(Revised 3 February 2005)
Article I: Membership
Section 1. Regular Member:
Any person may make application for membership. Subject to the recommendation
of the Membership Committee and final confirmation by the Board of Directors,
any person who has properly executed a membership application may become a
regular member.
Section 2. Student Member:
Upon recommendation of the Membership Committee and final confirmation by
the Board of Directors, any student who has properly executed a membership
application may become a student member.
Section 3. Honorary member:
Upon recommendation of the Membership Committee and final confirmation by
the Board of Directors, an honorary membership may be conferred upon any person
for distinguished achievement or serVice. Honorary membership, conferred for
life will be confirmed by a vote of two-thirds of the voting members present
at any annual meeting.
Section 4. Emeritus Member:
Subject to the recommendation of the Membership Committee and final confirmation
by the Board of Directors, a former regular member in good standing who has
been retired from his/her principal occupation may become an Emeritus Member.
With the exception of gratis subscriptions, such a member shall have all rights
and privileges of regular membership and will
be relieved of payment of dues. Emeritus Membership is conferred for life.
Section 5. Loss of Membership:
Whenever any member is deemed to have committed willfully an act bringing
discredit to the Society, the Board of Directors, upon the filing of a written
complaint, may suspend membership in the Society until a complete investigation
has been made by the Membership Committee. A two thirds majority of the voting
members present at the annual meeting is necessary to expel a member from
the Society.
Section 6. Voting Members:
Only regular, student, and emeritus members in good standing shall be eligible
to vote or be eligible for election to office or to the Board of Directors,
or retention in office. Members whose dues are not paid for the current year
are not in good standing.
Section 7. Membership
Term:
The term for individual membership shall be based on the calendar year. Members
whose dues are one year in arrears shall be removed from the rolls by the
Executive Director 30 days after the next calendar year (effective 1 February).
ARTICLE II - Officers Duties and Election
Section 1. Presidential
Offices:
A person elected to the office of Vice President shall serve a term of three
years: one year as Vice President, beginning at the close of the first Annual
Business Meeting following election; one year as President, beginning at the
close of the second Annual Business Meeting following election; and one year
as Past President, beginning at the close of the third Annual Business Meeting
following election. Vacancy in any of these Presidential offices shall be
filled by the Board and the person selected shall serve for the remainder
of the three-year term.
Section 2. Vice President:
The Vice President shall serve as the Program Committee chairman, and preside
at business meetings, annual meetings, and Board meetings, whenever the President
is unable to serve.
The Board shall fill a vacancy in the office of Vice President by written vote selecting from the nominees in the most recent Vice President elections. The person selected shall serve for the remainder of the term as Vice President and succeed to the offices of President and Past President.
Section 3. President:
The President provides overall coordination and leadership for the Society.
He coordinates committee and other working assignments, appoints standing
committee chairs, and presides at business, annual, and Board of Directors
meetings. The President shall perform the duties prescribed in the Constitution
and By-Laws and by the parliamentary authority adopted by The
Society, including the appointment of representatives or delegates as may
be appropriate. In the case of vacancy or the inability of the President to
serve, the Vice President shall serve for the remainder of the term and then
succeed to a full term as President.
Section 4. Past President:
The Past President shall serve as an advisor and consultant to the President
to provide continuity in the development and implementation of long-term policies
of The Society. A vacancy in the office of Past President shall be filled
from the roster of former Presidents of The Society.
Section 5. Secretary:
The Secretary shall have custody of the corporate seal, property, and records
of The Society, and shall keep records of all proceedings of the Society.
The Secretary shall perform other duties as are prescribed in the Constitution
and By-Laws, by the parliamentary authority adopted by The
Society, and as may be delegated by the Board.
The Secretary shall serve for a term of three years, commencing with the close of the Annual Business Meeting. A person may not be elected to more than two consecutive terms as Secretary.
The Secretary nomination
and election shall be conducted in the same manner as for the office of Vice
President only occurring every third year. Upon being notified of election,
the candidate elected shall immediately terminate candidacy for any other
office in The Society. The Secretary-
elect shall also vacate any other offices held in The Society at the time
of election as Secretary, resignation from such offices to be effective no
later than the date of commencement of the term as Secretary.
Vacancy in the office of Secretary shall be filled by written vote of the Board and the person so selected shall serve for the remainder of the three-year term.
Section 6. Historian:
The Historian shall have custody of the historical records of The Society,
and shall maintain written documentation of the Society events. The Historian
shall perform other duties as are prescribed in the Constitution and By-Laws,
by the parliamentary authority adopted by The Society, and as may be delegated
by the Board.
