ESA Branch Leaders Manual

Transcription

1 3 Park Place Suite 307 Annapolis, MD USA Phone Fax ESA Branch Leaders Manual Updated 12/2017

2 Contents Introduction... 4 Role and Responsibilities of Branch Leaders... 4 Branch Elections... 5 Eastern Branch Elections... 5 International Branch Elections... 5 North Central Branch Elections... 5 Pacific Branch Elections... 5 Southeastern Branch Elections... 6 Southwestern Branch Elections... 6 Society Elections... 6 Committee Appointments... 6 Governing Board Reports... 6 Branch Financials... 7 Contracts... 7 Insurance (Cancellations/Liability for Meetings)... 7 Registration... 7 Branch Program Enhancement Funds (PEF)... 7 Travel Funding for National Linnaean Games... 8 Branch Meeting Guidelines & Resources... 8 Branch Meeting Timeline... 8 Branch Meeting Website... 8 Site Selection... 8 Abstract Submissions Registration Housing Code of Conduct Branch Leader Resources ESA Staff Society Calendar Society Timeline Branch Awards Branch Member Communications

3 Branch Webpages Branch Leadership Conference Calls Robert s Rules of Order Summary Fellman on Minutes and Graymail Appendix I ESA Committees Appendix II Governing Board Report Template Appendix III Branch Meeting Timeline Appendix IV Branch Meeting Website Information Requested Key Branch Meeting Contacts Schedule at a Glance Student Competition Registration Hotel and Housing Miscellaneous (where applicable) Appendix V Society Timeline for Branch Business

4 Introduction Congratulations on your election as an officer for your Branch. As you embark on your leadership term, ESA Headquarters (HQ) has compiled this user-friendly manual to help you get started. This guide will not only familiarize you with your upcoming roles and responsibilities; it also details the resources available to you from ESA HQ to make your leadership term effective, efficient, and enjoyable. Acquaint yourself with the contents and refer back to them throughout your term of service. Role and Responsibilities of Branch Leaders Successful Branch leaders should demonstrate a genuine dedication to the mission of ESA and their elected Branch, willingness to devote time and effort into the activities of the Branch, ability to organize time and resources and to motivate others, and sincere desire to participate and be actively involved in Branch and Society business, and they should obtain employer approval of time and expenses involved. Branch leaders have many responsibilities throughout the term of service including but not limited to: Promote member interest and active participation in the Society and report activities of the ESA Governing Board and Society to Branch members by means of newsletters, publications, or verbal reports at Branch Meetings. Present semi-annual reports on the activities and accomplishments of the Branch to the ESA Governing Board. Exercise general supervision of the activities of the Branch committees or working groups. Inform the work and activities of the ESA Governing Board and take advantage of opportunities to represent the Branch on important national issues. Record minutes of Branch Executive Committee/Governing Board meetings and make them available to the Branch membership. Recruit eligible Branch members to fill vacancies on ESA standing, presidential, and special committees. Provide strategic support to the Branch Local Arrangements and Program Committees as they plan the Branch Annual Meeting. Determine the date and location for future Branch Annual Meetings. Identify and nurture future leaders of the Branch and Society. President Preside over all meetings of the Branch members and Branch Executive Committee/Governing Board. President Keep the Branch Executive Committee/Governing Board fully informed on the conditions and operation of the Branch and special requests/needs/concerns as they arise. President Act as spokesperson for the Branch to the press, the public, legislative bodies, and related organizations in conjunction with ESA HQ. President Work closely with the Vice President in preparing to assume the duties of the President. Treasurer (with assistance from the President) Develop the Branch budget annually. Treasurer Pay all Branch expenses approved in the annual budget. Treasurer Maintain accurate and detailed records of Branch finances. Treasurer Review and sign new Branch meeting contracts. 4

5 Treasurer Work closely with the Treasurer-Elect in preparing to assume the duties of Treasurer. Additional information on specific areas of responsibility for Branch leadership are detailed below. Branch Elections Branch leaders will receive an from ESA HQ detailing the open positions for the upcoming year along with the timeline for elections as specified by the Branch s By-laws. Branch leaders are responsible for ensuring complete nomination packets are submitted to ESA HQ by the specified deadline. If a Branch has a Nominating Committee, Branch leaders are responsible for providing that Committee with the information provided by ESA HQ. The Nominating Committee should be tasked with identifying eligible candidate(s) for the open positions and providing those names to the Branch leadership for approval. Once the candidate(s) have been approved, the Nominating Committee is responsible for ensuring complete nomination packets for each candidate are submitted to ESA HQ by the specified deadline. Complete nomination packets include, but are not limited to, position for which the candidate is being nominated, full name of the candidate, candidate bio (maximum of 250 words), and candidate photo. The positions that are typically requested are: Branch Vice President/President-Elect Branch Secretary/Treasurer Branch Member-at-Large ESA Governing Board Representative (three-year term) Elected during the summer Society election cycle Certification Board Representative Elected during the summer Society election cycle Eastern Branch Elections Voting will open two months prior to the start of the Branch Annual Meeting and will remain open for 30 days. Results should be announced at the Business Meeting and via to all current Branch members. International Branch Elections Elections are held during the Society summer elections cycle. Nomination packets for candidates will be submitted online by the May 31 deadline. North Central Branch Elections Voting should open two months prior to the start of the Branch Annual Meeting and remain open for 30 days. Results will be announced at the Business Meeting and via to all current Branch members. Pacific Branch Elections Elections are held during the Annual Business Meeting of the Branch. 5

