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Guidelines for Officers and Committee Chairs of the

Southeastern Branch of the Entomological Society of America

(Revised August 2010)

Table of Contents

President ........................................................................................................................................................................................... 2 Past-Presidents ...................................................................................................................................................................................................... 9

Secretary-Treasurer .................................................................................................................................................................... 12 Past Secretary-Treasurers ................................................................................................................................................................................18

Secretary-Treasurer Elect ..................................................................................................................... 19 Representative To The Governing Board.. ..................................................................................................... 20 Members-At-Large To The Executive Committee .............................................................................. 21 Archives Committee ............................................................................................................................. 22

Past Historians ....................................................................................................................................................................................................22 Auditing Committee ........................................................................................................................................... 23

Past Auditing Committees ..............................................................................................................................................................................24 Committee On Board Certification .................................................................................................................. 25

Past Committees On Board Certification ..................................................................................................................................................26 Education Committee ........................................................................................................................................ 27 Local Arrangements Committee ....................................................................................................................... 28

Past Local Arrangements Committees ....................................................................................................................................... 33 Meeting Location And Time Committee ............................................................................................ 35 Member Awards Committee ................................................................................................................ 37

ESA Award For Excellence In Integrated Pest Management ................................................................................................. 42 ESA Recognition Award In Entomology .................................................................................................................................. 43 Distinguished Achievement Award In Teaching ...................................................................................................................... 44 ESA Distinguished Achievement Award In Extension ........................................................................................................... 45 ESA Distinguished Achievement Award In Horticultural Entomology ............................................................................... 46 ESA Recognition Award In Urban Entomology ...................................................................................................................... 47 ESA Distinguished Service To The Certification Program Award ........................................................................................ 48 ESA Recognition Award In Insect Physiology, Biochemistry & Toxicology ....................................................................... 49 Evaluation Forms .......................................................................................................................................................................... 50 Previous Award Recipients .......................................................................................................................................................... 57 Past Member Awards Committees ............................................................................................................................................. 61

Membership Committee ...................................................................................................................... 63 Past Membership Committees.......................................................................................................................................................................65

Nominating Committee ....................................................................................................................... 68 Past Nominating Committees ..................................................................................................................................................... 74

Program Committee ............................................................................................................................ 79 Past Program Committees ........................................................................................................................................................... 80

Public Relations Committee ................................................................................................................ 82 Past Public Relations Committees .............................................................................................................................................. 83

Resolutions Committee ....................................................................................................................... 85 Past Resolutions Committees ...................................................................................................................................................... 88

Student Affairs Committee .................................................................................................................. 89 Past Student Affairs Committees ................................................................................................................................................ 91 Linnaean Games Hall Of Fame .................................................................................................................................................. 93 Participating Members Of Winning Teams ............................................................................................................................... 94

Student Awards Committee Member Awards ..................................................................................... 98 Kirby L. Hays Memorial Award ............................................................................................................................................... 101 John Henry Comstock Award .................................................................................................................................................. 103 Robert T. Gast Award & Southeastern Branch Student Award .......................................................................................... 104 Outstanding Student Display Presentation Award ................................................................................................................ 105 Previous Award Recipients ....................................................................................................................................................... 106 Past Student Awards Committees ............................................................................................................................................ 109

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PRESIDENT

General Charge of Responsibilities by Southeastern Branch By-Laws: Article II, Section 2. The President shall preside at meetings of the Branch, Executive Committee, and other functions germane to the position (i.e., luncheons, banquets, etc.) and shall exercise such powers as are necessary for the direction of the Branch. In case of vacancy in the Presidency, the President-Elect shall assume the office of President. Article III, Section 1. The President shall appoint Branch committees, as may be needed, in accordance with procedures adopted by the Executive Committee and the membership. Standing Committees are those as outlined in the constitution. The President shall designate the chair of each Committee in accordance and compatible with Entomological Society of America Constitutional guidelines on tenure. In the case of Committees with rotational membership, the President shall appoint, in keeping with procedures adopted, members to replace those completing their term of membership on or resigning from that Committee membership. Special Committees may be established at any time by the Executive Committee or by the President. Unless specified otherwise in the By-Laws or at the time of appointment, the term of membership on Standing or Special Committees shall be one year.

Guidelines

1. Prior to assuming the office, the President should appoint all Committee Chairs and, if possible, all Committee Members. It is suggested that the President work with each Committee Chair to formulate Committees in accordance with the constitution. Refer to last year's assignments. When the office is assumed at the meeting, make any new committee assignments and/or announcements for your year. It is particularly important to name Program and Local Arrangements Committee Chairs. Once Committee appointments are final, send a copy of Committee memberships to the Executive Committee and each Committee Member. Note the following when making committee assignments:

The entire Nominating Committee (2 University, 2 USDA, 2 Industry) must be approved by the Executive Committee prior to any announcements.

Members of the Student Affairs Committee are appointed through University Department Heads for the various states.

The Chair of the Student Affairs Committee is the representative from the state where the annual meeting will be held.

The Secretary-Treasurer - Elect or the Past Secretary-Treasurer should be considered for membership on the Auditing Committee.

One member of the Resolutions and Auditing Committees should serve a second year as Chair for continuity.

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2. Consider making appointments to ad hoc committees for : • By-laws Revisions • National Offices Nominating • Annual Meeting Sponsorship.

a. The President may choose to appoint additional ad hoc committees to address a specific task as

he/she deems necessary.

b. The By-Laws Revisions ad hoc committee should be composed of 2-3 individuals who are responsible for recommending revisions to the SEB By-Laws and Constitution as becomes necessary and to insure the proper processes are followed in enacting these changes. Further, the By-Laws Revisions committee should serve in an advisory role for the Executive Committee regarding matters of By-Laws and Constitution compliance, as well as provide some historical reference regarding SEB-ESA governance.

c. The National Offices Nominating ad hoc committee should be composed of the President-Elect

(Chair) and 4-5 past Presidents, and should develop a list of potential candidates from the Southeastern Branch for national ESA offices. (Note that Representatives to the Governing Board of ESA and Representatives to the ESA Certification Board are the responsibility of the Nominating Committee and are elected by the general membership.) This committee may also suggest nominees for Honorary Membership in ESA. In February or March, the President will be called for nominations for National Offices. Coordinate with other Branches and/or Sections to formulate the strongest backing of the candidate of choice. The SE Branch may support nominations in some years and nominate in other years, depending upon whom the Branch owes support that year.

d. The Annual Meeting Sponsorship ad hoc committee should consist of individuals from each

state that can assist in garnering sponsorship funding in support of the annual meeting. This committee was formed to relieve the burden from the host state each year, allowing regional support from our sponsoring entities.

3. The President should write letters of condolence to members of families when word is received of a

member's death. Notify: Secretary-Treasurer, Chair of Archives Committee, and National Office.

4. Close coordination should be made with the Awards, Membership, Nominating, and especially Program and Local Arrangements Committees.

5. Make sure the Chair of the Nominating Committee knows which offices are to be filled at the

Branch and National levels.

6. Assist the Program Committee Chair in formulating Southeastern Branch Symposium for the first morning's session.

7. Compose a general letter to the membership that will be mailed with the call for papers (June).

8. Provide Secretary-Treasurer, the Executive Committee and all Committee Members with a list of

Committees and Members and send list to Branch webmaster for mounting on website (May).

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9. Write congratulatory letters to the following SEB-ESA award winners and ESA nominees: ESA Founder's Memorial Award, ESA Award for Excellence in Integrated Pest Management, ESA Recognition Award in Entomology, ESA Distinguished Achievement Awards in Teaching, Extension, and Regulatory Entomology, Thomas Say Award, Henry & Sylvia Richardson Research Grant, ESA Recognition Award in Urban Entomology, Kirby L. Hays Memorial Award, John H. Comstock Award, ESA Undergraduate Scholarships, Snodgrass Memorial Research Grant, Robert T. Gast & Southeastern Branch Student Award, and Outstanding Student Display Presentation Award.

10. Coordinate and work on "fine-tuning" of details of the annual meeting with the Local Arrangements

Chair and the Program Chair. A site visit is suggested (October - November). This visit should include the President, Secretary-Treasurer, and the Chairs of the Local Arrangements and Program Committees where practical. Confirm time and reservations for the site visit with the Chair of the Local Arrangements Committee. President-Elect may attend if possible.

11. Assist Secretary-Treasurer with formulation of a tentative SE Branch Budget for the coming year

(September-October).

12. Make sure awards plaques are ordered from the National Office - coordinate with the Secretary-Treasurer and the Chairs of Awards Committees.