The Historian shall serve for a term of three years, commencing with the close of the Annual Business Meeting. A person may be elected to not more than two consecutive terms as Historian.
The Historian nomination and election shall be conducted in the same manner as for the office of Vice President only occurring every third year. Upon being notified of election, the candidate elected shall immediately terminate candidacy for any other office in The Society. The Historian elect shall also vacate any other offices held in The Society at the time of election as Historian, resignation from such offices to be effective no later than the date of commencement of the term as Historian.
Vacancy in the office of Historian shall be filled by written vote of the Board and the person so selected shall serve for the remainder of the three-year term.
Section 7. Election Procedure:
At least three months prior to each Annual Business Meeting of The Society,
the President shall invite the Chairs of Presidential Committees and the Past
President to propose names for Vice President, Secretary, and Historian as
required. The Nominations Committee will contact these candidates along with
any additional candidates the committee recommends for their acceptance to
run for office. The Nominations Committee will present the names of all consenting
candidates and their biographical information, arranged alphabetically, on
the website of the Society, at least 30 days before the Annual Business Meeting.
The Nominations Committee Chairperson will then present the names of all consenting
candidates, arranged alphabetically by office, to the membership at the Annual
Business Meeting. Nominations may also be accepted from the floor. A vote
of the membership present will be taken for each office.
A candidate who receives a majority of the votes cast shall be declared elected.
If there is a tie, the Board shall resolve the tie by written vote. If there
are three or more candidates and none receives a majority of the votes cast,
a run-off election will be held: a vote of the membership present will be
taken between the two candidates who received the greatest number of votes
cast. If there is a tie on this second (run-off) vote, the Board shall resolve
the tie by written vote.
Section 8. Executive Director:
The Executive Director shall be appointed by the Board to perform duties described
in a position description approved by the Board. The salary, employment conditions,
responsibility, and authority of the Executive Director shall be determined
by the Board.
The Executive Director shall serve as chief operating officer of The Society, shall have charge of all funds of the Society and shall deposit the same in an account designated by the Board, shall perform the duties prescribed in the Constitution and By-Laws, shall have authority to enter into contracts for the Society that have been approved by the Board, and shall perform such other duties as may be delegated by the Board. The Executive Director shall report the financial condition of the Society to the Board of Directors whenever requested, and present a written financial status report to the auditing committee.
The Executive Director shall furnish a suitable corporate security bond, the premium to be paid by The Society.
Section 9. Editor:
The Editor shall be appointed by the Board to perform duties described in
a position description approved by the Board. The salary, employment conditions,
responsibility, and authority of the Editor shall be determined by the Board.
The Board of Directors shall make contractual agreements with the Editor for
three-year appointments.
The Editor shall maintain administrative oversight of the editorial process of publishing the Journal of Agricultural and Urban Entomology (JAUE), shall perform the duties prescribed in the Constitution and By-Laws, and shall perform such other duties as may be delegated by the Board. The Editor shall report the condition of the JAUE to the Board of Directors whenever requested, and present a written status report at the Annual Business Meeting.
Article III: Board of Directors
The Board of Directors shall consist of all elected officers, committee chairpersons, and the Executive Director. The President shall be the Chairperson of the Board of Directors.
Section 1. Responsibilities:
The Board of Directors shall Conduct the business of the Society, select a
depository or depositories for the fund(s) of the Society, devise ways and
means to provide the financing of the Society, perform such other duties as
may be specified or specifically delegated to it.
Section 2. Quorum:
Six (6) members shall constitute a quorum at any authorized Board of Directors
meeting. The President is authorized to temporarily appoint any regular, student,
or emeritus member in good standing to act as a Board of Directors member
with full authority.
Section 3. Transition:
To ensure an orderly transition from an outgoing Board to an incoming Board,
the Vice President may call a meeting of the incoming Board in conjunction
with the Annual Business Meeting of The Society.
Section 4. Dissolution:
Upon dissolution of the corporation, the Board of Directors shall, after paying
or making provision for the payment of all the liabilities of the corporation,
dispose of all of the assets of the corporation exclusively for the purposes
of the corporation in such manner, or to such organization or organizations
organized and operated exclusively for charitable, educational, religious,
or scientific purposes as shall at the time qualify as an exempt organization
or organizations under section 501(c) (3) of the Internal Revenue Code of
1986 (or corresponding provision of any future United States Internal Revenue
Law), as the Board of Trustees shall determine. Any such assets not so disposed
of shall be disposed of by the Court of Common Pleas of the county in which
the principal office of the corporation is then located, exclusively for such
purposes or to such organization or organizations, as said court shall determine,
which are organized and operated exclusively for such purposes.
