Officer & Committee Reports for The
Total Page:16
File Type:pdf, Size:1020Kb
Officer & Committee Reports for the Southwestern Branch of the Entomological Society of America 2012-13 Prepared by: Robert W. Davis, Ph.D. Secretary-Treasurer 2012-13 Submitted 2/14 Secretary’s/Treasurer’s Report Robert W. Davis Secretary-Treasurer, 2012-13 Southwestern Branch of the ESA 1. Secretary-Treasurer Davis participated in the Treasurer’s Meeting held during the course of the ESA’s Annual Meeting. Committee Chair Neil Willoughby chaired the meeting. The two main topics covered included: a. Branch Treasurer’s need to send in statements from checking and savings accounts on a quarterly basis to ESA-HQ. This is needed for tax purposes. b. Neil asked how branches felt the CONFEX system worked for branch meetings. All branch reps spoke favorably of the CONFEX system and wanted to keep it in place. Concerns over cost were voiced. c. Neil asked if ESA-HQ staff at branch meetings was helpful. Branched very appreciative of ESA-HQ staff being present to help with Registrations, etc. This support from ESA-HQ has made the leg work of registration activities go much more smoothly and allows branch attendees and volunteers to actually attend papers, help at insect expo, etc. 2. Executive Committee approved funds ($500.00) for purchase of a new light and buzzer system for the conduct of Linnaean Games (owned by the branch). The system was purchased for $489.00. 3. ESA-2013 election results involving SWB members included the following a. 2913 ESA Vice President-Elect: Phil Mulder, Oklahoma State University b. 2013 Southwestern Branch Governing Board Representative: David Ragsdale, Texas A&M University c. 2013 Secretary-Treasurer-Elect. Dr. Carlos Bogran OHP, Inc. 4. ESA-SWB Secretary Treasurer met with SWB Audit committee at annual meeting in Las Cruces, NM. Audit committee was favorably disposed to report in progress. Final audit committee approval was forthcoming in Respectfully submitted, Bob Davis Secretary-Treasurer, 2012-13 Southwestern Branch ESA 61st Annual Meeting Executive Committee Meeting Ramada Palms Hotel Las Cruces, NM 25 February 2013 The meeting was called to order by President Bundy. ESA National President Rob Wiedenmann and ESA National Executive Director Dave Gammel were in attendance. Old Business. The Treasurer’s Report to be presented at the final business meeting was distributed to the attendees for their review by Secretary-Treasurer Davis. Secretary-Treasurer Davis noted that an executive committee meeting at the National ESA meeting was helpful to plan preliminary financing for the branch meeting, coordinating with local arrangements and planning financing for the student mixer. Reimbursement for student volunteers was discussed, with the question being if this is a good or bad idea. It was noted that it might be worthwhile if it influences them to volunteer. There is a good list of volunteer this year. Fifty-seven students registered and more than 50% have volunteered. It is important to keep communications flowing between the officers and the volunteers as to their duties and responsibilities. It was also suggested that the student volunteers be recognized at the banquet. For online voting, candidates need to be selected in April and submitted to ESA National in mid- May. For 2013 the Southwestern Branch nominated and supported Phil Mulder as ESA National vice-president elect. Nominations for officer positions within the Southwestern Branch are as follows: Carlos Bogran as Secretary-Treasurer elect David Ragsdale as Governing Board Representative Molly Keck as our BCE representative It was noted that bio’s for the candidates are on-line. The walk-through of the Ramada Palms in August was worthwhile to familiarize the officers and committee chairs with the layout and facilities. New business: ESA National President Rob Wiedenmann reported the following: 1. ESA is strong and financially sound. Our assets and investments are excellent, we have a plan to bring the budget back to positive, attendance at 2012 Branch meetings and the Annual meeting were outstanding, and attendance this year is strong already. 2. We are making progress on the 2013 theme areas: science, impact, connected, world. a. SCIENCE The 2013 Annual Meeting promises to have great attendance and a large number of presentations. We are not trying to maximize the number of symposia, focusing on quality, not quantity. Program Symposia have been selected and both Section and Member Symposia are being collected and are now under discussion. b. IMPACT Partnership with AIBS to represent us in the area of public policy contacts, and the development of ESA's young professionals. c. CONNECTED We are increasing our connections with other entomological and scientific societies. d. WORLD We are hosting the Global Entomological Society Presidents and are inviting partner presidents to our Annual Meeting. We are also hosting the Entomology News web site to increase our impact on and connection with the rest of the world. 