PACIFIC SEABIRD GROUP HANDBOOK – 2012 A Guide to the PSG’s Operations for Officers, Regional Representatives, Committee Coordinators, & Annual Meeting Organizers Prepared by S. Kim Nelson and Amanda K. Wilson 2003 & 2004 additions by Lora L. Leschner, Secretary Edited by D.B. Irons 2.8.04 Edited by D.D. Roby 2.13.06 Edited by J.M. Hipfner 2.13.10 Edited by G. Balogh & T.P. Good 4.23.12 Edited By H.L. Major 12.17.12 (Online at http://www.pacificseabirdgroup.org) In Memoriam This handbook is dedicated to the memory of Steven M. Speich. Steve was a founding member of PSG and helped organize the first PSG meeting. He served on the Executive Council, served as Editor of Pacific Seabirds, website manager, and a member of the Steering Committee for Marine Ornithology, and served as the coordinator of research guidelines for PSG/s Marbled Murrelet Technical Committee from 1987 through 1993. Steve received PSG’s Special Achievement Award at the 27th annual meeting in February 2000. Steve Speich was active in seabird research and studied Cassin’s Auklets in California, conducted colony surveys in Washington and California and authored the Washington Seabird Colony Catalog, conducted the first marine surveys in Puget Sound as part of the NOAA MESA project, participated in the first captures in Washington state of marbled murrelets at sea, and conducted nesting surveys for marbled murrelets. Steve provided guidance, support, and encouragement to many colleagues. Steve died on December 8, 2001 after a long battle with melanoma cancer. His is survived by his sons, Rob Fox and Steven Speich. PSG Handbook (HMajor 12/17/2012) • ii TABLE OF CONTENTS In Memoriam .................................................................................................................................. ii INTRODUCTION.......................................................................................................................... i PSG MISSION, GOALS AND VISION...................................................................................... 6 THE EXECUTIVE COUNCIL ................................................................................................... 6 Duties of the Chair ...................................................................................................................... 7 Guidelines for overseeing the Annual PSG Meeting .............................................................. 8 Guidelines for chairing the annual EXCO meeting ................................................................ 8 Guidelines for chairing the PSG Business Meeting ................................................................ 8 Important calendar-year items for the Chair ........................................................................... 9 Annual Meeting Timeline for Chair Activities ....................................................................... 9 Duties of the Chair-Elect ............................................................................................................ 9 Guidelines for Chairing the Scientific Program.................................................................... 10 Annual Meeting Timeline for Chair-Elect Activities ........................................................... 10 Duties of the Past-Chair ............................................................................................................ 11 Annual Meeting Timeline for Past-Chair Activities ............................................................. 11 Duties of the Vice-Chair for Conservation ............................................................................... 12 Guidelines for Chairing the General Membership Conservation Meeting ........................... 12 Duties of the Treasurer ............................................................................................................. 12 Fiscal Accounting Guidelines for PSG Treasurer ................................................................. 13 Duties of the Secretary .............................................................................................................. 14 Duties of the Editor of Pacific Seabirds .................................................................................... 16 Duties of the Regional Representatives .................................................................................... 17 Duties of the Student Representative ........................................................................................ 18 Annual Meeting Timeline for Past-Chair Activities ............................................................. 19 Duties of Special Agent of Process ........................................................................................... 19 COMMITTEES........................................................................................................................... 20 Conference Committee ............................................................................................................. 20 Communications Committee .................................................................................................... 20 Conservation Committee .......................................................................................................... 20 Process for Approving PSG Conservation Policy Correspondence ..................................... 21 Marbled Murrelet Technical Committee .................................................................................. 21 Kittlitz's Murrelet Technical Committee .................................................................................. 22 Xantus’s Murrelet Technical Committee .................................................................................. 22 Seabird Monitoring Committee ................................................................................................ 23 Japan Seabird Conservation Committee ................................................................................... 23 Election Committee .................................................................................................................. 23 Protocol/Rules for Choosing Nominees for the EXCO: ....................................................... 24 Endowment Fund Trustees ....................................................................................................... 25 Awards Committee ................................................................................................................... 26 Corresponding Members Committee ........................................................................................ 27 Craig S. Harrison Conservation Fund Committee .................................................................... 27 AFFILIATIONS .......................................................................................................................... 27 PSG Handbook (HMajor 12/17/2012) • 3 American Bird Conservancy ..................................................................................................... 27 Ornithological Council ............................................................................................................. 27 International Union for Conservation of Nature and Natural Resources (IUCN) .................... 27 PUBLICATIONS ........................................................................................................................ 28 Pacific Seabirds ......................................................................................................................... 28 Marine Ornithology .................................................................................................................. 28 Technical Publications .............................................................................................................. 28 Symposia ................................................................................................................................... 29 Guidelines for Proposing Symposia or Special Paper Sessions at PSG Meetings ............... 29 Guidelines to be used for Reviewing Symposia and SPS ..................................................... 30 Format for Submitting a Proposal for a Symposium or SPS ................................................ 31 Guidelines for Submitting Requests for Funds from PSG Specifically for Publication of Symposia or SPS ................................................................................................................... 32 WORLD WIDE WEB................................................................................................................. 33 AWARDS ..................................................................................................................................... 34 Lifetime and Special Achievement Awards ............................................................................. 34 Student/Scientist Travel Awards .............................................................................................. 35 Student Presentation Awards .................................................................................................... 35 ANNUAL MEETING MANUAL AND TIMELINE ............................................................... 36 General Duties of the Local Committee Chair ......................................................................... 36 Twenty-Four Months Before Meeting ...................................................................................... 37 Twelve Months Before the Meeting