Proposed Changes to the Southwestern Branch Constitution and Bylaws

The Constitution and Bylaws document has not been updated in over 10 years. Since the last revision, the Branch has undergone changes in the way things are carried out and committees that are needed to carry out Branch business. The Executive Committee has revised the Constitution and Bylaws document to reflect needed changes and to update voting capabilities to include voting for future changes through an online voting portal.

Changes to the document will be voted upon at the upcoming Southwestern Branch in Fort Worth, TX on April 19, 2022 at the plenary session.  Please read through the attached document and plan to attend the plenary session at the Annual Branch Meeting to cast your vote.

View the current Constitution and Bylaws


Amendment #1 - Constitution Article IV. Section 2.

Current Text: Section 2. The Executive Committee shall conduct the business of the Branch, subject to decisions on policy adopted by the membership at an annual business meeting, or at a special meeting of the Branch, or by mail or electronic ballot.

Proposed Text: Section 2. The Executive Committee shall conduct the business of the Branch, subject to decisions on policy adopted by the membership at an annual business meeting, or at a special meeting of the Branch, or by mail / electronic mail or electronic online ballot.

Rationale for Amendment: The addition of an online voting system will allow a more timely and efficient process to make needed changes to the Bylaws and Constitution.  


Amendment #2 - Constitution Article VI. Section 1.

Current Text: Section 1. The Annual Meeting shall be held at such time and place as may be decided upon by the Site Selection Committee. In the event of unforeseen difficulties arising to prevent holding the meeting in such sites as decided upon by the Site Selection Committee, the Executive Committee shall have authority to select another location.

Proposed Text: Section 1. The Annual Meeting shall be held at such time and place as may be decided upon by the Executive Committee, on the advice of the Vice-President.

Rationale for Amendment: The Executive Committee voted unanimously in July 2021 to remove the dissolved Site Selection Committee from the Bylaws and Constitution as site selection responsibilities has fallen to the Vice-President to work with national Entomological Society of America and Event Planning Services to choose the location for the meeting in the year they will be President.


Amendment #3 - Bylaws Article II. Section 2.

Current Text: Section 2. In the absence of the President, the Vice-President shall assume the duties of the President. The Vice-President shall assist the President in managing the business of the Branch and conducting the annual meeting of the Branch.

Proposed Text: Section 2. In the absence of the President, the Vice-President shall assume the duties of the President. The Vice-President shall assist the President in managing the business of the Branch and conducting the annual meeting of the Branch. The Vice-President shall solicit suggestions for resolutions from the membership and those approved by the Executive Committee will be posted at least 24 hours prior to the final business meeting at which time they will be presented by the Vice-President for adoption by the Branch membership. The Vice-President shall put forward the resolutions for approval by the membership and submit a written report at the final session at the Branch annual meeting. The Vice-President works with the Entomological Society of America and Event Management Specialists to choose a location for future meetings.  The Vice-President shall announce the site for the next annual meeting and submit a written report at the final session at the Branch annual meeting.

Rationale for Amendment: The Executive Committee voted unanimously in July 2021 to remove the dissolved Site Selection Committee and resolution Committee from the Bylaws and Constitution as site selection responsibilities has fallen to the Vice-President to work with national Entomological Society of America and Event Management Specialists to choose the location for the meeting in the year they will be President. The Resolutions Committee duties have also been given to the Vice-President to help with efficiency of the Branch.


Amendment #4 - Bylaws Article IV. Section 1.

Current Text: Section 1. The Standing Committees of the Branch shall be: Audit; Archives; Awards; Insect Detection; Linnaean Games; Membership; In-Memoriam; Nominations; Resolutions; Site Selection; Student Affairs; Student Research Paper and Poster Awards; and Youth Science.

Proposed Text: Section 1. The Standing Committees of the Branch shall be: Audit; Archives; Awards; Insect Detection; Entomology Games;  In-Memoriam; Nominations; Student Affairs; and Student Research Paper and Poster Awards.

Rationale for Amendment: The name of the Games has been updated to match with current Entomological Society of America terminology of Entomology Games. The Executive Committee voted unanimously in July 2021 to remove the following Standing Committees: Membership, Resolutions, Site Selection, and Youth Science. The committees have either been dissolved as they are no longer functioning or duties from the committees have been transferred to other groups. Membership Committee duties is handled by national Entomological Society of America; Resolutions Committee duties have been transferred to the Vice-President; Site Selection Committee duties have been handled by the Vice-President for several years with help from national Entomological Society of America and Event Management Professionals; Youth Science oversaw judging of science fair projects with entomological themes and has not been active for several years.


