[Click here to download a copy of the M. E. S. Bylaws in Microsoft Word.]
Maine Entomological Society
(as adopted on 24 June, 2000)
Section I. Organizational Purpose
The purposes of the Maine Entomological Society are to support, encourage and promote the study of the insect and terrestrial arthropod fauna of Maine.
Although the organization may engage in periodic fund-raising for specific educational and scientific projects, it will not as an organization engage in any paid consulting or other for-profit activities. It may, however, offer its services pro bono or at cost in those circumstances in which it may contribute a service to the public benefit.
Section II. Membership
Membership in the Society is open to all persons interested in the insects or terrestrial arthropods of Maine, regardless of his or her disabilities, sex or sexual orientation, age, religious beliefs, national origin or ethnic background. To become a member, a person must complete an application form and indicate an interest in becoming a member, and pay dues for the current calendar year.
Memberships in the Society are per calendar year only.
Members in good standing are those whose dues are paid in full through at least the end of the previous calendar year. Members whose dues fall more than one year in arrears are delinquent members and may not hold or run for office until dues have been paid through the current calendar year. Delinquent members two years in arrears will be dropped from the membership list and must re-apply for membership.
Charter members will be those persons who have become members of the Society on or before 31 December, 2000, and remain as members through that date.
Section III. Meetings
As stated in the Constitution, meetings of the Society shall be held at least three times per year, and will include a fall annual meeting. The locations and exact dates for these meetings will be decided by the Executive Committee.
Special meetings may be called by the Executive Committee for consideration of particularly important matters that have come before the Society. At least three weeks' advance notice of such meetings will be made to all members of the Society.
Individual members may request special meetings but may be overruled by the Executive Committee; a request in writing by three (3) or more members for a special meeting will mandate such a meeting and can not be overruled by the Executive Committee.
d)To facilitate participation of all members of the Society, efforts shall be made to hold meetings regularly in different and various parts of the State of Maine. In unusual circumstances (e.g., joint meetings with Vermont, New Hampshire or Canadian Societies), occasional meetings of the Society may be held outside the legal limits of the State of Maine.
e) The President normally will preside at meetings of the Society, and will prepare a brief report on meeting proceedings to be published in the subsequent edition of the Newsletter. Other officers of the Society will be expected to be in attendance at each meeting, if possible. In the absence of the President, the Vice President will preside at Society meetings.
f) Meetings will be conducted in accordance with Roberts Rules of Order; a copy of this guide will be present for any needed reference at each meeting.
Section IV. Election and Responsibilities of Officers
A. Officers in the Society shall be elected on an annual basis, at the fall meeting of the Society.
In addition to duties outlined in the Constitution, the President will represent the Society in external affairs, and may, with approval of the Executive Council, present advocacy positions on issues of importance to the Society.
B. Candidates for office may be self-nominated or nominated by any member in good standing; any candidate for office must be a member in good standing of the Society. Candidates nominated by others must indicate their willingness to run for office and to serve if elected.
C. Nominations for any and all officers shall be submitted in writing to the Executive Committee at least three weeks prior to the next meeting.
D. Voting for officers will be conducted by all members present at the fall meeting, whose number shall be deemed to constitute a quorum; if any member so desires, said voting will be conducted by secret ballot. Written ballots will be counted by two or more attending members of the Society who are not themselves candidates for any office.
E. If any officer resigns or otherwise becomes unable to fulfill the duties of her/his office until the next fall meeting, the President may, after consultation with the other members of the Executive Committee, appoint a member of the Society to fill the vacant position until the following Fall meeting.
The President is empowered to sign formal and legal documents on behalf of the Society, but may not legally bind the Society or any member thereof without the expressed consent (by majority vote) of the membership, either by mail-in ballot made available to all Society members, or at a regularly scheduled or special meeting.
The President, or her or his designee, and the Executive Committee are responsible for setting the venue and agenda for each Society meeting during his/her tenure as President, and for making necessary arrangements with host sites or institutions for such meetings.
B. Vice President :
As chief deputy to the President, the Vice President may act on behalf of the President and shall take on the responsibilities of the President should the President be unable or unwilling to fulfill those duties.
The Vice President may also be charged by the President, with Executive Committee approval, to fulfill special obligations of the Society (e.g., liaison with other state, provincial, regional or national entomological societies) or as special emissary to state or other regulatory agencies.
C. Secretary/Treasurer :
In addition to those duties outlined in the Constitution, the Secretary/Treasurer will be responsible for maintaining written records pertaining to Society business. These records will include, but not necessarily be limited to:
a. financial records of the Society, including supervision and maintenance of any bank account(s) in which Society funds are deposited;
The Secretary/Treasurer will not make Society records or membership lists available to any non-Society member, organization, or institution not explicitly required by law, without the expressed consent (by 2/3 majority vote) of all members of the Society; any member may request that her/his name not be included in any list so distributed by vote of the membership, and such request shall be honored.
