Committee Structure & Guidelines

The following committee structure, guideline, duties of committee chairs, and committee charges were approved by the SEAFWA Directors at their meeting in Ridgedale, Missouri, on May 4, 2008.  Amended at Directors’ meeting in Hot Springs, Arkansas, on October 9, 2012 and on May 14, 2016 in Etowah, North Carolina


TYPES OF COMMITTEES

There shall be four types of committees of the Southeastern Association of Fish and Wildlife Agencies (SEAFWA):  

Standing Committees shall be as provided in the SEAFWA bylaws;

Technical Committees shall be as authorized and constituted by the President or the SEAFWA Directors.  Such committees shall normally be of unlimited duration but may be dissolved or reconstituted by the SEAFWA President and/or the Directors as appropriate;

Project Committees shall be established by the President or Directors for the purposes of establishing, guiding, and administering a specific program(s) or project(s) of the SEAFWA;

Joint Party Committees shall be those in which the SEAFWA Directors elect to be a participant with other entities for a specific purpose(s).  Such committees are not constituted solely by the SEAFWA but shall be of assistance in achievement of its mission.


GUIDELINES FOR COMMITTEES

These guidelines are provided to direct the establishment, procedures and activities of SEAFWA committees and are to be utilized to the extent possible and practical.  However, where they are not applicable or other justification exists, deviations may be made.  They are to apply to Joint Party Committees only to the degree practical and agreeable to all such committee entities.

Because of the interrelationships between species, their habitats and management activities, it is not possible to establish committees without overlapping responsibilities.  Therefore, among the most important duties of a committee is the coordination of its activities and recommendations with other SEAFWA committees which may have related responsibilities.  

Each committee shall have responsibilities and duties as defined by a specific charge approved by the SEAFWA Directors. Committees will normally be expected to keep updated and address their committee charge with a minimum of meetings, usually at the Fall SEAFWA Conference, Spring Directors’ Meeting or other opportune times.  Other means of communications such as fax, e-mail, and teleconferencing is strongly recommended.  At his discretion, the President may assign a Director-liaison to a specific committee for purposes of facilitating direction and communication with the Board of Directors.  Director-liaisons shall serve continuously and without terms or limits at his/her pleasure or until a new liaison is appointed.   Absent of a Presidential appointment, member agency Directors of respective chairs shall serve as the liaison.

A meeting of Committee Chairs should be called annually by the Executive Secretary to be held during the fall meeting.  Meeting agenda and objectives should be solicited by and provided to chairs by the Executive Secretary in advance of this meeting to better serve in meeting the goal of collaboration, coordination, review and calibration of previous and ensuing committee deliberations and actions in advance of the business meeting.  

Committee meetings are open to the public and any person may attend.  Participation in committee discussions and deliberations shall be determined by the chair.  However, presentations and comments pertinent to the committee’s deliberations should not be unreasonably suppressed.  Committee decisions shall be governed by parliamentary law as outlined by Roberts Rules of Order.

Resolutions proposed by committees must first be presented to the Resolutions Committee for consideration and recommendation to the Directors.  Committees that desire to solicit funding for any purpose in the name of the SEAFWA must obtain prior approval from the Directors or the Executive Committee.  


Committee Membership

Committee members shall consist of no more than one representative for each member state and are appointed at the discretion of the state Director.  The Director’s representative should be under clear instructions that participation on the committee is expected.  More than one representative from a state member agency, or other interested persons, may participate in committee activities, but each member agency is limited to one official committee member and one vote. In the absence of an official member, another member from the same member agency may serve as proxy.

As appropriate, committees are encouraged to enlist non-state agency members to increase a committee’s knowledge base and diversity.

Each year following the spring Directors’ meeting, the President shall request appointments to committees from member agency Directors.


Committee Chairs

All committee chairs shall be appointed by the President after receiving recommendations from the respective committee, unless otherwise provided for when a committee is established or by other action of the SEAFWA Directors.

Standing Committee chairs shall normally be SEAFWA Directors or their representatives. Technical Committee chairs shall normally be member agency personnel other than Directors who have agency responsibilities and are well versed in the area(s) to be addressed by the subject committee. Project Committee chairs shall normally be member agency personnel who have agency duties related to the specific committee project or are uniquely qualified to function as chair of a specific project committee.Committee chairs may serve unlimited consecutive terms and shall be appointed and/or re-appointed by the President following the spring meeting and prior to August 1 annually.

