DUTIES SPECIFIED IN BYLAWS (Article II, Section 5):

1. Be responsible for all arrangements for Executive Committee and business meetings and record the minutes of each. (Many arrangements are normally accomplished by Local Host; additional arrangements should be coordinated with Program Officer and President.)

2. Conduct all authorized mail and electronic ballots.

3. Be responsible for reporting changes in the roster of officers to all affiliated societies and to the press, especially Animal Behaviour, Science, and BioScience?.

4. Serve as Editor of the Newsletter.

5. Make purchases and employ assistance as authorized in the budget in order to expedite the business of the Society. The Secretary shall be reimbursed from the funds of the Society for such expenses.

DUTIES ACCORDING TO ABS POLICY AND SUGGESTIONS:

1. Prepare and publish online the quarterly Animal Behavior Society Newsletter. (See the sections on Newsletter regular items and procedures.) The Central Office is responsible for mailing hard copies.

2. Record the minutes of the Executive Committee meeting and distribute them to the Executive Committee.

a. Record policy decisions made during the E. C. meetings in such a way that a motion and action on the motion are clear (Section 23 b).

b. Maintain copies of all E. C. meeting minutes, including all annual reports from E. C. members and committee chairpersons.

3. Record the minutes at the annual business meeting of the Society and publish them in the ABS Newsletter. Distinguish "policy" statements from "other" statements. These minutes will include a summary of E. C. meeting minutes. Provide prepublication copy of minutes to Parliamentarian so ABS documents can be promptly revised and distributed.

4. Answer general correspondence. This includes sending out cover letters along with Guidelines for Animal Care reprints (from Chair of the Animal Care Committee), Careers in Animal Behavior brochure (from the Chair of the Education Committee), and other requested information. Membership forms, ABS "brochures" (received from Chair of Membership Committee) are sent out by the Central Office. Requests for Guide to Undergraduate and Graduate Programs in Animal Behavior should be sent to the Chairperson of the Education Committee. Requests to add to the ABS book list should be sent to the Chairperson of the Public Affairs Committee. Requests for Film List should be sent to the Film Committee. Forward requests for change of address (journal and/or Newsletter) to the Treasurer.

5. Overview revision of ABS Policy annually after the annual ABS E. C. and business meetings. (The Parliamentarian will prepare revised documents based on minutes of the meeting and distribute them to E. C. members and committee chairpersons.)

6. Tabulate ballots for all ABS elections (including proposed Amendments to the Constitution and other questions for which a mail ballot is requested) and inform the E. C. and candidates (or the President will inform the candidates) of the results through letters and the ABS membership through the Newsletter (see the section on Newsletter regular items). If the current Secretary is nominated for office, the ABS President should appoint a member of the E. C. to receive and tabulate the ballots for that election.

a. In April, the Secretary should remind the immediate Past-President (Chair of the Nomination Committee) so that nominations can be completed by 15 June, in time to meet the schedule for election of officers. Nominations should be published in the August Newsletter (see Section 5 a). The Nomination Committee should ask each nominee to send a vitae statement to the Secretary. Check with the Past- President that nominees are members in good standing of the Society.

b. The ballot, vitae of the candidates, and the proportion of the membership which voted in the last election will be published usually in the November Newsletter (in an issue following the announcement of the nominees).

c. Election procedures and handling of ballots: Election is carried out via a website and eligible voters are determined by the Central Office. Option to vote via mail is also available (ballot included in November newsletter). If a ballot is received without the name of an eligible voter, the ballot cannot be counted. Ballot envelopes received with a name not on the list are returned unopened with a letter asking the person to contact the Treasurer to clarify their ABS membership status. Ballot envelopes received with a name that has already been checked off are returned unopened with a letter describing the problem. A ballot envelope with the name of an eligible voter is opened and the envelope discarded before the ballot is placed with the others to be tallied. Ballots and tallies are confidential. See the Constitution (Article 8, Section 1 and Article 11) for instructions on tabulating the votes. Ballots postmarked after the deadline printed on the ballot are returned unopened with a letter describing the problem.

d. Election results, including the proportion of the membership which voted, will be published, usually in the February ABS Newsletter. Prior to their publication, the election results should be sent to each candidate and to E. C. members. The President, First President-Elect, and Parliamentarian should be sent the addresses, phone numbers, and e-mail addresses of all newly-elected persons.

e. The number of votes received by each candidate will not be published.

f. Destroy the ballots, tally sheets, etc. one month after the results of a vote are published, unless directed otherwise by the E. C.

g. More information about ABS elections appears in the Constitution (Article 8 and Article 11) and in ABS Policy (Section 5).