Amendment #5 - Bylaws Article IV. Section 4.

Current Text: Section 4. Each Standing Committee shall develop objectives and operational procedures, which shall be reviewed, revised where appropriate, and approved by the Executive Committee followed by approval by a majority of the members present at the final business session of the Annual Meeting.

Proposed Text: Section 4. Each Standing Committee shall develop objectives and operational procedures, which shall be reviewed, revised where appropriate, and approved by the Executive Committee followed by approval by a majority of the members present at the final business session of the Annual Meeting or through an online voting portal.

Rational for Amendment: The addition of an online voting system will allow a more timely and efficient process to make needed changes to the Bylaws and Constitution and Standard Operating Procedures (SOPs).


Amendment #6 - Bylaws Article IV. Section 10.

Current Text: Section 10. The Linnaean Games Committee shall consist of the Chair, three Judges, Coaches from participating teams, and one Score Keeper. Each member will serve a three-year term and can be reappointed to additional terms as approved by the President. The Chair shall submit a written report at the final business meeting. 

Proposed Text: Section 10. The Entomology Games Committee shall consist of the Chair, three Judges, Coaches from participating teams, and one Score Keeper. Each member will serve a three-year term and can be reappointed to additional terms as approved by the President. The Chair shall submit a written report at the final business meeting.

Rationale for Amendment: The name of the Games has been updated to match with current Entomological Society of America terminology of Entomology Games.


Amendment #7 - Bylaws Article IV. Sections 11-24

Current Text: 

Section 11. The Membership Committee shall consist of at least nine members. An effort shall be made to assure representation from each of the Branch states and Mexico and a wide range of entomological interests. The addition of a student member shall be optional. The purpose of this Committee shall be to recruit new members of The Entomological Society of America. Each committee member shall be appointed by the Chair with approval by the President to a three-year term. The Committee Chair shall serve as the representative of the Branch on the Committee on Membership of the Entomological Society of America. The Chair shall submit a written report at the final business session at the Annual Meeting.

Section 12. The In Memoriam Committee shall consist of four members that represent each of the Branch states and Mexico. Each member will serve a three-year term that is staggered so that one member is replaced each year. The Chair shall present the Committee report during the opening session of the Annual Meeting.

Section 13. The Nominating Committee shall consist of the President, Treasurer and the most recent three Past Presidents. The Immediate Past-President shall serve as Chair. The Chair of the Nominating Committee will solicit nominations for the positions of Secretary-Elect, Governing Board Representative and Treasurer from the membership, work with the Nominating Committee to select two candidates for each position, and present these candidates for the position of Secretary-Elect (annually), Governing Board Representative (every 3 years) and Treasurer (every 3 years) to the general membership for vote. The Secretary-Elect and Treasurer shall then be voted upon through an on-line ballot which shall be distributed to all Branch members through the Entomological Society of America online voting portal. The Chair of the Nominating Committee shall report the election results to the Executive Committee and to the membership. The Committee shall, when appropriate, also provide nominees for the Entomological Society of America offices of Representative to the Governing Board and Certification Board Representative. The Chair shall submit a written report at the final business meeting.

Section 14. The Resolutions Committee shall consist of at least three members that are appointed by the Chair and approved by the President. These Committee members may be reappointed. The Committee shall solicit suggestions for resolutions from the membership and those approved by the Committee will be posted at least 24 hours prior to the final business meeting at which time they will be presented by the Chair for adoption by the Branch membership. The Chair shall put forward the committee resolutions for approval by the membership and submit a written report at the final session at the Annual Meeting.

Section 15. The Site Selection Committee shall be composed of five members, with at least one member representing each of the Branch states and the current Secretary. Each member, except for the Secretary, shall serve a four-year staggered term, with the Vice President serving as Chair. The Chair shall announce the site for the next annual meeting and submit a written report at the final session at the annual meeting.

Section 16. The Student Affairs Committee shall consist of at least one student member from each state. Each member shall serve a two-year appointment after a rotational system is established. The student appointed to the Entomological Society of America Committee on Student Affairs shall be an ex-officio member of the Branch Student Affairs Committee. The Student Affairs Committee shall promote the well-being of students in the Branch and shall organize program session(s) as may be necessary to facilitate student involvement and education.


