed to the members of the House of Delegates, the Executive Committee, the Advisory Council, and any Committee or member(s) of the Association designated by the Executive Committee to receive them. Each of the Executive Committee, the Advisory Council, committees or members of the Association, and members of the House of Delegates to whom a proposed amendment was distributed under these provisions, may submit comments to the Constitution and Bylaws committee of the House of Delegates not later than the next October 31^st following the adoption of the resolution and preceding the annual meeting of the House of Delegates at which the proposed amendment shall be considered. The Chairman of the House of Delegates shall cause all such comments to be sent with the proposed amendment to the members of the House of Delegates as provided in its Rules and Procedure

8. Officer Nominations EC Supermajority Vote Resolution passed as proposed.

3. RULES AND PROCEDURES COMMITTEE REPORT by Chairman Larry Jones

1. Section II, B.2 was amended to include General Chairman of Convention and passed as amended, and Section II, B.16 (new) was passed as proposed:

1. Association reports. General Chairman of Convention’s Report and AAPG President’s Report.

1. Section II, D— MidYear Meeting (new) was amended by striking "active" from "active committee chairmen" and passed as amended.

Section II

D. Midyear Meeting

At least 100 days before the annual meeting of the AAPG, the officers of the House of Delegates, the active 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 current and future HoD issues and to plan for the subsequent Annual Meeting of the House of Delegates.

2. Replacement wording for Section III A 1, on standing committees was passed as proposed.

III. A. Standing Committees

1. The following standing committees of the House and their Chairmen shall, except as otherwise provided in these Rules and Procedures, be appointed by he Chairman of the House of Delegates from qualified Delegates. Except 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:

3. Section III A.1, new 2^nd paragraph was passed as proposed.

No member of the Nominations and Election Committee, while serving on that Committee, shall be considered for nomination as a House of Delegates officer.

 

4. Section III A.1.e, new 2^nd paragraph was passed as amended below.

The Resolutions Committee shall be responsible for directing any required "Disaffiliation" procedures of an inactive Affiliated Society under the following authority and process:

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.

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 matter.

 

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.

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.

5. Section III.. 1 g was passed as proposed.

New awards may be established as follows: Rules and Procedures for granting awards.

6. In Section III A .1.g., two new paragraphs passed as proposed.

(5) No HoD Honors and Awards Committee member shall receive an HoD award while serving on that Committee.

6) 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.

 

7. Section III.C new paragraph on Retention passed as proposed.

4. NOMINATIONS AND ELECTIONS COMMITTEE REPORT by Chairman Deborah Sacrey

Ballot casting followed candidate presentations by Don Clarke and Terry Hollrah for Chairman-Elect and by Marty Hewitt and Brian Keith for Secretary-Editor.

5. LUNCH BREAK
6. HONORS AND AWARDS COMMITTEE REPORT by Chairman Brenda Cunningham was received, which included the following recommendations. These subsequently are to be referred to the R&P Committee.

1. Past HoD chairs should be considered as possible candidates.
2. There should be clarification whether candidates currently running for office (AAPG or House) can or cannot be considered for awards that year.

7. RESOLUTIONS COMMITTEE REPORT by Chairman Marty Hewitt

1. House voted Admittance of Affiliation for

1. Association of Petroleum Geologists, Dehra Dun, India passed
2. Japanese Association of Petroleum Technology, Tokyo, Japan passed

2. Committee Report received.

8. NEWSLETTER COMMITTEE REPORT by Secretary/Editor Sandi Barber report received.

1. Three issues of the Delegates’ Voice published. The September/October issue outlined the COCBAP issues. The January 2001 issue presented the candidates for House offices and updated the COCBAP issues. The April issue contained the agenda and Committee reports for this House meeting.
2. The Delegates’ Forum was initiated in Fall 2000 to speed the dissemination of information to the Delegates worldwide and to provide the Delegates a yearlong method of discussion, communication, and surveying. Anyone is able to browse the Forum, although only delegates may post.

9. FUTURE OF EARTH SCIENTISTS COMMITTEE REPORT by Chairman Don Lewis received.

1. Actions Completed:
4. Collecting some of available published data concerning student enrollment and first employers for the U.K. and the U.S. and as well as House member Chris Heath surveying the skill sets desired by U.K. and Canadian companies and now surveying U.S. companies.
5. Actions Pending: include integrating a just-completed major U.S. geoscience employment survey by the American Geological Institute with other surveys and working closely with AGI to combine AGI data with AAPG and AGI demographic information, adjust for technological change, and combine it with projections of future energy demand to be able, hopefully, to show a range of geoscience employment opportunities into the future.

10. AD HOC OFFICE EFFICIENCY COMMITTEE REPORT by Chairman Tom Mairs received, with final following recommendations:

1. On an annual basis, the outgoing HoD officers should advise the incoming officers on procedures which might improve House operating efficiency. Preferably this should be a topic of discussion at the "Transition Meeting" while still fresh in their minds.
2. This HoD ad hoc Operating Efficiency Committee (OEC) should be formed once every three (3) years, unless otherwise considered necessary and appointed by the House Chairman

11. AD HOC INDEPENDENT AUDIT COMMITTEE REPORT by Chairman Will Green received, with the following conclusions:

1. The AAPG is not required by state or federal law to conduct an annual independent financial audit, but for many years it has had an annual financial audit as a good business practice and to protect its non-profit tax status with the IRS.
2. The AAPG Executive Committee (EC) contracted independent audit of staff and personnel in 1994. The EC called for this audit prior to retirement of the executive director because they thought that the information would help the incoming executive director better understand and utilize his staff. The report was completed January 31, 1995 for a fee of $7,500. Three years ago the EC retained a "personnel consultant" to analyze AAPG staff and train the executive director in management techniques

3. The Executive Committee already has the power to call for an independent audit of personnel and staff if deemed necessary, since it acts as Board of Directors for the AAPG. Nothing in the AAPG Bylaws addresses this issue.

11. AD HOC VISIONS COMMITTEE REPORT by Chairman Sandi Barber was inserted into the agenda by approval of the House, outlining next year’s work on investigating better communication methods for worldwide House membership
12. AAPG TREASURER Ed Picou, Jr. presented report on AAPG Treasury. There has been a net loss for the AAPG the past 4 years, with about an 11% decrease in membership dues this past year. Incomes from special publications, educational, and Explorer advertising have decreased over the past 4 years, while that from Conventions and Conferences have been gaining. Improving the AAPG financial position has been based upon 1) identifying and controlling expenditures more effectively and 2) working on generating new sources of income and maximizing existing sources through improved content and service.
13. AAPG FOUNDATION REPORT by Larry Funkhouser, Chairman of Trustees.
14. AAPG EMD DIVISION REPORT presented by EMD President Ron Grubbs. Grubbs outlined the current crisis in EMD membership having fallen such that the EMD has lost its vote on the Advisory Council. He called for Delegates to join.
15. AAPG DEG DIVISION REPORT presented by DEG President Michael "Doc" Weathers.
16. AAPG DPA DIVISION REPORT, re-inserted by approval of the House, was presented by DPA President-Elect Royce Carr.
17. HoD ELECTION RESULTS reported by Nominations and Elections Committee Chairman Deborah Sacrey, with Terry Hollrah elected 2001-2002 Chairman-Elect and Marty Hewitt as 2001-2002 Secretary/Editor.
18. NEW BUSINESS

1. Clint Moore proposed a resolution for an Advisory Council Fairer Representation Bylaws Amendment: "Amend lowering 3000 additional member requirement for any section or region for additional representation to the Advisory Council to 1500." Motion failed.

19. Meeting adjourned at 2:45 p.m.