7. The Secretary should see that the ABS Constitution, Bylaws, and Policy, plus the updated roster and phone list are provided to all newly elected officers and to newly appointed chairpersons (cf. Policy, Section 5 a 4). In practice, the Parliamentarian should be able to accomplish this update and mailing.

8. Inform the following individuals and each affiliated organization of the annual change in officers: the current President and Secretary of ASAB; the Animal Behaviour editorial office in the U.S., making sure the Executive Editor informs the European office of changes in officers; SICB; AIBS and BioScience?; and AAAS and Science. It is convenient to include the updated roster and phone list with this mailing.

9. Assist the Past-President (Nomination Committee) with the election of delegates of the U.S. Ethological Conference Committee, as specified in Article V of the ABS Bylaws, and publish the election results in the ABS Newsletter. This election is normally every 2 years, but contact the USECC Secretary for specific information for the ballot. The vitae of candidates should be requested and received in time for publication in the ABS Newsletter issue containing the ballot. Ballots are handled much the same way ABS election ballots are handled, but note that not all members of ABS are eligible to vote for delegates of the USECC.

10. Distribute the Guidelines for Organization of Regional Meetings to members, upon request. Publish the local hosts and dates of Regional Meetings in the Newsletter.

11. The Secretary should keep an updated list of Fellows so that the list can be published periodically in the Newsletter. This list of Fellows should include the date of election and the status of each Fellow [active (current member of ABS), inactive (not a member), or deceased]?. Obtain membership information from the Treasurer. The Treasurer is supposed to keep an updated list, including addresses, of Fellows. By tradition, the Secretary publishes notice of the death of ABS Fellows and Founders in the Newsletter.

12. Request that the Treasurer enter a complimentary Newsletter subscription, for a period of not more than two years, for a visiting foreign scientist engaged in animal behavior research and not a member of ABS who requests the ABS Newsletter (Policy, Section 1 e).

13. Maintain updated and past lists of the following items:

a. Officers

b. Committee chairpersons and members (include terms)

c. Annual meetings--dates, location, local hosts, and keynote speakers

d. Regional meetings--dates, location, local hosts

e. Fellows list--including date of election and present status

f. Allee Award recipients--include paper titles, etc.

g. Film Award recipients

h. U.S.E.C.C. delegates and Secretary

i. Minutes for previous E.C. meetings

j. Minutes of business meetings

k. Constitution, Bylaws, and Policy

l. Duties of officers

m. Animal Care Guidelines

n. Founders' Award winners

o. Research Award winners

p. Film list

q. Book list

r. Graduate Programs in Animal Behavior

s. Membership list

t. Career information letter

u. Membership brochure

v. Hosting the meetings brochure

w. Newsletters

x. Founders list

14. Submit an annual report to each member of the E. C. and to committee chairs for receipt prior to the annual meeting. Include a statement of money received, all expenditures, money on hand at the end of the fiscal year (30 June), and a proposed budget. Keep detailed records of Newsletter distribution and expenses.

15. Send relevant materials, such as correspondence with Executive Committee, annual reports, general correspondence of the Society, and copies of the Newsletters to the Historian. In practice, copies of the Newsletter are sent to the Historian by the Central Office.

16. Provide suggestions to the Parliamentarian regarding revisions to this statement on the duties of this office.

REGULAR ITEMS FOR INCLUSION IN THE ABS NEWSLETTER:

February issue:

1. A request for bids to host the annual meeting to be held three years hence [Policy, Section 7]?. Bids are to be sent directly to the current ABS President. The President may suggest some geographically preferred areas.

