Eastern Section AAPG Best Practices

Best Practices Document – 2016

Constitution and By-Laws of The Eastern Section of The American Association of Petroleum Geologists, Incorporated

Voted on by the Council in Washington, D.C. on June 15, 1977
(Revised April 20, 2004)
(Revised September 17, 2007)
(Revised April 22, 2008)
(Revised May 19, 2019)


Article I. Name

The name of this organization shall be the Eastern Section of the American Association of Petroleum Geologists (AAPG), Incorporated.

Article II. Purpose

a) This Section is formed to unite the AAPG affiliated societies within the geographic region, as defined by the AAPG, for the purpose of sponsoring scientific meetings and publications, promoting the utility of petroleum and energy geology, and otherwise furthering the objectives of the AAPG.

b) No part of the activities of the Section or its officers shall be to disseminate propaganda or otherwise influence local, state, or federal legislation.

Article III. Disposition of Assets

The Section is a nonprofit corporation, incorporated in the State of Delaware on March 24, 1999. In the event of the dissolution of the Section, or should it for any reason terminate its activities, all of its funds and assets, after payment of its debts and liabilities shall be transferred and delivered to AAPG for its use and benefit, or if AAPG is not then in existence, to such other charitable or educational foundation, trust, or other institution exempt from federal income taxes as an organization described in Section 501(c)(3) of the Internal Revenue Code (or the corresponding provision of any future United States Internal Revenue law) as the Council shall designate at its discretion.

Article IV. Organization

a) The Section Council shall have no power to exercise any of the responsibilities, duties, or privileges imposed or reserved by the AAPG or its officers.

b) No action by the officers or members of the Section Council, or any committee thereof, shall be binding upon the AAPG or shall impose any liability or commitment upon AAPG unless expressly authorized or ratified by the Executive Committee of AAPG. No commitment, contract, or undertaking of the Section shall be made or done directly in the name of AAPG.

Article V. Membership

The Section shall consist of such AAPG affiliated geological societies within the regional boundaries as defined by AAPG, which shall from time to time be elected to membership at any regular or special meeting of the Council.


Article I. Section Council

a) The affairs of the Section shall be administered by a Section Council, all of whose members shall be active members of AAPG.

b) The Section Council shall consist of the Society Delegates as defined in Article IV, Section 2, of the By-Laws of AAPG. Each affiliated local geological society shall be entitled to one Delegate for up to seventy (70) members of the Association, and to one (1) additional Delegate for each additional seventy (70) members, or major fraction thereof, being allocated to that society for voting purposes. In addition, any elected officer of the Section as defined in Article II.a. of these By-Laws who is not a Society Delegate will be a voting member of the Council for the term of their office.

c) The Eastern Section Councilors to the DEG, EMD, and DPA Divisions of AAPG are not members of the Council by virtue of their positions. They may be invited to attend Council meetings at the discretion of the President and the Executive Committee of the Section.

Article II. Officers

a) The officers of this Section shall be a President, Vice-President, Secretary, Treasurer, and representative to the Advisory Council of AAPG. Each officer shall be elected from Active AAPG members of the affiliated societies of the Eastern Section. Each officer, with the exception of the Advisory Council representative, shall be elected to the Executive Committee to serve successive one-year terms in each office, typically incoming as Treasurer. The terms commence at the end of the Annual Business Meeting and continue through the following Annual Business Meeting. The Advisory Council representative shall be elected for a three-year term in accordance with AAPG Bylaws. The term of the Advisory Council representative begins on July 1 of the year in which the representative is elected. The Vice-President may be considered President-Elect unless special circumstances dictate otherwise. The Past-President position is filled by the prior year’s President and is a non-voting role.

b) The duties of each officer shall be those customarily pertinent to each respective office. The President, or Vice-President in the President’s absence, shall preside at all meetings of the Council and Executive Committee.

c) Candidates for election to the offices of the Section shall be nominated from among the Active AAPG members of the affiliated societies of the Eastern Section by a Nominating Committee, appointed by the President. The nominating committee shall present the names of the proposed candidates for each open office. Voting will take place electronically (online), sufficiently in advance of each Annual Meeting of the Section so that the results are known thirty (30) days prior to said meeting. All Active Eastern Section AAPG members shall be eligible to vote for the proposed slate of officers via electronic ballot. The Candidates who receive a simple majority of votes shall be declared to be elected to their respective offices. Elections resulting in a tie shall be decided by a vote of the standing Executive Committee.

d) The unfulfilled term of a Section officer, by reason of death or resignation, shall be filled through an appointment made by the remaining officers to fulfill the current term of office until the next Annual Business Meeting of the Section. The office will be filled through the normal election process as described in Article II. c.

e) The position of Archivist will be retired and the duties to gather, store, and maintain the current and past records of the Section will be transferred to the Section officers who will be responsible for saving their respective documents to an electronic storage system accessible to all members of the Executive Committee. Collecting and archiving documents associated with the Eastern Section Annual Meeting will be the responsibility of the Secretary. The official address of the Section will be established by vote of the Executive Committee with consideration for consistency and accessibility

f) The position of Website and Social Media Coordinator will be established with the person being appointed by the Executive Committee for an unspecified term. The principle duties of the position will be to coordinate with the contracted Webmaster of the Eastern Section website to monitor and provide updated content for the website and be active on social media with appropriate content in accordance with these Constitution and Bylaws. Responsibilities will be further detailed in the Operations Manual.

