THE SOUTHERN LEPIDOPTERISTS’ SOCIETY CONSTITUTION
ARTICLE 1: NAME
- The name of this society shall be the Southern Lepidopterists’ Society *.
ARTICLE 2: TERRITORY
- For the purposes of the society, the “South” includes the states of Alabama, Arkansas, Florida, Georgia, Louisiana, Mississippi, North Carolina, South Carolina, Tennessee, Texas, and Virginia.
ARTICLE 3: PURPOSE
- The purpose of the society shall be to help increase scientific knowledge and public awareness of the Lepidoptera of the South.
ARTICLE 4: MEMBERSHIP
- Membership in this society shall be open to any person or organization having an interest in the purpose of the society. Membership will terminate upon (1) death, (2) receipt by the Secretary of a written resignation, or (3) failure to pay dues within six months of due date.
- Application for membership should be made to the Treasurer and should be accompanied by dues for one calendar year.
ARTICLE 5: OFFICERS AND BOARD OF DIRECTORS
- The officers shall be: A Chairman, an Editor, a Website Coordinator, two Members-at-Large, a Secretary, a Treasurer, and a Membership Coordinator. These officers as a group shall constitute the Board of Directors.
- The Chairman shall annually appoint a nominating committee of three members of the society. The committee shall select at least one candidate for each office; obtain a written statement from the candidate of willingness to serve if elected; and submit a report of its work to the Chairman not less than 60days prior to each annual meeting.
- The officers shall be elected by ballot vote of the members present at the annual meeting and shall serve from the following 1 January for two years. Duties of the officers shall be those normally pertaining to the respective offices.
- Officers shall serve without remuneration.
- The Board shall meet annually and at such other times as deemed necessary on call by the Chairman.
- Quorum for the Board is four.
- Vacancies in the Board developing between annual meetings may be filled by the Board.
- Standing or ad hoc committees may be established by the Board; members thereof shall be appointed by the Chairman.
- The Board shall appoint qualified members as State Coordinators to serve a two (2) year term.
ARTICLE 6: MEETINGS
- The society shall hold meetings at times and places selected by the Board of Directors. All meetings will be announced in the News and will be held not sooner than 30 days after the notice is mailed. There shall be an annual meeting at which officers are elected. The society’s fiscal year will coincide with the calendar year.
ARTICLE 7: AWARDS
- The John Abbot Award may not be given more often than once a year. The Board will submit a Ballot containing names of three eligible recipients to the members with the announcement of the annual meeting. The candidate receiving the largest number of votes by return of this ballot to the Secretary will be the recipient. The award recognizes exceptional contribution to the purpose of the society through publication and otherwise. A person does not need to be a member of the society to be eligible. The nominees not receiving the award in any year will remain on the ballot the year following with at least one additional name being added annually by the Board. In the case of a tie, the candidate who has been in contention the longest will be selected.
- Additional awards may be presented to members for special efforts by action of the Board.
ARTICLE 8: PUBLICATIONS
- The society shall publish and distribute to the members the following:
- Southern Lepidopterists’ News (four times annually).
- Membership list (biennially).
- Bulletin of the Southern Lepidopterists’ Society (intermittent).
- The publication program is the responsibility of the Editor.
ARTICLE 9: DUES
- The dues for each year will be set by the Board for each class of membership.
- Dues notices will be distributed with the last issue of each Volume of the News for each calendar year.
ARTICLE 10: POLICIES
- The society and its members, in carrying out activities in the support of its purpose, shall be guided by these policies:
- The society will cooperate with the Lepidopterists’ Society.
- The society will encourage scientific publication by its members.
- The society shall function as a non-profit, non-political, educational organization.
- The society will encourage activity by members who are not professional entomologists.
- Members of the society are expected to follow ethical guidelines relative to collecting as developed by the Lepidopterists’ Society.
- Members are encouraged to develop information on Lepidoptera and forward this to the Zone Coordinator for compilation and publication.
- Members are encouraged to establish affiliations with museums and educational institutions for the deposit and preservation of specimens.
ARTICLE 11: AMENDMENTS
- This constitution may be amended by motion made, seconded, and passed by a majority vote of the members present at the annual meeting and concurred in by a 3/4 affirmative vote of the Board.
ARTICLE 12: DISSOLUTION
- In the event that this society should cease to exist, all of its assets shall be liquidated as follows:
- All outstanding debts shall be paid promptly.
- All remaining assets shall be given to the Lepidopterists’ Society.