2. Election results including the proportion of membership voting (following an August annual meeting).

3. For the upcoming June or August annual meeting:

a. Reminder of abstract deadline (usually the 1st week in March for June meeting) and final calls for papers. Transmittal forms appeared in the previous (November) issue.

b. Reminder of Allee session deadlines and instructions.

c. Check with committee chairs to see if there are reports to be published.

d. Housing and registration information and form. Allow six pages in the Newsletter, but contact the Host of the meetings early so that you can block off the Newsletter in a timely fashion.

e. Highlights of the meeting -- list symposia, invited paper sessions, Fellows' lectures, workshops, keynote speaker, etc. Request the information from the Program Officer. Include names of organizers of symposia and invited paper sessions.

4. Procedures for submitting proposed resolutions at an annual meeting should be published annually (the procedures are in Policy, Section 3 d). Publication in the February issue is best because resolutions should be submitted three months prior to the annual meeting. Check with Chair of the Public Affairs Committee for information.

5. In alternate years include information about the International Ethological Conference to be held the next year (including invitation). I.E.C.'s are held in odd-numbered years. Obtain information from the U.S.E.C.C. Secretary. Allow a full page if an application for an invitation is required.

6. In this Newsletter or the next, publish article on current NSF considerations submitted by the Program Director of Animal Behavior (currently Fred Stollnitz).

7. Include a notice that persons who wish to serve on an ABS committee should write to the President.

8. Information about the ABS research grant awards, application procedures, and deadlines.

9. Election:

a. Election results, including the proportion of the membership which voted. The number of votes received by each candidate will not be published.

b. Updated roster of officers, direction of correspondence, and if there is space, chairpersons of committees.

May issue:

1. Information about the December SICB meeting. Request copy from Mary Adams-Wiley. Allow a full page for the details of symposia sponsored by ABS and/or DAB-SICB, a list of other symposia and events of interest, and a reply coupon addressed to Mary Adams-Wiley. The deadline for abstracts is usually mid-August.

2. Annual publication of the most recent version of the "Guidelines for Animal Care" is required. There is generally space available in the May issue. Check with the Chair of the Animal Care Committee to be sure you and the Parliamentarian have the most recent version.

August issue:

1. Elections. Announce nominations for the annual election of officers. Get this information from the immediate Past-President. In April, remind the Past-President of publication deadlines. Nominations must be announced at least 30 days prior to the election to allow for additional nominations by letter. Check to make sure the Past-President has determined that nominees are members of the Society in good standing. The nominations announcement should include:

a. Affiliation or address for each nominee. List the nominees for each office in the same order they will appear on the ballot (alphabetical order in odd-numbered years, in reverse alphabetical order in even- numbered years).

b. Procedure for additional nominations from the membership, "Additional nominations may be made in letters to the E. C. [President]? signed by five or more members in good standing" (see Constitution, Article 8, Section 1).

c. Deadline for receipt of additional nominations. Note that the deadline must allow for time for receipt of vitae from any additional candidate in time for inclusion in the ballot issue of the Newsletter.

d. Address of the President.

2. Announce the recipient of the Warder Clyde Allee Award (following a June meeting). Include the title of the paper and institutional affiliation. Announce Honorable Mention(s), if any. Indicate a description of the purpose and nature of the award.

3. Announce the Jack Ward Film Award recipient, if any, and the ABS Film Award, if any (following a June meeting). Include a description of the purpose and nature of the awards.

4. Announce the results of the Founders' Award competition for the best poster paper. If the competition that year has honored a particular Founder, include historical overview of honoree from First President-Elect.

5. Call for Applications for the CBC Award (as deadline is early November).

6. Business meeting minutes (following a June meeting). See previous Newsletters for format, etc. Items which change Policy must be marked. Allow several pages for this.

7. List the current members of the Executive Committee and all committees (following a June meeting). Secretary maintains this list but must contact the President/First President-Elect for current members.

