Approved and updated July 2006
Updated again 12 April 2007
Last updated 20 March 2008
IDAHO BIRD RECORDS COMMITTEE BYLAWS
I. NAME AND AFFILIATION
The Idaho Bird Records Committee, abbreviated IBRC, and referred to hereafter as the "Committee," is a committee of the Idaho Audubon Council, Incorporated.
IBRCís purpose is to:
The Committee shall consist of ten people: seven "Voting Members," one of whom is the "Chair," one of whom is the "Secretary," two "Alternate Voting Members" that vote in the place of any of the seven Voting Members as instructed by the Secretary, and two "Non-voting Members," one of whom serves as webmaster and maintains the Internet site (http://idahobirds.net [hereafter "the Internet Site"]), both of whom also advise and assist with organizational tasks.
Anyone who has demonstrated an ability in, and knowledge of, field identification of birds is eligible. Eligible members must have an email address and have access to the Internet Site.
Election and Term of Office
All Committee Members, including the Chair and Secretary, will serve on the Committee for three years starting on June 1, 2006. All IBRC members are listed on the IBRC page of IdahoBirds.net.
The Alternate members will vote on records as a substitute for an absent members as arranged by the Secretary. If a member is unable to vote within a two week period of a record being open for voting, they should notify the Secretary. The Secretary will then arrange for an Alternate to vote. The Alternate may not vote on Committee business.
At the first annual meeting called by the Chair, the Committee will work to establish rules for election of members and terms of office which must be included in these Bylaws by June 1, 2008.
Responsibilities of the Chair
Responsibilities of the Secretary
Responsibilities of Voting Members
Responsibilities of Alternates and Non-voting Members
The Committee may remove, with cause, any Voting Member, Alternate, or Non-voting Member who is delinquent in performance of duties, or acts in a manner that reflects poorly on the Committee.
Removal requires a super-majority (5-1 or 6-0) of all Voting Members.
Vacancies and Special Elections
If the Committee loses a Member during mid-term, the Chair shall immediately conduct a Special Election during a called meeting. The electee shall serve the remaining term of the person replaced and is eligible for future Committee membership.
Meetings of the Committee shall be held at a time and place set by the Chair for the purpose of conducting elections and transacting any other business as may be brought before the Committee. An agenda shall be provided to each Member prior to the meeting. Meetings can be conducted in a variety of formats: in person or electronically, including email, telephone (conference call), or Internet chat room. Five Voting Members participating in any Meeting, regardless of format, constitute a quorum and a quorum is required for a Meeting to be considered valid.
The Committee determines IBRC Bylaws and procedures and shall regularly review (at least once every five years) the Bylaws and other procedures. Bylaws may be amended by a majority vote of a quorum of Voting Members at a meeting called by the Chair. All Committee decisions which are not treated elsewhere in the Bylaws shall be made by a majority vote of a quorum of Voting Members.
VI. RECORDS AND VOTING
For the purpose of this Committee and these Bylaws, a "report" is considered to be a written documentation, submitted to the Committee, as proof of the identity of a sighted, heard, taped, collected, banded, or photographed bird.
The Committee will review reports, substantiated with any or all forms of documentation, for:
The Committee prefers that reports be submitted using the Committee's Official Report Form available at the Internet Site. Forms may also be obtained from the Secretary. Further evidence, such as photographs, digital image, video, audio recording, or drawings are encouraged.
The Secretary is responsible for the following circulation procedures:
Receipt by Voting Members
Each Voting Member must judge the reportís validity and submit a vote, including their own reports (no disqualifications or abstentions allowed). Each Voting Member must use the Official Voting Form on the Internet Site. Voting Members are encouraged to vote in a timely manner (within two months after the Secretary notifies the Voting Members that a vote is required). An extension may be granted by the Secretary either to the Committee as a whole (that is, for a difficult record) or to an individual for any valid reason (upon request by that individual to the Secretary).
