North Central Branch, Entomological Society of America Final Business Executive Committee Meeting, March 26, 2006
Present: Mike Culy, Jon Tollefson, Shripat Kamble, Paul Fields, Randy Higgins, Gary Hein, Paula Lettice, Rob Wiedenmann, Rick Wienzeirl, Marcus McDonough, Mark Boetel, Marianne Alleyne, Brent Elliott, Larry Olsen, Gary Brewer, and Ric Bessin
Mike Culy opened the meeting at 1:04.
Paula Lettice updated the executive committee on highlights of activities at the headquarters. Membership numbers were positive at the end of 2005 with an increase in overall membership. The North Central Branch did not show much of an increase, but our branch also did not have the earlier decline experienced by other branches in previous years, our branch membership level has been stable. The postponed meeting in Ft Lauderdale did affect the attendance numbers. Paid attendance at the NC Branch meeting has been increasing and has resulted in high program enhancement funds sent to the Branch from the headquarters. In terms of ESA publications, the greatest number of manuscript submissions have been to JEE and EE. Financially, it looks like the society will be in the black for the fourth year in a row. There is a new investment strategy. Dues forms and meeting registrations are on line. Forty and fifty year pins are available for those eligible at the awards ceremony.
Randy Higgins presented a detailed report form the Governing Board. Randy noted the ESA taking opportunities to save money when available. Sarbanes Oxley law caused a few changes in procedures with the Society, but the society is now compliant. The GB is continuing with the restructuring of the society. Randy Higgins noted the Marlin Rice has been nominated for ESA President by Sections E, C, and F. Gary Brewer moved that the Executive Committee support Marlin Rice as Vice-President Elect of the ESA, the motioned was approved unanimously.
Marianne Alleyne, presented the local arrangements report. She thanked the assistance of the Local Arrangements Committee, Leellen Solter, Gail Kampmeier, Susan Ratcliff, and Beverley Harvey are the local arrangements committee. Local Arrangements noted that there were 325 [310 paid] registered participants. Illinois State University has provided substantial assistance with registration and the Doubletree has assisted with many details. Marianne proved an estimated budget for the meeting showing good returns to the Branch. Two challenges; most of the LAC is Mac oriented, so others have helped with equipment needs. The LAC decided not to have the members upload presentations the week in advance as before, so presenters need to upload their presentations the day before the talk. We will see how that goes, if not successful, we will go back to upload the week before. There will be a box lunch for the students, and others, on Monday to discuss plans for next year’s Winnipeg meeting.
Ric Bessin provided a Treasurers report noting that the Branch was in surplus for 2005 by approximately $6900, with overall assests of $74,000 and no liabilities. While revenues for last years meeting was down, expenses were held below expectations which led to the surplus.
Gary Brewer reported from the Operations and Standard Procedures Committee. This committee reviewed the structure and function of branch committees. His committee recommended that the number of committees be reduced, and the operations of some other committees be simplified. All committees should provide an annual report along with recommendations for changes for their operations. The website should be the repository place for these reports in Word Perfect format. Ad hoc committees should be discontinued after a preset period of time. A discussion of the Audit Committee highlighted some functions for that committee. There was a motion to accept changes and modifications to the CV Riley, ESA Awards, and Audit Committee procedures as submitted by the Standards and Operation Report, the motion passed unanimously. Linnaean Games Committee status was suggested to changes to a standing committee from a special committee, this was moved and passed unanimously. This will need to be presented to the membership and voted on to change the By Laws. Local Arrangements Committee needs to remain flexible and no changes were suggested. Location and Time Committee procedures were discussed, and the Executive Committee recommended no change. Membership Committee is not very active, but the society relies on Branch Membership Committee chair to contact unpaid members. It was suggested that the Membership Committee work with CEDA to advance membership efforts. The size and structure of the committee was discussed, but no changes were suggested. The Nominating Committee guidelines were discussed and the proposed changes were accepted, except for reference to the ‘subcontractor’ which was struck. The Public Information Committee structure was discussed, a suggestion was made to discontinue the committee. Rick Weinzierl suggested that this become an activity of the Local Arrangements Committee, as there is limited work and the information is available through the Program Committee and Local Arrangements Committee. Special issues could best e handled through an ad hoc committee. This was moved and seconded and approved unanimously. This will need to be presented to the membership and voted on to change the By Laws. The guidelines for the Resolutions committee were discussed and approved unanimously. It was moved that we discontinue the Strategic Planning Committee, the motion was approved unanimously. Student Affairs committee structure and function was discussed and tabled. Student Awards Committee is very important to the branch. Mark Boetel outlined many of the changes to the procedures to clarify responsibilities (nominations and presentation competitions), and ensure representation among sections. This year there were co-chairs; one for the nomination packets, the other for the presentation competitions. Mark noted that it is not necessary to submit materials only in MS Word as any format can be read very easily. The scoring criteria for the Comstock and North Central Graduate Scholarship should be listed on the website. Mark Boetel moved that we a scoring system be put together by the committee and that that system be posted on the web as well as some rewording of the guidelines for clarity. The Executive Committee decided that the Student Awards Committee will remain as one committee. Other recommendations were tabled until Wednesday in order to discuss the changes with the co-chairs. The Website committee guidelines do not exist, and it was moved that we discontinue this committee as we have a contractual relationship with the webmaster.
