BYLAWS of the INDIANA UNIVERSITY ENVIRONMENTAL MANAGEMENT ASSOCIATION AS AMENDED THROUGH September 21, 2007
ARTICLE I—PURPOSE
The Indiana University Environmental Management Association (EMA) Student Chapter housed at the School of Public and Environmental Affairs (SPEA) has been established to: Provide a forum for students, faculty, staff, and alumni with varied backgrounds to exchange information, ideas, and experiences. Provide an opportunity for interaction between students and environmental professionals to enhance career preparation and establish a network for potential environmental management positions and internships. Promote the advancement of interdisciplinary environmental education, research planning, assessment, review, and management. Promote an awareness of pertinent environmental issues and ideas that affect natural resources and people at the local, regional, national, and international levels as they pertain to potential career and professional development opportunities. Encourage students to pursue greater knowledge and appreciation of the complex environmental issues facing the University, country, and world through lectures, seminars, and field activities.
(top)ARTICLE II—INCORPORATION OF NAEP PROVISIONS
The Indiana University EMA Student Chapter hereby incorporates by reference the By-laws of the National Association of Environmental Professionals (Appendix A).
The Indiana University EMA Student Chapter hereby incorporates by reference the NAEP Code of Ethics and Standards of Practice for Environmental Professionals (Appendix B).
(top)
ARTICLE III—MEMBERSHIP
Membership is open to all students, faculty, staff, and alumni of Indiana University with a professional interest in any environmentally related field. Voting members shall include all individuals currently enrolled in undergraduate or graduate majors in environmentally related fields. Individuals must attend at least one regular meeting per term to vote. Members in good standing are students who have paid any required dues and have attended at least two organized events per semester. Faculty, staff, and alumni of the University may participate as non-voting members. All members are encouraged to become individual members of the NAEP. However, membership in the NAEP will not be a requirement for membership in the EMA.
(top)ARTICLE IV—OFFICERS
The elected officers will consist of an Administrative Co-Chair, Financial Co-Chair, Speaker Committee Chair, Special Initiatives Committee Chair, and Career Development Committee Co-Chairs. All elected officers must be members in good standing of the EMA. Only EMA members who plan to be in attendance in IU Bloomington for the full coming school year (beginning in the calendar year when elected) and those who have paid membership dues are eligible to seek office. Duties of the officers shall be as follows: The Co-Chairs shall share the responsibilities of: Calling and presiding over all general membership and Executive Council meetings, participating in the planning and organization of chapter activities, and calling for ad hoc committees; Serving as liaison to the SPEA Graduate Programs Office and SPEA-related activities; Serving as liaison to external organizations as well as the National Association for Environmental Professionals; Oversee the planning, coordination of, and execution of “Earth Week” activities as decided by the Executive Committee; Monitoring the progress of appointed committees; and Designating a website editor. The Administrative Co-Chair shall additionally: Prepare, distribute, and maintain meeting minutes, as well as maintain email distributions/accounts; Maintain all official records and correspondence; Be responsible for the performance of the other elected officers, especially their conformance to established organizational policies, and maintain a good working relationship with the sponsors and other Indiana University personnel; and Perform other duties as necessary. The Financial Co-Chair shall additionally: Be responsible for maintaining and administering the policies and procedures for EMA officer elections; Be responsible for the collection and disbursement of all monies; Maintain appropriate records and accounts and prepare a financial report for the membership annually and as requested by the Executive Council; Secure annual Indiana University student activity funding; and Perform other duties as necessary. The Speaker Committee Chair shall: Secure general members’ participation on the Speaker Committee; Hold meetings as necessary to discuss progress in selecting speakers of interest; Oversee the logistical matters to secure speakers, including room reservations, correspondence with speaker, advertisements, etc.; Advise Executive Council of desired and scheduled speaker events; Be responsible for obtaining an honorarium for speakers if applicable; After the event, formally express the EMA’s appreciation of the speaker’s participation; Ensure events’ conformance to stated EMA objectives; and Perform other duties as necessary. The Special Initiatives Committee Chair shall: Secure general members’ participation on the Special Initiatives Committee; Hold meetings as necessary to discuss progress in selecting and scheduling events; Oversee all event-related logistical matters, including room reservations, correspondence with speakers, coordination with other campus and off-campus organizations, advertisements, etc.; Coordinate EMA Road Clean-Up and Adopt-a-Trail activities; Advise Executive Council of desired and scheduled