BYLAWS of the PAN AMERICAN SOCIETY FOR EVOLUTIONARY DEVELOPMENTAL BIOLOGY
Most recently updated: May, 2024
ARTICLE 1. Name.
The name of the organization shall be the Pan American Society for Evolutionary Developmental Biology, hereafter called “the Society.” The Society shall be an international organization.
ARTICLE 2. Purpose.
The Society shall be operated for scientific and educational purposes. Its mission is to produce an international conference, to promote training, education, and association among Evolutionary Developmental Biologists, with particular emphasis on Pan-American interactions, and to further the goals of evolutionary developmental biology and its practitioners.
ARTICLE 3. Membership.
Membership in this society shall be open to all individuals actively interested in the purpose of the Society. One becomes an active member when the dues are accepted.
ARTICLE 4. Officers and Executive Council.
a. Composition. The officers of the organization shall be the Immediate Past President and the President, the Secretary, and the Treasurer. A full council will also have twelve elected Councilors. The officers and the councilors shall constitute the Executive Council (hereafter referred to as Council).
b. Nominations. The Elections Officer will send an email to the entire membership to solicit nominations for open positions. The Elections Officer will also work with the Council to suggest candidates, who will be contacted by the Elections Officer or Council members to ask them to apply. Candidates for all offices must be Society members at the time of the election.
c. Election of Officers and Councilors. Election shall be by a simple majority of those voting. Elections shall be held by mail ballot. Here and elsewhere in these Bylaws, the term “mail” shall be interpreted as standard postal mail, electronic mail, or other types of clear announcement to the Society membership.
d. Terms of Officers and Councilors. The terms of the officers shall be two years. A person elected for Presidency shall serve for 2 years as President, and 2 years as Past-President. Councilors will each serve 2-year staggered terms so that new councilors are elected annually. Terms shall begin on August 1 or after Biannual Meeting, whichever comes first. An overlap period between out-going and in-coming Secretary and Treasurer may be negotiated with terms mutually agreed upon and approved by Council. During any overlap period, final decisions on matters concerning each position will be determined by the individual actually serving at that time (defined by the start dates indicated above).
e. Vacancies. Vacancies on the Council shall be filled by appointment by the Council, except in the event of a vacancy in the Office of President. Should the Office of President become vacant, the Past-President shall assume the role of President for the remainder of the unexpired term, or when the elected President can return. In the event of vacancy of any other office, the Council shall appoint an active member to serve for the remainder of the term, and the office shall be filled at the next annual election.
f. Duties.
i) The President shall preside at the meetings of the Society and the Council. With the advice of the Council, the President shall appoint such committees and representatives as may be needed. Committees shall consist of a maximum of one Council member and at least two Society members not on Council. Individuals who are not members of the Society may be asked to join committees and may be offered a one-year gratis membership.
ii) The Past-President shall stay on the Executive Council for one year in order to allow a smooth transition of the incoming President. The role of the Past-President is to support the President with respect to the operation of PASEDB. If the President is unable to continue with their term, the Past-President will assume the role of President. If specifically requested by the current President, the Past-President can remain on the Executive Council for up to an additional year.
iii) The Secretary shall keep the records of the Society. In this role, the Secretary shall: (1) prepare minutes of monthly Council meetings; (2) present an annual report to the members concerning actions of the Council and activities of the Society; (3) deposit those records of the Society no longer needed on an electronic archive accessible through the Society web site; in addition to Society records such as all formal reports, minutes of Council and Society meetings, and materials relating to the annual meetings, other material deemed of historical value may be deposited in the archive only with approval of Council;
iv) The Treasurer shall: (1) have charge of all funds of the Society and be responsible for their investment; and (2) prepare a monthly budget statement of the financial status of the society. (3) The Treasurer will file annual taxes for the society. (4) The treasure will distribute award funds (International Travel awards, Meeting Support awards) to members and payments for services (operational budget) as agreed upon by the council.
v) The Diversity Officer shall work to increase the engagement of researchers from groups traditionally underrepresented in science in the Society and in science at large. Some concrete actions of the position have included coordinating the mentor-mentee program, planning and organizing a session related to diversity and inclusion at the annual meeting, and/or organizing a postdoctoral symposium for underrepresented minorities.
