Branch Constitution

Constitution – Adopted November, 2005

Article I (Name)

This society shall be known as the Virginia Branch of the American Society for Microbiology.  Hereafter the term Society refers to the American Society for Microbiology (ASM), while Branch refers to the Virginia Branch of the ASM.

Article II (Purpose) – The objectives of the Branch shall be:

To facilitate interactions among its members.
To stimulate investigations in microbiology and related sciences.
To disseminate the results of microbiology research carried out by microbiologists in Virginia.
To encourage microbiology-related research by students and provide a means by which students can present their research findings at the annual meeting.
To promote the advancement of microbiology and related fields in Virginia

Article III (Membership)

  1. There shall be four classes of members (1) full, (2) local, (3) student, and (4) life.
    1. Full members:  Any member of the Branch in good standing, who is a full member of the Society, resides or works within the Commonwealth of Virginia, and pays annual Branch dues.
    2. Local Members: any member of the Branch in good standing who resides or works within the Commonwealth of Virginia, and pays annual Branch dues. This would include post-doctoral fellows and others who are not members of the Society.
    3. Student members: students (graduate or undergraduate) enrolled in a degree program at a University or College in the Commonwealth of Virginia are eligible for Student membership in this Branch. Active students are required to pay Branch dues.
    4. Life members: these members are those recognized by the executive board as having made significant contributions to Microbiology and distinguished service to the Branch. Nominations will be made by or through the executive board.
  2. The number of members of the Branch is limited only by the eligibility as described in Article IIIA.
  3. The privileges of all members are in accordance with the Constitution of the Society.

Article IV (Officers and their duties)

  1. All officers must be full members of the Society and Branch and are elected by the members of the Branch at the annual meeting.
  2. Officers serve as members of the executive board.
  3. The officers of the Branch and their duties are:
    1. President
      1. Serves a one-year term. Runs the planning meeting and presides over the annual meeting and its business meeting. The President also puts together the Branch meeting program each year.
      2. President-Elect
        1. Serves one year as President-Elect and then one year as President.  The function of the President-Elect is to assist the President as required. One of the main functions is to invite and coordinate the Keynote speaker for the annual Branch meeting.
      3. Secretary
        1. Serves two-year term. The secretary keeps track of membership, correspondence with the Society, e-mail correspondence for the Branch, and makes nametags for the annual Branch meeting.
      4. Treasurer
        1. Serves two-year term. The treasurer keeps track of Branch funds, accepts checks for membership, and monies for meeting registration. Also prepares financial reports for board meeting and annual Branch meeting.
      5. Councilor
        1. Serves two-year term. The councilor attends the national Society meeting to represent the Branch at the Society’s National Council meeting. At the council meeting, the councilor makes comments and votes. He/she then reports back to the Branch on what happens at the meeting.
      6. Alternate Councilor
        1. Serves two-year term. Attends the national Society meeting to represent the Branch at the Society’s National Council meeting if the councilor cannot attend. In such circumstances, at the council meeting, the alternate councilor makes comments and votes. He/she will then report back to the Branch on what happens at the meeting.
      7. Web Master / Archivist
        1. Serves a two-year term. Maintains the Branch web-site and works with the President and Secretary to disseminate Branch information to the members. Maintains and updates the Branch archives and history.
  1. The duties of each officer shall be those usually pertaining to their office.
  2. Terms for elected officers run from July 1 through June 30.
  3. The Secretary and Treasurer are to be elected in alternate years.
  4. The President may appoint committees as occasions arise.

Article V (Nominations and elections)

  • Election of all officers shall be at the annual Branch meeting.
  • Nominations for officers of the Branch will be presented to the President, or made from the floor should any member desire to do so, at the annual Branch meeting.
  • The officers of the Branch shall be elected by majority vote of the members present at the annual Branch meeting.
  • Only Branch members can vote on nominations and issues pertaining to the Branch.
  • Only full members can vote for Councilor and Alternate Councilor.
  • Vacancies occurring in any office more than 60 days from the next annual meeting shall be filled by appointment of the executive committee.

Article VI (Administration and Finance)

  1. An executive board, comprising the officers and the immediate past President, shall determine the policies and conduct the business of the Branch subject to the approval of the full membership.
  2. Annual dues, to be paid by full, local and student members, are payable to the Treasurer of the Branch, unless dues are paid through the Society.  Failure to pay dues for two successive years shall be grounds for deletion from the full, local, or student membership rolls. Membership rights will be reinstated when dues are paid.
  3. Annual dues will be set by the executive committee and approved by the membership.  Full and local membership dues will be the same. Students may be given a reduced cost membership. Life members shall have branch dues waived.
  4. The Branch Treasurer shall furnish an account of receipts and expenditures at the annual meeting of the Branch.
  5. Disposition of assets: In the event of the termination and dissolution of the Branch, then the remaining assets would be distributed according to designation by the executive committee to an organization or organizations qualifying under Section 501(c) 3 of the Internal Review Code and Regulations of the Department of the Treasury.

Article VII (Meetings)

  1. The Branch shall hold at least one, two-day meeting each year for the presentation of talks and posters on microbiological research, and for the conducting of Branch business.
  2. The executive committee shall elicit from the membership offers to host the meeting the following year.  If possible, sites for two years will be selected at the annual meeting.
  3. The host of the annual Branch meeting will attend the mid-year executive committee meeting to plan the upcoming annual meeting.
  4. The Treasurer will be responsible for collecting registration fees for the annual Branch meeting.
  5. Presentation submissions to the annual Branch meeting are to be made with title (and abstracts if required) to the President or his/her designee, by the announced submission deadline. The President, or his/her designee, will put together the meeting program.

Article VIII (Amendments)

  1. Amendments to constitution shall be submitted to or proposed by the executive committee for initial discussion.
  2. Amendments approved by the executive committee shall be submitted to the membership for a vote at the annual Branch meeting.
  3. Amendments approved by both the executive committee and the membership by a simple majority vote shall be incorporated into the constitution and go into effect immediately upon adoption.