Physiology Section Procedure Manual

This procedure manual explicitly defines the guidelines and procedures that have been established by the leadership of the Physiology Section. The policies and procedures are consistent with and in concert with - but do not supersede Article X of the Bylaws of The Potato Association of America. They have been established to assist the section members and headquarter staff in their operation of the section’s affairs. The Section Secretary or designated section leader along with PAA staff will annually review the document for correctness and updating procedures/policies as needed upon approval by the Section’s Leadership.

1. Governance and Administration

1.1 Purpose

The Physiology Section promotes discussion, exchange, and understanding of potato physiology challenges while encouraging research and new approaches to address them.

The Section advances this purpose by:

  • Organizing and sponsoring symposia on selected topics.
  • Preparing listings of investigators and their current research program objectives.
  • Improving communication among physiologists, plant breeders, and pathologists.
  • Strengthening the selection and presentation of research papers at PAA Annual Meetings.
  • Sponsoring discussions on immediate and future research related to potato physiology.

1.2 Section Membership

  • Membership in the Physiology Section is open to all current PAA members in good standing.
  • For purposes of Section membership, “good standing” means an individual whose PAA membership is current, whose applicable dues have been paid, and whose membership privileges have not been suspended, revoked, or otherwise limited under PAA Bylaws, policies, or Board action.
  • To join the section, PAA members may either sign up online through the PAA website or select the Physiology Section during PAA membership application or renewal.

1.3 Section Leadership

Individuals must maintain active PAA membership during their service as a PAA Section Leader.

  • Composition: Chair, Vice Chair, Secretary, and two Section Directors.
  • Responsibilities: Manage Section affairs and act on matters between Section meetings.
  • Meeting cadence: At least once per year, at a mutually agreed-upon time and location, or virtually.
  • Vacancies: The Chair may appoint members to fill vacancies until the next election.
  • Term continuity: Section Leaders serve consecutive terms until either the successors are elected, or the term expires following serving as Chair.

1.4 Quorum (Section Leadership)

A quorum is met when a majority of Section Leaders, defined as three members are present. If fewer than three Section Leaders are present, the meeting may proceed for discussion purposes only; however, no formal action may be taken. Members may choose to adjourn the meeting.

1.5 Nominations & Elections

  • Section Leadership elections are conducted among Section members in good standing who are eligible to vote.
  • Elections may be held at a duly called Section meeting or by electronic ballot. A call for nominations shall be issued in advance, and nominees must confirm their willingness to serve before being placed on the ballot.
  • Each eligible member may cast one vote per open position. Unless otherwise required by PAA Bylaws or applicable law, the candidate receiving the most votes is elected. Ties shall be resolved by runoff election or random draw, as determined before voting begins. Results shall be announced to the Section membership and recorded in official records.

Suggested Timeline:

  • Call for nominations opens: ~60 days before the PAA Annual Meeting
  • Nominations close: ~30 days before the meeting
  • Ballot issued (if electronic): ~ 21 days before the meeting; voting window open of 10-14 days
  • Results announced: At the Physiology Section meeting during the PAA Annual Meeting or upon ballot closure.

1.6 Leadership Rotation, Terms, & Vacancy

  • Section Leadership: follows a three-year rotational track through the positions of Secretary (year 1), Vice Chair (year 2), and Chair (year 3).
  • Section Directors: Section Directors serve two-year terms, with one Director elected annually.
  • Terms: Section Leadership terms begin and end following the close of the PAA Annual Meeting.
  • Vacancy: In the case of vacancy in the leadership position of Chair during the term of the incumbent, the Vice Chair shall act as Chair for the remainder of the term before succeeding with their own term of leadership position. If the Vice Chair cannot serve as Chair, the Section’s Leaders shall make an appointment for the unexpired term.

1.7 Leadership Duties

Chair:

  • Leads the Physiology Section meetings; prepare agendas and distributes notices.
  • Directs the affairs of the Section and appoints subcommittees as appropriate.
  • Serves on the PAA Board of Directors as a voting member. The one-year term begins and ends following close of the PAA Annual Meeting.
  • Ensures effective rotation/appointment and transfer of knowledge from outgoing and incoming leadership positions.
  • Submits an annual report on Section activities to the PAA Board of Directors as requested. Reports are typically due by the end of July/early August of each year.
    • PAA staff will notify the Chair of the annual submission deadline at least 30 days in advance. Reports are submitted via a form on the PAA website.