Article III. Committees

Committees are not intended to duplicate activities normally carried on by member societies or by AAPG. Ad Hoc Committees may be appointed as prescribed in the By-Laws.

a) Executive Committee. The control and management of the Section shall be the responsibility of the Executive Committee, which shall consist of the persons holding the offices named in (a) of Article II above. The Executive Committee shall be re-constituted immediately following each Annual Meeting of the Section Council. The Executive Committee shall determine its own rules of procedure and times of meeting. The members present at any scheduled meeting of the Committee shall constitute a quorum for the transaction of business. The Council at its discretion can vote to empower the Executive Committee to act on its behalf on specific issues before it.

b) Nominating Committee. The Nominating Committee shall consist of a chairperson (typically, Past-President) and not more than four additional persons, each of whom shall be an AAPG member of an affiliated society and shall be appointed annually by the President and approved by the Executive Committee.

c) Standing Committee on Section Meetings. A Standing Committee on Section Meetings will provide oversight and advice to local society hosts of annual Eastern Section technical meetings. The committee shall be reconstituted at the end of each annual technical meeting and shall consist of the General Chairpersons of the three previous technical meetings, including the one just ended, and the General Chairpersons of the next two Eastern Section meetings. The committee shall be chaired by the most senior member, usually the General Chairperson of the earliest meeting so represented. The Eastern Section Vice President shall serve as an Ex-officio member and shall function as a liaison between this committee and the Executive Committee.

d) Educational Outreach Committee. The Educational Outreach Committee, known as the Earth Science Outreach Program, (ESOP), was incorporated as a separate, non-profit corporation, in the State of Delaware on June 17, 1999. ESOP’s mission is to promote a better understanding and appreciation of the earth sciences, energy resources, and the environment among K-12 and college students and their teachers in the Eastern Section. The program will endeavor to provide small monetary grants to organizations and individuals that facilitate earth science awareness and will undertake other activities that further the objectives of the Outreach Program. The Chair and subcommittee chairs will each have a term of five years. The subcommittees may include: fund raising, outreach, communications and visiting lecturer. One of the subcommittee chairs may be designated as vice-chair of the Committee. The chair and subcommittee chairs will be appointed on a rotating basis by the Eastern Section President.

e) Honors and Awards Committee. The Honors and Awards Committee is charged with identifying individuals worthy of the Eastern Section’s professional performance awards. The Honors and Awards Committee shall consist of three members, who will be appointed by the Eastern Section President and approved by the Executive Committee, for six-year terms, on a rotating basis. The most senior member of the committee shall serve as the committee chair. One new member will be appointed every two years. The Honors and Awards Committee shall solicit nominations for awards from the section officers, local society officers and delegates, and other key individuals within the Section. The Honors and Awards Committee shall also assist the Eastern Section Representative to the AAPG Advisory Council with identifying Eastern Section members who can be candidates for national awards. The Honors and Awards Committee shall present its recommendations to the Eastern Section Executive Committee for approval. Upon the Executive Committee’s approval, the Committee will notify the awardees and ask them to select a citationist. The Committee Chair will participate in the annual Honors and Awards ceremony at the annual section meeting and prepare the Honors and Awards booklet for distribution at the ceremony. The Committee may also provide the booklet content for publication in scientific journals as well as for the section’s website.

f) Audit Committee. The Audit Committee is charged with reviewing the treasury records of the Section as needed, but at least once per year. The records shall consist of the Treasurer’s reports, check book, and other financial statements related to the financial holdings of the Section. The Audit Committee will present a written report to the Council at the annual meeting. The Audit Committee shall consist of a minimum of two members appointed by the President and approved by the Executive Committee.

g) Standing or Special Committee. Other committees as may be necessary from time to time may be appointed by the President, with the approval of the Executive Committee. Such committees may include persons who are not active members of AAPG but are members of AAPG affiliated societies.

Article IV. Meetings

The Section Council shall meet at the Annual Meeting of the Section to conduct such business as the Council considers necessary. The Section Council may meet at additional times as necessary.

Article V. Scientific Assembly

The section may conduct regional meetings to present technical programs for the benefit of the member societies. The location and time of the annual meetings shall be selected by the Section Council after considering bids from member societies interested in sponsoring a meeting.

Article VI. Fiscal Year and Finances

a) The fiscal year of the Section shall begin on the first day of January and end on the last day of December of each year.

b) Expenditures required shall be recommended by the Treasurer to the Council. Following adequate prior notice to the Council, a two-thirds (2/3) majority vote of Council Members present and voting are required for approval. A member society assumes no financial responsibility to the Eastern Section of AAPG.

Article VII. Adoption of By-Laws

These By-Laws shall be deemed to be adopted and shall become effective at such time as they are approved by a two-thirds (2/3) majority vote of the members of the Council present and voting at any meeting of the Council.

Article VIII. Amendments to the By-Laws

These By-Laws may be amended, or new By-Laws added, at any meeting of the members of the Council by a two-thirds (2/3) majority vote of the members present and voting, providing the amendment or amendments have been previously presented to the Executive Committee and a copy thereof sent to each Council member with notice of the meeting.