vi) The Media Officer shall actively maintain social media for three main purposes: 1) to widely spread recent progress in evolutionary developmental biology, 2) to promote diversity, equity, and inclusion, and 3) to bridge scientific and educational gaps between North and South America. Social media platforms for this purpose shall include Twitter, Instagram, and rapidly developing platforms. Additionally, the media officer shall work with other officers and communities to timely coordinate and advertise scientific meetings related to evolutionary and/or developmental biology.
vii) The Membership and Registration Officer shall work to increase Society membership. They will also respond to member/registrant inquiries.
viii) The Awards and Elections Officer (AEO) shall recruit candidates for annual elections and biannual awards cycles, establish an online voting system for elections and will compose and emails for awards and elections purposes. The AEO is also responsible for insuring that tangible prizes for Awards reach their intended recipients.
ix) The Website & Communications officer’s primary job is to make sure that the website is up-to-date (in terms of executive board composition, upcoming conferences and other news). They are also in charge of sending email communications with the membership on behalf of the executive committee.
x) The Education Officer shall establish initiatives to contribute with the professional growth and guidance of trainees at all stages of their careers. The goal is to provide resources, facilitate communication, and foster discussions to support the Evo-Devo community.
xi) The Development Officer shall seek funding sources for meetings of the society, awards given by the society, and any other endeavors of the society. The officer will investigate creative ways to raise funds. They will work with the president to lead the application for grants from federal agencies (e.g., NSF, NIH) and other sources (e.g. publishers of scientific journals) for support of society meetings.
xii) The L.A. Media Officer will work alongside the Latin American Liaison Officer, and in coordination with the Communications & Web Officer and Social Media Officer, to release press announcements, implement social media marketing and messaging tailored for the Latin American members of the Society and their home countries.
xiii) The L.A. Liaison shall represent Latin American members of Pan Am Evo-Devo and their countries of origin. This Liaison does not have specific duties but ensures that Latin America will be represented by at least two members of the Executive Council. [Note that L.A. members are highly encouraged to run for other offices as well]
xiv) The Postdoc Trainee/Rep will be a student or postdoc (the latter within five years of their Ph.D. at the time of the election). The Trainee Representative will serve as a liaison between trainee members and the society’s leadership, gathering feedback on their needs and experiences and presenting this to the society’s leadership. They will also foster networks among trainee members and with mentors, and identify and provide resources, such as career and educational materials, to support the growth and development of trainee members.
ARTICLE 5. Meetings.
The Council will meet once per month via zoom to discuss matters arising. The President shall coordinate these meetings.
An in-person Council meeting will take place at the Biannual Society Meeting. The President shall present an annual report of the Society, including the financial status and the next Society meeting. At the Council meeting, the President shall also solicit recommendations concerning any Society activities to be considered by the Council.
ARTICLE 6. Quorum.
Two thirds of the Council shall constitute a quorum for Council meetings. A quorum of the membership shall be those attending a duly called meeting or responding to a polling within a reasonable time period set by the President.
ARTICLE 7. Voting.
Actions of the Council at a duly constituted meeting require a majority of those present to be approved. A meeting is duly constituted if properly called and a quorum is present. In a case for which a decision needs to be made by the entire membership, a poll will be mailed to the membership and the majority vote will be binding.
ARTICLE 8. Finances.
a. Budget. The Council shall be responsible for determining the budget. Expenditures in accord with the budget are to be jointly authorized by the Council and Treasurer.
b. Dues. Annual dues shall be set by the Council and will include full access to resources available at the Society website. Graduate students who provide evidence of their status are entitled to active membership at reduced cost for the duration of their graduate program. Postdoctoral Fellows are also entitled to active membership at a reduced cost.
ARTICLE 9. Procedural Problems.
Procedural problems will be resolved according to Robert’s Rules of Order.
ARTICLE 10. GENERAL PROVISIONS
a. Fiscal Year - The fiscal year of the Society shall be October 1-September 30.
ARTICLE 11. Amending By-Laws.
Amendments to the Bylaws may be proposed by Council or by petition of Society members, whose proposal must be approved by Council. The Bylaws may be changed by a two-thirds vote of the members voting in a mail ballot. Voting ceases 45 days after initial announcement. Proposed Bylaws changes must be accompanied by an explication and rationale for the proposed changes.