6 Southeastern Branch Elections Voting will open two months prior to the date of the Branch Annual Meeting and will remain open for 30 days. Results should be announced at the Business Meeting and via to all current Branch members. Southwestern Branch Elections Elections are held during the Society summer elections cycle. Nomination packets for candidates will be submitted online by the May 31 deadline. Society Elections In April, Branch leaders will receive an from ESA HQ listing the open ESA Society positions for the upcoming year. ESA HQ will also provide a link for submitting any new nominations online. Branch leaders may provide nominations for the following national offices: ESA Vice President-Elect ESA Certification Board Director-Elect Student Representative to the ESA Governing Board (two-year term) If the Branch wishes to submit a nomination on behalf of the Branch, Branch leaders are responsible for ensuring complete nomination packets are submitted and completed prior to the May 31 deadline. Committee Appointments ESA HQ will notify Branch leaders in early fall of their upcoming ESA committee vacancies. It is the responsibility of the Branch President or Vice President/President-Elect to appoint individuals to serve prior to the ESA Annual Meeting. Most terms are for three years. A complete list of ESA Standing, Presidential, and Special Committees is available in Appendix I and online at If a new committee is created mid-year by the ESA President, Branch leaders will be asked to appoint a representative to the Committee at that time. In the event a committee member resigns or is otherwise unable to complete his or her term of service, Branch leaders will be contacted by ESA HQ to find an appointee to fill the mid-term vacancy. Additionally, Branch leaders may be solicited for candidates to serve on the Entomological Foundation Board of Directors and/or Counselors (BOD/C). While the Entomological Foundation is loosely affiliated with ESA and BOD/C appointments are not mandated for Branch leadership, the BOD/C seeks to maintain a minimum of two representatives from each ESA Branch. Governing Board Reports The ESA Governing Board requests that each Branch submit a report of Branch activities twice a year: summer and fall. Reports for the Governing Board are due approximately three weeks prior to the Governing Board meeting. ESA HQ will notify Branch leaders of the deadline. All Governing Board reports should follow the template preferred by the Governing Board (see Appendix II). ESA HQ will provide all Branch leaders with the sample template when they are informed of the deadline to submit their reports. Reports should highlight the upcoming Branch Meeting, as well as the current financial status of the Branch, and should not exceed five pages in length. 6

7 If the Branch would like to put forward a motion for the ESA Governing Board to consider, that information should be included in detail, along with any financial implications, in the appropriate sections of the ESA Governing Board report. The Branch Representative to the ESA Governing Board should be briefed on any motions so they are prepared to present the motion during the ESA Governing Board meeting. It is the responsibility of the Branch Representative to the ESA Governing Board to provide the Branch Executive Committee with the final decision of the ESA Governing Board regarding the Branch s motion. Branch Financials Branch Treasurers are primarily tasked with safeguarding the assets of their Branch, recording financial transactions and making payments, presenting financial information to their Branch at their yearly meeting, and serving as the correspondence liaison with ESA s Director of Finance, Neil Willoughby, for related financial matters when applicable. Treasurers are required to submit quarterly bank statements for all accounts to ESA HQ. It is imperative that this is done on a timely basis. Copies or downloads of banks statements for the first and second quarters should be forwarded to Neil Willoughby by July 31. Bank statements for the third and fourth quarters should be forwarded by January 31 of the succeeding year. Branch financial statements roll up into ESA HQ s overall financial position for the fiscal year. They are a necessary part of ESA HQ s annual spring audit. Bank statements, check stock, and other sensitive information (including passwords and login info) should be kept secured and on file, if possible. Contracts Any substantive meeting contracts or ones that feature material financial transactions can be submitted to ESA HQ for initial review by ESA staff and legal counsel (if necessary). Insurance (Cancellations/Liability for Meetings) Meeting cancellation insurance is included as part of ESA HQ s yearly cancellation coverage and is extended to all Branch Meetings at no cost to the Branch, for up to $100,000 USD. It is not necessary that the Branch take out a separate policy. Likewise, liability coverage for the annual Branch Meetings is provided at no cost to the Branch and includes up to $1 million USD in coverage per meeting. Registration For information on processing payments for Branch Meeting registrations, please see the Registration section (page 10) under Branch Meeting Guidelines & Resources. Branch Program Enhancement Funds (PEF) The ESA Governing Board provides each Branch with Program Enhancement Funds (PEF) every spring. There are two components which factor into the amount allocated to each Branch: Branch Membership The Branch will receive $1 USD per Branch member at year end. Branch Annual Meeting Attendance Percentage* Below is an example to show how this percentage is factored and determined. o Total number of 2016 Branch Meeting Attendees (across all Branches) = 1,200 o Eastern Branch members in attendance at any Branch Meeting (across all Branch Meetings not limited to Eastern Branch s Meeting) = 300 7