13. Invite the National ESA President, the ESA Executive Director, and the Certification Board Director

to the annual meeting and the Executive Committee Meeting. Inform them if they are to be given speaking slots during the opening session.

14. Provide the Secretary-Treasurer a black-white photo for use in the Program (September).

15. Begin preparation of agenda for the Executive Committee Meeting, Committee Chair Meeting,

Preliminary Business Meeting, Awards Luncheon, and Final Business Meeting (December).

16. Coordinate with the Local Arrangements Chair the seating arrangements for the head table during the Awards Luncheon, and possibly, a special VIP table in front of the dais. Prepare name place cards for these persons. Inform them by note included with the registration materials that they will be seated at the head table. If Past Presidents are to be seated together, they should be informed.

17. Arrange the Past-Presidents' Breakfast at the annual Branch meeting.

18. Preside over the proceedings of the Executive Committee Meeting at the Annual Meeting.

19. Notify members of the Executive Committee, all Committee Chairs, and, where appropriate,

incoming Committee Chairs regarding the time and location of the Executive Committee Meeting at the beginning of the Annual Meeting.

20. Preside at the Preliminary Business Meeting, the Awards Luncheon, and the Final Business Meeting

of the Annual Meeting.

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21. Attend Strategic Planning Session at the National ESA Meeting.

22. Work closely with the Location and Time Committees to insure that they understand their duties and time frame and that they are functioning properly.

23. Turn over the “Kirby Hays” gavel to the incoming President.

24. Write thank you letters to all Officers and Committee Chairs.

25. If the Governing Board Representative cannot attend Governing Board Meetings, the President

should attend in his/her place or authorize the President-Elect or a past Governing Board Rep to attend.

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ATTACHMENT 1. Suggested Executive Committee Meeting Agenda

CALL TO ORDER

1. Comments from ESA President 2. Comments from ESA Executive Director

3. Comments from ESA Governing Board Representative 4. Comments from ESA Certification Board Director 5. Reading of the Previous Year's Minutes - Secretary-Treasurer 6. Committee Reports

Local Arrangements Meeting Location and Time (one year out) Meeting Location and Time (two years out) Program Member Awards Student Awards Nominating Student Affairs Membership Public Relations Any Special Committee Reports

7. Treasurer's Report - Secretary-Treasurer Budget for previous year Proposed Budget for coming year Registration fee for next meeting

8. Comments from President-Elect

SEB Guidelines Update Approval of Nominating Committee

9. Other Business Items SEB Nominations for National Office Other Issues as Needed

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ATTACHMENT 2. Suggested Preliminary Business Meeting Agenda

1. Call to Order - President

2. Welcome to - Local Dignitary

3. Announcements

4. Committee Reports - Committee Chairs Local Arrangements Program Public Relations Nominations

5. Message from the ESA President

6. Message from the ESA Executive Director

7. Message from the ESA Governing Board Representative

8. Message from the ESA Certification Board Director

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ATTACHMENT 3. Suggested Awards Luncheon Agenda.

1. Invocation

2. Introduction of Special Guests

3. Member Awards

4. Student Awards

5. Linnaean Games Awards

6. Any other special recognitions or awards

7. Golf Tournament Awards

8. Fun Run Awards

9. Adjourn Suggested Seating at Head Table

President Past President, Southeastern Branch National ESA President SEB Governing Board Representative ESA Executive Director SEB Secretary-Treasurer SEB President-Elect Student Awards Committee Chair Member Awards Committee Chair Local Arrangements Committee Chair Linnaean Games Chair Program Committee Chair Any spouses or other special guests

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ATTACHMENT 4. Suggested Final Business Meeting Agenda

1. Call to Order

2. Reading of the previous year's minutes - Secretary-Treasurer (Motion to Adopt)

3. Financial Report -Secretary-Treasurer (Motion to Adopt)

4. Auditing Committee Report - Auditing Committee Chair (Motion to Adopt)

5. Proposed Budget for Coming Year - Secretary-Treasurer (Motion to Adopt)

6. Committee Reports - Committee Chairs Local Arrangements Membership Resolutions Member Awards Student Awards Meeting Location and Time (one year out) Meeting Location and Time (two years out) Any Special Committee Reports

7. Selection of Meeting site for three years out

(Motion to Accept Invitation)

8. Report of the Nominating Committee

9. Nominations for National ESA President-Elect

10. Old Business

11. New Business Presentation of Plaques

12. Presentation of the “Kirby Hays” gavel to the incoming President

13. Introduction of Chairs of:

Local Arrangements Committee Program Committee Nominating Committee Any Special Committees

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PAST-PRESIDENTS 1925-26 Hinds, W. E. 1926-27 Sherman, F. 1926-27 Bentley, G. M. 1927-28 Bentley, G. M. 1928-29 Thomas, F. L. 1929-30 Coad, B. R. 1930-31 Robinson, J. M. 1930-31 Harned, R. W. 1931-32 Harned, R. W. 1932-33 Folsom, J. W. 1933-34 Leiby, R. W. 1934-35 Bilsing, S. W. 1935-36 Lyle, C. 1936-37 Anderson, W. E. 1937-38 Dove, W. E. 1938-39 Eddy, C. O. 1939-40 Sharp, O. I. 1940-41 Metcalf, Z. P. 1941-42 Fenton, F. A. 1942-43 1943-44 Rosewall, O. W. 1944-45 Laake, E. W. 1945-46 Smith, C. E. 1946-47 Gaines, R. C. 1947-48 Isley, D. 1948-49 Creighton, J. T. 1949-50 Dunnam, E. W. 1950-51 Ingram, J. W. 1951-52 Alden, C. H. 1952-53 Cockerham, K. L. 1953-54 Arant, F. S. 1954-55 Bruce, W. G. 1955-56 Young, H. C. 1956-57 Tissot, A. N. 1957-58 Allen, N. 1958-59 Lincoln, C. G. 1959-60 Guyton, F. E. 1960-61 Becnel, I. J. 1961-62 Smith, C. N. 1962-63 Kowal, R. J. 1963-64 Nettle, W. C. 1964-65 Newsom, L. D. 1965-66 Alden, J. C. 1966-67 Merkl, M. E. 1967-68 Roussel, J. S. 1968-69 Beckham, C. M. 1969-70 Morris, S. R. 1970-71 Eden, W. G. 1971-72 Jordan, C. R. 1972-73 Smith, C. F. 1973-74 Pfrimmer, T. R.

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1974-75 Hays, S. B. 1975-76 Canerday, T. D. 1976-77 Graves, J. B. 1977-78 Sparks, A. N. 1978-79 Maxwell, F. G. 1979-80 Turnipseed, S. G. 1980-81 Martin, D. F. 1981-82 Paine, J. E. 1982-83 Rabb, R. L. 1983-84 Hays, K. L. 1984-85 Musick, G. J. 1985-86 Bass, M. H. 1986-87 Allemann, D. V. 1987-88 Wiseman, B. R. 1988-89 Skelton, T. E. 1989-90 Todd, J. W. 1990-91 Mitchell, E. R. 1991-92 Boethel, D. J. 1992-93 Herzog, G. A. 1993-94 Lynch, R. E. 1994-95 Eger, J. E. 1995-96 Herzog, D. C. 1996-97 Williams, D. F. 1997-98 Culin, J. D. 1998-99 Johnson, D. R. 1999-2000 Luttrell, R. G. 2000-01 Guillot, F. S. 2001-02 Lentz, G. 2002-03 Sparks, B. L 2003-04 Williams, M. L. 2004-05 Mullen, G. R. 2005-06 Gardner, W. A. 2006-07 Sprenkel, R. K. 2007-08 Harper, J. D. 2008-09 Simmons, A. M. 2009-2010 Braman, S. K.

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PRESIDENT-ELECT

General Charge of Responsibilities by Southeastern Branch By-Laws: Article 17, Section 3. The President-Elect shall preside at sessions or may be assigned other tasks as designated by the President and shall assume the duties of the President in the latter's absence. In case of vacancy in this office the Member-at-Large to the Executive Committee with the longest tenure of service on the Executive Committee shall assume the office of President-Elect, until a President-Elect is elected.