Criteria used by a Voting Member for acceptance or rejection of a report are based on that member's knowledge and experience and will not be specifically addressed in these Bylaws. Voting Members are encouraged, however, to accept or reject reports on the basis of more-or-less objective criteria, such as the adequacy of the field marks reported or the conditions under which observations were made. The veracity of the observer should not be questioned without good cause.
Only four types of votes are permitted:
Official Voting Form
The vote of each Voting Member together with commentary must be submitted to the Secretary on the Official Voting Form on the Internet Site. The Official Voting Form must include, at a minimum, the (1) report number, (2) species reported, (3) name of the Voting Member, (4) date of the vote, (5) the vote, and (6) comments.
Voting Members must supply Comments to justify their votes.
For the first vote (first circulation), a Voting Member shall not discuss a report with another Voting Member until both have voted. If a report requires additional votes (second or third circulations), pre-vote consultations are encouraged among Voting Members. On any circulation, a Voting Member may consult anyone outside the Voting Members of the Committee before Voting. Information gathered will be added as an addendum to the record being considered.
First State Records
The Committee prefers that reports of potential first state records have some form of physical documentation, such as photographs, sound recordings, specimens, verified band numbers, and so on. A first state record may be accepted without physical documentation, however, with these considerations in mind: (1) the species is obvious, easy to identify, and cannot be confused with a similar species; (2) the observer is familiar with the species; (3) the observer is known by the Committee as a careful, competent observer with previous experience in documenting rare birds; and (or) (4) multiple, competent observers submit separate, careful documentation.
Accepted first state records will be listed as either "verified with physical evidence" or "accepted but not verified with physical evidence." First state record submissions that involve only a single observer may be accepted as hypothetical and added to the Checklist of Idaho Birds as such. Species shall remain on the hypothetical list until a report meeting the above criteria is accepted by the Committee.
The Secretary shall tabulate votes after all Voting Members have voted.
First round votes must be unanimous, either 7-0 or 0-7. If the vote for a first round report is unanimous, then voting is considered decisive and a second round is unnecessary. First round reports receiving less than unanimous voting proceed to a second round. After the first round, votes in subsequent rounds will be completed after the Secretary posts Voting Member comments on the Internet Site from the preceding round of voting, and informs Voting Members that a new vote is required.
For second round votes to be decisive and stop the report from going to a third round of voting, the vote must be 5-2 (or higher) or 2-5 (or lower). Reports with a 4-3 or 3-4 vote must move to a third round. Reports in the third round of voting will be accepted if the vote is 5-2 (or higher); reports receiving any other combination (4-3, 3-4, 2-5 [or lower]) will be rejected.
A report that has received a final Committee decision, whether accepted as a record or rejected, may be submitted a second time at the discretion of the Committee by a majority vote of the Voting Members. Such a report shall be resubmitted and circulated following the same procedure as a new submission, except that it should be accompanied by all previous votes and comments of the Committee and all new evidence marked as such.
Accepted reports will be published immediately by the Committee as records on the Internet Site. This is the responsibility of the Chair and (or) Secretary.
At a minimum, the published data for accepted records will include the name of the species, date(s) of observation, locality, and reporting observers. Other information may be added at the discretion of the Committee.
Reports not accepted as records will be published on the Internet Site as "Reports Not Accepted" including, at a minimum, the name of the species, date(s) of observation, and location. No observer names will be included.
VII. OFFICIAL CHECKLIST OF IDAHO BIRDS AND LIST OF IDAHO REVIEW SPECIES
Checklist of Idaho Birds
The official Checklist will:
List of Idaho Review Species
The official Review List includes:
Changes to the Checklist and Review List
First state records accepted by the Committee will be added immediately to both the Checklist and Review List on the Internet Site; new state records will be included in the next paper printed revision of the Checklist.
The Checklist Committee will oversee reviewing and amending the Checklist of Idaho Birds and List of Idaho Review Species. This three-person committee includes the Chair, who will direct the Checklist Committeeís actions. The Checklist Committee will review both documents at least every three years. Changes to either document may be proposed to the Checklist Committee by any member. The Voting Members will vote on any proposed changes submitted by the Checklist Committee; a majority vote of the quorum is required for acceptance.