8 o Percentage of Eastern Branch member attendees to total Branch Meeting attendees = 300/1,200 x 100 = 25% o Eastern Branch would receive 25% of the total funds available for allocation across all Branches. *Because the International Branch does not hold an Annual Branch Meeting with registration fees, the International Branch receives a flat rate. This is subject to change if the Branch begins to hold meetings. Travel Funding for National Linnaean Games The ESA Governing Board provides matching funds, up to $1,000 USD per team, to provide travel assistance to the first- and second-place Branch Linnaean Games teams to compete at the ESA Annual Meeting. In July or August each year, ESA HQ will provide the Branch Treasurer with a check for the matching funds. It is the responsibility of the Branch to disseminate those funds to the eligible Linnaean Games teams. Branch Meeting Guidelines & Resources Branch Meeting Timeline ESA HQ has assembled a general timeline for Branch Meeting planning tasks and logistics. The timelines are based on best practices for meeting planners. ESA HQ will work with the Branch to provide meetingspecific dates and will provide follow-up to ensure deadlines are met. Please see Appendix III for specifics. Branch Meeting Website ESA HQ is happy to create and maintain the website for each Branch Annual Meeting. Appendix IV contains a list of the information ESA HQ will need in order create the website. It is the responsibility of the Branch to provide that information to ESA HQ by the deadline set in the Branch Meeting Timeline (Appendix III). ESA HQ recommends the Branch appoint an individual, potentially the Secretary or Program Chair, to be responsible for providing relevant information to ESA HQ. Information will be updated as requested and staff will make every effort to post updates within 48 hours of receipt. To request updates to the Branch Annual Meeting website, please contact Becky Anthony. Site Selection Branches should plan to identify their future meeting sites two to three years in advance of the meeting. Branches may elect to contact hotels themselves and negotiate contracts for their Branch Meetings. Branches may also elect to use ESA HQ s housing partner, ConferenceDirect, at no cost to the Branch to assist in the process. If the Branch chooses to work with ConferenceDirect, they will assist the Branch with site selection and contract negotiation, in addition to other services. Some of the benefits of working with ConferenceDirect are: Site Selection ConferenceDirect staff will prepare and send RFPs (Requests for Proposal) and research, review, create, and deliver an unbiased report of all available best fit venues for the Branch Meeting. They will also set up site visits for the Branch leaders to view their preferred properties. Contract Negotiation ConferenceDirect staff are savvy negotiators who use their experience to negotiate the most favorable terms possible for their clients, including favorable attrition 8

9 clauses, pre- and post-meeting group rates, group rates available after cutoff dates, and special client-friendly cancellation terms. Weekly Pickup Reports/Pace Reports ConferenceDirect staff will monitor how the hotel room pickup is trending and watch the room block to see if additional rooms need to be added and if the pickup is on track to meet your attrition value. They can compare your Branch pickup to previous year s pickup and see if reservations are on pace as well. Web Rate Checking ConferenceDirect checks online web portals once a week to see if any sites are publishing rates that are lower than the contracted group rate for the property. If any lower rates are found, Conference Direct will notify the hotel immediately to pull the lower rate offline per the contract terms. Room Block Audits This process ensures that any rooms booked outside of the group block are captured so that the Branch receives full credit for every guest room associated with the Branch meeting. Client History Reports After the meeting has ended, ConferenceDirect works with the hotel to get a final history report completed to include room revenue and food and beverage revenue for future records. This report will include all hotel rooms booked inside the block, any rooms booked outside of the block, staff rooms, suites, and complimentary rooms as well. Cost Savings Reports This report will show the value that ConferenceDirect brings to the Branch Meeting and the savings negotiated on the Branch s behalf. ESA HQ partners with Kristin House, Vice President/Team Director. Contact information for Kristin and her team is listed below. Name Phone Role Kristin House kristin.house@conferencedirect.com Oversees the team x12 and sources the ESA Morgan Klinkradt morgan.klinkradt@conferencedirect.com x13 Annual Meeting Lead for ESA Branch Meetings Site Selection and Contract Negotiation Stefanie Maher stefanie.maher@conferencedirect.com Assists Morgan with Site Selection and Contract Negotiation Primary Contact for Pacific Branch Jennifer Kilstrup jennifer.kilstrup@conferencedirect.com x11 Monitors hotel pickup for each Branch Meeting and provide weekly updates to Branch ConferenceDirect recoups 10 percent of the room rate paid by an attendee to the hotel as payment for its services. 9

