Constitution of the Kentucky Academy of Science
(Adopted 8 May 1914, Revised November 1951, 1970, 1979, 1987, 2000, 2005, 2008, 2011)
Section 1. Classes of Membership. †The membership of the Academy shall consist of Regular, Life, Student, Honorary, Friend of KAS, and Emeritus Members, and Corporate and Institutional Affiliates.† These classes of membership are categorized as either Enhanced †(the individual member is affiliated with an organization that has selected an Enhanced Affiliate status, see section 8, †and the member will receive a complimentary regular or student annual membership to The Academy) or Non Enhanced †(the member is responsible for payment of their annual membership dues).
Section 2. Regular Members. Regular Members shall be individuals who are interested in science and the objectives of the Academy. Each Regular Member shall pay annual dues as prescribed in the Bylaws.†
Section 3. Life Members. Life Members shall be members who have paid at one time suitable sums as prescribed in the Bylaws, or have paid at least that sum as an endowment and are therefore relieved from further payment of dues.
Section 4. Student Members. Student Members shall be full-time undergraduate, or part-time or full-time graduate students. Each Student Member shall pay annual dues as prescribed in the Bylaws. Student Members shall have all the rights and privileges of Regular Members but may not hold office. No individual shall be allowed to be a Student Member for more than six years.† Student members may petition the KAS Governing Board for an extension of the six years.†
Section 5. Honorary Members. Honorary Members shall be persons who have acquired national or international renown in science. They shall enjoy all the privileges of active membership except holding office and shall be free from all dues. The list of Honorary KAS members will be reviewed and amended as needed by the KAS Governing Board at the winter Governing Board meeting.
Section 6. †Friend of KAS. A Friend of KAS shall be an individual who has made a contribution that promotes the progress of science in our Commonwealth.† They shall enjoy all the privileges of active membership except holding office and shall be free from all dues.† The list of Friends will be reviewed and amended as needed by the KAS Governing Board at the winter governing board meeting
Section 7. Emeritus members shall be members who have retired from active professional service and who petition the Executive Committee for a change in classification. They shall enjoy all the privileges of active membership except holding office and shall be free from all dues.
Section 8. Corporate Affiliates and Institutional Affiliates shall be businesses, industrial or academic institutions, departments of such corporations or institutions, or individuals who through support have indicated their endorsement and espousal of the aims and purposes of the Academy. Affiliates shall be offered an Enhanced status thereby allowing faculty, students, staff/other employees receive complimentary KAS annual memberships.† Annual dues for enhanced affiliates shall be based on organizational size and shall be determined by the KAS Governing Board.
Section 9. Election to Membership. For election to any class of membership, the individual should apply for membership and must have paid the first yearís dues or have registered for an Enhanced membership.
Section 1. Elected Officers. The elected officers of the Academy shall consist of President, President Elect, Vice President, Past President, Secretary, and Treasurer.
Section 2.Appointed Officers. Other officers shall be appointed by the President and approved by the Governing Board. These shall serve continually at the discretion of the President and Governing Board. They shall consist of the Executive Director of the Academy, the Editor of the Journal, the Program Coordinator, the Director of the Kentucky Junior Academy of Science (KJAS), the Editor of the Newsletter, the Editor of the KAS Web Page, and the Representative to the American Association for the Advancement of Science (AAAS) and the National Association of Academies of Science (NAAS).
Section 3. Election of Officers. The Vice President shall be elected annually by electronic (hard copy if email address not available) mail ballot and, after having served one year, shall succeed to the office of President Elect. The Secretary and Treasurer shall be elected for three-year terms, the election to take place by electronic (hard copy if email address not available) mail ballot in the autumn of the year prior to taking office.
Section 4. Term of Office. The elected officers shall take office on January 1 following the fall meeting and shall hold office until their successors have taken office. Any vacancy of an office shall be filled by appointment by the President subject to approval by the governing board.
Section 5. Presidential Succession. The President Elect shall succeed the retiring President and the Vice President shall become President Elect. If the President Elect is unable to assume office, the Vice President shall succeed to the presidency and both a President Elect and a Vice President shall be elected at the fall meeting.
