Proposed Changes to the NCB Constitution and Bylaws

In the opening business meeting of our 2020 meeting in Oklahoma City, we will be discussing and voting on two proposed changes to our organizational documents – one to the constitution and one to the bylaws. These will require a positive vote of at least 2/3 at the business meeting. Please review these proposed changes in advance of the meeting so that we can act on these proposals at the meeting. The changes noted here have been approved by the NCB Executive Committee prior to submission to the general membership for a full vote. If you have any questions, please contact NCB President, Andy Michel.

Proposed Changes to ESA-NCB Constitution and Bylaws

Modification #1 - Article II Membership

Current Version:

SECTION 1.The classes of membership shall be the same as in the Entomological Society of America, namely, Member, Honorary Member, Emeritus Member and Student Member and subcategories as determined by the Governing Board. 

Proposed Change (in italics):

SECTION 1. The categories of membership shall be Regular Member, Honorary Member, Emeritus Member, Student Member, Student Transition, Early Professional and subcategories as determined by the Governing Board and codified in The Society Policy Manual.

Reason for Change: ECPs are now recognized membership categories in ESA. This updates NCB's constitution to recognize ECPs and to be consistent with ESA. 


Modification #2 - Article III Officers

Current Version:

SECTION 3.The term of office of the Secretary-Treasurer shall be three years. 
SECTION 4. The term of office of the Representative to the Governing Board shall be three years.

Proposed Changes (in italics):

SECTION 3.The term of office of the Secretary-Treasurer shall be three years. This position can only be re-elected for one additional term. 
SECTION 4. The term of office of the Representative to the Governing Board shall be three years. This position can only be re-elected for one additional term.  

Reason for Change:

This clarifies the constitution for term limits of these two offices. In the by-laws, the GB rep has a two-term limit (Section 4), but there is no limit for the Sec/Treas. We propose a 2 term limit similar to GB rep. Note: This change will also be added to the by-laws:

By-laws Section 3 Current Version:
The Secretary-Treasurer shall serve as business officer, keeping the accounts and records of the Branch; report annually to the Branch, having the accounts audited prior to the Branch meeting by a committee selected by the President; receive remuneration for personal expenses incurred in attending Branch meetings, subject to approval of the President; and be eligible for re-election to a second term. The election of the Secretary-Treasurer shall take place one year in advance of taking office.

By-laws Section 3 Proposed Change:
The Secretary-Treasurer shall serve as business officer, keeping the accounts and records of the Branch; report annually to the Branch, having the accounts audited prior to the Branch meeting by a committee selected by the President; receive remuneration for personal expenses incurred in attending Branch meetings, subject to approval of the President; and can only be elected for one additional term. The election of the Secretary-Treasurer shall take place one year in advance of taking office.


Modification #3 - Constitution Article VII - Constitution

Current Version:

SECTION 2. This Constitution may be amended by a two-thirds vote of the members present at two consecutive annual business meetings, or by unanimous recommendation of the Executive Committee and a four-fifths vote of the members present at one business meeting. 

Proposed Change (in italics):

SECTION 2. This Constitution may be amended by a two-thirds majority of members voting either via electronic ballot or in-person at business meetings. Proposed amendments and changes must be made available to NCB members at least 30 days prior to any vote either by publication on ESA-NCB’s website or through email communication to NCB Membership. 

Reason for Change: 

Changing to electronic ballots will add flexibility and efficiency to modifying the Constitution and By-Laws.   


Modification #4 - By-laws Article V - Amendments to the By-laws

Current Version:

SECTION 1. Changes in these By-Laws may be made by a two-thirds vote of the members present at any annual business meeting.  

Proposed Change (in italics):

SECTION 1. Changes in these By-Laws may be made by a two-thirds majority of members voting either via electronic ballot or in-person at business meetings. Proposed changes must be made available to NCB members at least 30 days prior to any vote either by publication on ESA-NCB’s website or through email communication to NCB Membership.

Reason for Change:

Changing to electronic ballots will add flexibility and efficiency to modifying the Constitution and By-Laws.