10 Abstract Submissions ESA HQ recommends the Branches use Confex for their abstract submissions. Branches are responsible for obtaining and signing their contract with Confex at least six months prior to the start of their Branch Meeting. Confex staff will work with the Branch to set up and test the program submission sites and will provide training for the Program Chair on how to organize, arrange, and schedule sessions in the Confex system. Below is contact information for Confex support staff. Amy Coli x229 Primary contact for Program Chairs Assists with abstract submissions, reporting and program scheduling Diane McMahon x212 Primary contact for Branch Leaders Assists with yearly contracts Registration Online meeting registration for Branches is coordinated through ESA HQ. The Branch Treasurer will work with Neil Willoughby to ensure meetings funds are transmitted and reconciled properly. Payments submitted online will be payable by credit card only. Registrations paid via check are received and deposited by the Branch Treasurer. The Branch is responsible for provided ESA HQ with updated registration rates and information 21 weeks prior to the start of the Branch Meeting. This timeframe provides ESA HQ adequate time to setup and test the online registration form before opening registration to attendees 16 weeks before the start of the meeting. A PDF version of a paper registration form for check payments should be provided to ESA HQ at least 21 weeks prior to the start of the meeting. Please be sure to include costs and information for any tours or ticketed events, as well as the cancellation policy, check payable information, and agreement to abide by the ESA Code of Conduct. Registration information can be submitted to Becky Anthony. Any registration payments received online by ESA HQ will be presented in the form of a check to the Branch Treasurer. An initial check will be brought by ESA Staff to the Branch meeting and a second check will be sent after the close the meeting for any onsite registrations received after the meeting. Housing ESA HQ recommends opening reservations for housing at the same time as registration, 16 weeks prior to the start of the meeting. Hotel and reservation information, including a link to the hotel s online reservation portal and group promo code, should be provided to ESA HQ when registration information is submitted. Code of Conduct ESA s Code of Conduct is in effect for every ESA event, including Branch Meetings. Branch Meeting attendees and participants will be prompted to voluntarily agree to abide by the Code of Conduct during the registration and submission processes. Branches are requested to provide an abbreviated Code of Conduct information in the frontmatter of their Program Book. Information for filing complaints will be 10

11 made available to the Branch to include in its printed program book prior to the start of the Branch Meeting. The full policy is available online at Branch Leader Resources ESA Staff Becky Anthony serves as the primary ESA HQ point of contact for Branch leaders and is available to assist you on all matters. However, you are welcome to contact other staff directly for specific needs. Topic/Need Staff Member Phone Number Primary Branch Contact Becky Anthony x3018 Awards Cindy Myers x3001 Committee Appointments Katherine Matthews x3002 Communication and Laura Sparks x3022 Marketing Elections Katherine Matthews x3002 Expense Reimbursements Neil Willoughby x3005 Finances and Reporting Neil Willoughby x3005 Governing Board and David Gammel x3008 Governance Related Issues Inter-societal Relations David Gammel x3008 Meeting Planning Rosina Romano x3010 Meeting Registration Katherine Matthews x3002 Public Affairs & Media Joe Rominiecki x3009 Relations Strategy and Planning David Gammel x3008 Society Calendar ESA HQ maintains an up-to-date calendar for the Society online at If you wish to add an event or deadline to the Society calendar, please submit the name of the event/deadline, dates, location and website link to Becky Anthony. Society Timeline ESA HQ has assembled a general timeline for all Branch leader responsibilities. Please see Appendix V for specifics. Branch Awards ESA HQ is happy to post any Branch awards on your website. If the Branch would like awards information posted online, please provide the following information for each award to Becky Anthony and Cindy Myers: Name of award/honor Type of award (professional, graduate student, undergraduate student, early career) Brief description of the purpose of the award Eligibility guidelines Nomination requirements 11

12 Nomination process Deadline Evaluation criteria Renomination guidelines (if any) Name and contact information for award questions and nomination packets If a Branch would like to make use of ESA s online nominations system, please contact Becky Anthony and Cindy Myers at least 4 weeks prior to the opening of nominations to allow submission site development and testing. If the Branch is already using the ESA online submission form for a specific award, advance notice does not need to be given. Prior to the call for nominations, please provide Becky Anthony and Cindy Myers with the name and contact information for the Chair of each award along with the nomination deadline. ESA HQ recommends opening nominations five months prior to the start of the upcoming Branch Meeting. A detailed timeline is available in Appendix III. Branch Member Communications ESA HQ is happy to assist you in sending communications to your Branch membership. Below is a list of benefits you will receive by using ESA HQ communications: High visibility s receive a stronger open rate (which typically translates into a higher response rates by recipients): o Average open rate for s sent through former Branch/Section leader tool: 28 percent o Average open rate for s sent through HQ tool: 40 percent Subscription Management not sending s to recipients who are uninterested in a given category of message; keeping you and ESA HQ in compliance with federal SPAM regulations Visually appealing templates providing more consistent branding for ESA and its Branches. Minimal overlap and high engagement ESA HQ will coordinate Branch messages within the always busy schedule for ESA HQ. ESA HQ can provide recommendations on combining messages to target specific audiences. Defined target audience ESA will remove those who have already completed the call to action in the from the lists for follow-up s and phone calls. Please allow a turnaround time of four to five business days for all s. It is important to note that ESA HQ staff has limited availability in the weeks leading up to and during the ESA Annual Meeting, so the turnaround time for communications may be longer during that time. However, if ESA HQ is able to schedule the communication earlier than the stated turnaround time, we will certainly do so. All communication requests can be sent to Becky Anthony. Branch Webpages ESA HQ is happy to maintain your Branch webpages on Staff will make every effort to make requested updates within 48 hours of receipt. In the weeks leading up to and during the ESA Annual Meeting, ESA HQ staff have limited availability, so requested web updates may be delayed during that time. It is the responsibility of the Branch to maintain up-to-date information on their website by forwarding update requests to ESA HQ. ESA HQ recommends the Branch appoint an 12