ARTICLE 1. Name.
The name of the organization shall be the Pan American Society for Evolutionary Developmental Biology, hereafter called “the Society.” The Society shall be an international organization.
ARTICLE 2. Purpose.
The Society shall be operated for scientific and educational purposes. Its mission is to produce an international conference, to promote training, education, and association among Evolutionary Developmental Biologists, with particular emphasis on Pan-American interactions, and to further the goals of evolutionary developmental biology and its practitioners.
ARTICLE 3. Membership.
Membership in this society shall be open to all individuals actively interested in the purpose of the Society. One becomes an active member when the dues are accepted.
ARTICLE 4. Officers and Executive Council.
a. Composition. The officers of the organization shall be the Immediate Past President and the President, the Secretary, and the Treasurer. A full council will also have twelve elected Councilors. The officers and the councilors shall constitute the Executive Council (hereafter referred to as Council).
b. Nominations. The Elections Officer will send an email to the entire membership to solicit nominations for open positions. The Elections Officer will also work with the Council to suggest candidates, who will be contacted by the Elections Officer or Council members to ask them to apply. Candidates for all offices must be Society members at the time of the election.
c. Election of Officers and Councilors. Election shall be by a simple majority of those voting. Elections shall be held by mail ballot. Here and elsewhere in these Bylaws, the term “mail” shall be interpreted as standard postal mail, electronic mail, or other types of clear announcement to the Society membership.
d. Terms of Officers and Councilors. The terms of the officers shall be two years. A person elected for Presidency shall serve for 2 years as President, and 2 years as Past-President. Councilors will each serve 2-year staggered terms so that new councilors are elected annually. Terms shall begin on August 1 or after Biannual Meeting, whichever comes first. An overlap period between out-going and in-coming Secretary and Treasurer may be negotiated with terms mutually agreed upon and approved by Council. During any overlap period, final decisions on matters concerning each position will be determined by the individual actually serving at that time (defined by the start dates indicated above).
e. Vacancies. Vacancies on the Council shall be filled by appointment by the Council, except in the event of a vacancy in the Office of President. Should the Office of President become vacant, the Past-President shall assume the role of President for the remainder of the unexpired term, or when the elected President can return. In the event of vacancy of any other office, the Council shall appoint an active member to serve for the remainder of the term, and the office shall be filled at the next annual election.
f. Duties.
i) The President shall preside at the meetings of the Society and the Council. With the advice of the Council, the President shall appoint such committees and representatives as may be needed. Committees shall consist of a maximum of one Council member and at least two Society members not on Council. Individuals who are not members of the Society may be asked to join committees and may be offered a one-year gratis membership.
ii) The Past-President shall stay on the Executive Council for one year in order to allow a smooth transition of the incoming President. The role of the Past-President is to support the President with respect to the operation of PASEDB. If the President is unable to continue with their term, the Past-President will assume the role of President. If specifically requested by the current President, the Past-President can remain on the Executive Council for up to an additional year.
iii) The Secretary shall keep the records of the Society. In this role, the Secretary shall: (1) prepare minutes of monthly Council meetings; (2) present an annual report to the members concerning actions of the Council and activities of the Society; (3) deposit those records of the Society no longer needed on an electronic archive accessible through the Society web site; in addition to Society records such as all formal reports, minutes of Council and Society meetings, and materials relating to the annual meetings, other material deemed of historical value may be deposited in the archive only with approval of Council;
iv) The Treasurer shall: (1) have charge of all funds of the Society and be responsible for their investment; and (2) prepare a monthly budget statement of the financial status of the society. (3) The Treasurer will file annual taxes for the society. (4) The treasure will distribute award funds (International Travel awards, Meeting Support awards) to members and payments for services (operational budget) as agreed upon by the council.
v) The Diversity Officer shall work to increase the engagement of researchers from groups traditionally underrepresented in science in the Society and in science at large. Some concrete actions of the position have included coordinating the mentor-mentee program, planning and organizing a session related to diversity and inclusion at the annual meeting, and/or organizing a postdoctoral symposium for underrepresented minorities.