Guidelines In case the Presidency is vacated, the President-Elect shall automatically and immediately assume the Office of President for the remainder of the unexpired term, then serve the following term as President for which elected. Update guidelines for the Officers and Chairs of Standing Committees. This should be done before the annual meeting so the updated guidelines can be available for new and continuing Officers and Committee Chairs. Solicit input/update information from outgoing Officers and Committee Chairs. The updated guidelines should be posted on the branch’s website and the membership should be informed of its posting. When you become President, provide an electronic copy of the guidelines on to the President-Elect (on IBM-compatible word processing software such as MS Word or WordPerfect). Attend Executive Committee Meetings beginning with the first one following election. Pick Chairs of the Meeting, Location and Time Committee, Program Committee, Member Awards Committee, Student Awards Committee, and all members of the Nominating Committee before the annual meeting in which the presidency is assumed to insure continuity and transfer of materials. See guideline #1 under the President for notes on committee assignments. Select Chairs for the Member Awards and Student Awards Committees in the fall prior to assuming the office of President so they can begin their duties prior to the Annual Meeting. Be aware that the Chair of the Membership Committee serves for three years. Become familiar with the current Constitution and By-Laws. A copy can be obtained from the Secretary-Treasurer. Communicate with the President concerning any agreements with other Branches and/or Sections for reciprocal support of a candidate for national office from the SEB-ESA or any other Branch or Section. Any move to support any candidate should be voted on by the membership at the last annual meeting before nomination actually occurs in the spring. This is an item for the agenda at the final business session but should have been closely coordinated between the President and the President-Elect. Attend Strategic Planning Session at the National ESA Meeting. When you assume office at the Final Business Meeting, the newly appointed Program and Local Arrangements Committees should be announced. Also, the Chair and Members of the Nominating Committee should be indicated and the Membership invited to make nominations or suggestions to the Committee Members.

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SECRETARY-TREASURER

General Charge of Responsibilities by Southeastern Branch By-Laws: Article B, Section 4. The Secretary-Treasurer shall serve as business officer for the Branch, keeping the accounts and records of the Branch. He/she will be responsible for the distribution via electronic mail to the Branch membership of the "Call for Papers", pre-registration forms, programs, ballots, and any other materials necessary to the business of the Branch; provide same information to the webmaster for posting on the branch website; be in charge of pre-registration and on-site registration for the annual meeting; and report annually to the membership of the Branch the fiscal status of the Branch, having all accounts audited at the annual meeting by a Committee appointed by the President. He/she shall prepare an annual Branch budget for consideration first by the Executive Committee and finally by the membership at the Final Business Meeting. He/she shall furnish a suitable fidelity bond, the premium for which will be paid by the Branch, and may receive remuneration for personal expenses incurred in attending Branch meetings, subject to approval of the President. Eligibility of the incumbent for re-election shall be limited to a second term. The election of the Secretary-Treasurer shall take place one year in advance of the date he/she takes office. The successful candidate shall be designated Secretary-Treasurer-Elect during the year following election.

Guidelines I. Initial Duties of the New Secretary-Treasurer

A. Set up bank accounts for the General Fund and Reserve Fund (if necessary). Excess General Funds and the Reserve Fund should be kept in a high-interest bearing account(s). Arrange for alternative signature authority.

B. Become familiar with the bookkeeping procedures and update these procedures for greater

efficiency whenever possible.

C. Contact a local insurance agent and purchase a Fidelity Bond that will be paid by the Branch. The Bond indemnifies you against the direct loss of any money through acts of fraud, dishonesty, forgery, etc. committed by you. (When Paula was Exec. Director, she stated that we did not need a bond because we are covered under ESA).

D. Set up the Branch files. The most frequently used files are: individual meetings which includes

planning, notifications, hotel contract, committee reports; meeting minutes, branch financial summary, and branch budget. Maintain past information for only the past 2-3 years. Before discarding any records, make them available to the Historian of the Archives Committee.

E. Pay any outstanding bills as approved in the budget. Before expending Branch funds on any

unbudgeted item, secure authorization of the Executive Committee through the President.

F. Maintain supply of ESA logo stationary and envelopes. Provide stationary to other officers, Executive Committee Members and Committee Chairs as needed.

G. Review correspondence from the previous year and become acquainted with the general conduct

of Branch business.

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II. Suggested Monthly Itinerary

A. March – Meeting Time 1. Post the minutes from the previous meeting on the branch website and at the meeting for

membership to review.

2. Complete the fiscal year financial report and proposed budget to be presented at the Executive Committee Meeting and the Final Business Meeting.

3. Prepare the minutes of the annual meeting and send a copy to each Executive Committee

member for approval. Upon approval, send a copy to the webmaster for the SEB branch website.

4. Write letters thanking special program participants and others as instructed by the President

or by Resolutions.

5. Contact the new President to determine modus operandi for the upcoming year.

6. Assist the President, if requested, in the selection of Committee Chairs and Members.

7. Provide list of non-member registrants to Membership Committee Chair for follow-up. ↑

B. April

1. Send a copy of all correspondence to the President, President-Elect, and where appropriate to the Executive Committee Members.

C. May

1. Maintain contact with the President, Executive Committee Members, and Committee Chairs

to assist where possible. D. June

E. July

1. Remind the President to provide the general letter to the membership so that it can be posted to the branch website.

2. Remind all committee chairs to provide necessary information for posting on the branch website.

3. Provide the following information to the branch webmaster for posting on the website. This

should include: a. Cover letter from the SEB President b. List of committees and members c. Form for submission of titles; i.e., call for papers d. Student Symposium Announcement e. Hotel reservation information f. Letter of highlights from Local Arrangements Committee g. Associates Programs (if any)

http://n-fl-bugs.ifas.ufl.edu/SEB/2006/SEBGuideFeb06b.htm#_top#_top�

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h. Photo Salon information (if any) i. Pre-registration forms j. Program Committee information k. Cut off date for pre-registration l. Guidelines for Powerpoint submission

F. August

1. Work with the Program Chair as necessary to assist in program planning.

2. Contact branch membership via email (ESA Network) regarding the upcoming annual

meeting and deadlines.

3. Send $600 to 1st and 2nd place Linnaean teams for travel to national meeting if not previously provided.

G. September

H. October

1. Keep in contact with Local Arrangements Chair regarding hotel site visits and site

preparation for the upcoming annual meeting. Discuss the appropriate location for the Registration Desk and lock storage space for use during the meeting. Also, discuss the need for any volunteers at the Registration Desk. If the Secretary-Treasurer cannot provide volunteers, the Local Arrangement Chair will provide volunteers.

2. Provide the Local Arrangements Chair with the budget for local arrangements.

3. Contact branch membership via email (ESA Network) regarding the upcoming annual meeting and deadlines.

4. Ensure that only one name will appear on the Master Billing Account at the hotel. The Secretary-Treasurer is the only person authorized to make charges on the account. Charges by Local Arrangements Committee should be coordinated through the Secretary-Treasurer.

5. Contact the Comstock Award winner from the SE Branch and provide information on how

to get reimbursed for expenses for travel to the National Meeting.

I. November

1. Contact ESA regarding any branch elections and provide ESA with the necessary photos, biographies and any other items being voted on. This information will be provided by the Chair of the Nominating Committee. ESA will conduct all voting electronically. ESA will provide the results to the Secretary-Treasurer. Once received, the Secretary-Treasurer should forward the results to the Chair of the Nominating Committee.

2. Contact branch membership via email (ESA Network) regarding the upcoming annual meeting and deadlines.

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J. December

1. Contact branch membership via email (ESA Network) regarding the upcoming annual meeting and deadlines.

2. The Branch President should invite the National ESA President, the ESA Executive Director, and the Board Certification Director to the annual meeting and the Executive Committee Meeting. The National ESA President and Executive Director shall receive a complimentary room, registration, and banquet ticket. Check the branch budget for any other travel allowances for the ESA President and Executive Director.

3. Request that the ESA Executive Director bring the, subvention, Gast and Hayes Award

money, list of deceased members, and present a report on the membership status at the national and branch levels.

4. Attend Branch Officers Meeting at National ESA Meeting if they occur.

5. The following is a list of things to prepare for the meeting:

• ESA Membership Applications • Receipts for pre-registration • Extra programs • Registration forms • Name badges and inserts • Ribbons for the name badges for:

o President, o Secretary-Treasurer, o Secretary-Treasurer Elect o President-Elect, o Past President, o SEB-ESA Representative to the Governing Board, o Program Chair, o Local Arrangements Chair plus 5 members or more, including the o Associates Program Chair, o Executive Committee Members-at-Large, o ESA President, o ESA Executive Director, o Board Certification Director. o Branch Certification Board Representative

K. January-February

1. Plaques for the awards and service should be ordered from a local vendor:

President (this plaque is done by ESA Headquarters and brought to the meeting) Outgoing Secretary-Treasurer (every third year) Local Arrangements Committee Chair and Co-Chair Program Committee Chair and Co-Chair Distinguished Board Certified Entomologist Award

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ESA Award for Excellence in Integrated Pest Management ESA Recognition Award in Entomology ESA Distinguished Achievement Award in Teaching ESA Distinguished Achievement Award in Extension ESA Distinguished Achievement Award in Regulatory Entomology ESA Recognition Award in Urban Entomology Southeastern Branch Outstanding Student Display Presentation Award (MS & PhD categories) Kirby L. Hays Memorial Award John Henry Comstock Award Robert T. Gast Award Southeastern Branch Student Award Also, if additional name tag ribbons are needed, order from a local source.