3. We are trying to increase our membership through the Each One, Reach One campaign. We currently have 6500 members and would like to get to 7000 or 7500. We are analyzing membership numbers, patterns, attraction and attrition, and developed a model that we can use to predict future patterns and point to intervention points. 4. The Founders' Memorial Award has been selected and announced -- Anurag Agrawal from Cornell, honoring Dame Miriam Rothschild. ESA Fellows process is ongoing -- submissions were due last week. 5. Committees are mostly complete, with their charge letters. Major changes are: 1) resurrecting the SYP Committee and having members participate in the Planning Day at the summer Governing Board meeting; 2) Science Policy Committee; and 3) Ethics and Rules Committee has as its charge to develop a stronger ethics statement and develop processes for dealing with ethical transgressions. 6. Future Annual meetings are planned out to 2018, with several years even beyond 2018. Contracting those sites now allows us to lock in hotel and convention center prices, giving us better negotiating ability and saving the members money. Other comments include: Future national meeting sites are locked in through 2022: Portland 2014 Minneapolis 2015, 2019 Orlando 2016 - possibly co-located with ICE Denver 2017, 2021 Vancouver 2018, 2022 ESA National Executive Director Dave Gammel commented on three areas where the ESA needs to review its goals and how to respond to them: Social – review the awards program, growing the certification and BCE Global – growing the International Branch which meets in Chile this year Influence – hosting ICE in 2016, science policy development (a workshop is planned by AIBS at the national meeting in Austin) The ESA will move into a new headquarters building in Annapolis in May of 2013 An Entomological News Site is under development for all entomologists The National Meeting App will probably continue in 2013, but sponsors are needed. Commenting to Director Gammel, Secretary-Treasurer Davis suggested that all registrations for the Branch meeting go to ESA National. President Bundy noted that National did a great job reporting registrations, and suggested that a slot be made to record banquet reservations. Committee and Other Reports It was noted that there has been confusion regarding the Audit Committee members and who becomes chair when and for how long. It was agreed that the SOP for the Audit Committee needs to be updated. Secretary-Treasurer recommended the establishment of a Special Committee to be called the Industry Contributions Committee. It was noted that this committee needs to be formalized, voted on by the Executive Committee and the membership. An SOP needs to be written We need to push for multi-year commitments It is necessary to keep in touch with the companies There is a need for a university contact to receive funds The Southwestern branch President needs to send a letter requesting contributions A motion was made by Vice-President Esquivel, seconded by David Ragsdale, and was approved by voice vote. Governing Board Representative David Ragsdale reported that our membership stood at 494 as of December 2012, and that we need to get to 550 to follow the ESA National’s growth trend. He also commented on the ESA National’s Science Policy, there is a need to pool member on top policy issues. A monthly newsletter will start in March, issued by ESA national. Resolutions Committee – no resolutions. It was commented upon that many members may not be familiar with this committee and its functions. Resolutions are oftentimes made far too late in the meeting to be placed on the Business Meeting agenda. Site Selection Committee – the following sites are approved or under consideration: 2014 – San Antonio, approved, hotel needs to be selected, possibly at the Crowne Plaza 2015 – Oklahoma City 2016 The Woodlands (Houston area), Harlingen or possibly Weslaco Notes on the current meeting: There may be issues with the Insect Expo. Attendees were alerted to possible University bureaucracy vagaries. Members should be told to check their badges for their meal choice at the banquet. The hotel will be held to the lowest advertised rate, watch for internet rates being lower than the agreed rates for the meeting. John Hunter, local Las Cruces historian will be the banquet speaker. A brief discussion was held regarding non-member fees for the meeting and the need for them to be higher than regular members. No decision was forthcoming. Minutes kindly prepared by Dr. Jerry Michels Respectfully submitted, Bob Davis Secretary-Treasurer, 2012-13 SWB-ESA Branch Archivist Greg Cronholm February 28, 2013 The following items have been mailed to Dr. Larry Mitchell at the Cushing Library at Texas A&M University, College Station. 1. Program for Joint Meeting of the Southeastern and Southwestern Branch, March 4-7. 2012, Little Rock, Arkansas 2. Abstracts of Student Papers and Poster Presentations of the Joint Annual Meeting of the Southeastern and Southwestern Branches of the Entomological Society of America.