Committee Chairs may elect to establish sub-committees or working groups to address various areas of their broader responsibilities.  However, such sub-committee or working group shall remain a part of and report to the parent committee.  Sub-committees or working groups may report directly to the Directors when it is deemed appropriate by the parent committee.  Only a state member agency representative may assume the role of chair of any subcommittee or working group. Chair and members of established subcommittees or working groups are appointed at the discretion of the Committee Chair.


Duties of Committee Chair

The Committee Chair shall be responsible for:

Scheduling committee meetings and preparation of agendas, including notification to committee members, the Executive Secretary and others as appropriate;

Making arrangements for accommodations where committee meetings are to be held, including with the host of the SEAFWA Annual Conference and the Spring Directors’ Meeting if committee meetings are to be held at these venues;

Conducting committee meetings in a manner to best accomplish the charge of the committee.  Chairs have great discretion in running meetings but must insure procedures and rules sufficient to properly address the issues and matters being considered and the soundness of committee recommendations.  Chairs should also insure that committee members have seating priority at the meeting table;

Providing written and verbal reports of committee meetings and recommendations to the SEAFWA Directors, Executive Secretary and others as appropriate.  Written reports shall follow a report outline as attached and made a part of these guidelines.  Reports shall be submitted within forty five (45) days from the date of the fall meeting and include a current listing of committee members and interested participants and their contact information, a recommendation for committee chair and a list of current and active members.

Determining if verbal reports are to be presented to the Directors at their scheduled meetings.  Verbal reports should be made when committee recommendations require time-sensitive actions by the Directors; when direction or instruction from the Directors is desirable or required for the committee to address certain issues or matters; or when the committee feels that certain issues or matters are sufficiently important or urgent to advise the Directors personally at their meeting;

Determining, between meetings of the Directors, if issues or matters within the purview of their committee are of sufficient importance or urgency to bring to the attention of the President or Executive Committee;

Coordinating committee issues, actions and recommendations with the other SEAFWA committees which have overlapping responsibilities or mutual interests;

Making recommendations to the President for appointment of Committee Chair;

Design and implement a leadership continuity plan by providing for and development of potential committee chairs among respective committee members.  Plan implementation may be facilitated through a combination of work assignments, leadership appointments and delegation of responsibilities so as to adequately provide a continuity of quality leadership in the absence of existing chair.

Maintaining files and other documents of historical or other significance to the committee and forwarding to succeeding chairs;

Selecting a designee to assume the duties of the Chair when the appointed Chair is temporarily unable or unavailable to carry out such duties;

Other functions as may be necessary, including communicating periodically with an assigned Director-liaison (if applicable) to fulfill the duties and responsibilities of the committee.


STANDING COMMITTEES

Annual Conference

The Annual Conference Committee is responsible for recommending to the Directors the format and guidelines for the SEAFWA Annual Conferences; for the policies and procedures for selection and presentation of papers at the annual conference; for the policies and procedures for publication of the conference proceedings; and for guidelines for states to host the annual conference.  
 

Auditing  

The Audit Committee is charged with obtaining audits of Association accounts and financial records and reporting to the Directors.  Audits shall normally be performed once annually, but at the discretion of the Committee Chairman or the Executive Committee, may be done more often.  The annual audit traditionally has been performed, without charge, by the member state hosting the Spring Directors’ Meeting. The Audit Committee’s report is presented at that meeting.  However, with the approval of the Executive Committee, the Audit Committee may pay for financial audits when deemed necessary or appropriate by other circumstances.
 

Awards

The Awards Committee is responsible for determining the recipients of the SEAFWA Wildlife Biologist of the Year, SEAFWA Fisheries Biologist of the Year, and SEAFWA Officer of the Year, as well as any special awards or recognitions presented in the name of the SEAFWA.  The Committee shall solicit nominations from Directors for each of these awards, except the SEAFWA Officer of the Year Award, sufficiently in time for receipt of nominations and recipient determination in advance of the Annual Conference.  Presentation of these SEAFWA awards shall normally be made by the Committee chairman at the annual conference banquet.  Procedures and qualifications for nominations shall be as prescribed for each award.  The SEAFWA Officer of the Year Award shall be selected from each state’s Officer of the Year, so designated by each state member.  The Law Enforcement Committee shall provide the Awards Committee with its recommendation for SEAFWA Officer of the Year sufficiently in time for receipt of nominations and recipient determination in advance of the Annual Conference.   Wildlife management, fisheries management and resource law enforcement shall each have at least one representative from member agencies on the Awards Committee.
 