2. Working with the President, develop a complimentary room list and mail copies to the Local Arrangements Chair and the hotel sales administrator.

3. Finalize books for auditing.

4. Contact the Chair of the Auditing Committee and set a time and place for auditing the books during the annual meeting.

5. Prepare a tentative budget for the upcoming year for consideration, modification, and

approval at the Executive Committee Meeting. Estimate the amount that will need to be charged for registration to cover the estimated expenses. Have sufficient copies available for distribution at the Executive Committee Meeting and the Final Business Meeting.

6. Prepare an abbreviated Financial Report. Have sufficient copies available for distribution at

the Executive Committee meeting and the Final Business Meeting.

7. Assist the President with the Plenary Session and the Awards Banquet wherever possible.

8. Record minutes of the Executive Committee Meeting, any special meetings, and final business meeting.

9. With the Local Arrangements Chair, carefully review the final bill from the hotel. Make sure

all charges were authorized. If any were not, locate the person responsible for the charge and ask him/her to make payment to the hotel. Make sure that credit for the appropriate number of complimentary rooms is given, and that coffee and soft drink charges are for the breaks, not for some unauthorized group meeting.

10. The following is a list of items that should be brought to the meeting: On-Site registration

forms, name badges and inserts (pre-registered should be already prepared with registration receipt and ribbon if appropriate). Ribbons for the name badges as listed on previous page. Financial report and financial records for auditors. Cash box (lock all money in hotel safety deposit box). Cash for change (ca. $300-400). Letterhead stationary. Receipt books. Minutes from previous meeting for posting. Constitution and By-Laws. Correspondence file. Site selection file. Hotel file. Budget for the upcoming meeting. Award and service plaques. Miscellaneous supplies (staples, stapler, markers, paper, pencils, pens, scissors, thumbtacks, calculator, etc.). Bring computer, printer, labelmaker, and extension cords for registration desk.

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11. Contact Student Affairs Committee Chair to be sure that the Linnaean Games plaque is

being transported to the meeting. Any other awards/gifts for the Linnaean Games or Photo Salon are provided by the Student Affairs Committee and are paid for by the budget they are given.

12. The Program Chair should have ca. 250-300 programs printed. All Programs should be

brought to the meeting for distribution at the Registration Desk to attending members.

L. Auxiliary Duties

A. Circulate mailings from other ESA Branches or headquarters to the Executive Committee Members and/or appropriate Committee Chairs.

B. Serve as a clearing house for all news releases to the ESA Newsletter and American Entomologist. Also work with the Public Relations Chair on news releases.

C. Route all miscellaneous mail to appropriate Officers or Committee Chairs.

D. Provide Committee Chairs with SEB-ESA stationary. Ask the Committee Chair to pass along unused stationary to the next Chair.

PAST SECRETARY-TREASURERS 1974-77 Turnipseed, S. G. 1991-94 Herzog, D.C. 1977-80 Todd, J.W. 1994-97 Luttrell, R.G. 1981-84 Bass, M.H. 1997-2003 Sprenkel, R.K. 1984-88 Adkins, T.R. 2003-2009 Mannion C. M. 1988-91 Lynch, R.E. 2009 Hall, D. G.

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SECRETARY-TREASURER ELECT

Guidelines

• Attend Branch Officers Meeting at National ESA Meeting at National ESA Meeting in December following election.

• Attend Branch Executive Committee Meeting prior to assuming office of Secretary-Treasurer.

• Assist Secretary-Treasurer during Meeting prior to assuming Office of Secretary-Treasurer. "Learn

the ropes!"

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REPRESENTATIVE TO THE GOVERNING BOARD

General Charge of Responsibilities by Southeastern Branch By-Laws: Article II, Section 5. The Branch Representative to the Governing Board of the Entomological Society of America shall serve as a liaison officer between the Branch and the Entomological Society of America in the conduct of the business of the Entomological Society of America, and shall report annually to the membership of the Branch on activities of the Governing Board. In the event he/she is unable to attend meetings of the Governing Board, the President shall attend in his/her place or designate an alternate. The incumbent shall be ineligible for re-election except to fill a vacancy in an unexpired term prior to or following his/her term of office.

Guidelines Represent the SE Branch in all meetings of the Governing Board of the ESA. Attend to all business of the Governing Board conducted through cyberspace, conference calls, and special committee assignments. Report annually on Governing Board activities to the SEB Branch. Solicit input from the SEB Executive Committee and the Branch Membership regarding issues of importance to the Branch and relay the resulting information to the Governing Board. Inform the Branch President if you are unable to attend a Governing Board meeting.

PAST REPRESENTATIVES TO THE ESA GOVERNING BOARD 1974-77 Pfrimmer, T.R. 1993-96 Kennedy, G.G. 1977-80 Hayes, S.B. 1996-98 Boethel, D.J. 1980-84 Sparks, A.N. 1998-01 Herzog, G.A. 1984-87 Graves, J.B. 2001-04 Gardner, W.A. 1987-90 Kuhr, R.J. 2004-10 Williams, M.L. 1990-93 Wiseman, B.R.

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MEMBERS – AT – LARGE TO THE EXECUTIVE COMMITTEE SOUTHEASTERN BRANCH OF THE ENTOMOLOGICAL SOCIETY OF AMERICA Mention of the Members-at-Large in the Constitution

Article IV. Executive Committee Section 1. The Executive Committee shall consist of the officers of the Branch (President, President

Elect, Secretary-Treasurer, and Representative to the Governing Board); the Past-President (or the most recently available former President); and three Members-at-Large to the Executive Committee.

Article V. Officers and Executive Committee, Duties and Election Section 3. The President-Elect shall preside at sessions or may be assigned other tasks as designated by

the President and shall assume the duties of the President in the latter’s absence. In case of vacancy in this office the Membr-at-Large to the Executive Committee with the longest tenure of service on the Executive Committee shall assume the office of President-Elect, until a President-Elect is elected.

Section 6. Three Members-at-Large to the Executive Committee shall serve as liaisons between the

Branch Membership and the Branch Executive Committee. Incumbents shall be ineligible for re-election but may be appointed to fill a vacancy in an unexpired term following his/her term of office.

Section 7. The Officers and the Members-at-Large to the Executive Committee shall be elected by

written mail ballot which shall be distributed with the annual meeting program, except for the Ballot to elect the Representative to the Governing Board.

Section 8. The terms of office of the Representative to the Governing Board and of the Secretary

Treasurer shall be so arranged that they do not terminate in the same year. The three-year terms of service of the Members-at-Large to the Executive Committee shall be so arranged that one position terminates each year.

Section 10. A vacancy in the offices of Secretary-Treasurer or Representative to the Governing Board,

or of Members-at-Large to the Executive Committee, occurring in the interval between meetings, may be filled until the next annual election by temporary appointment by the President with approval of the Executive Committee.

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ARCHIVES COMMITTEE

General Charge of Responsibilities by Southeaster Branch By-Laws:

Article III, Section 12. The Archives Committee shall consist of one member, the Historian, appointed by the President. He/she shall serve a fieve-year term and shall represent the Branch on the Entomological Society of America Committee on Archives. He/she shall encourage collection and preservation of historical documents and memorabilia of entomology, stimulate an appreciation for the history of entomology an encourage scholarly studies contributing to an understanding of the historical role of entomology in American Society.

Guidelines This Committee (person) shall be appointed in 2004, 2009, 2014, etc. Attend the Executive Meetings at the beginning of the Annual Meeting and other meetings when called by the President.

PAST HISTORIANS 1973-77 Ortell, E. 1978-87 Arant, F. S. 1987-88 Weathersby, A. B. 1988-94 Smith, J. W. 1994-99 Reinecke, J. P. 1999-04 Allemann, D. 2004- Allemann, D.