events; Ensure events’ conformance to stated EMA objectives; and Perform other duties as necessary. The Career Development Committee Co-Chairs shall: Secure general members’ participation on the Career Development Committee; Hold meetings as necessary to discuss progress in selecting and scheduling events; Oversee all event-related logistical matters, including room reservations, travel, correspondence with speakers, coordination with other campus and off-campus organizations, advertisements, etc.; Oversee the planning, coordination of, and execution of the EMA Internship Trip activities as decided by the Career Development Committee; Schedule and execute an Internship Panel consisting of second- and third-year students to share internship experiences with the SPEA community; Advise Executive Council of desired and scheduled events; Ensure events’ conformance to stated EMA objectives; and Perform other duties as necessary. Terms of the Co-Chairs shall be for one calendar year beginning April 15 and ending April 14. Outgoing Co-Chairs shall train and offer assistance to newly elected Co-Chairs before their departure from campus. Terms of the Committee Chairs shall be for one calendar year beginning October 1 and ending September 30 (The terms of graduating Committee Chairs will start October 1 and end in May). Outgoing Committee Chairs shall train and offer assistance to newly elected Committee Chairs if possible. In the event an officer is unable to complete his/her term of office a replacement may be appointed by the remaining members of the Executive Council with approval from the general membership. The Executive Council will consist of the Administrative Co-Chair, the Financial Co-Chair, the Speaker Committee Chair, the Special Initiatives Committee Chair, and the Career Development Committee Co-Chairs. Duties of the Executive Council shall include: Conducting meetings as necessary to discuss issues of financial disbursement, policy review, member ethics, activity planning, and long-term organizational goals. These meetings will be generally open to all members unless determined otherwise by the Executive Council; Maintaining the EMA bylaws while adhering to the incorporated guidelines; Securing necessary administrative supplies; Approving requested financial disbursements in excess of $50.00; Developing, maintaining, and administering the fiscal policies and procedures of the EMA; Developing and administering all policies and procedures regarding EMA officer elections, selection of Faculty/Alumni Sponsors, dispute resolution, and violations of EMA/NAEP ethical codes; Developing and maintaining policies and procedures pertaining to the removal of officers who are not performing their assigned responsibilities in accordance with the bylaws or in the best interest of the general membership; and Performing other duties as necessary.
(top)ARTICLE V—COMMITTEES
The Co-Chairs may call for ad hoc committees to address special issues or conduct necessary projects. The Executive Council will determine the necessity of such committees and be responsible for the formation of the ad hoc committee and specification of the ad hoc committee’s goals and schedules. The size of the committees will not be limited except to promote expediency and efficiency in completion of the assigned tasks. A single individual may serve as a committee when only one person is required to complete a task. Ad hoc committee meetings will be open to the general membership unless otherwise decided by the Executive Council.
(top)ARTICLE VI—FACULTY SPONSOR
The Faculty Sponsor for the EMA must be a general member of the NAEP and a member of the Indiana University faculty. An exceptional professor in emeritus status may be considered to fill the position of Faculty Sponsor. The Co-Chairs are required to seek suggestions from the general membership when selecting or replacing a Faculty Sponsor. Selection of the Faculty Sponsor is the responsibility of the Administrative Co-Chair and the Financial Co-Chair. The Faculty Sponsor shall be the liaison between the EMA and the university administration and faculty. The Sponsor shall review all chapter business requiring significant funding or expenditure of other resources. The sponsor will advise the chapter in its pursuit of defined organizational goals, as well as is responsibilities to Indiana University and the NAEP.
(top)ARTICLE VII—ALUMNI SPONSOR
The Alumni Sponsor for the EMA must be an alumnus of Indiana University, a general member of the NAEP, and currently engaged in an environmental management profession. The Co-Chairs are required to seek suggestions from the general membership when selecting or replacing an Alumni Sponsor. Selection of the Alumni Sponsor is the responsibility of the Administrative Co-Chair and the Financial Co-Chair. The Alumni Sponsor shall assist in the development of career goals and professional development. The Alumni Sponsor will assist the EMA in the development of a strong career opportunity network. He/She will also advise the chapter in its pursuit of defined organizational goals, as well as its responsibilities to the NAEP.
(top)ARTICLE VIII—MEETINGS
All meetings, general and otherwise, conducted by the EMA shall be open to all members, except when deemed necessary by the Co-Chairs to restrict attendance. There shall be no fewer than three general membership meetings per semester. When appropriate, the Executive Council may call special meetings. The Executive Council should provide as much advanced notice as possible for such meetings.