Executive    

The Chairman of the Executive Committee shall be the SEAFWA President.  Committee members shall be the Vice President, Secretary-Treasurer, Immediate Past President, and two Directors appointed annually by the President.  The Executive Committee is responsible for overseeing the conduct of SEAFWA affairs and operations within the policies and procedures established by the Directors.  The Committee may take actions or positions attributable to the SEAFWA dictated by such policies and procedures, including authorizing the expenditure of funds.  Between meetings of the Directors, the Committee shall be responsible for addressing issues and matters which may arise and may affect the SEAFWA.  The Committee shall function as a planning committee, giving consideration to current and future policies, operations and procedures of the SEAFWA and make recommendations to the Directors accordingly.
 

Nominating

The Nominating Committee shall be responsible for recommending Directors for election as officers of the Association at the Spring Directors’ Meeting. The Committee shall also be responsible for recommending Directors to the Executive Committee for interim replacement of officers who cannot complete their elected terms.
 

Resolutions

The Resolutions Committee is responsible for soliciting and receiving resolutions from the SEAFWA committees and other sources; for editing and formatting proposed resolutions, as appropriate; and for determining if proposed resolutions should be presented to the Directors for their consideration.
 

TECHNICAL COMMITTEES

Fisheries Resources

The Fisheries Resources Committee is The Committee shall address both marine and fresh water fisheries species and issues. The duties of the former Cooperative Fish Disease Study and former Cooperative Fish Genetics and Breeding Study shall be the responsibility of this Committee, including expanding activities in these areas as appropriate.  Membership on this Committee should include a representative from each member state as recommended by the state Director.  

There shall be established under the Fisheries Committee a Marine Fisheries Subcommittee responsible for advising the SEAFWA Directors and making recommendations on issues and matters regarding marine fisheries and other marine resources which may affect the ability of member states to fulfill their fish and wildlife management responsibilities.
 

Forest Land Resources

The Forest Resources Committee is responsible for advising the SEAFWA Directors and making recommendations on issues and matters pertaining to or affecting fish and wildlife resources on Southeastern forest lands, including private, state and Federal.  This Committee shall be the primary SEAFWA committee to address these issues with forest management agencies, as well as private forest entities.  
 

Human Dimensions

The Human Dimensions (HD) committee is responsible for advising SEAFWA Directors and making recommendations on issues pertaining to the complex relationships between humans and wildlife and natural resources. Natural resource managers are increasingly aware that management of these resources involves not only ecological processes, but also social processes and consequences as well. HD uses methods of scientific inquiry to examine how people’s knowledge, values, perceptions and behaviors influence and are affected by decisions about management and conservation of wildlife and natural resources.  The broad field of HD encompasses areas of economics, politics, social science, education and outreach.
 

Human Resources

The Directors of the Southeastern Association of Fish and Wildlife Agencies established the Agency Human Resources (HR) Committee at their meeting in Little Rock, Arkansas, on October 9, 2012.  The HR Committee is responsible for advising the SEAFWA Directors and making recommendations on a broad range of matters regarding effective human resource management at SEAFWA member agencies.  Areas of responsibility shall include but not be limited to, employee recruitment and retention (including minority recruitment); training and development (i.e. degree programs, professional certifications, in-service training, etc.); leadership development, workforce and leadership succession planning; and initiatives for enhancing employee engagement.

The mission of the HR Committee shall be to identify best practices and recommend initiatives or programs that may be implemented by member agencies to enhance the recruitment, professional development and retention of highly skilled employees in positions at all levels.

The Board of Directors also have established the Minorities in Natural Resources Conservation Subcommittee whose mission goals and objectives shall be executed under the umbrella of the HR Committee.    The mission of the MINRC subcommittee is to assist SEAFWA member agencies and federal natural resource conservation agencies in the Southeastern U.S. in efforts to enhance the overall representation of minorities and women in professional occupations within the field of natural resource conservation. In addition, each year the Committee presents an award to the agency which has most improved its work force diversity programs.  MINRC has established policies and procedures under which it operates to accomplish its mission.
 

Hunting, Fishing, and Wildlife Recreation Participation

The Hunting, Fishing, and Wildlife-Recreation Participation Committee is charged with inventorying and assessing state and national strategies for recruitment and retention of hunters and anglers and other wildlife-related recreational activities, identifying effective approaches for implementation of successful strategies, developing potential future strategies and recommending necessary actions, research or survey efforts to track and enhance effectiveness of recruitment and retention strategies.


