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.

2. Appoint an Ad Hoc Committee, composed of President‑Elect (Chair) and 4‑5 past Presidents, to 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.

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 (June).

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.

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.

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

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

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

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.l

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.

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.

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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 guidelines can be given to the Committee Chairs at the annual meeting. Solicit input/update information from outgoing Officers and Committee Chairs. When you become President, pass a diskette copy of the guidelines on to the President‑Elect (preferably on IBM‑compatible word processing software such as Word Perfect).

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 printing and distribution 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; 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.

D. Set up the Branch files. The most frequently used files are: Constitution. and By‑Laws, Proceedings of past meetings, Executive Committee minutes, General correspondence, Hotel contracts, Past programs, Treasurer's reports, Committee guidelines. 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. Purchase bulk rate mailing permit (ca. $50) and establish a bulk rate mailing account at a local post office (annual fee ca. $30), or cooperate with the printer to subcontract mailings.

F. 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.

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

H. 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

1. 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 Executive Director, E.S.A. for publication in the ESA website.

2. Write letters thanking special program participants and others as instructed by the President or by Resolutions.

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

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

5. Complete the fiscal year financial report. Complete and mail IRS Form 990‑EZ.

6. Prepare a list of important dates and deadlines for the Branch and send a copy to each Committee Chair.

7. Work with the President, Local Arrangements Chair and Program Chair to select a printer. Contact printer and set up schedule for mailouts.

8. Notify the Gast family of the Gast Award Winner (This should be done after the conclusion of the Annual Meeting.).

9. Provide list of non‑member registrants to Membership Committee Chair for follow‑up.

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B. April

1. Contact all Committee Chairs to offer assistance where possible. Inform chair about deadlines for inclusion of any materials in the mailings.

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

3. Obtain SEB members mailing labels from E.S.A. headquarters. It is best to request these in late April as it may require 3‑4 weeks before they are received. They will also provide a file diskette if requested.

C. May

1. Maintain contact with the President, Executive Committee Members, and Committee Chairs to assist where possible.

2. Check with each Committee Chair to assess progress. Encourage and assist where possible; prod where necessary. ↑

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D. June

1. Remind the President when the general letter to the membership to be mailed with the call for papers is needed.

2. Remind the Program Chair when the program highlights and the call for papers are needed.

3. Inform the printer to obtain necessary Bulk Rate postal permit and stickers for the July mailing.

4. Have ca. 2000 envelopes printed by the printer showing your return address and the Bulk Rate Permit.

5. Obtain from the Local Arrangements Chair the hotel reservation forms and hotel brochures (ca. 2000 each) that will be included with the mailing.

6. All information from the Committee Chairs should be obtained by the latter part of this month if they are to be included in the mailing with the call for papers.

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E. July

1. Request a new membership list from ESA headquarters that may be used for reference on those who are to receive the mailing. Only paid members will receive the mailing.

2. Prepare and mail the call for papers. 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 forms and brochures

f. Map of hotel location and information on alternate hotels

g. Letter of highlights from Local Arrangements Committee

h. Associates Programs

i. Photo Salon information (if needed)

j. Pre‑registration forms

k. Program Committee information

l. Cut off date for pre‑registration

3. All materials need to be printed this month for mailing. The mailing should be completed by August 1.

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F. August

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

2. Send $600 to 1st and 2^nd place Linnaean teams for travel to national meeting.

G. September

1. Contact Local Arrangements Chair to finalize date, agenda, etc., for October site visit.

H. October

1. Attend site visit with hotel personnel, Branch President, Program Chair, Local Arrangements Chair, and others as necessary to finalize plans for the upcoming Annual Meeting.

2. During the site visit, finalize the program, room assignments for the meeting rooms, and equipment needs with the Local Arrangements Chair. Plan an appropriate location for the Registration Desk and arrange for locked storage space for use during the meeting. Also, confirm awards banquet menu, coffee break service, and mixer arrangements.

3. Meet with the hotel sales management to discuss final details. 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.

4. The following materials should be brought to the site visit:

Minutes file

Proceedings file

Constitution and By‑Laws

Correspondence file

Site selection file

Hotel file

Financial file

Budget for the upcoming meeting

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.

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I. November

1. Obtain a set of mailing labels from E.S.A. headquarters for the program mailing in December.

2. Contact the printer to prepare a postcard ballot for the election of new officers. The ballot will be included with the program in the second mailing and should have the return address for the Secretary‑Treasurer.

3. The Program Chair should have ca. 2000 programs printed, number to be determined by current membership list. The Secretary‑Treasurer should request 75‑100 extra copies of the program for on‑site registration, replacement of lost copies, etc.

Other items for second mailing:

Proposed Budget,

Postcard ballots for:

President‑Elect

Secretary‑Treasurer (when appropriate)

Member‑at‑Large of the Executive Committee

Biographical sketch for candidates,

Reservation forms (hotels)

Pre registration forms (meeting)

Associates Program Survey

Letter from President

Letter from Local Arrangements chair

4. Plaques for the awards and for the out‑going Branch President, Secretary‑Treasurer, and for the Chairs of the Local Arrangements and Program Committees should be obtained from E.S.A. headquarters. Ask that the same letter size and style be used if possible. Plaques should be ordered for the following (an asterisk indicates that one or two plaques may be needed). ↑

President

Outgoing Secretary‑Treasurer (every third year)

Local Arrangements Committee Chair

Program Committee Chair

Distinguished Board Certified Entomologist Award

*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, these may be obtained from the ESA headquarters.

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

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PRESIDENT