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AUDITING COMMITTEE

General Charge of Responsibilities by Southeastern Branch By-Laws: Article III, Section 3. The Auditing Committee shall consist of three members appointed by the President. This committee shall audit the financial records of the Secretary-Treasurer at the time of the annual meeting. The Chair shall submit a written report for acceptance by Branch membership at the final business meeting.

Guidelines The sole and only purpose of the Auditing Committee is to check the financial records of the Society and to determine whether they are in order. The results of the audit are reported to the membership at the annual meeting. The Secretary-Treasurer-Elect or the Past Secretary-Treasurer should be considered for membership on the Auditing Committee. For continuity, one member of the Auditing Committee should serve a second year as Chair. The Chair of the Auditing Committee arranges a meeting of the Committee to audit the Secretary-Treasurer's financial records. The Auditing Committee may present its report as a simple written endorsement at the bottom of the Secretary-Treasurer's Financial Statement (i.e., "Audited and found correct" followed by the names and signatures of the Auditing Committee Members).. However, the status of the financial records may require a more detailed separate report. Standard practice is the basis of the audit.

a. Does the Financial Statement account for all the Society's funds? b. Does income plus the previous balance equal disbursements plus new balance? c. Do the amounts of disbursements (expenses) seem reasonable? And are they supported by

receipts, bills, etc.? d. Are all outstanding bills against or due to the Society paid? e. Is the bank holding the reserve fund paying a reasonable rate of interest compared to the current

rates? f. Are the financial records well arranged and organized?

Present report at annual business meeting.

Submit written report to Secretary-Treasurer following annual meeting which will be published as part of Branch business in the American Entomologist (usually March or June of the following year).

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PAST AUDITING COMMITTEES 1986-87 Koehler, P.G. (Chair) Patterson, R.S. Zungoli, P. 1987-88 Mitchell, E.R. (Chair) Williams, D.F. Chalfant, R.B. 1988-89 Anderson, T.E. (Chair) Cooksey, L.M. Moherek, E.H. 1989-90 McCutcheon, G.S. (Chair) Price, IF Weeks, J.R. 1990-91 Herzog, D.C. (Chair) Manley, D.G. Henry, L.G. 1991-92 Lambert, L. (Chair) Zungoli, P. Sorenson, K.A. 1992-93 Zehnder, G.W. (Chair) Carpenter, J.E. Reagan, T.E. 1993-94 Sparks, B. (Chair) Fescemyer, H.W. Guillot, F.S. 1994-95 Guillot, F.S. (Chair) Funderburk, J.E. Lencse, R.J. 1995-96 Lynch, R.E. (Chair) Braman, S.K. Mannion, C.M. 1996-97 Parkman, P.J. (Chair) Valles, S.M. Sprenkel, R.K. 1997-98 Lynch, B. (Chair) Parkman, P. Lockley, T. 1998-99 Herzog, D. (Chair) Klein, C. Parkmon, P. 1999-00 Sullivan, M. (Chair) 2000-01 Johnson, D.R. (Chair) Lynch, B. Guillot, F. 2001-02 Guillot, F. (Chair) Luttrell, R. 2002-03 Mannion, C. (Chair) Braman, K. Lentz, G. 2003-04 Sprenkel, R.K. (Chair) Johnson, D.R. Thomas, Ellen 2004-05 Sprenkel, R.K. (Chair) Johnson, D.R. Thomas, Ellen 2005-06 Hinkle, N. (Chair) Zungoli, P. 2006-07 Luttrell, R. (Chair) Graham, C. Sparks, A. 2007-08 Graham, C. (Chair) Held, D. Lambert, K. 2008-09 Held, D. (Chair) Hall, D.G. Mannion, C. 2009-10 Held, D. (Chair) Mannion, C. Buntin, D. 2010-11 Mannion, C. (Chair) Ring, D. Buntin, D.

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COMMITTEE ON BOARD CERTIFICATION

Article III, Section 13. The Board Certification Committee shall consist of four Board-Certified members and, with the exception of the Chair, shall be appointed by the President. The Chair shall be elected to a three-year term by electronic or printed ballot by the membership of the Branch at the time of the national election of officers, and will serve as the Branch Representative to the National Certification Board. Members, other than the Chair, shall serve a three-year term on a rotational basis. This Committee shall be charged with promoting the objectives of the Board Certification function of the Entomological Society of America within the Branch. The Chair shall report to the Branch on activities of the National Certification Board and shall submit a written report at the Final Business Meeting summarizing Branch Committee activity.

Guidelines The elected Branch Representative to the Certification Board should serve as Chair (subject to Constitution/By-Laws revision). Three additional committee members will serve three-year terms on a rotating basis (subject to Constitution/By-Laws revision). The major function of the Committee is to promote the Board Certification function and process of the ESA within the Branch. Continue to sponsor Dutch Treat Luncheon/Dinner information meeting at the Annual Meeting. Responsible for the Board Certified Entomologists Information Desk in the Registration Area. Function as a Branch Membership Committee for the Certification Board. Should be authorized to oversee/administer/proctor Board Certified Entomologist exams at the Annual Meeting. Work with Program Chair to insure that sufficient continuing education credit materials are available in the Branch Meeting Program.

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PAST COMMITTEES ON BOARD CERTIFICATION 1993-94 Lambent, H.C. (Chair) Manley, D.G. Levy, R. Cilek, J.E. 1994-95 Manley, D.G. (Chair) Levy, R. Cilek, J.E. Harlan, D.P. 1995-96 Harlen, D.P. (Chair) Kendall, K.H. Sparks, B. Wiseman, B.R. 1996-97 Sparks, B. (Chair) Kendall, K.H. Wiseman, B.R. Nelson, C.H. 1997-98 Sparks, B. (Chair) Kendall, K.H. Wiseman, B.R. Nelson, C.H. 1998-99 Sparks, B. (Chair) Nelson, C. Harlan, D. Brandenburg, R. 1999-00 Harlan, D. (Chair) Brandenburg,R. 2000-01 Harlan, D. (Chair) Brandenburg, R. Leppla, N. 2001-04 Allemann, D. (Chair) Leppla, N. 2005-06 Brandenburg, R. (Chair) Ring, D. Rutledge, R.C. 2006-07 Brandenburg, R. (Chair) Ring, D. Rutledge, R.C. 2007-08 Brandenburg, R. (Chair) Loftin, K. Ring, D. Rutledge, R.C. 2008-09 2009-10 Connelly, C.R. (Chair) Cilek, J. Ring, D. 2010-11 Connelly, C.R. (Chair) Cilek, J. Ring, D. Highland, H.B.

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EDUCATION COMMITTEE

General Charge of Responsibilities by Southeastern Branch By-Laws: Article III, Section 14. The Education Committee shall consist of four members appointed by the President. Each member shall serve a three-year term on a rotational basis established by the initial appointments to this committee. Replacements due to vacancies will be appointed by the President to complete an unexpired term. The duties of this committee shall be to promote the science of entomology through education, particularly in conjunction with the annual Branch meeting. Activities may include, but are not restricted to, development of an Insect-Expo or Festival, workshops for educators to increase integration of entomology units in the classroom, etc. These activities require prior approval of the Executive Committee and must be developed in close coordination with Local Arrangements and Program committees.

PAST EDUCATION COMMITTEES

2002-03 Culin, J. Kuhr, R. Riley, T.

Braman, S.K. Vail, K. Williams, M.R.

Manley, D. Shanklin, D. Zenger, J.

Hall, D. Matthews, R.

2003-04 Williams, M.R. (Chair) Culin, J. 2004-05 Williams, M.R. (Chair) McKay, T. Culin, J. Jenkins, T. 2005-06 Williams, M.R. (Chair) McKay, T. Simmons, A.M Meyer, J.

2006-07 Jenkins, T. McKay, T. Simmons, A.M. Meyer, J. 2007-08 Luttrell, R. (Co-Chair) Culin, J. (Co-Chair) Simmons, A.M. Meyer, J. 2009-10 Zungoli, P. (Chair) Culin, J. Luttrell, R. Jenkins, T. 2010-11 Jenkins, T. (Chair) Zungoli, P. Ottea, J. Liburd, O.

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LOCAL ARRANGEMENTS COMMITTEE

General Charge of Responsibilities by Southeastern Branch By-Laws: Article III, Section 8. The Local Arrangements Committee for the meeting to be held in the next calendar year shall be composed of a minimum of six members and shall be designated from The Meeting Location and Time Committee that has been making arrangements for that meeting the previous two years. This Committee shall make all arrangements for the annual meeting the following year, including hotel and meeting room reservations, assist with on-site registration, be responsible for movie and slide projection or other audio-visual equipment and supervise a banquet, luncheon and/or Associate's Program if such activities are desired by the membership. The Chair shall, with the approval of the President, select the remaining members of this committee. The Chair shall also appoint, with the President's approval, the Associate's Program Committee, designating its Chair. The Chair shall submit a written report at the final business meeting summarizing Committee activity.