13 individual, potentially the Secretary or a Member-at-Large, to be responsible for ensuring the website is up to date by reviewing the webpages on a monthly or quarterly basis. To request updates to the website, please contact Becky Anthony. Branch Leadership Conference Calls ESA HQ has purchased conference call lines for each Branch. The Branch may use the conference call line assigned to them at any time as the line is dedicated solely for their use. Eastern Branch Phone: Moderator: # Attendee: # International Branch Phone: or Moderator: # Attendee: # North Central Branch Phone: Moderator: # Attendee: # Pacific Branch Phone: Moderator: # Attendee: # Southeastern Branch Phone: Moderator: # Attendee: # Southwestern Branch Phone: Moderator: # Attendee: # Robert s Rules of Order Summary This two-page guide explains how to operate within the boundaries of Robert s Rules. (scroll down to Resources section) Fellman on Minutes and Graymail This brief article outlines the correct way to write minutes and highlights the risk associated with graymail communications among the leadership of an organization ( among board members that constitutes board deliberation and would be subject to legal discovery), including Branch Executive Committees/Governing Board. (scroll down to Resources section) 13

14 Appendix I ESA Committees ESA Standing Committees Committee on Annual Meeting Program The Committee on Annual Meeting Program shall consist of the President of each Section and/or designate(s) and three Committee officers: a vice-chair, a chair, and a past chair. The vice-chair shall be appointed by the Vice President of the Society and shall serve in succeeding years as chair and past chair. The purpose of this Committee shall be to meet the goals of the Annual Meeting, in part by arranging the program. One of ESA s most active committees, members are expected to participate in biweekly conference calls as well as two in-person planning meetings. Branch leaders are not responsible for making appointments to this Committee. Committee on Audit The Committee on Audit shall consist of the Vice President-Elect of the Society, who shall serve as chair, and two additional members appointed by the President. The purpose of this committee shall be to engage a certified public accountant to conduct an audit, review the professional audit of fiscal operations of the Society, provide an internal audit, and to ensure compliance of the Society and all entities to legal and fiduciary obligations. The Committee shall prepare an annual report and advise the Governing Board on matters of compliance. The work of the Audit Committee is not overly demanding and is primarily concentrated around the time of the audit. Branch leaders are not responsible for making appointments to this Committee. Committee on Awards and Honors The Committee on Awards and Honors shall consist of a representative from each Section and each Branch. The purpose of this Committee shall be to facilitate recognition of outstanding achievement in entomology including but not limited to the awards and honors of Fellow, Honorary Member, Comstock Outstanding Graduate Student Award, and Founder s Memorial Lecture Award. The Committee shall oversee the awards program of the Society as well as that of the Entomological Foundation. As the Committee in charge of ensuring all Society judging panels are filled, this committee will be very active during the months leading up to the awards deadline and during the judging of the nominations. Outside of this timeframe, the Committee is less active. The Committee holds one in-person meeting each year in conjunction with the ESA Annual Meeting. Branch leaders will be asked to appoint a Branch Representative to this Committee in the event that the position is vacant. 14

15 Committee on the Common Names of Insects The Committee on Common Names of Insects shall consist of nine At-Large members. The purpose of the Committee shall be to review proposals for common names and recommend names to be used in publications of the Society for approval by the Governing Board. This Committee is generally less active, but members must be prepared to dedicate adequate time to review the proposals received. The Committee holds one in-person meeting each year in conjunction with the ESA Annual Meeting. Branch leaders are not responsible for making appointments to this Committee. Committee on Education and Outreach The Committee on Education and Outreach shall consist of one representative from each Section and Branch. The purpose of this Committee shall be to provide leadership and guidance to the Society in entomological education and outreach. To accomplish this goal, the Committee is charged with working with the Entomological Foundation on projects including developing the Insect Expo in years that one will be held. This Committee is very active, especially in partnering with the Entomological Foundation, and holds periodic conference calls. The Committee holds one in-person meeting each year in conjunction with the ESA Annual Meeting. Branch leaders will be asked to appoint a Branch Representative to this Committee in the event that the position is vacant. Committee on Ethics and Rules The Committee on Ethics and Rules shall consist of five at-large members of the Society, who shall serve terms of five years each. The purpose of this Committee shall be to maintain currency and consistency in the governing documents of the Society and to encourage and facilitate educational efforts devoted to ethical issues in entomology and related natural sciences. At the request of the Governing Board, the committee shall review and recommend changes in various governing documents and make recommendations about ethical issues that might place the integrity of the Society at risk. Members of this Committee are not expected to engage in regular activities but are expected to be able to dedicate adequate time to reviewing materials at the request of the ESA Governing Board when asked. Branch leaders are not responsible for making appointments to this Committee. 15