(top)ARTICLE IX—ELECTIONS
It is the intent of the EMA Elections policies and procedures to facilitate the fair and efficient annual elections of EMA officers. These policies are to be developed and administered by the Executive Council. Elections shall be held for all EMA officers, including the Administrative Co-Chair, Financial Co-Chair, Speaker Committee Chair, Special Events Committee Chair, and Career Development Committee Co-Chairs. Duties of the elected officers are outlined in Article IV. Terms and Election Schedules Per the terms assigned to the elected officers under Article IV, elections for Co-Chairs will be held between April 1 and April 31. The Executive Council will determine and make public the election date. Newly elected Co-Chairs will assume their duties on May 1 and hold their positions until April 31 of the following academic year. Per the terms assigned to the elected officers under Article IV, elections for Committee Heads will be held between September 1 and September 30. The Executive Council will determine and make public the election date. Newly elected Committee Heads will assume their duties on October 1 and hold their positions until September 30 of the following academic year (or until their graduation in May).
Eligibility
Only EMA members who plan to be in attendance at IU Bloomington for the full school year beginning in the calendar year when elected and those who have paid membership dues are eligible to seek office.
Nominations
Any member of the EMA may nominate any active member, including himself/herself, for any of the elective offices. Nominations are due in writing by 5:00 PM 5 days prior to the election day as designated by the Executive Council. Nominations may be made by email to the Financial Co-Chair, ensuring receipt confirmation, or on an officer nomination form deposited in a secure location designated by the Financial Co-Chair. All nominations must include the following: name of the nominee, office to which he/she is being nominated and name of the nominator. Nominations will be considered official only if the nominee accepts the nomination. If the nominee cannot be reached by the time the nominations are to be posted, the nomination will not be considered. Nominations made by nominators for himself/herself will automatically be considered official. After nominations have been confirmed, they will be emailed to the general membership by 5:00 PM 2 days prior to the election date.
Campaign Rules
Candidate statement: All nominees may submit a short (less than 250 words) statement summarizing their qualifications, interests in seeking the office, and platform via email to the Financial Co-Chair. Statements of all candidates submitted by 5:00 PM 1 day prior to the election date will be forwarded via email to the general membership by 12:00 PM on election day. Statements in excess of 250 words will be shortened to conclude after the 250th word. Candidate “tickets.” In order to maximize voters’ choices, candidates must run independent campaigns and may not campaign as part of a “ticket” or “party.” Candidates’ names may not appear together on promotional material, and current officers or candidates may not endorse other candidates.
Speech: Each candidate will be given the opportunity to address the audience and answer questions for up to 4 minutes at the Election Meeting.
Violation of campaign rules. Any active member who believes that a candidate has violated any campaign rules may make a complaint to the Financial Co-Chair. A candidate against whom a complaint has been filed will be given the opportunity to rebut the charges. If the Co-Chairs determine that a violation has occurred, they may levy sanctions commensurate with the violation including but not limited to: requiring the candidate to immediately comply with the rules, sending notice of the violation to all EMA members by email, announcing the violation at the Election Meeting, or revoking the candidate’s eligibility for office. Any candidate against whom a sanction has been applied may appeal the Co-Chairs’ sanction to the full Executive Council within 24 hours of the decision.
Voting Eligibility: Only members who have paid their dues are eligible to vote in EMA elections. (All others must remain outside of the Election Meeting during balloting.)
Balloting: Eligible voters may cast their vote by ballot at the Election Meeting. If an eligible voter is unable to attend, he/she may email his/her vote to the Financial Co-Chair up to 24 hours prior to the election, but no later than 2 hours prior to the posted start time of the Election Meeting. Voting by proxy is not allowed.
Election Results
Results: Ballots will be counted at the Election Meeting. The candidate receiving a simple majority (half the votes plus one) of the votes cast for an office wins that office. In the event that no candidate receives a simple majority, the three candidates with the most votes will enter into a run-off election, as detailed below. In the event of a tie, the two candidates will enter into a run-off election.
Announcement: The Executive Council will post the results in an email message to the general membership.
Run-Off Election: In the case of a tie vote, the Financial Co-Chair will declare a run-off election is required. Following this declaration, active EMA members will re-cast their ballots and the victor will be selected by eligible voters in attendance at the Election Meeting. In the case of a second tie vote, the victor will be determined by a coin toss executed by the Financial Co-Chair with the candidates deciding who shall make the call. (top)
ARTICLE X—MEMBERSHIP DUES
The EMA will assess a nominal fee for membership in good standing. The current rate for dues will be established by the Financial Co-Chair in a published policy/procedure and approved by the general membership. The EMA shall not appropriate funds from membership dues except to fund events and activities that directly benefit the general membership. Membership dues may not be used to secure administrative supplies/equipment, pay EMA debts, or pay NAEP annual dues. Disbursement of the membership dues collected is subject to review by any member in good standing.