Guidelines The President-Elect at the meeting prior to his/her assuming office will select a Chair of the Meeting Location, and Time Committee from the state that would normally host the meeting (following current rotation of states) three years hence. The previous rotation and proposed rotational schedule are given at the end of this section. This appointee typically becomes the chair of the Local Arrangement Committee when the meeting is held in his/her state. It is a good idea to have representatives from university, government, private industry, and a student on the committee. Although the committee is not formally appointed by the President until the conclusion of the previous year's Branch Meeting, it is important for at least the Local Arrangements Chair to attend this meeting to get some appreciation for all that is involved in the operation of the meeting and to obtain some practical knowledge from the experience of previous Local Arrangements Chairs. The Local Arrangements Chair will prepare a letter welcoming participants to the SEB-ESA meeting. The letter will be posted on the SEB-ESA website, and mentioned in general announcements e-mailed by the Secretary/Treasurer announcing the meeting. The letter will contain instructions regarding the hotel and conference center, driving directions, general weblinks to local area attractions, and other relevant information. The letter will generally be posted and available during August/September the year preceding the meeting. The Local Arrangements Chair must also provide the appropriate verbiage for e-mail announcement to the Secretary/Treasurer regarding the following: hotel reservation deadlines, Presentation (e.g., PowerPoint) deadlines and instructions, instructions pertaining to special meeting room requests (a deadline for this may also be advisable), and offsite activities. Maintaining a close working relationship with the Program Chair is imperative. A site visit should be made in October-November prior to the Annual Meeting by the Chair of the Local Arrangements Committee, Chair of the Program Committee, and President and Secretary-Treasurer where practical. Contact the hotel and make arrangements for this visit. The meeting rooms are matched with the program sections and other arrangements are discussed with the hotel staff. Work with the Program Chair to confirm dates and times of the site visit. The Local Arrangements Committee Chair should become familiar with potential meeting rooms and other hotel facilities prior to the site visit. Other information on the site visit is contained in the President, Secretary-Treasurer and Program Committee sections of these guidelines. About two months before the meeting, the Committee should meet with the hotel staff to go over all arrangements for the meeting, visit the meeting rooms, and ask any questions about location of registration, etc. A similar meeting should be held two weeks before the meeting to tie up any loose ends.

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The Local Arrangements Committee has various responsibilities. If possible, there should be a division of labor among the Committee Members. One person should be given responsibility for each of the following areas: audio-visual equipment; signs (the Program Chair may volunteer to arrange for signs); Linnaean Games; Associates Program; offsite programs, sponsors (for the mixer and for break refreshments). The Local Arrangements Committee is responsible for insuring availability of sufficient rooms for submitted paper and symposium sessions. Beyond that, provision for the following special functions/activities must be insured. Some may overlap or be multi-functional; however, consideration must be given for each. The Local Arrangements Chair must maintain a close working relationship with the Secretary/Treasurer. Sponsorships must be closely tracked, and the Local Arrangements Chair must be certain that expenses for the meeting do not exceed the Local Arrangements budget and available sponsorships.

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1. Registration Area:

3 tables for registration process with computers/printers. 1 table for ESA National Office and Board Certification. Message/Announcements Board. Sufficient registration line space so that traffic flow is not obstructed. Access to Storage Room.

2. Business Meetings

Executive Committee Meeting. Preliminary Business Meeting/Plenary Session. Final Business Meeting.

3. Special Functions

Poster Session Board Certification Dutch-Treat Luncheon Linnaean Games or Dinner (if desired) Mixer Break Area(s) Awards Luncheon Extra Exhibitor Space Past President's Breakfast Special Mixer/Hospitality

4. Committee Meetings/Functions

Nominating Committee/Ballot Counting Auditing Committee Student Affairs Committee Student Awards Committee Department Administrators Meeting Resolutions Committee

5. Other Activities

Audio-Visual/Slide Preview Job Placement Public Relations/Press Associates Program Hospitality/Assembly

Registration: The Local Arrangements Committee is responsible for volunteers to man the desk (4-5 people for the first and second days); putting together registration packets to include restaurant information and local tourist attractions (talk to the local Convention Bureau), perhaps an item of food to give attendees a taste of the local flair; and working with the Secretary-Treasurer to handle on-site registration. All members of the Local Arrangements Committee should wear badge ribbons so that attendees can get quick responses to questions regarding location of meeting rooms, local restaurants and attractions, and problems with audio-visual equipment. Audio-Visuals: The Local Arrangements Committee is responsible for obtaining all projectors, pointers, screens, timers, extension cords, etc. The Member of the Committee responsible for audio-visual equipment makes sure that each room is set up properly with projection equipment, lights, podium light, and microphones. It should be assured that the equipment is operating properly. The university or laboratory hosting the meeting may be able to provide projectors, extra bulbs, projector stands, extension cords, duct tape, computers, and printers for registration for use in the slide preview room. The Program Chair communicates with moderators from each session that they are to arrange for their own person(s) to operate lights and the projector.

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Poster/Display Sessions: Coordinate with Program Chair the rental, delivery and placement of poster boards for Display Session. Over the past several meetings, we have been borrowing poster boards from North Carolina State University and Mississippi State University. If use and transportation of their boards are not possible, an alternative source and cost of rentals should be considered early in the planning process. Signs: Signs are required at the registration desk, outside each paper session, outside of committee meeting rooms, and at the mixer and break refreshments to identify sponsors. Some hotels have a policy that signs cannot be taped onto doors or walls; therefore, easels should be obtained to hold the signs. There should be close liaison with the Program Chair concerning the making of signs and posting and removing of signs at the meeting site. Linnaean Games: This requires a special setup including a number of microphones and a buzzer system. The buzzer system is owned by the Branch. This is perhaps the most difficult setup for the hotel staff and must be worked out ahead of time because the program does not usually allow enough time between the last session and the games. The Student Member of the Committee is responsible for this. Associates Program: This is difficult to arrange because the Committee is never sure how many associates or member guests will attend the meeting. Information on a tentative program may be included in the first mailing. There should be some attempt to determine the interest in the Associates Program by including a survey and/or registration form in the call for papersFriday. Mixer and Break Refreshments: Usually one Committee Member is responsible for arranging for sponsors to contribute toward the cost of the mixer and break refreshments. In some cases, it might be beneficial for this person to be from industry so that contact can be made with his/her colleagues. Contacts should begin early, with follow-up as needed. It is recommended that contact with sponsors occur immediately following the previous year’s meeting. All contributions should be made in the form of a check made payable to the SEB-ESA and should be sent to the Secretary-Treasurer. The Secretary-Treasurer and Committee Members can make arrangements as to who writes the letter of appreciation to the sponsors. Finally, the Committee Chair is responsible for all meal functions, the mixer, break refreshment, and any other loose ends. This requires close coordination with the hotel staff and Program Committee Chair. Coffee should be provided during the morning break on the first two days of the meeting. Refreshments should be provided during the afternoon break of these days. The hotel staff may agree to rearrange the leftover fresh vegetable trays and dip from the mixer and serve during the afternoon break. Similarly, pastries leftover from the morning might be reset in the afternoon. Great care should be taken not to overspend on food and drink items. This is extremely difficult because the number of lunches, etc. must be guaranteed in advance, even before the total registration is known. Look at the attendance and consumption history of past SEB meeting mixers and use that as an estimate. Banquet/Luncheon: Assist the President in the seating arrangements for the head table during the Banquet (luncheon), and possibly, a special VIP table in front of the dais. Prepare name place cards for these persons. Inform them by note included in registration materials that they will be seated at the head table. Host State Breakfast Mixer: The host state typically sponsors a breakfast mixer on Monday morning. Room Reservations: The Local Arrangements Chair will coordinate with the President and Secretary-Treasurer regarding room reservations and/or complimentary rooms for special guests, e.g., ESA President, ESA Executive Director, SEB-ESA President, and Plenary Speaker.