16 Committee on Finance The Committee on Finance shall consist of the Treasurer of the Society, who shall serve as chair, and five additional members including not more than two from any Branch or Section. The purpose of this committee shall be to ensure fiscal responsibility and soundness of the Society. The Committee shall advise the Governing Board on matters pertaining to fiscal management of the affairs of the Society, recommend a proposed budget for the following year, and provide other assistance and consultation on fiscal matters to the Governing Board. This Committee is mainly active during the fall when reviewing the annual budget proposed by ESA HQ for the coming year. Members will be expected to participate in one in-person meeting at ESA HQ, usually in October. Branch leaders are not responsible for making appointments to this Committee. Committee on International Affairs The Committee on International Affairs shall consist of 15 at-large members. The purpose of this Committee shall be to increase awareness of the international aspects of entomology as a science and profession and to advise the Governing Board. This Committee is not currently active. Branch leaders are not responsible for making appointments to this Committee. Committee on Membership The Committee on Membership shall consist of one representative from each Section and Branch. The purpose of this committee shall be to recruit and retain members of the Society. This Committee is generally active and holds regular conference calls. The Committee holds one in-person meeting each year in conjunction with the ESA Annual Meeting. Branch leaders will be asked to appoint a Branch Representative to this Committee in the event that the position is vacant. Committee on Student Affairs The Committee on Student Affairs shall consist of one representative from each Section and Branch, who shall be Student Members at the time of election to the Committee. Members of this committee shall serve terms of two years. The purpose of this Committee shall be to stimulate interest in student participation in the Society and to advise the Governing Board on matters of interest to Student Members. This Committee is very active, especially during the months leading up to the ESA Annual Meeting. Members will be expected to participate in regular conference calls. The Committee holds one in-person meeting each year in conjunction with the ESA Annual Meeting. 16

17 Branch leaders will be asked to appoint a Branch Representative to this Committee in the event that the position is vacant. Publications Council The Publications Council shall advise the Governing Board about the publication needs and policies of the Society; facilitate communication among the Governing Board, editorial boards, and Sections; and recommend editorial policy for the Society. The Council is active and members are expected to participate in one in-person meeting during the ESA Annual Meeting. Branch leaders are not responsible for making appointments to this Committee. ESA Presidential Committees Science Policy Capability Committee (active) The Science Policy Capability Committee works closely with the Governing Board and ESA's advocacy firm in Washington, DC, to set the Society's public policy agenda. The Committee includes a representative from each Section and Branch, a Governing Board liaison, two Ad Hoc members, and the ESA Executive Director. The Committee holds one in-person meeting each year in conjunction with the ESA Annual Meeting, as well as regular conference calls. Branch leaders are not responsible for making appointments to this Committee. Presidential Committee on Fellows (ongoing) The Presidential Committee on Fellows is charged with reviewing the ESA Fellow nomination requirements and making a motion (or motions) to the Governing Board to reflect recommendations regarding Fellows' eligibility. Branch leaders are not responsible for making appointments to this Committee. Insect Calendar Committee (ongoing) The Insect Calendar Committee is charged with determining the most appropriate process for the selection of images for future ESA insect calendars. Branch leaders are not responsible for making appointments to this Committee. Linnaean Games Committee (ongoing) The Linnaean Games Committee is charged with planning and running the Linnaean Games at the ESA Annual Meeting each year, with consistent rules and procedures and fair and interesting questions. Branch leaders are not responsible for making appointments to this Committee. Resolutions Committee (ongoing) The Resolutions Committee collects and evaluates resolutions submitted by members of the Society during the ESA Annual Meeting. The president may appoint three committee members with one serving 17

18 as chair. The chair may present the resolutions for vote by the membership during the closing session/final business meeting. For more information on resolutions in general, please see the book Robert's Rules of Order. Branch leaders are not responsible for making appointments to this Committee. Presidential Committee on YouTube Your Entomology (ongoing) The Presidential Committee on YouTube Your Entomology is charged with evaluating the submitted videos to the "YouTube Your Entomology Contest" in an impartial manner, determining rules and procedures each year, and selecting the award nominees. Branch leaders are not responsible for making appointments to this Committee. ESA Special Committees Committee on Diversity and Inclusion (D&I) ESA s Strategic Principles state: ESA has a social responsibility to develop all of its members. ESA s Outcome Statement includes: To increase the diversity and satisfaction of members and customers as well as the value provided to them. To determine how ESA can best meet these principle and outcome statements and to support diversity and inclusion within ESA and within the science, ESA s Governing Board established a Committee on Diversity and Inclusion (D&I) in July The Committee will propose resources, programs, and services that will maximize D&I support among ESA members and increase the cultural competency of ESA members. This Committee is very active and members will be expected to participate in regular conference calls as well as one in-person meeting during the ESA Annual Meeting. Branch leaders will be asked to appoint a Branch Representative to this Committee in the event that the position is vacant. Early Career Professionals Committee (ECP) [formerly Student Transition & Early Professionals (STEP) and formerly Student & Young Professionals (SYP)] The Early Career Professionals Committee, a Special Committee to the Governing Board, was created to conceive and execute any specific needs that are not being met through other measures. The Committee is also a vehicle for recognizing the perspectives and experiences of the Student Transition and Early Professional population and helps develop our next generation of ESA leaders. This Committee is very active and members will be expected to participate in regular conference calls as well as one in-person meeting during the ESA Annual Meeting. Branch leaders will be asked to appoint a Branch Representative to this Committee in the event that the position is vacant. 18