Section 1. The Governing Board shall have the responsibility for the overall direction of the affairs of the Academy. It shall conduct the business of the Academy, subject to decisions on policy by the membership through electronic (hard copy if email address not available) ballots or at a meeting of the full Academy. The Board shall consist of the following: President, President-elect, Vice President, Past President, Secretary, Treasurer, Executive †Director, Editor of the Journal of the Kentucky Academy of Science, Editor of the Newsletter, Editor of the Web Page, Program Coordinator, Director of the Kentucky Junior Academy of Science, Representative to the NAAS and AAAS, and six representatives elected by the three divisions of the Academy, two from each division, and two at large representatives elected from the Academy. The newly elected Governing Board shall take office on January 1 following their election.
Section 2. The first meeting of the new Governing Board shall be held by February 15 of the following year of the fall annual meeting of The Academy and quarterly thereafter.†
Section 3. Executive Committee. The Executive Committee shall consist of the President, President Elect, Vice President, Past President, Secretary, Treasurer. The Executive Director and Editor of the Journal shall serve on the Executive Committee in an ex officio capacity. The President may ask other appointed officers to serve in an ex officio capacity as members of the Executive Committee subject to approval of the Governing Board. The Executive Committee shall execute and administer the affairs of the Academy during intervals between scheduled meetings of the Governing Board.
Section 1. President. The President shall discharge the usual duties of presiding officer at all general meetings of the Academy, the Governing Board, and the Executive Committee. The President shall stay constantly informed on the affairs of the Academy and on its acts and those of its officers, and shall cause the provisions of the Constitution and Bylaws to be faithfully carried into effect, including making appointments described herein.
Section 2. President Elect. The President Elect shall assume the duties of the President in the event of the Presidentís disability or absence from the general meetings of the Academy, the Governing Board, or the Executive Committee. The President Elect shall serve as Chair of the Program Committee.
Section 3. Vice President. The Vice President may assist the President and the President Elect in the discharge of their duties.† In the event that both the President and the President Elect are unable to preside over a meeting of the Academy, the Governing Board, or the Executive Committee, the Vice President shall preside in their stead. The Vice President shall also serve as Chair of the Awards Committee.
Section 4. Past President. The Past President shall serve as an advisor and consultant to the President in order to provide continuity in the development and implementation of long-term policies of the Academy. The Past President shall serve as Chair of the Planning Committee.
Section 5. Secretary. The Secretary shall keep the minutes of the proceedings of the Academy, the Governing Board, and the Executive Committee. The Secretary shall prepare such correspondence of KAS as requested by the Executive Committee.
Section 6. Treasurer. The Treasurer shall keep detailed records of all funds of the Academy and of the Kentucky Academy Foundation. He/she shall be familiar with the status and actions of the Athey Trust, through cooperation with the agent of KAS for coordination with the Trustee of said Trust. The Treasurer shall establish an operating account for the use of the Executive Director, and monitor the overall expenditures from that account. The Treasurer shall deposit funds received by the Academy or Foundation into the appropriate accounts, and disburse payments for expenses of the Academy. The Treasurer shall make investments of Academy and Foundation funds as approved by the Finance Committee and reviewed by the Governing Board. The Treasurer shall keep a detailed account of receipts and disbursements, and shall secure an annual audit. ††The Treasurer shall furnish a suitable corporate security bond, the premium thereof to be paid by the Academy.
Section 7. Executive Director. The Executive Director shall serve at the discretion of the President and Governing Board, and shall have such duties as directed by the President and Executive Committee. The Executive Director shall maintain a complete list of members of the Academy, including dues status of all members, and dates of their election to membership and separation from the Academy, to the extent possible. The Executive Director shall cooperate with the President in attending to the ordinary affairs of the Academy and shall have charge of registration at the fall meeting. The Executive Director may deposit funds received by the Academy or Foundation into the appropriate accounts, and disburse payments up to $500 for expenses of the Academy.† The Executive Director shall furnish a suitable corporate security bond, the premium thereof to be paid by the Academy, and shall be subject to the same audit as the Treasurer. The Executive Director shall also represent the Academy in lobbying efforts, procure corporate sponsorships, maintain membership database, and assist with outreach and grant administration. The Executive Director shall work with the Web Page Editor to maintain and regularly update the Academy website. He/she shall maintain appropriate Academy historical data.† The Executive Director shall serve as Chair of the Public Relations Committee.