Modification #5 - Constitution Article IV - Executive Committee

Current Version:

SECTION 1. The Executive Committee shall consist of President, President-Elect, Past President, Secretary-Treasurer, Representative to the Governing Board of the parent society, three Members-at-Large, and one Student Member-at-Large (the current Chair of the Student Affairs Committee) with full voting privileges. The function of the Executive Committee shall be to conduct the business of the Branch, subject to decision by vote of the membership when matters of policy are involved.

Proposed Change (in italics):

SECTION 1. The Executive Committee shall consist of President, President-Elect, Past President, Secretary-Treasurer, Representative to the Governing Board of the parent society, three Members-at-Large (one of whom will represent the Branch Early Career Professionals Committee), and one Student Member-at-Large (the current Chair of the Student Affairs Committee) with full voting privileges. The function of the Executive Committee shall be to conduct the business of the Branch, subject to decision by vote of the membership when matters of policy are involved.

Reason for Change: 

It is critical that we recognize the role and needs of the early career professionals to address their professional growth, and that we provide opportunities for them to be active in branch governance and service and to contribute their voices and ideas to strengthen the branch. Having an ECP member on the EC will provide a voice for these members and an opportunity for professional development.


Modification #6 - By-laws Article II Officers and Executive Committee - Duties and Election

Current Version:

SECTION 7. The terms of office of the Representative to the Governing Board and of the Secretary-Treasurer shall be arranged that they do not terminate in the same year. The terms of service of the three Executive Committee Members-at-Large shall be three years each and shall be so arranged that one terminates each year. The term of service of the Student Member-at-Large to the Executive Committee shall be one year, aligning with the term of service of the SAC Chair.

Proposed Change (in italics):

SECTION 7. The terms of office of the Representative to the Governing Board and of the Secretary-Treasurer shall be arranged that they do not terminate in the same year. The terms of service of two Executive Committee Members-at-Large shall be three years each, staggered to terminate in different years. The term of service of the third Member-at-Large, representing the Early Career Professionals Committee, shall be two years. The term of service of the Student Member-at-Large to the Executive Committee shall be one year, aligning with the term of service of the SAC Chair.

Reason for Change: 

It is critical that we recognize the role and needs of the early career professionals to address their professional growth, and that we provide opportunities for them to be active in branch governance and service and to contribute their voices and ideas to strengthen the branch. Having an ECP member on the EC will provide a voice for these members and an opportunity for professional development.


Modification #7 - By-laws Article IV - Committees

Current Version:

N/A

Proposed Change (in italics):

SECTION 10. The NCB Early Career Professionals (ECP) Committee shall consist of at least four ECP elected by the ECP membership of the NCB. The NCB ECP Committee develops programs of interest to early career professionals such as relevant symposia, professional development activities, and networking socials. Members of the NCB ECP Committee will encourage ECP participation and retention within the Branch and Society.

Reason for Change: 

Adding the ECP committee to the By-Laws establishes this committee and its duties


Modification #8 - Constitution Article IV - Executive Committee

Current Version:

SECTION 1. The Executive Committee shall consist of President, President-Elect, Past President, Secretary-Treasurer, Representative to the Governing Board of the parent society, three Members-at-Large, and one Student Member-at-Large (the current Chair of the Student Affairs Committee) with full voting privileges. The function of the Executive Committee shall be to conduct the business of the Branch, subject to decision by vote of the membership when matters of policy are involved.
 
Proposed Change (in italics):

SECTION 1. The Executive Committee shall consist of President, President-Elect, Past President, Secretary-Treasurer, Representative to the Governing Board of the parent society, three Members-at-Large, and one Student Member-at-Large (the current Chair of the Student Affairs Committee) with full voting privileges. The Chair-Elect of the Student Affairs Committee shall also be afforded a position as a non-voting member with the ability to vote when the Chair of the Student Affairs Committee in unable to be present or capable of doing so. The function of the Executive Committee shall be to conduct the business of the Branch, subject to decision by vote of the membership when matters of policy are involved.