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General: The Committee should prepare a "welcome" memo to the Branch members which includes a map for those driving to the meeting, directions for limousine service from the airport, information on the Associates Program, etc.' Arrangements should be made with the Secretary-Treasurer to have these and any other pertinent materials e-mailed with the call for papers. At the Opening Session, the Chair of the Local Arrangements Committee will be called on to make any announcements regarding meeting locations, restaurants, Associates Program, registration, etc. The Chair will also make a report to the Executive Committee during their meeting. A local dignitary is usually invited to welcome the members to the area at the Opening Session. Cooperate with organizers of special functions, such as golf tournament, fun run, etc. The Local Arrangements Committee Chair should reserve a suitable location at the host hotel for the Past-Presidents' Breakfast. Organizers of special functions will ideally serve on the Local Arrangements Committee. Assist the Secretary-Treasurer in a careful review of the final meeting bill from the hotel.

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PAST LOCAL ARRANGEMENTS COMMITTEES

1982-83 Johnson, D.R (Chair) Watson, R.L. Lloyd, R.A. Tucker, M.C. Musick, G.J. 1983-84 Pollet, D.K. (Chair) Bordes, E.S. Anderson, T.E. Carner, G.R. 1984-85 Carver, G.R (Chair) Alverson, D. Gorsuch, C.S. Grant, J.F. Sieburth, P.J. 1986-87 Hays, D.B. (Chair) Davis, F.M. Hatfield, L.D. Helms, T.J. Moore, S.T. O'Leary, PR 1987-88 Kuhr, R.J. (Chair) Brandenburg, R.L. Southern, P.S. DeAngelis, J.D. Wilson, K.G. Dickerson, W.A. Suggars, A.L. 1988-89 Yanes, J. (Chair) Gerhardt R.R Bidlack, D.S. Caron, R.E. Cooper, M.E. 1989-90 Habeck, D.H. (Chair) Eger, J.E. Petitt, F.L. White, A.C. Knapp, J.L. 1990-91 Williams, M.L. (Chair) Appel; A.G. Mack, T.P. Smith, R.H. Braxton, W.M. 1991-92 Leesch, J. (Chair) French, F.E. Arthur, F.H. Mullen, M. Zettler, J.L. 1992-93 Johnson, D.R. (Chair) Yearian, W.C. Watson, R. Harlan, D.P. Bernhardt J.L. Hackworth, H.M. Studebaker, G.E. Lorenz, G. Lencse, R.J. 1993-94 Johnson, S.J. (Chair) Story, R Baldwin, J.L. Boyd, M.L. Donaldson, F.S. Danka, R.G. 1994-95 Simmons, A.M. (Chair) Roof, M. van Giessen, W. Chapin, J.W. Muckenfuss, A. Kahvowitz, K. 1995-96 Collison, C.H. (Chair) Hardee, D.D. Layton, M.B. Ramaswamy, S.B. Mauldin, J.K. Brown, R.L. 1996-97 Harper, J.D. (Chair) Walgenbach, J.F. Brandenburg, R.L. Apperson, C.S. Trexler, J. Apperson, C. O’Leary, P.F. Allemann, D.V. Brooks, W.M. Kuhr, R.J. Kuhr, M. 1997-98 Grant, J. (Chair) Gerhardt, R. Parkman, P. Mannion, C. Simmons, A. Youmans, C. Sudbrink, D. Gibbs, M. Grant, V. Southards, H. Southards, C.

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1998-99 Peterson, L. (Chair) Funderburk, J. Tippings, C. Eger, J. Griffith, K. Stavisky, J. Peterson, J. Smith, L. McPherson, S.

1999-00 Williams, M. (Chair) Appel, A. Cupp E. Taylor, D. Willams, C. Griggs, N. Appel, K. 2000-01 Riley, D (Chair) Greene, J. Noblet, R Hudson, R. Dutcher, J. All, J. Diffie, S. McPherson, S. Young, H. Riley, A. 2001-02 Lorenz, G. (Co-Chair) French, N. Ihrig, R. Luttrell, R.

Johnson, D. (Co-chair) Greene, J. Kring, T. Shanklin, D. Harlan, D. Lofkin, K. Studebaker, G. Hopkins, J. 2002-03 Johnson, S. (Chair) Bagwell, R. Hammond, A. Ring, D. Clayton, S. Hammond, L. Story, S. Cline, A. Leonard, R. Stout, M. 2003-04 Culin, J. (Chair) Benson, E. Jackson, M.D. Zungoli, P. Chapin, J. Simmons, A.M. 2004-05 Collison, C. (Chair) Williams, M.R. Catchot, A. Gore, J. Knighten, K. Mullins, W. Mulrooney, J. Perrigin, B. Southern, S. Collison, S. Williams, J. 2005-06 Southern, S. (Chair) Harper, J. Bacheler, J. Abney, M. Bertone, M. Brandenburg, R. Watson, W. Vargo, E. Tarpy, D. Southern, L. Wiegmann, B. O’Leary, P. 2006-07 Grant, G. (Chair) Hale, F. 2007-08 Hodges, A (Chair) Brambila, J. Buss, E. Leppla, N. Egar, J. Goyal, G. Hix, Meagher, R. 2008-09 2009-10 Sparks, A. (Chair) Gardner, W. Nyoike, T. Roberts, P. Hall, D. (Ex-Officio) 2010-11 Giray, T. (Co-Chair) Cruz, S. Trindad-Perez, J. Franqui, R. Simmons, A. (Co-Chair) Jenkins, D. A. Segarra (PR) Ramizez Lluch, A. Rodrigues, J. (Co-Chair) Rivera-Marchand, B. Hall, D. (Ex-Officio)

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MEETING LOCATION AND TIME COMMITTEE

General Charge of Responsibilities by Southeastern Branch By-Laws: Article III, Section 9. The two Meeting Location and Time Committees shall each consist of at least three members. The Chair of each Committee shall be appointed by the President after the final business meeting when a city in which to hold the annual meeting three years hence has been selected. The Chair of the latest Committee established shall select, with the approval of the President, at least two other members from the area of the meeting site to serve on the Committee. The Secretary-Treasurer shall serve as an Ex-Officio member of each Committee. A year designation shall be added to the Committee name to designate the annual meeting for which it is responsible. The duties of the Committee for the first year shall be to investigate possible meeting facilities in the city chosen for the annual meeting three years hence and to report its recommendations to the Executive Committee for action. The second year, this Committee shall negotiate a contract for the meeting facilities, choose meeting dates and report its arrangements to the Executive Committee for action. The Meeting Location and Time Committee shall function for two consecutive years after which it shall become the Local Arrangements Committee for the meeting for which it has been planning.

Guidelines Meeting sites for the SEB-ESA meetings are rotated among the participating states in the Branch. The location for future SEB-ESA meetings is selected three years in advance by vote of the membership present at the final business meeting each year. Thus, at the 1993 meeting, a site or host city/state for 1996 was selected. The following guidelines describe the activities involved by the Meeting Location and Time Committee from the time the host site is selected. (The previous rotation and a proposed rotational schedule are given at the end of this section.) Sometime in the spring, the SEB-ESA President appoints a Meeting Location and Time Committee to review, select, and make on-site visits to prospective hotels in the host area and work with the Secretary-Treasurer for the SEB-ESA in negotiating a contract and selecting a host hotel and/or meeting site. In the initial phases of site selection, the committee should contact the Chamber of Commerce, Bureau of Tourism or Convention Bureau for the areas you might be interested in holding the meetings. Many times these agencies have convention directors who can outline potential hotels and meeting facilities in the area capable of hosting your meeting. These people have the contacts and can save you lots of time and effort. Meeting dates should be selected early in the second year to facilitate negotiations with the hotels. The process of visiting potential hotels and negotiating for the best rates may take several months. However, because some cities have a high demand for hotel rooms, the hotel should be selected about two years before the meeting so that meeting space and a block of hotel rooms may be reserved. The selected hotel will provide a brief contract that will include the number of meeting rooms needed (this may be obtained by referring to programs and/or contracts from the last few years), whether free meeting rooms are available, the size of the block of sleeping rooms set aside prior to and during the meeting, the rate for sleeping rooms (subject to inflation over the following two years), the number of complimentary sleeping rooms/rented rooms, designation for the mixer and Awards Luncheon, etc. The more details arranged in advance, the better, although many of these details can only be decided nearer the time of the meeting. The contract should, be sent to Secretary-Treasurer who will send it to the Executive Committee for their approval. Once approved, the Secretary-Treasurer returns the contract to the hotel.