The Chair shall coordinate activities with the Chairs of the Program and Local Arrangements Committees. A Member from the state that is to host the subsequent annual meeting shall serve as Chair of the Committee for the subsequent year. The Chair shall submit a written report at the final business session at the Annual Meeting summarizing committee activity. A student who has graduated during their appointment term may continue to serve as a representative to this Committee for the duration of their two-year appointment.

Section 17. The Student Research Paper and Poster Awards Committee shall consist of ten members and a Chair. The President shall appoint the Chair, who will select the Committee Members so as to achieve discipline diversity and representation from each of the Branch states. Each member will serve a one-year term and can be reappointed to additional terms. The Chair shall submit a written report at the final business meeting summarizing the results of the student
awards competition.

Section 18. The Youth Science Committee shall be composed of nine members, with at least two members representing each Branch state, and a Chair appointed to a three-year term by the Branch President. Each member shall serve a three-year staggered term so that three members are replaced annually. The Chair shall reappoint or select new committee members with approval by the President. The Chair shall submit a written report at the final business meeting.

Section 19. The Executive Committee may establish Special Committees at any time as deemed useful to facilitate the operation of the Branch and to foster and promote the purpose of the Branch.

Section 20. The Public Information Special Committee shall consist of at least six
members appointed by the Chair annually with approval by the President. The Chair also serves on the Local Arrangements Committee in a liaison capacity. The Committee shall promote the profession of entomology by publicizing entomological information to the public through newspapers, radio, television, etc. The Committee shall work closely with university communication specialists and various media personnel to produce news releases highlighting the annual meeting. The Chair shall submit a written report at the final business meeting outlining accomplishments for the current year.

Section 21. The Executive Committee shall appoint Chairs for Special Committees
including the Insect Exposition and Retirees, Spouses, and Guests Special Committees. Chairs of Special Committees will serve one-year terms unless reappointed by the incoming President. The Chairs of each respective Committee shall submit a written report at the final session of the Annual Meeting.

Section 22. Presidential Committees shall be annually established by the President to facilitate the development of the Annual Meeting program and to promote the functions and operations of the Branch.

Section 23. The Local Arrangements Committee Chair for the meeting to be held in the next calendar year shall be appointed by the President. The Chair may, with the approval of the President, select additional members for this Committee. The Committee shall make all arrangements for the Annual Meeting the following year, including hotel and meeting room reservations, aid in registration, be responsible for audio-visual equipment and coordinate a banquet and/or guest program if such activities are desired. The Chair shall submit a written report at the final session at the Annual Meeting.

Section 24. The Program Committee Chair for the meeting to be held in the next calendar year shall be appointed by the President. The Chair may, with the approval of the President, select additional members to the Committee. The Committee shall make all program arrangements for the Annual Meeting in the following year, including the development of an Internet Page and dissemination of a printed program. The Chair shall deliver the completed program to the President not less than two weeks after the deadline for final submissions of papers and posters for the Annual Meeting. The Program Committee should, to the extent practical, provide for a program that represents the entomological work being conducted throughout the Branch, and shall solicit presentations to that end. The Program Committee may also encourage presentations by selected speakers from areas outside the Branch. The Chair shall submit a written report at the final session at the Annual Meeting summarizing programming for the past year.  

Proposed Text: Removal of Sections 11, 14, 15, 18, 20 and update remaining Section numbers.

Rationale for Amendment: The Executive Committee voted unanimously in July 2021 to remove the Membership Committee as Membership Committee duties are handled by national Entomological Society of America. 

The Executive Committee voted unanimously in July 2021 to remove the Resolutions Committee to streamline processes and duties have been transferred to the Vice-President. 

The Executive Committee voted unanimously in July 2021 to remove the Site Selection Committee as duties have been handled by the Vice-President for several years with help from national Entomological Society of America and Event Management Professionals. 

The Executive Committee voted unanimously in July 2021 to remove the Youth Science Committee as the Youth Science Committee oversaw judging of science fair projects with entomological themes and has not been active for several years.

The Executive Committee decided to move duties of the Public Information Special Committee to the Local Arrangements Committee to streamline functions of the Branch.


Amendment #8 - Bylaws Article IV. Section 23.

