Guidance Policy for
Center for Ocean Sciences Education Excellence SouthEast
Board of Directors

ARTICLE I – Establishment of the Board of Advisors

The name of the organization shall be the COSEE SouthEast Board of Advisors, hereinafter referred to as the Board.

ARTICLE II – Purpose and Functions

Section 1. Purpose

The purpose of the Board shall be to:
1. Provide advice to the COSEE SouthEast Director and staff to enhance COSEE SouthEast's efforts in meeting its objectives.
2. To represent and support COSEE SouthEast within and throughout the southeast region of the United States.

Section 2. Functions

1. To support for COSEE SouthEast initiatives by providing advice and connections;
2. Provide suggestions and recommendations for initiating and sustaining partnerships, projects, communications (newsletter and web), and activities;
3. Assist the regional COSEE SouthEast in national efforts;
4. Assist with recruitment of participants for professional development opportunities;
5. Identify sources of funding
6. Provide a forum for the discussion of issues important to scientists and educators in the southeast region.

ARTICLE III – Membership and Voting

Section 1. Eligibility for Membership

1. The Board shall be comprised of selected individuals, representing ocean science and education and both formal and informal institutions in NC, SC, and GA.
2. The Board may include two to three individuals external to the region to provide a broader perspective.
3. The term of membership is three years, which can be renewed for an additional three years.
4. The Board shall consist of 30-35 members.
5. Membership on the Board shall be determined through nomination by the Board and COSEE SouthEast team members, review and acceptance by COSEE SE co-chairs and COSEE-SouthEast PIs. Approval by majority vote by Board of Advisors. Board membership shall ensure geographic, position, gender and ethnicity diversity.

Section 2. Voting

1. Each Board member shall have one vote when present at the annual meeting (simple majority of those present) or during an Internet query.

ARTICLE IV – Board Officers

Section 1. Chair and Co-chairs

1. There shall be three elected officers of the Board, herein referred to as Co-chairs, representing each state in the region.
2. The term of office for the Co-Chairs is three years, beginning the first of January. Each Co-chair shall serve as Board Chair and rotate responsibilities annually, with one chair and two co-chairs.
3. Nominations for the three-year office shall be solicited by a nominating committee in September from current Board membership. The nominating committee shall consist of the three Sea Grant directors in the region.
4. Election of officers shall be by the membership of the Board, and shall take place in November.
5. In the event of a vacancy in the office of Chair, the position shall be filled by one of the other officers. A new Co-chair will be selected by nomination and majority vote of the Board as expediently as possible.

Section 2. Role of the Chair and Co-Chairs

1. The Board Chair shall provide leadership for the Board.
a. Ensure two-way communication between the Board and the COSEE Director and COSEE SE PIs.
b. Establish the time, frequency and agenda for annual Board meeting in consultation with the COSEE SouthEast Director.
c. Establish membership and communication for ad hoc committees.
d. Assist with providing minutes/proceedings of Board meetings and work with any ad hoc committees to ensure the timely completion of tasks.
e. Assist with regional events.

2. The Co-Chairs shall assume all duties of the Chair in his or her absence.
a. The Co-Chairs would provide minutes/proceedings of the Board meetings and work with the tasks for the subgroups;

Section 3. Liaisons.

1. The Board members may, when appropriate, serve as COSEE SouthEast liaisons with regional programs, institutions and with national organizations such as CORE, NSF, NOAA for the benefit of COSEE SouthEast.
2. All such interactions shall be reported to the Chair and COSEE SouthEast Director.

ARTICLE V – Meetings

Section 1. Board meetings

1. The Board shall meet annually.
2. The location of the meeting shall rotate among the three states with locations to be determined by the Board.
3. The quorum for annual meetings of the Board shall be a majority of those registered for the meeting, providing that at least two of the Co-Chairs are present.

ARTICLE VI – Committees

Section 1. Nominating Committee

1. The nominating committee shall consist of the three Sea Grant directors.

Section 2. Other Standing and Ad hoc Committees

1. Additional standing and special committees may be created as necessary, reporting to the Chair and COSEE SE Director.

ARTICLE VII – Parliamentary Authority

Section 1. The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the Board in all cases to which they are applicable and in which they are not inconsistent with this guidance policy.

ARTICLE VIII – Amendments

Section 1. Amendments. This guidance policy may be amended by a majority vote of members of the Board at any annual meeting, special meeting, or via email providing that written notice of the proposed amendment shall have been given to the membership at least 30 days prior to the meeting. The notice shall include the complete text of the amendment.

Section 2. Effective Date of Amendments. Amendments to this guidance policy shall take effect at the adjournment of the meeting or at the completion of the email vote at which they are adopted unless otherwise provided.

top of page