8. Publish all resolutions approved at the annual meeting. These may be delayed until space is available.

9. Information about the upcoming SICB annual meeting: highlight symposia sponsored by ABS and/or DAB/SICB.

November issue:

1. Elections. The ballot, vitae of the candidates, and the proportion of the membership which voted in the last election. (Nominations were published in August issue.) Allow a full page for the ballot and one-half to one page for the vitae. The ballot should include:

a. The statement: "The order of listing of candidates may influence voting. Please avoid this bias and read the rŽsumŽs of the candidates which appear in this Newsletter. This year the candidates are listed in [e.g., alphabetical]? order." (In alternate years "...candidates are listed in reverse alphabetical order.")

b. A statement such as: "According to ABS Policy, the envelope containing your ballot must bear your name or your ballot cannot be counted." This should appear prominently and perhaps at both the top and bottom of the ballot.

c. Instructions such as: You may cast write in votes. Only members, student members, joint members, and active Fellows of the Animal Behavior Society are eligible to vote in this election. You must indicate a first and second choice from among the candidates for any office where more than two candidates are listed (Constitution, Article 8, Section 1).

d. Notices of the deadline such as: Ballots must be postmarked on or before [state the date]? and ballots postmarked after [date]? cannot be counted. Allow at least two months from the date the Newsletter is mailed to the deadline (for Newsletter mailed 1 Nov., set deadline for ballots 1 Jan.).

e. If there is a proposed constitutional amendment on the ballot, include a clear, concise explanation of the effect of the proposed amendment; a more detailed explanation of the proposed change may appear elsewhere in the Newsletter if there is not space on the ballot. Include a notice that a two-thirds vote of members voting on an amendment is required to amend the ABS Constitution.

f. See previous Newsletters for examples of the format and information included in the vitae. Vitae should be listed in the same order as the candidates' names appear on the ballot.

2. Following an August annual meeting, publish the announcement of awards, the business meeting minutes, and the list of Committee members (as described under August issue, items 2-7).

3. ABS financial statement covering the fiscal year ending June 30. Obtain this from the Treasurer, but wait for the Treasurer's final audit, often after the June meeting.

4. Information about the ABS annual meeting to be held next summer. Include: Abstract preparation instructions and Transmittal Form, instructions and deadlines for the papers to be considered for the Allee Award, instructions and deadlines for the two film awards and Founders' Award, and notice of events planned for the meeting. Obtain information and forms from the Program Officer. Allow about 5 pages for this.

5. Information about the December SICB meeting.

6. Information about the ABS research grant awards, application procedures, and deadlines.

OTHER ITEMS TO INCLUDE IN THE NEWSLETTER:

1. Request for symposium and invited paper session proposals for ABS annual meeting or DAB-SICB meeting approximately 1 1/2-2 years hence. Guidelines for proposals are available from the Program Officer. Proposals should be sent to the Program Officer (in case of DAB-SICB symposia, the Program Officer may forward proposals to the person who will be Chairperson of the Division). ABS symposia should be approved by the E. C. approximately one year in advance of the proposed symposium date. For example, a proposal for a symposium to be held at the June 1995 ABS meeting must have been submitted in time to be approved by the E. C. at the July 1994 ABS meeting. SICB lead time is longer; check with the Program Officer for deadlines.

2. Announce the election of Fellows. It is a good idea to publish the updated list of Fellows in the same issue. Obtain information from the President who carried out the election being reported.

3. Conduct the election of delegates to the U.S.E.C.C. by ballot in the Newsletter. Such elections occur in alternate years. Obtain information from the U.S.E.C.C. Secretary. Remember to allow enough lead time so vitae can be received from the candidates. Report the results in the following issue of the Newsletter.

4. Periodically include the statements about voluntary contributions to ABS and that ABS can be made the beneficiary of an estate or be named in a will (Policy, Section 17 g).

5. Notice to have members be sure the libraries they use subscribe to Animal Behaviour.

6. Include a membership application in the Newsletter, usually on the outside back cover.

7. Announce regional ABS meetings, include any program information provided.

8. Positions open, summer courses, upcoming meetings of interest, publication news, etc. at the discretion of the Newsletter Editor.

9. Reports submitted by committee chairpersons, ABS members, and others at the discretion of the Newsletter Editor.

10. Information about the current Graduate Programs in Animal Behavior publication.

11. The Direction of Correspondence notice and updated Roster of Officers and Committee Chairpersons should be in any issue where space permits.

12. List the dates and locations of all upcoming ABS meetings for which information is available.

13. Address and deadline for receipt of items for publication in ABS and DAB-SICB Newsletters.