Section 8. †Editor. The Editor of the Journal of the Kentucky Academy of Science shall be appointed by the President and serves at the discretion of the President and Governing Board. The Editor shall serve as Chair of the Publications Committee.† The Editor shall establish standards for the acceptance or rejection of manuscripts based on peer review in accordance with the policies of the Academy and the Executive Committee and shall be responsible for all editorial interactions between the Academy and the Publisher.† The Editor in collaboration with the Executive Director shall invoice page charges based on published rates that may be adjusted at the discretion of the Editor, Executive Director, or Executive Committee.† The Editor shall be responsible for providing an electronic copy of each to the Executive Director for posting on the Academy web site.†
Section 9. Program Coordinator. The Program Coordinator shall serve to coordinate efforts of the Governing Board and the Program Committee and local Arrangements Committee in planning and conducting the annual fall meeting. He/she shall have responsibility and authority for scheduling of meeting events and for production of the annual meeting program. The Program Coordinator shall coordinate the Student Paper and Poster Competitions and shall serve as the principle liaison between the Governing Board and the Sections of the Academy.
Section 10. AAAS/NAAS Representative. The Representative to the American Association for the Advancement of Science and National Association of Academies of Science represents the Academy in AAAS matters, and shall keep the Academy informed on AAAS and NAAS transactions that may relate to the Academy interests. The president may appoint an alternate if the representative is prevented from serving for a period of time.
Section 11. Director of Kentucky Junior Academy of Science. The Director of the Junior Academy of Science is responsible for administration of all activities of the Junior Academy. The Director shall cooperate with the Junior Academy Steering Committee to develop and promote the Junior Academy as the principal science education outreach of the Academy. He/she shall plan and conduct the annual spring Symposium of the Junior Academy and shall publicize this and other Junior Academy events. He/she shall periodically provide reports to the Governing Board on the activities of the Junior Academy.
Section 12. Newsletter Editor. The Newsletter editor shall be responsible for the content and preparation of the newsletter, and transmittal to the Executive Director for distribution to the membership. Upon request of the President and/or the Executive Committee a special edition of the Newsletter may be prepared to meet a special communication need. †Sole discretion of the content of the Newsletter rests with the editor subject to periodic review and approval by the Governing Board.
Section 13. Web Page Editor. The editor of the Academy web page shall maintain and regularly update the Academy site. He/she shall maintain current postings of all upcoming events of the Academy and Junior Academy and will develop and maintain the site as a principal source of information on the Academy. The editor shall provide and maintain downloadable forms for application for membership, meeting registration, and submission of abstracts of papers to be presented at the annual meeting. The editor shall maintain a list of current officers, governing board members and section officers of the Academy, together with the means for contacting those officers. The editor shall also provide such information of the Academy that he/she deems significantly in support of the Academy or its activities subject to review and approval by the Governing Board.
Section 1. Designation of Divisions. For representation on various bodies of the Academy and to otherwise facilitate the functions of the Academy time membership shall be grouped into three broad Divisions:
Section 1. Organization. Sections of the Academy shall be organized to represent the various fields, or disciplines, of science in each Division.† .
Section 2. Approval. The Governing Board upon recommendation by the Program Committee shall approve the establishment of Sections.
Section 3. Section Officers. Each Section shall elect annually a Chair and a Secretary to take office concurrently with the Officers of the Academy.
Section 4. Program Committee. The Chairs of all the Sections shall serve collectively as the Program Committee under the direction of the President Elect.
Section 1. Standing Committees. The President with the approval of the Governing Board shall appoint Members of the Standing Committees. As necessary, members shall be appointed to staggered terms so that no more than one third of each committee shall be replaced or re-elected at one time. Otherwise, each appointee shall serve for a term of three years. The President shall designate the Chair of each committee at the time committee appointments are presented to the Governing Board. The eleven Standing Committees shall be:
Section 2. Ad Hoc Committees. Ad hoc committees shall be named, as required, by the President and Executive Committee. The President shall designate the Chair of each committee at the time the committee appointments are announced. ††A term of existence shall be determined at the time of the formation of the committee.