Law Enforcement

The Law Enforcement Committee is responsible for advising the SEAFWA Directors and making recommendations on issues and matters regarding resource law enforcement which may affect the ability of member states to fulfill their management responsibilities.  The Committee shall function as liaison with the Law Enforcement Section and the Directors, including reviewing and making recommendations regarding law enforcement activities and programs at the annual conference.  The Committee shall seek ways and means of interacting with other SEAFWA committees to most effectively coordinate resource law enforcement with other fish and wildlife management efforts.  Membership on this Committee should include a representative from each member state as recommended by the state Director.
 

Legal

The Legal Committee is responsible for advising the SEAFWA Directors and making recommendations on legal matters and issues which may affect the ability of member states to fulfill their management responsibilities.  This Committee shall review and make recommendations regarding the activities and programs for agency legal personnel at the annual conference.  The Committee shall coordinate with other SEAFWA committees to provide such legal information and perspective as may be beneficial to the accomplishment of those committees’ responsibilities.  The Legal Committee shall also be responsibility for the conduct of the annual Legal Writing Award.  Membership on this Committee should include a representative from each member state as recommended by the state Director.
 

Wildlife Diversity

The Wildlife Diversity Committee is responsible for advising the SEAFWA Directors and making recommendations on issues and matters regarding non-game and endangered species, both terrestrial and aquatic, which may affect the ability of member states to fulfill their fish and wildlife management responsibilities.  This Committee shall be the primary committee to work with other wildlife diversity and non-game and endangered species entities and programs, such as Partners-In-Flight.  
 

Wildlife Resources

The Wildlife Resources Committee is responsible for advising the SEAFWA Directors and making recommendations on issues and matters regarding wildlife resources which may affect the ability of member states to fulfill their fish and wildlife management responsibilities. The duties of the former Black Bear, Dove, Fur Resources, Farm Wildlife and Wild Turkey Committees shall be the responsibility of this Committee, including expanding activities in these areas as appropriate.  Membership on this committee should include a representative from each member state as recommended by the state Director.
 

PROJECT COMMITTEES

Southeastern Cooperative Wildlife Disease Study Steering   

The Steering Committee is responsible for working collaboratively to develop a regional approach to wildlife health issues and promote the consideration of health in all aspects of wildlife management.  Members serve as a two-way conduit between SCWDS and SEAFWA state agencies and their Directors.  Members update SCWDS on wildlife health issues confronting their states and guide SCWDS to conduct research projects and to draft policies, model regulations, and advisories that are useful to the states.  Just as importantly, members inform their Directors and agency staff of SCWDS activities, research results, and policy recommendations designed to assist the states in their management of healthy wildlife populations.
 

JOINT PARTY COMMITTEES

C. W. Watson Award  

The C. W. Watson Award Committee is responsible for the annual selection of the recipient of this award.  The Committee is composed of a representation of the SEAFWA, The Southeastern Section of The Wildlife Society, and the Southern Division of the American Fisheries Society.  Members are appointed by the organizations represented for a three year term, each member scheduled to serve as Chairman in their third year.   Procedures and qualifications for nomination of recipients shall be as prescribed by the previously approved C. W. Watson Award criteria.  This award shall be presented at the annual conference banquet by the Chairman of the Watson committee.
 

Southeast Aquatic Resources Partnership Steering  

The Southeastern Aquatic Resources Partnership Steering Committee is responsible for providing guidance and direction for the SARP program; for providing authorization for collection and expenditure of funds for the program, including grants; and for general supervision and administration of the program through the SARP Coordinator.  This Committee was established by the SEAFWA but SEAFWA does not appoint the Committee members and there are several entities on the Committee from marine and other agencies.  However, most Committee members, as well as contributions, are from SEAFWA member agencies.  
 

Wetlands Wildlife  

The Wetlands Committee is responsible for advising the SEAFWA Directors and the Southeast Section of The Wildlife Society on matters affecting wetlands wildlife.  Members are appointed by the SETWS and SEAFWA.  

 


 

SOUTHEASTERN ASSOCIATION OF FISH AND WILDLIFE AGENCIES

 

 Committee Report (Insert Committee Name)

 

Chair (Insert Name),

 

Meeting of (Insert Date)

 

City, State

 

Meeting convened (insert start time);

Chaired by (insert name);

Committee Members Attending: (list by name)

Scheduled Discussion Items: (provide bulleted list with brief annotation about nature of each discussion)

Other Discussion Items: (provide bulleted list with brief annotation about nature of each discussion)

Action Items and Recommendations: (provide brief subject statement and specific action recommended)

Committee Recommendation for Chair: (insert name)

Meeting adjourned: (insert time)

List of current committee members and contact information:  (attach listing)

List of interested participants and contact information: (attach listing)

List and description of active committee members: (describe)

Submitted by:  (Insert Committee Chair name)