ByLaws and other Society Documents

ByLaws and other Society Documents

New England Entomological Society: Bylaws, Value Statement, Mission Statement, and Collection Statement

1) Membership of the Society

1A: Anyone may become a member of the New England Entomological Society regardless of age, sex, sexual orientation, gender, gender expression, ethnicity, disability, or any other protected status.

1B: To become a member, a person must submit a membership application (a short questionnaire that asks what your interests are, what you may consider yourself an expert in, etc…, this will be available as a google form as well as a paper form) and pay the current year’s dues (see section 3).

1C: Membership Benefits:

Members in good standing are:

       Invited to all society events

       Able to vote for Society officers and on all Society business presented to the general membership

       Eligible to run for any officer position

       Enrolled to receive advanced notice of all meetings, field trips, and trainings, including those with limited space

       Able to request changes to the Society bylaws

       Able to submit photos and articles to the Society’s newsletter

2) Officers and Elected Positions:

2A: The society has a core group of officers. These officer positions are: President, Vice President, Secretary, Treasurer, and Publication Editor.

2B: The responsibilities of the officers are as follows (subject to change by officer vote):

President: This person is responsible for organizing meeting locations and times, represents the society in external affairs, has the power to sign formal documents for the society (they cannot legally bind the society to anything without a majority vote of the officers). This person is also in charge of general operations and may delegate tasks to other officers.

Vice President: This person is responsible for assisting the president, and will act as the president if the president is unable/unwilling to perform their duties.

Secretary: This person takes notes at each meeting and distributes them to members, manages the Society’s email list and Google Group, and keep in contact with members about upcoming meetings and deadlines. This person is also in charge of any grants or permit applications the Society receives, and will keep any related paperwork up to date and apply/renew as necessary.

Treasurer: This person manages funds for the society and keeps up to date statements and activity reports. This person manages dues, speaker fees, and venue fees. This person is also in charge of keeping grants and permit applications up to date and applying/renewing as necessary.

Publication/Social Media Editor: This person is in charge of editing, producing, and keeping records of the various publications the society puts out, including the Society’s newsletter. The Editor will also manage the Society website/social media.

2C: The officers are tasked with creating subcommittees and delegating tasks as needed.

2D:Elections occur at the Annual Meeting each fall. Each term is one year, but officers may be re-elected for multiple terms. Anyone running for an officer position or nominating someone for a position must be a member in good standing. Nominations must be presented to the Secretary no later than 3 weeks before the annual meeting is to occur. The Secretary will inform members by email at least 2 weeks prior to the annual meeting. Vote will be determined by a simple majority of voting members. In the case of a tie, the current officers will vote, with the majority vote declared the winner.

2E: If a position becomes vacant before that meeting, the elected officers may appoint a successor who shall hold that office until the next Annual Meeting or until a successor is elected (see section 5C for meeting schedule). That successor may be one of the existing officers, who will perform the duties of the vacated position as well as their own position until such time as a successor is found.


3) Dues:

3A: Membership fees for the year will be due each year by the date of the Spring Meeting.

3B: Current dues:

Standard Membership: $20

Seniors (65 and over, proof required): $15

Student (valid ID required: $10)

Note: Because these dues are currently so low, we do not currently pro-rate these fees for people who wish to join mid-season.


4) Newsletters/Publications

4A: The society will publish a free newsletter at least once per year, providing membership and the public with entomological news related to New England. This may include but is not limited to new species records, updates about current research projects, summaries and photos of Society field trip events etc. The newsletter will be emailed to members, posted on the official Society website, and publicized through the Society’s social media accounts

4B: Any member can submit to have a photo or short article included in the newsletter. The Publication Editor will be in charge of creating and editing the newsletter and deciding which submissions will be included.


5) Meetings

5A: The society will have a minimum of 4 gatherings per year, 2 Meetings and 2 Field Trips.

5B: Field Trips will typically occur from May through September, and may include Bioblitzes, overnight camping trips, or any other excursion decided upon by the Society. All field trip ideas must be submitted to the officers by the Spring Meeting (see section 4C) to then be voted on by the Society.

5C: The two non-field trip meetings will be held in the Spring (March or April) and the Fall (October, November, or December). The Spring meeting will be a three hour meeting. The first hour will be an officer meeting (members are welcome to attend), the second hour will be a group meeting for the full membership to discuss and vote on Society business, and the last hour will include presentations by invited speakers or taxonomic ID workshops. The Fall Meeting will be a full day affair preceded by a one hour an officer meeting (members are welcome to attend). The remaining time for this meeting will be split between scientific presentations and/or ID workshops.


6) Amendments to these Bylaws

6A: Once the initial process of implementing these bylaws is complete*, these rules may only be changed by a majority vote of the officers.

6B: A member in good standing may request to alter any part of the bylaws by presenting to an officer, in writing or by email, before an officers’ meeting. The alteration must be in writing, and signed by the person(s) initiating the change. An officer may also make a similar request directly to other officers following the same guidelines. The officers will vote at the next officers’ meeting whether the bylaw change should go to the general membership for a vote. During the officers’ meeting, if they decide the bylaw change will go to the general membership, a vote will happen directly after the officer’s meeting. If the bylaw is to be amended, the president will sign the request, and it will go into effect. The president may not veto the decision if it has already been passed by both the officers and the general membership.


Mission Statement:

The mission of the New England Entomological Society is to create a space for professionals and amateurs alike to pursue entomological interests. Through outreach, meetings, and field trips, we aim to bring together the expertise and diverse interests of the vast community of insect enthusiasts within New England to form a cohesive community. As a group, we will pursue scientific research,help foster entomological discoveries in the region, and educate the public about our efforts.


Values Statement:

The New England Entomological Society aims to be a scientifically-oriented society that encourages the pursuit of entomological research and the sharing of that research with the public. This includes the encouragement of amateurs to pursue their own entomological studies or to assist professionals in their own research. We strongly support the efforts of club members or others to contribute to the understanding of the arthropod fauna of the New England region through diversity surveys. We also have a core belief in public outreach and education, and fostering public interest in insects and other arthropods through by encouraging their involvement in our research efforts.

Because of the nature of some entomological research, collecting of specimens should be understood to be a normal part of the efforts of some of our members. We pledge to respect each other with regard to this need and to trust that members who do collect specimens are doing so with proper permissions and with the appropriate justification for doing so. For further information, please see our statement on Collection of Specimens.


Statement on the Collection of Insects:

The New England Entomological Society supports the pursuit of entomological research (both professional and amateur). Due to the nature of this type of research, collection of specimens (for vouchers, DNA work, etc.) may be a necessary part of any project. Collections are an important way to gather information about an area’s biodiversity, and a way to view different phenotypes across geographical ranges. Many species, genera, and even families of insects cannot be determined without physical examination of specimens. Taxonomists often need to see microscopic characteristics that cannot reliably be captured by photographs.

We ask that all members respect the decisions of other members to either collect or not collect insects. It is in opposition to the Society’s mission and values to criticize or belittle other members because of their opinions on collecting. We also pledge to respect fellow members and trust that all collection is being done legally and with any applicable permits. If you are unsure of the laws, please ask one of the officers. In general, we do not support collecting of insects purely for commercial use or other monetary gain.

We are a diverse group with many different voices. We strive to make this a group that respects beliefs and supports a healthy learning environment for its members.