Section 1. Relationship to Kentucky Academy of Science. The Kentucky Junior Academy of Science shall be a component of the Kentucky Academy of Science.
Section 2. Steering Committee. The President of the Kentucky Academy of Science shall appoint a Steering Committee for the Junior Academy of Science consisting of three members of the Kentucky Academy of Science and shall designate one of the three as Chair.
Section 3. Chair. The Chair of the Steering Committee shall serve as Director of the Kentucky Junior Academy of Science and as an ex officio member of the Governing Board of the Academy.
Section 4. Treasurer. The Steering Committee shall designate one of its members as Treasurer of the junior Academy. The Treasurer shall be responsible for banking all dues paid and contributions made to the Junior Academy.
Section 5. Disbursements. Bills against the Junior Academy shall be paid only when authorized by the Chair of the Steering Committee.
Section 6. Audit. The Accounts of the Treasurer of the Junior Academy shall be audited annually by a committee of two members, one to be appointed by the President of the Kentucky Academy of Science and one to be appointed by the Chair of the Steering Committee.
Section 7. Annual Report. The Chair of the Steering Committee shall make an annual report to the Kentucky Academy of Science. This report shall include a statement on major activities of the Junior Academy and a report on the finances of the Junior Academy as prepared by its Treasurer.
Section 8. Constitution. The Junior Academy shall operate under a Constitution approved by the Kentucky Academy of Science. All revisions to the Constitution of the Junior Academy shall be referred to the fall meeting of the Kentucky Academy of Science for approval.
Section 1. Constitution. The Constitution of the Kentucky Academy of Science may be amended by electronic or hard copy mail ballot if approved by two-thirds of the members responding, and if at least ten percent of the members have voted. The Constitution may also be amended at any regular meeting by two-thirds of the members present, provided a notice of said amendment has been sent to all members at least thirty days in advance of the meeting.
I. Items of Business. The following items may be included in the order of business for general or Governing Board meetings:
II. Quorums. Forty members shall constitute a quorum of the Academy for transaction of business. Nine members shall constitute a quorum of the Governing Board. Four members shall constitute a quorum of the Executive Committee.
III. Membership dues. Annual membership dues for Regular Members shall be fixed by recommendation of the Governing Board and approval of the membership by simple majority. Other categories of membership dues shall be fixed by the Executive Committee and the Governing Board and shall be published from time to time in Academy publications.
IV. Endowments and Life Membership. Life membership monies shall be credited to an endowment account. Any member may become a Life Member by designating a one-time donation, the sum of which is at least equal to the life membership fee.
V. Elections. Ballots and electronic voting instructions shall be mailed electronically by the Executive Director to members according to their KAS divisional membership, allowing at least two weeks for the casting of ballots.† Votes will be cast via a secure venue.† KAS members without electronic mail addresses will receive hard copy ballots.† The election process shall be completed at least two weeks prior to the annual meeting.†† The candidate who receives a simple majority of the ballots cast shall be declared elected. The Committee on Nominations shall be responsible for the election process.†
VI. Members in Arrearage. Members who have allowed their dues to lapse for two consecutive years, having been notified of their arrearage by the Executive Director, shall have their names stricken from the membership list. Members in arrears shall not receive the Journal.
VII. Submitting Titles and Abstracts. All titles and/or abstracts of same, intended for presentation on any program of the Academy, must be submitted to the Section Secretary or Section Chair prior to the meeting at the designated times.
VIII. Representative to AAAS/NAAS. The President shall appoint a representative to the American Association for the Advancement of Science and the National Association of Academics of Science and will attend the annual meeting of the NAAS/AAAS.
IX. Scientific Organizations. Any scientific organization In the Commonwealth of Kentucky in a field of science recognized by the American Association for the Advancement of Science may affiliate with the Academy.
X. Amendment of Bylaws. These Bylaws may be amended or suspended by a two-thirds vote of the members present at any general meeting or Governing Board meeting, or by a two-thirds majority of members responding to an electronic mail ballot provided that at least ten percent of the members have voted.