D. Newsletter Editor :
The primary responsibility of the Newsletter editor will be the production and timely distribution of a quarterly Society newsletter, named The Maine Entomologist.
The Editor will be responsible for gathering, writing (when necessary) and editing materials for the Newsletter, as well as typesetting, duplication, and mailing of same to the membership.
The Editor will include in each issue of the Newsletter a President's Column, whose contents may be edited only with the President's permission.
The Editor will have sole responsibility for accepting or rejecting materials submitted for inclusion in the Newsletter, and may periodically call upon various members of the Society or outside recognized authorities to provide technical review of such items.
The Editor will also strive to maintain balance between various taxonomic groups in Newsletter coverage.
E. Executive Committee:
The Executive Committee may meet from time to time to discuss day-to-day operations of the Society, decide on times and locations for Society meetings, and to consider which matters should be brought to the Membership for consideration.
b. membership records of the Society, including dues status of all members;
c. a complete archival set of all Newsletters and any other publications of the Society.
The Executive Committee will at all times conduct its business with the best interests of the Society as a basis for any decisions.
The Executive Committee is not empowered to make major policy decisions pertaining to the Society, but may discuss policy options to be presented for consideration by the membership of the whole Society.
The meetings of the Executive Committee will normally be held in Executive Session, with a report on matters discussed being presented by the President in her/his regular column in the Newsletter.
Section V. Removal of Officers
If at any time three (3) or more members feel that any or all of the Officers of the Society should be removed from office for just cause, they may call a special meeting of the Society as described in Section III(b) of the Bylaws, above.
The officer or officers under consideration for removal from office shall be so removed by a vote of no fewer than 2/3 of all members attending the special meeting called to consider their removal; the officer or officers facing removal will not be deprived of membership voting rights in these procedures.
If the President is removed from office by this procedure, the Vice President shall assume the role of President until the next annual fall meeting, when a new President will be elected by the procedures outlined in Section IV(a), above. If both the President and Vice President are removed from office, the Secretary-Treasurer and/or Newsletter Editor will immediately call for nominations from the floor and a new President and Vice President will be elected from among the members present. In the event all officers are removed from office, an interim Meeting Chairman shall be elected by the members present and the Chairman will immediately supervise the election of a new slate of officers.
Section VI. Newsletter
The Newsletter will be the principal organ for dissemination of news about the Society, Society business, and for disseminating information of potential interest to the membership.
Any member of the Society may submit materials for consideration for inclusion in the Newsletter. To ensure the integrity and reliability of the Newsletter, however, scientific reports of unusual nature may be submitted for authentication by entomological professionals.
The Newsletter will be published and distributed quarterly, with approximate publication dates in March, June, September and December of each calendar year.
Direct advertising for commercial products will not be carried in the Newsletter; however, information on educational and other resources may be included.
Section VII. Offices of the Organization
The offices of the Maine Entomological Society shall reside at the home or office of the current President of the Society.
Section VIII. Dues
Individual dues in the Maine Entomological Society shall be $5 per calendar year, due March 1st of each year; dues may be paid in advance. The amount of annual dues will be that sum recommended by the Executive Committee and approved by vote of the membership.
Dues are to be paid in cash or by check to the Secretary/Treasurer of the Society. Checks should be made payable to the Maine Entomological Society.
Special family, organizational or institutional memberships may be permitted by future vote of Society members.
Payment of dues entitles the payee to membership, to attend and vote at meetings, to attend field trips sponsored by the Society, and to receive the Newsletter and periodic membership directories without further charge.
Section IX. Adoption
A copy of the proposed Bylaws will be mailed to all Society members of record no less than three (3) weeks prior to the first meeting at which they will be presented for consideration. Following this first consideration, recommended changes will be incorporated and copies of the revised Bylaws will be mailed, along with a paper ballot, to all Society members of record. Such materials will be mailed in time to allow at least three weeks' consideration before mail-in ballots must be returned for counting.
These Bylaws shall become effective upon approval by at least 75% of the Society members voting.
Section X. Amendments
Any proposed amendments must be circulated to the membership for thoughtful deliberation at least three (3) weeks prior to the meeting at which they will be considered. Normally, such circulation will take place via the Society Newsletter, to be mailed in sufficient time that it should be received by the entire membership in time to allow for at least three weeks of consideration prior to a voting deadline. Voting will be by paper ballot, to be mailed to a designated member of the Executive Committee, or a Society member appointed by the Executive Committee to oversee the election process.
The Bylaws may be amended by a 75% favorable vote of all members returning ballots prior to the set date.