Article IV - Committees
Section 1. There shall
be the following standing committees:
Auditing Committee
Awards Committee
Editorial Committee
Local Arrangements Committee
Membership Committee
Nominations Committee
Program Committee
Publicity Committee
Resolutions Committee
Section 2. Auditing Committee:
The Auditing Committee shall consist of three (3) members. The Chairperson
of this Committee will appoint the other members of the Committee. It shall
be the duty of the Committee to make an annual audit of all funds of the Society,
to approve the financial report of the Executive Director, and to report the
Committee's findings at the annual meeting. The Committee may contract a professional
auditor to assist in these responsibilities.
Section 3. Awards:
The Awards committee shall consist of three (3) members. The Chairperson will
appoint the other members of the committee. The purpose of this Committee
shall be to facilitate recognition of outstanding achievement in entomology.
It shall oversee the awards program of The Society.
Annual Awards:
Annual Meeting Presentation Awards
The J.H. Cochran Memorial Scholarship Award
Triennial Award:
J. H. Cochran Excellence in Entomology Award. Every third year, the President
of the SCES shall choose a special six-member Awards Committee, including
the chair, that will evaluate nomination packets and choose the recipient
of the J. H. Cochran Excellence in Entomology Award. This special Awards Committee
will include one representative from the following areas: a) extension, b)
graduate student c) industry d) regulatory e) research f) teaching. The President
will solicit nominations from the membership 180 days prior to the Annual
Business Meeting and the nomination packets returned within 60 days of the
initial notification will be considered.
Section 4. The Editorial Committee shall consist of the Editor, and the Subject Editors of the Journal of Agricultural and Urban Entomology, all of whom shall be members of the South Carolina Entomological Society in good standing. The Editor shall be appointed or reappointed for three-year terms that may run consecutively by the President of the South Carolina Entomological Society acting in consultation with the Board of Directors. The Editor shall appoint the Subject Editors for three-year terms that may run consecutively. The Editor shall chair the Editorial Committee. It shall be the duty of the Committee to establish publication and editorial policies for the Journal of Agricultural and Urban Entomology as specified in Article IV, to review and edit articles and materials submitted for publication and recommend those articles and materials which it believes satisfactory for publication.
Section 5. Local Arrangements
Committee:
The Local Arrangements Committee shall consist of three (3) members. The Chairperson
of this committee will appoint the other members of the committee. It shall
be the duty of the committee to provide for efficient and effective opportunities
to meet the goals of the Annual Meeting.
Section 6. The Membership Committee shall consist of three (3) members. The Chairperson of this committee will appoint the other members of the committee. It shall be the duty of the committee to solicit membership renewal, devise ways of recruiting new members, and to acknowledge new members by name at the annual meeting. It shall be the duty of this Committee to review annually the status of student members.
Section 7. The Nominations Committee shall consist of three (3) members. The Chairperson of this committee will appoint the other members of the committee. It shall be the duty of the committee to provide an efficient and effective election procedure as outlined in Article II, section 7.
Section 8. The Program Committee shall consist of three (3) members. The Vice President will serve as Chairperson of this committee and he will appoint the other members of the committee. It shall be the duty of the committee to provide for efficient and effective opportunities to meet the goals of the Annual Meeting, and the Committee shall arrange the program of the Annual Meeting.
Section 9. Publicity:
The Committee on Public Information shall consist of three (3) members. The
Chairperson of this committee will appoint the other members of the committee.
The purpose of this Committee shall be to facilitate and enhance the public
information and public relations activities of The Society. This Committee
may establish a network of other members of The Society interested in public
information and having expertise in other areas, to help implement the objectives
established by the Committee.
Section 10. The Resolutions Committee shall consist of three (3) members. The Chairperson of this committee will appoint the other members of the committee. The purpose of this Committee shall be to maintain currency and consistency in the governing documents of The Society. The Committee shall review the Constitution, By-Laws, and policy documents on a periodic basis, and it shall recommend to the Board appropriate changes in wording of those documents. At the request of the Board, the Committee shall prepare wording for new or changed provisions to effect modifications in various governing documents. It shall also be the duty of the committee to consider all resolutions referred to it by the Secretary and report upon each resolution with its recommendation at the annual business meeting.
Article V: Funds of The Society
Section 1. Annual dues:
Dues for the various classes of membership shall be established by the Board
of Directors and then approved by a majority vote of the members present at
an Annual Meeting.
Section 2. Registration
Fees:
Registration fees for the Meetings of The Society shall be set by the Board
upon recommendation by the Executive Director.