Current Text: Section 23. The Local Arrangements Committee Chair for the meeting to be held in the next calendar year shall be appointed by the President. The Chair may, with the approval of the President, select additional members for this Committee. The Committee shall make all arrangements for the Annual Meeting the following year, including hotel and meeting room reservations, aid in registration, be responsible for audio-visual equipment and coordinate a banquet and/or guest program if such activities are desired. The Chair shall submit a written report at the final session at the Annual Meeting.

Proposed Text: The Local Arrangements Committee Chair for the meeting to be held in the next calendar year shall be appointed by the President. The Chair may, with the approval of the President, select additional members for this Committee. Working with the Entomological Society of America and Event Management Specialists, the Committee shall make all arrangements for the Annual Meeting the following year, including hotel and meeting room reservations, be responsible for audio-visual equipment requirements, acquiring poster display boards, food and beverage arrangements including a banquet and/or guest program if such activities are desired. The Committee shall promote the profession of entomology by publicizing entomological information to the public through newspapers, radio, television, etc.  The Committee shall work closely with university communication specialists and various media personnel to produce news releases highlighting the annual meeting. The Chair shall submit a written report at the final session at the Annual Meeting.

Rationale for Amendment: The Executive Committee decided to move duties of the Public Information Special Committee to the Local Arrangements Committee to streamline functions of the Branch so those duties have been moved to here.  Also, national Entomological Society of America representatives handle registration at annual Branch meetings so that was removed.  Additional duties were added in that are handled by Local Arrangements Committee including acquiring poster display boards and food and beverage arrangements. 


Amendment #9 - Bylaws Article IV. Section 24.

Current Text: Section 24. The Program Committee Chair for the meeting to be held in the next calendar year shall be appointed by the President. The Chair may, with the approval of the President, select additional members to the Committee. The Committee shall make all program arrangements for the Annual Meeting in the following year, including the development of an Internet Page and dissemination of a printed program. The Chair shall deliver the completed program to the President not less than two weeks after the deadline for final submissions of papers and posters for the Annual Meeting. The Program Committee should, to the extent practical, provide for a program that represents the entomological work being conducted throughout the Branch, and shall solicit presentations to that end. The Program Committee may also encourage presentations by selected speakers from areas outside the Branch. The Chair shall submit a written report at the final session at the Annual Meeting summarizing programming for the past year.

Proposed Text: The Program Committee Primary Co-Chair for the meeting to be held in the next calendar year will be the Secondary Co-Chair from the current year’s meeting and shall be appointed by the Vice-President. Working with the Entomological Society of America and Conference schedule experts, the Co-Chairs shall make all program arrangements for the Annual Meeting in the following year, including the development of an Internet Page and dissemination of a printed program. The Chair shall deliver the completed program to the President not less than two weeks after the deadline for final submissions of papers and posters for the Annual Meeting. The Program Committee should, to the extent practical, provide for a program that represents the entomological work being conducted throughout the Branch, and shall solicit presentations to that end. The Program Committee may also encourage presentations by selected speakers from areas outside the Branch. The Chair shall submit a written report at the final session at the Annual Meeting summarizing programming for the past year.

Rationale for Amendment: The process of the Program Committee has been different for many years and has changed from Committee members building and creating the program on their own to having Conference scheduling experts to help build the program with an online platform. This allows for less people needing to be on the Committee and has resulted in two members of a Primary and Secondary Co-Chair.  The Primary Co-Chair is experienced and teaches the Secondary Co-Chair how to use the system and the process of creating the program.  The Secondary Co-Chair moves into the Primary Co-Chair the following year to teach the next Secondary Co-Chair.  The Vice-President selects the Secondary Co-Chair as that person will be the Primary Co-Chair for the year when the current Vice- President will serve as President.


Amendment #10 - Bylaws Article V. Section 1.

Current Text: 

Article V
Amendments to BY-LAWS and CONSTITUTION

Section 1. Changes in these By-laws and Constitution may be made by a two-thirds vote of the members present at any Annual Meeting, provided that a notice in writing of the proposed changes shall have been sent to each active member at least one month before the date of the meeting at which it will be considered. 

Proposed Text: 

Article V 
Amendments to BYLAWS and CONSTITUTION 

Section 1. Changes in these Bylaws and Constitution may be made by a two-thirds vote of the members present at any Annual Meeting or through an online voting portal, provided that a notice in writing of the proposed changes shall have been sent to each active member at least one month before the date of the vote.

Rationale for Amendment: By-laws is changed to the correct terminology of Bylaws. The addition of an online voting system will allow a more timely and efficient process to make needed changes to the Bylaws and Constitution.

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