Overall recommendations from the Operations and Standard Procedures Committee are to include a requirement for a committee report presented to the EC. Actions by the EC will appear in the minutes of the EC and to the committee chair. Six overall recommendations were discussed. A change to the By Laws was proposed to recognize only two types of committees, ‘Standing Committees’ (formerly standing and annual) and ‘ad hoc’ (ad hoc). Gary Hein moved that we approve this and include the requirement of committee reports to the By Laws for each committee guidelines. This motion was approved unanimously.
Marcus McDonough gave a report from the Student Affairs Committee. This year the students submitted abstracts that were evaluated and the best were selected for an invited symposium. It was noted that students can run for any office and serve on most all of the ESA committee. There was some concern about the title ‘student member’ rather than just ‘member.’
Mark Boetel presented the audit report and found that the books were in order for 2005. It was noted that several officers saved the branch funds last year by not full utilizing their travel allotments. The report was moved to be accepted and it was approved unanimously.
Ric Bessin submitted a proposed budget for 2006 which was moved for approval (Brewer) and seconded (Boetel). The budget was approved unanimously.
Paul Fields and Brent Elliott discussed plans for 2007 in Winnipeg. The program is fuzzy, but there are some ideas for symposia which should be of interest to entomologist on both sides of the boarder. Gary Hein discussed the idea of using buses to move people from Manhattan KS and W. Lafayette. The cost would be $181 per person from IN and $240 per person from Manhattan, but this assumes that the buses would be 90% or more occupied. The Branch should be sure that the liability is not covered in any way by the Branch. There was discussion of the need for US citizens to bring a valid passport and for foreign students to check with their institutions to ensure the proper documentation for reentry in the US. Marcus McDonough indicated that number of students may b e smaller due to the venue. The number of Entomological Society of Manitoba members of likely participants would be close to 50. Mike Culy will also ask for a show of hands to get tentative commitments from the membership.
The NCB Executive Committee supports financially co-sponsoring the rental of two buses to facilitate student travel to/from the Winnipeg NCB meetings pending adequate support from Entomology Department chairs by Memorial Day, 2006. The Executive Committee is empowered to determine what constitutes adequate interest by NC Departments and to determine the level of financial contribution that the Branch will contribute. Our goal is to subsidize roundtrip transportation for graduate students so they can travel for around $100 per person. This motion was approved unanimously.
Contract with John VanDyk was presented by Ric Bessin and he moved that the Executive Committee accept the contract with John Vandyk and approve the $1200 for the coming year to cover his services as web master and approve $300 for his travel to the Branch meeting in Winnipeg. The Executive Committee approved the contract unanimously.
Report from Membership Committee was provided by Larry Olsen. Of a pool of 1600 members, approximately 1000 have reregistered. These members needed to be contacted to encourage their renewal.
Paula Lettice noted that there are several positions that the Branch should consider nominating branch members; this includes Certification Board and Section F Governing Board Representative.
The meeting was adjourned.
Repectfully submitted
Ric Bessin NCB Secretary-Treasurer