vi) The Media Officer shall actively maintain social media for three main purposes: 1) to widely spread recent progress in evolutionary developmental biology, 2) to promote diversity, equity, and inclusion, and 3) to bridge scientific and educational gaps between North and South America. Social media platforms for this purpose shall include Twitter, Instagram, and rapidly developing platforms. Additionally, the media officer shall work with other officers and communities to timely coordinate and advertise scientific meetings related to evolutionary and/or developmental biology.
vii) The Membership and Registration Officer shall work to increase Society membership. They will also respond to member/registrant inquiries.
viii) The Awards and Elections Officer (AEO) shall recruit candidates for annual elections and biannual awards cycles, establish an online voting system for elections and will compose and emails for awards and elections purposes. The AEO is also responsible for insuring that tangible prizes for Awards reach their intended recipients.
ix) The Website & Communications officer’s primary job is to make sure that the website is up-to-date (in terms of executive board composition, upcoming conferences and other news). They are also in charge of sending email communications with the membership on behalf of the executive committee.
x) The Education Officer shall establish initiatives to contribute with the professional growth and guidance of trainees at all stages of their careers. The goal is to provide resources, facilitate communication, and foster discussions to support the Evo-Devo community.
xi) The Development Officer shall seek funding sources for meetings of the society, awards given by the society, and any other endeavors of the society. The officer will investigate creative ways to raise funds. They will work with the president to lead the application for grants from federal agencies (e.g., NSF, NIH) and other sources (e.g. publishers of scientific journals) for support of society meetings.
xii) The L.A. Media Officer will work alongside the Latin American Liaison Officer, and in coordination with the Communications & Web Officer and Social Media Officer, to release press announcements, implement social media marketing and messaging tailored for the Latin American members of the Society and their home countries.
xiii) The L.A. Liaison shall represent Latin American members of Pan Am Evo-Devo and their countries of origin. This Liaison does not have specific duties but ensures that Latin America will be represented by at least two members of the Executive Council. [Note that L.A. members are highly encouraged to run for other offices as well]
xiv) The Postdoc Trainee/Rep will be a student or postdoc (the latter within five years of their Ph.D. at the time of the election). The Trainee Representative will serve as a liaison between trainee members and the society’s leadership, gathering feedback on their needs and experiences and presenting this to the society’s leadership. They will also foster networks among trainee members and with mentors, and identify and provide resources, such as career and educational materials, to support the growth and development of trainee members.
ARTICLE 5. Meetings.
The Council will meet once per month via zoom to discuss matters arising. The President shall coordinate these meetings.
An in-person Council meeting will take place at the Biannual Society Meeting. The President shall present an annual report of the Society, including the financial status and the next Society meeting. At the Council meeting, the President shall also solicit recommendations concerning any Society activities to be considered by the Council.
ARTICLE 6. Quorum.
Two thirds of the Council shall constitute a quorum for Council meetings. A quorum of the membership shall be those attending a duly called meeting or responding to a polling within a reasonable time period set by the President.
ARTICLE 7. Voting.
Actions of the Council at a duly constituted meeting require a majority of those present to be approved. A meeting is duly constituted if properly called and a quorum is present. In a case for which a decision needs to be made by the entire membership, a poll will be mailed to the membership and the majority vote will be binding.
ARTICLE 8. Finances.
a. Budget. The Council shall be responsible for determining the budget. Expenditures in accord with the budget are to be jointly authorized by the Council and Treasurer.
b. Dues. Annual dues shall be set by the Council and will include full access to resources available at the Society website. Graduate students who provide evidence of their status are entitled to active membership at reduced cost for the duration of their graduate program. Postdoctoral Fellows are also entitled to active membership at a reduced cost.
ARTICLE 9. Procedural Problems.
Procedural problems will be resolved according to Robert’s Rules of Order.
ARTICLE 10. GENERAL PROVISIONS
a. Fiscal Year - The fiscal year of the Society shall be October 1-September 30.
ARTICLE 11. Amending By-Laws.
Amendments to the Bylaws may be proposed by Council or by petition of Society members, whose proposal must be approved by Council. The Bylaws may be changed by a two-thirds vote of the members voting in a mail ballot. Voting ceases 45 days after initial announcement. Proposed Bylaws changes must be accompanied by an explication and rationale for the proposed changes.