19 Appendix II Governing Board Report Template Branch Report to the ESA Governing Board Title: Submitter: Date: Motion/Request for Action [insert Branch name] Report [insert Branch leader name who is submitting report, with title] [insert current date] [Insert any motion or requested action as clearly as possible. Please provide background and more detail on this request below under Motion/Request for Action Information. Please review with your ESA Governing Board representative before the meeting.] Branch Leadership [Insert a list of current Branch leaders and titles] Current Activities and Recent Accomplishments [Include any activities your Branch is currently undertaking, including awards or scholarships, elections, details on any coordination with other groups on special projects, details on any recent changes to Branch bylaws, committee positions filled, etc.] Branch Meeting News [Include full details on the most recent Branch meeting for the Summer Meeting; include details on the upcoming Branch meeting for the ESA Governing Board meeting held during ESA s Annual Meeting. Details can include: location of the meeting (city/facility) and dates; total number of attendees and presentations (see chart below); details on any joint meetings, Linnaean Game team names, and winning team; awards or scholarships presented; special events like banquets, receptions, exhibits; Executive Committee meeting; future Branch meeting dates, locations, and themes; needs from ESA HQ for Branch meeting; etc.] Total Meeting Attendance Total Student Attns. Total Other (nonstudent) Attns. Total Member Attns. Total Non- Member Attns. Total Symposia Total Student Competition Oral Presentations Total Student Competition Posters Total Other Presentations Linnaean Games Winning Team (University) Current Membership and Financial Status [Include current Branch membership counts and details on the financial status of your Branch meeting and general Branch funds.] Other Information/Comments [Include any other comments here.] Motion/Request for Action Information [Provide background and detail on any request that you are asking the ESA Governing Board to take action on.] 19

20 Appendix III Branch Meeting Timeline Weeks Out from Topic Area Person Annual Meeting Task Meeting Responsible 2-3 years Site Selection Branch Begin site selection process -create short list of 3-4 cities with 2-3 date options -review previous hotel space and make adjustments/updates to required meeting space Contract signed, dates added to Branch Website & ESA Society Calendar 2 years Site Selection Branch 28 weeks Support Becky Send Exec Comm ESA HQ Support - attach Website Template, Branch Meeting Timeline 28 weeks Registration Becky Send President and Treasurer request for Registration information 24 weeks Program Branch Finalize and sign Confex Contract for online submission services Contract contact: Diane McMahon (dmcmahon@confex.com) 24 weeks Program Program Chair Open call for symposia submissions 22 weeks Awards Cindy/Awards Chair Deadline to provide ESA HQ with information regarding awards 21 weeks Registration Branch Deadline: Registration information from Treasurer to include rates, tours, workshops, ticketed events 21 weeks Website Branch Deadline to provide ESA HQ with information for website - schedule at a glance, meeting location, housing information, etc. 20 weeks Program Program Chair Close symposia submissions 20 weeks Awards Cindy/Awards Open call for nominations Chair 20 weeks Website Becky Create Branch Meeting website 16 weeks Program Program Chair Open submissions 16 weeks Staff Becky Determine ESA staff attending Branch Meeting 16 weeks Registration Becky Open registration 16 weeks Housing Branch Open housing 16 weeks Staff Branch President Send ESA Executive Director and ESA President invitation to attend Branch Meeting include date & time of Executive Committee Meeting; when Executive Director and President should be prepared to speak (i.e. opening plenary, business meeting, luncheon) 16 weeks Staff Becky Provide Nikki with David/Presidential travel dates & hotel info 14 weeks Elections Becky/Katherine Provide Branch with information for upcoming Branch elections including candidates needed and timeline for election cycle Eastern, North Central, and Southeastern Branches only 20

21 12 weeks Staff Becky Book Branch travel & hotel 12 weeks Awards Cindy/Awards Close nominations Chair 10 weeks Program Program Chair Close submissions 10 weeks Elections Branch Candidate information, including photo and bio, are due to ESA HQ - Eastern, North Central, and Southeastern Branches only 8 weeks Elections Becky/Katherine Branch elections open Eastern, North Central, and Southeastern Branches only 8 weeks Registration Branch Early-bird registration deadline 8 weeks Onsite Becky/LAC Confirm ESA onsite registration needs with LAC & President 6 weeks Registration Katherine Katherine to order badge stock, if necessary 5 weeks Onsite Becky Becky to draft Know Before You Go and Post- Meeting Attendee Survey 4 weeks Elections Becky/Katherine Branch elections close Eastern, North Central, and Southeastern Branches only 4 weeks Staff Nikki Nikki to provide Becky with David/Presidential travel confirmation information 4 weeks Onsite Becky Provide Branch with draft of Know Before You Go detailing helpful arrival and onsite information 4 weeks Program Program Chair Finalize Branch Meeting program and have ESA post the Confex online program on the meeting website 4 weeks Program Program Chair Send scheduling notification to all presenters via Confex 3 weeks Elections Becky/Katherine ESA HQ provides Branch with election results Eastern, North Central, and Southeastern Branches only 3 weeks Elections Branch Branch informs all candidates of election results Eastern, North Central, and Southeastern Branches only 3 weeks Housing Branch Close housing 3 weeks Onsite Branch Branch to confirm Know Before You Go information 2 weeks Elections Becky/Katherine Send election results to Branch membership Eastern, North Central, and Southeastern Branches only 2 weeks Shipping Becky Begin packing Branch meeting shipping materials 2 weeks Staff Becky Request Branch registration revenue check from Neil 2 weeks Registration Katherine Katherine to upload any tickets into Expo Logic 1 week Shipping Becky Ship materials to meeting 1 week Staff Neil Get Branch check from Neil 3 days Onsite Katherine/Laura Send Know Before You Go to all registered attendees 1 day Registration Katherine/Laura Send QR code ( express pass ) 21