Vice Chair:

  • In the absence of the Chair, the Vice Chair shall preside at meetings.
  • Leads the section’s program planning, in consultation with the Section Leadership.
  • Prepare and oversee the call for nominations and election process for the incoming Secretary.

Secretary:

  • Records minutes for all Section meetings and circulates them to the Section’s Leadership for approval.
  • Following approval by the Section Leadership, shall submit approved minutes and related documents to PAA headquarters for filing.
  • Supports the Vice Chair with the nominations and election process.
  • Promotes the interests of the Section.
  • Assists the Chair in preparing the section’s annual report to the PAA Board of Directors.

2. Meetings of the Section Members

2.1 Meeting Formats

  • One regular scheduled business meeting of the section shall be held annually either by in-person, hybrid, or virtual. In-person meetings typically take place during the PAA Annual Meeting. Additional meetings may be called by the Chair or Vice Chair as needed.
  • Individual PAA members who are currently not a member of the Physiology Section may attend a section meeting as a guest prior to signing up to join the Section.

2.2 Meeting Agendas

  • Agenda items may be submitted by any Section member to the Chair no later than 10 business days before the meeting.
  • The Chair circulates the agenda and materials to section members at least 5 business days in advance.

2.3 Section Meeting Quorum

  • A quorum for the transaction of business at a Section meeting shall be those Physiology Section members present at the meeting.

2.4 Decision-Making

  • Business may proceed when a quorum is met as noted in above Section 2.3.
  • Motions are passed by simple majority of Section members present at the meeting.
  • Electronic voting is authorized as a valid decision-making mechanism within the Section Leadership. Electronic voting may be initiated:
    • When decisions are needed between annual or special meetings.
    • When timely action is required and convening a meeting is impractical.
    • For approval of meeting minutes, procedural approvals, or other deemed appropriate by Section Leadership.
    • The Secretary may seek assistance from PAA Staff to coordinate sending out an electronic vote.
      • Electronic vote to include the motion or decision to be considered, background information or documentation, voting instructions, deadline for response (voting to be open for a minimum of five (5) business days, unless urgent circumstances warrant a shorter timeframe as approved by the Chair).
      • For an electronic vote to be valid, a 100% response rate is required from the Section Leaders. Approval of the vote passes by a simple majority of the Section Leaders voting in favor.
      • The Secretary will record the outcomes of electronic votes in the meeting minutes. Example: “The Section Leaders approved [state motion] via electronic vote on [date]".

2.5 Minutes and Records

  • Minutes include date, time, attendees, quorum confirmation, key discussion points, motions/actions, and follow-ups.
  • Draft minutes should be circulated amongst the Section Leaders within 10 business days for review and approval by electronic vote.
  • Upon approval by the Physiology Section Leadership, the Secretary will submit meeting minutes to PAA headquarters to archive.
  • Approved meeting minutes are shared with the Section members.

2.6 Document Management and Retention

  • All Section related files (agendas, minutes, reports, and relevant documents) are to be sent to PAA headquarters for filing.
  • Retention: Permanent for approved minutes and annual reports; other records per PAA policies.

3. Use of The Potato Association of America name and/or logo

  • Any product, program, or service that bears The Potato Association of America (PAA) name or logo must meet the Association’s high standards.
  • Section Leaders must seek advance Board approval for any major events held, awards presented, articles published, alliances formed, or on-going programs created by the Section in the name of PAA that utilize the PAA logo.
  • Use is granted only when there is direct participation by PAA Staff or members and when standards are met.

4. Dissolution of Section

As noted in the PAA Bylaws, Article X Section 3; any section seeking dissolution must:

  • Seek a majority vote of its Section Members as referenced in Section 2.4 of this procedure manual.
  • Petition to the PAA Board of Directors for dissolution.