By-Laws

The original “Declaration” and By-Laws were signed at Agassiz by Lindsay Edgar Marmont, William Henry Lyne, R. Stinson Sherman, Max Hermann Ruhmann, and Edmund Peter Venables, witnessed by Reginald Glendenning, and submitted to the Registrar of Companies on 14 June 1923. The Entomological Society of British Columbia was officially incorporated under the “Societies Act” on 25 September 1923. Subsequent amendments to the By-Laws were made in 1943, 1983, 1985, 2010, and 2021. Following are the amended By-Laws as of 21 Oct, 2021.

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1. This Society shall be known as “The Entomological Society of British Columbia,” being the British Columbia Branch of the Entomological Society of Canada (hereinafter called “the Parent Society”).
2. Relationship to the Entomological Society of Canada (the Parent Society) — This Society shall in working activities remain an integral unit in the entomological organization of the Dominion of Canada, shall in aims and endeavours remain embodied with other branches of the parent Society, and shall continue in connection with and under the constitution of the Parent Society.
3. Object — The objects of this Society shall be:
   1. To endeavour to co-ordinate and unite the work, notes, and observations of all those engaged in the study of insects and to encourage those interested in the same study throughout and within the confines of the Province of British Columbia.
   2. To collect and study the insects of the Province of British Columbia, and to render aid and assistance to the best of its ability, either through the Members individually or through the Society in convention, to all students in the science of entomology in the Province.
4. Membership, Dues, and Expenditures
   1. Any person may become a Member on application and on payment of an annual fee to the Secretary-Treasurer. The fee for full membership, to be levied from each Member annually, shall be determined by the Executive of the Society and set by motion at the Annual General Meeting. Members in good standing shall receive all publications of the Society. Institutions and organizations may purchase publications of the Society but shall not become Members. The fee for full membership shall be fully reviewed, with respect to the costs of operating the Society, by the Executive and recommendations of the fee shall be put forth to the membership at the Annual General Meeting every year.
   2. Students at a recognized institution of education may become Members of the Society on application with proof of studenthood and on payment of an annual fee set at one-half of the full membership fee to the Secretary-Treasurer. They shall have the same privileges as full Members.
   3. Members may withdraw from the Society upon giving notice in writing to the President or Secretary.
   4. A Member whose annual fees are two years in arrears automatically loses membership in the Society and the Executive is empowered to expel any Member for unseemly conduct.
   5. Any Member who has made outstanding contributions to the advancement of Entomology in British Columbia may be nominated as an Honorary Member. The nomination must be in writing, signed by at least five Members in good standing, and must be submitted to the Secretary-Treasurer of the Society at least two months before the Annual General Meeting at which the membership is to be awarded. The nomination must receive the approval of two-thirds (2/3) of the Executive of the Society and must be elected by a simple majority of the Members present and in good standing at the Annual General Meeting. Honorary membership shall not exceed 10% of the total membership at the time of the award. The recipient shall be presented with a membership certificate. An Honorary Member shall not pay dues but shall have the privileges of a full membership.
   6. Upon retirement from his/her vocation, a member of the Society may make application to the Executive for a Retired Membership. A Retired Member shall be entitled to the Society’s Newsletter only (no Journal); otherwise they shall have the same privileges as full Members. The fee for retired membership shall be the cost of printing one volume of the Newsletter plus postage to the next highest dollar.
   7. Recent Graduate membership. Recipients of a post-graduate degree in the field of entomology from a recognized educational institution may become Members of the Society upon providing proof of graduation within 5 years of graduation and providing payment of an annual fee set at one half that of the full membership. Fee to be paid to the Secretary-Treasurer.  They shall have the privileges of full members.
5. Annual Meeting
   1. The Annual General Meeting of the Society shall be called each year by the President at a time and place approved by the Executive. Members shall be notified of the time and place of the Annual General Meeting at least thirty days prior to the meeting.
   2. Seven Members shall constitute a quorum at the Annual General Meeting, only those in good standing being entitled to vote.
6. Special Meetings
   1. Special meetings of the Society may be held at any time or at any place, the time and place being approved of and decided upon by Members present at the time of the regular annual meeting.
   2. Meetings of the Executive of the Society shall be held at any time and at any place at the discretion of the Executive. Officers of the Society shall be notified at least thirty days prior to each such meeting.
7. Officers
   1. The Officers of the Society shall consist of the Executive Committee and Trustees.
      1. Executive Committee, to be elected by the general membership at the Annual General Meeting. These officers shall have full powers to act on behalf of the Society within the bounds of the constitution, and to appoint committees as necessary. Each Member will have one vote on Executive decisions. Executive Committee members and terms of service are:
         1. President, 1 year.
         2. 1st Vice-President, 1 year.
         3. 2nd Vice-President, 1 year.