(top)ARTICLE XI—FINANCES
The EMA has full and complete control over all funds received by the organization. Collection and disbursement of funds is subject to the fiscal policies established by the Executive Council. The EMA shall not be liable in any manner for NAEP debts and obligations. Conversely, the NAEP shall not be liable in any manner for EMA debts and obligations. (top)ARTICLE XII—POLICIES AND PROCEDURES
The EMA’s Executive Council shall develop, maintain, and administer policies and procedures as required and per any guidelines set forth in these bylaws. All policies are subject to general membership review and comment. At least two weeks shall be allowed for membership comment prior to Executive Council approval and implementation. Policies and procedures will not be subject to a vote of the general membership unless deemed necessary by the Executive Council.
(top)ARTICLE XIII—AMENDMENTS
Proposed amendments to these bylaws will be subject to general membership review and comment. At least two weeks shall be allowed for membership comment prior to the meeting in which the amendments will be considered by vote. Ratification of the changes will require approval by two-thirds of all voting members present in person or by proxy. All revisions, additions, amendments and/or changes to the bylaws shall in addition be submitted to the NAEP for certification as to conformance with the bylaws and Articles of Association of the NAEP.
(top)Appendix A: Mission Statement of the National Association of Environmental Professionals
The National Association of Environmental Professionals (NAEP) is a multidisciplinary, professional association dedicated to the promotion of ethical practices, technical competency, and professional standards in the environmental fields. Our members reflect a diversity of employers, including government, industry, academia, consulting firms, and the private sector in the U.S. and abroad. They have access to the most recent developments in environmental practices, research, technology, law and policy.
(top)Appendix B: NAEP Code of Ethics and Standards of Practice for Environmental Professionals
The Objectives of Environmental Professionals are to conduct their personal and professional lives and activities in an Ethical Manner. Honesty, justice and courtesy form moral philosophy which, associated with a mutual interest among people, constitute the foundation of ethics. Environmental Professionals should recognize such a standard, not in passive observance, but as a set of dynamic principles guiding their conduct and way of life. It is their duty to practice their profession according to this Code of Ethics. As the keystone of professional conduct is integrity, Environmental Professionals will discharge their duties with fidelity to the public, their employers, clients, and with fairness and impartiality to all. It is their duty to interest themselves in public welfare, and to be ready to apply their special knowledge for the benefit of mankind and their environment.
(top)Creed
The objectives of an Environmental Professional are:
- to recognize and attempt to reconcile societal and individual human needs with responsibility for physical, natural, and cultural systems.
- to promote and develop policies, plans, activities and projects that achieve complementary and mutual support between natural and man-made, and present and future components of the physical, natural and cultural environment.
Ethics
As an Environmental Professional I will:
- be personally responsible for the validity of all data collected, analyses performed, or plans developed by me or under my direction. I will be responsible and ethical in my professional activities.
- encourage research, planning, design, management and review of activities in a scientifically and technically objective manner. I will incorporate the best principles of the environmental sciences for the mitigation of environmental harm and enhancement of environmental quality.
- not condone misrepresentation of work I have performed or that was performed under my direction.
- examine all of my relationships or actions which could be legitimately interpreted as a conflict of interest by clients, officials, the public or peers. In any instance where I have a financial or personal interest in the activities with which they are directly or indirectly involved, I will make a full disclosure of that interest to my employer, client, or other affected parties.
- not engage in conduct involving dishonesty, fraud, deceit or misrepresentation or discrimination.
- not accept fees wholly or partially contingent on the client's desired result where that desired result conflicts with my professional judgment.
As an Environmental Professional I will:
- encourage environmental planning to begin in the earliest stages of project conceptualization.
- recognize that total environmental management involves the consideration of all environmental factors including: technical, economic, ecological, and sociopolitical and their relationships.
- incorporate the best principle of design and environmental planning when recommending measures to reduce environmental harm and enhance environmental quality.
- conduct my analysis, planning, design and review my activities primarily in subject areas for which I am qualified, and shall encourage and recognize the participation of other professionals in subject areas where I am less experienced. I shall utilize and participate in interdisciplinary teams wherever practical to determine impacts, define and evaluate all reasonable alternatives to proposed actions, and assess short-term versus long-term productivity with and without the project or action.
- seek common, adequate, and sound technical grounds for communication with and respect for the contributions of other professionals in developing and reviewing policies, plans, activities, and projects.
- encourage public participation at the earliest feasible time in an open and productive atmosphere.
- conduct my professional activities in a manner that ensures consideration of technically and economically feasible alternatives. Encourage Development of the Profession
- assist in maintaining the integrity and competence of my profession. encourage education and research, and the development of useful technical information relating to the environmental field.
- be prohibited from lobbying in the name of the National Association of Environmental Professionals.
- advertise and present my services in a manner that avoids the use of material and methods that may bring discredit to the profession.