Reason for Change: 

This change will ensure continuity among leadership of the Student Affairs Committee and will prepare the Chair-Elect for their role as Chair in the coming year. It will also formalize their presence on the Executive Committee in an effort to avoid confusion as turnover occurs in Branch leadership each year.


Modification #9 - By-Laws Article IV - Committees

Current Version:

SECTION 9. The Student Affairs Committee shall consist of at least three student members appointed by the NCB President. The Student Affairs Committee develops programs of interest to students such as the Student Symposium, the Employment Opportunity Center, and the Student Mixer. Members of the Student Affairs Committee will encourage student participation in the Society.

Proposed Change (in italics):

SECTION 9. The Student Affairs Committee shall consist of at least three student members (Chair, Chair-Elect, and Secretary-Treasurer) elected by the North Central Branch student body. The Student Affairs Committee develops programs of interest to students such as the Student Symposium, the Employment Opportunity Center, and the Student Mixer. Members of the Student Affairs Committee will encourage student participation in the Society.


Reason for Change:

This change should have been made following the changes made to the NCB Constitution and By-Laws leading up to and during the 2018 Branch meeting, but appears to have been skipped over. Changes were proposed and voted in favor of that made it so that the SAC Chair was a position voted on by the student body with the expectation of them serving on the Branch Executive Committee. This is reflected in the current wording of the Constitution, where Article IV Section 1 describes the Executive Committee membership and refers to the Chair of the Student Affairs Committee. This change makes it clear that the three executive positions on the SAC are to be voted on by the student body and not appointed by the NCB President on an annual basis.


Modification #10 - Bylaws Article IV - Committees

Current Version:

SECTION 1. The President shall appoint Branch committees other than the Nominating Committee, as may be needed, in accordance with procedures adopted by the Executive Committee and the Membership. Such committees shall include: 

a. Standing Committees, include Program, Local Arrangements, Audit, Archivist, ESA Awards, Linnaean Games, NCB Honorary Awards, Nominating, Student Awards, Student Affairs, Photo Salon, and Membership.

Proposed Change (in italics):

SECTION 1. The President shall appoint Branch committees other than the Nominating Committee, as may be needed, in accordance with procedures adopted by the Executive Committee and the Membership. Such committees shall include: 

a. Standing Committees, include Program, Local Arrangements, Audit, Archivist, ESA Awards, Linnaean Games, NCB Awards, Nominating, Student Awards, Student Affairs, Photo Salon, and Membership. {note: the Early Career Professionals (ECP) Committee was already approved by the NCB Executive Committee}

Reason for Change: 

The proposed changes updates the Constitution and By-Laws to be consistent with current operating procedures on NCB and merges the Professional and Honorary Awards Committees to administer awards.


Modification #11 - By-Laws Article IV - Committees

Current Version:

SECTION 8. The Awards Committees serving the Branch are the 1) NCB-ESA Professional Awards, 2) Student Awards (ESA and NCB), and 3) the NCB Honorary Awards (Award of Merit and C.V. Riley Achievement) committees. The committees shall, when requested, establish selection guidelines and solicit nominations for awards to be granted by the Branch or parent society. Each committee will be composed of six members who will serve for three years after a rotational system is established. The awards committees will be coordinated by the President-Elect. The President will appoint a student member to the Student Awards Committee for a one year term.

Proposed Change (in italics):

SECTION 8. The Awards Committee will administer the Professional awards (Award of Excellence in Integrated Pest Management, Distinguished Achievement Award in Extension, Distinguished Achievement Award in Teaching, Legacy Contribution Award, Excellence in Early Career Award) and the Honorary Awards (C.V. Riley and Award of Merit). The committee shall, when requested, establish selection guidelines and solicit nominations for awards to be granted by the Branch or parent Society. The committee will be composed of six members who will serve for three years. The Awards committee will be coordinated by the President-Elect. The Student Affairs Committee and the Early Career Professionals (ECP) Committee will elect a student and ECP representative, respectively.

Reason for Change:

The proposed changes updates the Constitution and By-Laws to be consistent with current operating procedures on NCB and merges the Professional and Honorary Awards Committees to administer awards.

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