         4. Treasurer, 2 years.
         5. Secretary, 2 years.
         6. Two directors, 2 years.
         7. Student Director, 2 years.A graduate student may occupy one of the two Director positions. Elections shall be held once a year at the Annual General Meeting. The second Vice-President and one Director will be elected each year; directors will alternate terms of service. Treasurer, Secretary, and Student Director will be elected every second year. Treasurer and Secretary will alternate terms of service. Normally, the 2nd Vice President will become the 1st Vice President in the year after his/her election; the 1st Vice President will become President two years after his/her election. In case a person in the Presidential pathway is not able to carry through for the full three years, or an Executive Committee member on a two-year term is not able to complete that term, an election may be made at the next Annual General Meeting to fill the vacant position. Any member may run in succeeding elections as incumbent on the completion of his/her term.
      2. Trustees, to be appointed by the Executive Committee. These officers shall be responsible for publications, communication, and liaison. Trustees shall not have a vote in Executive Committee decisions, but their expert advice and attendance at Executive Committee Meetings is expected. Trustees are:
         1. Regional Director to the Parent Society
         2. Editor-in-Chief of the Journal of the Entomological Society of British Columbia (the “Journal”).
         3. Editor of the Society Newsletter.
         4. Editor of the Society Website.Terms for all Trustees are open. The Regional Director appointment is conditional upon his/her position being voted in by the Parent Society. The Executive Committee will annually review the performance of Trustees to determine their suitability for continuation. Trustees who step down or are deemed unsuitable will be replaced by appointment before the next Annual General Meeting.
   2. Duties of the Officers shall be:
      1. The President or designated alternate shall preside at all meetings and act ex-officio on all committees. He/she shall have primary responsibility for all the workings of the Society.
      2. The 1st Vice-President shall have primary responsibility for the program and arrangements of the Annual General Meeting. He/she will use this year to become familiar with issues and ongoing programs of the Society, in order to maintain continuity when he/she becomes President the following year.
      3. The 2nd Vice-President shall be responsible for arranging speakers and creating the Scientific Program for the Annual General Meeting. He/she will use this year to become familiar with issues and ongoing programs of the Society, in order to maintain continuity when he/she becomes 1st Vice-President the following year.
      4. The Secretary shall maintain a record of all meetings (“minutes”), carry on all official correspondence to the membership and outside the Society, and act as a custodian of all minutes and correspondence. He/she will also be responsible for notifying the membership of the publication of new volumes of the “Journal” and the newsletter, as well as sending out any hard copies of the Journal of the Entomological Society of British Columbia to members, subscribers, and trading partners. The Secretary will also have primary responsibility over the Library holdings of the Society.
      5. The Treasurer shall receive and disburse all funds, prepare the annual financial statement, and file a copy of the same with the Registrar of Companies as required under the Societies Act. He/she will also collect membership dues and maintain an up-to-date membership list that includes contact information and payment status. The Treasurer shall have the use and custody of the seal of the Society.
      6. The Editor of the Journal of the Entomological Society of British Columbia is responsible for the publication of the “Journal”. This includes appointing a Review Committee, accepting submissions, and ensuring a peer-review process is followed for each submission. The Editor has the right to reject any paper that is deemed not appropriate or scientifically qualified for the “Journal”. The Editor is also responsible for having the “Journal” typeset and formatted in its final form before being published electronically and/or in hardcopy.
      7. The Editor of the Newsletter is responsible for the contents and frequency of publication of “Boreus.”
      8. The Editor of the Website is responsible for the look and feel of the Website, posting Society business and announcements thereon, and maintaining the Website with respect to changes in Executive, By-laws, “Journal”, and contact information. He/she will also maintain access to digital archives of the “Journal”, “Boreus”, and other publications, and will work with the Journal Editor to publish new issues electronically.
      9. The Student Director will be the main liaison with the student body throughout BC, promoting our Society, maintaining contact with students, and keeping them in touch with Society business and upcoming events.
      10. The Regional Director to the Parent Society is responsible for representing the Society at Executive Meetings of the Parent Society, and for keeping our Society informed of the activities of the Parent Society.
      11. The directors of the Society shall assist with the conduct of the Society’s business as and when called upon.
   3. The Executive shall have power to meet expenses required in the normal operation of the Society business. Such expenditures shall be subject to subsequent ratification at the Annual General Meeting by the majority of the Members present.
8. Alterations — These by-laws may be altered or amended only at the Annual General Meeting of the Society by the approving vote of three-fourths of the Members present and in good standing. Such alterations must be made by notice of motion, which shall have been sent to the Secretary, and a copy of such been forwarded to Members at least one month previous to the Annual General Meeting.
9. Borrowing Powers — No Officers or group of Members shall be entitled to borrow money in the name of the Society without the prior consent of the Executive and three-fourths of the Members present and in good standing at the Annual General Meeting.
10. Publishing Charges — The page charges and cost of reprints of papers published in the “Journal of the Entomological Society of British Columbia” shall be determined by the Executive and changes in such costs to authors shall be set by motion at the Annual General Meeting. Authors requiring financial assistance in publishing manuscripts in the Journal may petition the Executive for such assistance. The amount of assistance shall be decided by the Executive and their decision shall be final.
11. Audit of Accounts — The accounts shall be audited by an honorary auditor appointed at the Annual General Meeting each year.