Section 3. Subscription
Fees:
Subscription fees for periodical publications of The Society shall be set
by the Board upon recommendation by the Executive Director. Page and reprint
charges shall be set by the Board upon recommendation by the Executive Director.
Section 4. Endowment
Fund:
The J. H. Cochran Memorial Fund principal may be expended only upon recommendation
by the Board and approval by the members of The Society by mail ballot or
at an Annual Business Meeting or special meeting of The Society. Notice of
such action will be given at least 30 days before the date of the meeting.
Interest from the fund may be expended with approval by the Board not to exceed
80% of the annual income for awards.
Section 5. Management:
The funds of The Society may become commingled for investment and banking
purposes, provided each fund is accounted for separately and used only as
prescribed. The Board may establish or engage entities for the purpose of
managing or enhancing the resources of The Society.
Section 6. Report:
The Executive Director shall prepare for publication a financial status report
to be presented at the Society's Annual Business Meeting on the current status
of all of the funds described above.
Article VI - Publications
Section 1. The Journal of Agricultural and Urban Entomology shall be published under the auspices of the South Carolina Entomological Society, Inc.
Section 2. The Editorial
Committee shall recommend for approval by the Board of Directors the publication
and editorial policies of the Journal of Agricultural and Urban Entomology.
Such policies shall be summarily published in the Journal and as necessary
in correspondence with authors. Proposed changes to policies must be approved
by the Board. The Committee
shall recommend the Editor(s) for the publication to the Board, serve as an
appeal board to consider formal objections by authors to editorial decisions,
and review at least every third year a preceding volume of the publication
to maintain high standards of publication. The Editorial
Committee may appoint Associate Editors or Subject-matter Editors with approval
by the Board.
Section 3. The Editor shall maintain administrative oversight of the editorial process.
Section 4. The Executive Director shall make contractual agreements and manage all business transactions related to subscriptions, editing, printing, and distribution of the Journal.
Article VII: Business Meetings, Procedure and Parliamentary Rules
Section 1. Business meetings shall be conducted by the President in accordance with the current revision of Robert's Rules of Order in all cases to which the rules are applicable and any special rules of order The Society may adopt. The President may appoint a parliamentarian who shall serve for the duration of the meeting for which the appointment is made.
Section 2. Quorum:
Twenty members shall constitute a quorum. A majority of votes cast shall be
considered as deciding in all matters, unless otherwise specified in the Constitution
or By-Laws.
Section 3. Mail Ballots:
Matters of major importance shall be decided by mail ballot of the membership
of The Society on the initiative of the Board, or upon written petition to
the Board by at least 20 members, or as directed by a majority of the members
voting at a business meeting of The Society. The due date for return of mail
ballots shall not be less than 30 calendar days after the date of mailing
to the members. All ballots received by the due date shall be tabulated by
a Presidential Committee not later than 10 days after the due date for ballot
return, and the Committee shall promptly inform the President, in writing,
of the results.
Section 4. No vote of a member shall be cast by proxy.
Article VIII: Amendments to By-Laws
Section 1. Except as provided elsewhere in the By-Laws, amendments to the By-Laws shall be accomplished in accordance with the rules and procedures set forth in this Article.
Section 2. Initiation:
Amendments to the By-Laws may be initiated by the Board, or by written petition
to the Board by at least 30 members, or by a majority of the voting members
present at a business meeting of The Society.
Section 3. Review:
The Resolutions Committee, on request of the Board, will review each proposed
amendment to the By-Laws and assist the Board in developing a recommendation
on the amendment and in preparing a notice of the proposed amendment for the
members. The Board shall not modify a proposed amendment except to clarify
language or to assure that the intent of the amendment shall be accomplished.
Section 4. Notice of a proposed amendment shall be sent to the members in writing or via internet at least 30 days before the amendment is to be voted upon at a business meeting of The Society, or at least 30 days before the due date for return of a mail ballot on the amendment. The notice shall include the current text of each By-Laws section that is proposed to be amended, the text of the proposed amendment, a statement regarding the impact of the proposed changes, a statement of the Board's recommendation, and a statement of the date, time, place, and method of voting on the proposed amendment.
Section 5. Voting, majority requirement, and effective date. Each proposed amendment shall be voted upon either at a business meeting of The Society, or by a mail ballot, pursuant to Article VIII, Section 3. A two-thirds majority of the members voting shall be required for approval. The members shall be notified in writing or via internet of the results of the ballot. A proposed amendment shall become effective upon approval unless a later effective date is specified in the motion for adoption or in the mail ballot.