22 plus 3 days plus 2 weeks plus 2 weeks Post-Meeting Katherine/Laura Send attendee evaluation survey Post-Meeting Becky Provide Branch leaders with survey results and final registration numbers Post-Meeting Becky Update website to post-meeting look 22

23 Appendix IV Branch Meeting Website Information Requested So that ESA HQ can properly set up your Branch meeting website, please provide the following details for your meeting by the deadline specified on the Branch Meeting Timeline. Key Branch Meeting Contacts Name and addresses will be needed for the following positions: o President o Treasurer o Program Chair o Local Arrangements Chair o Student Competition Chair o Awards Nomination/Canvassing Committee Chair(s) o Nominations Chair, if applicable Schedule at a Glance The schedule-at-a-glance should provide attendees with a general overview of the flow of the meeting when regular events begin and end so that attendees may make early travel arrangements. Events to include: o Registration Hours o Executive Committee Meeting o Business Meetings o Receptions/Student Receptions o Student Competitions o Poster Hours o Plenary Sessions, Award Ceremonies, Lunches, Banquets, Keynote o Scientific Sessions o Optional Tours Details on optional events (descriptions/dates/times/costs/location/deadlines/etc.) Student Competition Current scoring criteria for both the paper and poster competitions Awards provided to 1 st, 2 nd, 3 rd place winners Registration Registration Information (Rates, early-bird and onsite. ESA member and non-member. Any fees for program books or optional meal functions or tours.) Link to paper registration form (include details on whether meal functions, program books, or tours are included in registration fees, or are separate fees) Cancellation policy 23

24 Hotel and Housing o Hotel address and phone number o Link to make online reservations and group code for Branch discounted room rate (including link for per diem rooms) o Deadline for advance room reservations o Local areas of interest (descriptions) Miscellaneous (where applicable) Welcome letter or newsletter from the Branch President and/or Program Chair Meeting theme and logo Call for symposia & submissions (provided by Confex) Meeting Deadlines (early-bird registration, award nominations, submissions, housing, etc.) Awards pages updates Photo Salon Triplehorn Challenge (NCB only) Program Book (at least 2 weeks in advance of meeting) Online Scheduler (when available) Photos of the meeting (please be sure to take photos of all award winners so they can be posted after your meeting) 24

25 Appendix V Society Timeline for Branch Business Timeline Task Additional Details January 31 Third and Fourth Quarter Financial Statements (from previous year) are Due to ESA HQ The Branch Treasurer should submit copies/downloads of the third and fourth quarter bank statements, from the previous calendar year, to Neil Willoughby at ESA HQ. Early May May 1 - May 31 May 1 May 31 Late June Late June Governing Board Report Notification ESA Nominations Site for Summer Elections is Open Nominations Site for Branch Elections is Open International and Southwestern Branches Only ESA Leadership Joint Strategy Meeting (not held every year) ESA Summer Governing Board Meeting ESA HQ will provide Branch leaders with the Governing Board Report template 4-6 weeks prior to the deadline. ESA HQ will provide Branch leaders with any resources needed to complete their reports. Branch leaders are responsible for submitting the report by the deadline specified by ESA HQ. ESA HQ will provide Branch leaders with the open Society positions for the upcoming year. ESA HQ will also provide a link for submitting the nominations online. If the Branch plans to submit a candidate, Branch leaders are responsible for ensuring nomination packets are submitted and completed prior to the May 31 deadline. Branch Representatives to the Governing Board are elected during the Society summer elections cycle. If a new representative needs to be elected, the new candidates nomination packets must be completed online by May 31. ESA HQ will provide Branch leaders with the open Branch positions for the upcoming year. ESA HQ will also provide a link for submitting the nominations online. Branch leaders are responsible for ensuring nomination packets are submitted and completed prior to the May 31 deadline. Branch leaders will join the ESA Governing Board and other committees to discuss the upcoming strategy and focus of the Society of the year(s) to come. This is typically a 1-day meeting prior to the start of the ESA Governing Board meeting. Branch leaders may meet separately before the strategy meeting, time and topic permitting. ESA HQ will provide details to the Branch representative to the Governing Board details regarding the meeting 3 months prior to the date. 25