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In selecting the hotel, take care to be sure that enough meeting rooms of the proper size are available. Compare prices for the meals, break refreshments, drinks and food for the mixer, meeting rooms, sleeping rooms, etc. Many hotels do not provide audio-visual equipment; therefore, arrangements should be made to bring in or rent projectors, screens, pointers and timers. If equipment is rented, negotiate for the best prices. Some hotels may provide AN equipment services. In this case, try to negotiate as much of this equipment in the contract as possible (on a complimentary basis). Approximately 15 months before the meeting, the President will begin searching for a Local Arrangements Committee Chair. Often, the Chair of the Meeting Location and Time Committee will be appointed as chair of the Local Arrangements Committee or the Meeting Location and Time Committee will evolve into the Local Arrangements Committee. Request facts and figures (for the previous year or two) of the number of people registered and pre-registered, individual meeting attendance, consumption, and costs for mixers, breaks, luncheons, etc. from the Local Arrangements Chair. Chair may wish to bring promotional materials from his city/state to the meeting preceding the one at which he will serve as Local Arrangements Committee Chair. The Chair should attend the Executive Committee Meeting and the Final Business Meeting and present a brief report of Committee Activities. The Southeastern Branch has met jointly with the National ESA in 1927, 1935, 1941, 1949, 1957, 1961, 1965, 1970, 1975, 1980, and 1985. Following 1985, we discontinued meeting jointly with the National ESA. Previous meetings were held in the different states in the years indicated as follows: AL AR FL GA LA MS NC SC TN 1926 1927 1928 1932 1930 1931 1933 1934 1940 1939 1935 1938 1936 1942 1944 1948 1945 1947 1952 1949 1951 1957 1955 1956 1953 1954 1959 1961 1965 1960 1963 1964 1972 1970 1967 1969 1968 1978 1973 1975 1977 1974 1982 1983 1984 1980 1985 1979 1991 1993 1990 1992 1994 1987 1988 1995 1989 1999 1996 1997 1998 2000 2002 2008 2001 2003 2005 2006 2004 2007

As the Cotton States Branch, we met in Texas in 1929, 1937, and 1941. It would appear that the current rotational schedule might indicate the following:

2002 Arkansas 2007 Tennessee 2003 Louisiana 2008 Florida 2004 South Carolina 2009 Alabama 2005 Mississippi 2010 Georgia 2006 North Carolina

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MEMBER AWARDS COMMITTEE General Charge of Responsibilities by Southeastern Branch By-Laws:

Article III, Section 10. The Member Awards Committee shall be composed of six members appointed by the President. The Committee shall, when requested, establish selection guidelines and solicit nominees for awards to be granted by the Branch and/or the Entomological Society of America. Recipients for Branch awards will be selected by this Committee. Nominees for national awards shall be forwarded to the appropriate national awards Committee by the Branch Committee Chair. The members of each Committee shall serve a three-year appointment on a rotational basis. The Chair shall submit a written report at the final business meeting summarizing Committee activity.

Guidelines

The President-Elect should appoint the Chair of the Member Awards Committee in early January of the year in which they assume office and provide them with a copy of the Committee guidelines. The Chair's term will be approximately 18 months, from January prior to the Branch meeting at which they assume office, through submission of Branch nominees to the National Office in June following the Branch meeting at which they serve as Chair (i.e., the Chair for 2008 will be appointed in January 2007 and serve through June 2008). The Member Awards Committee is composed of six Southeastern Branch ESA members in good standing. Each Committee Member will serve a three-year term. It is suggested that each year, the President-Elect of the SEB-ESA and Chair of the Awards Committee select the new Chair, before the annual SEB-ESA meeting. It is suggested that the new Chair be selected from among the two members having one year remaining to serve. Members should include representatives from- research (state and federal), extension, teaching, industry, regulatory entomology, and a Board-Certified Entomologist. The responsibility of the Chair of the Member Awards Committee is to solicit nominations and supporting documentation by September 1 for the: 1) Distinguished Service to the Certification Program 2) Award for Excellence in Integrated Pest Management 3) Recognition Award in Entomology 4) Distinguished Achievement Award in Teaching 5) Distinguished Achievement Award in Extension 6) Distinguished Achievement Award in Horticultural Entomology 7) Distinguished Achievement Award in Urban Entomology 8) Recognition Award in Insect Physiology, Biochemistry, & Toxicology

All eight of the Branch awards have an ESA equivalent that is due on July 1 and note that eligibility for the ESA Teaching and Extension Awards requires winning first at the Branch level. The other six ESA awards that are also offered at the Branch level currently do not have this restriction. Also note that the Branch Awards Committee encourages/facilitates its membership to apply for the following professional awards/honors administered solely through the ESA (national) Awards Committee:

deadline 1) Honorary Membership March 15 2) Fellows March 15 3) Founder’s Memorial Award October 1 4) Nan-Yao Su Award for Innovation and Creativity in Entomology July 1 5) Early Career Innovation Award (sponsored by BASF) July 1 6) Henry & Sylvia Richardson Research Grant July 1 7) Integrated Pest Management Team Award (Dow AgroSciences) July 1 8) President's Prizes in Outstanding Achievement in Pri. & Sec. Educ. July 1 9) Thomas Say Award July 1

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Nominees for all award categories are solicited by the Committee Chair from all major divisions and departments of entomology, including academic and experiment station departments, and federal and industrial divisions. Each award is administered according to the guidelines described on the SEB-ESA website accessed through the Entomological Society of America http://www.entsoc.org/about_ESA/governance/other/branches/seb_index.htm, but note that the SEB Awards Committee may update the SEB Guidelines each year. For all branch nominations for ESA (national level) awards, use the guidelines at http://www.entsoc.org/awards/index.htm. The latest policies should be included in the call for nominations letter. In addition, it is suggested that this letter be circulated by the aforementioned unit leaders. Furthermore, a request for nominations should also be submitted for inclusion in the ESA newsletter. Note that the guidelines for the following awards allow for one or two Southeastern Branch recipients for the following awards: ESA Award for Excellence in Integrated Pest Management, ESA Recognition Award in Entomology, and ESA Recognition Award in Urban Entomology. Suggested Timetable: 1. January 1(Year 1) A. Branch President-Elect appoints Committee (suggest that the Chair be selected from among members of the Committee as it adds continuity). B. See guidelines above for suggested composition of the Committee. 2. January 1- February 15 (Year 1) A. Chair corresponds with Committee Members. Establishes procedures for soliciting nominations, adopts evaluation process, adopts a selection process, etc. B. Email request for nominations to Branch Briefs, ESA Newsletter, 10001 Derekwood Lane, Suite 100, Lanham MD 20706-4876. (esa@entsoc.org) 3. May 1 (Year 1) A. Chair prepares and sends email to unit leaders requesting nominations and providing guidelines for the awards [Refer to Bulletin 28(1):57-61, current Membership Directory, or the ESA Homepage at http://www.entsoc.org]. B. Remind nominators that submission if SEB nominations package(s) must be made electronically to the email address if the current SEB Awards Committee Chair. For electronic submission specifications, access the site entitled, ‘ESA Awards and Honors: Electronic Submission Requirements’ at www.entsoc.org/about_esa/awards/electronic.htm. 4. July 15 (Year 1) A. Chair prepares letter of reminder to unit leaders urging nominations and re-stating deadlines. 5. September 1 (Year 1) A. DEADLINE FOR SUBMISSION OF AWARD NOMINATIONS FROM MEMBERS. B. If insufficient nominations for awards are received the deadline may be extended by TWO WEEKS or no later than receipt by 15 SEPTEMBER. 6. September 1-7 (Year 1) A. Mail dossiers and scoring sheet to Committee Members with judging guidelines. B. Advise Committee to complete judging and return scoring sheets along with dossiers by 1 OCTOBER if sufficient nominations were received by the 1 SEPTEMBER deadline. C. In the event of only ONE nomination in a category that shall be the Branch nominee unless a consensus of the Committee fails to recommend.

http://www.entsoc.org/about_ESA/governance/other/branches/seb_index.htm�http://www.entsoc.org/awards/index.htm�

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7. October 15 (Year 1) A. Advise Branch President, Member Awards Committee Members, and Branch Secretary-Treasurer of Nominees. B. Acknowledge ALL replies (nominations) of selected nominee. The President of the SEB-ESA shall write a letter to each successful nominee and nominator. C. Chair sends request from each NOMINATOR that a photograph and appropriate text (Consult a recent Branch Program for format.) of the nominee be sent to the Chair of the SEB-ESA Member Awards Committee for inclusion in the annual program by the end of October. 8. NOVEMBER. Chair forwards materials to Program Chair. 9. January-February (Year 1) A. Prepare a written report to be presented at the Executive Committee meeting on the da