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H.O. Lund Entomology Club

CONSTITUTION

Article I: Important Terms

  • Member: Individuals who have chosen to accept the invitation sent via the INVOLVE system (or some other official university approved system)
  • Executive Officer: Member who holds one of the five Executive Officer positions (President, Vice President, Secretary, Treasurer, and Outreach Coordinator)
  • General Meeting: Event where basic decisions are made/discussed and information is disseminated
  • Special Meeting: Event help during irregular time where specific club needs may need to be addressed
  • Simple Majority: A vote where the greater number of members present vote with greater than 50% of the members

Article II: Name

The official name of this organization shall be the H.O. Lund Entomology Club.

Article III: Purpose

The constitution of the H.O. Lund Entomology Club (hereafter referred to as Lund Club) in the Department of Entomology at the University of Georgia (UGA) sets forth the rules that will serve as the guiding principles of the organization.

The Lund Club is an organization dedicated to the enhancement of the UGA student experience and serves a functional role within the department as coordinators of social- and service-oriented activities.

The Executive Board of the Lund Club serves as the administrative body for the club and is directly responsible for organizing all club outreach and social activities, as well as serving as the official voice of the graduate students to the faculty of the Department of Entomology, the Graduate and Professional Student Board of the Graduate Student Association, and the administration of the University of Georgia.

Article IV: Membership and Responsibilities 

Section 1: Membership

An invitation to participate in the Lund Club will be sent via the INVOLVE system (or some other official university approved system) to all graduate students in the Department of Entomology at the University of Georgia, and to graduate students advised by adjunct faculty of the Department. Invitations may be reissued upon request. The membership of the Lund Club is composed of those current students who chose to accept this official invitation to participate in the Club. Membership and all privileges, including voting and officer positions, shall not be denied to any person because of age, ethnicity, gender, disability, color, national origin, race, religion, sexual orientation, or veteran status.

Section 2: General Member Responsibilities

All members of the Lund Club are encouraged to participate in the Lund Club’s activities and community outreach efforts. Participation in these activities is strictly voluntary. All voting Lund Club members are responsible for exercising their voting privileges on issues pertinent to the Lund Club and the Department of Entomology. Members are direct representatives of the Department of Entomology at all events and activities, and as such, are expected to conduct themselves accordingly, as well as serving as educators and conduits of information between the Department of Entomology and the public.

Section 3: General Member Privileges

All members of the Lund Club retain the following privileges: the right to cast one vote in each officer election, the right to cast one vote for all motions during general member meetings, the right to attend all Lund Club sponsored social and service events, and the right to be eligible for prizes awarded by the Lund Club.

Section 4: Executive Board Responsibilities

All elected officers of the Lund Club, by virtue of their individual positions, are considered part of the Executive Board. The Executive Board also includes a faculty advisor appointed by the Head of the Department of Entomology. All officers are expected to attend meetings of the Lund Club and of the Executive Board, as well as to participate in outreach, fundraising, and social activities. In the event that an officer is unable to attend a meeting, it is they/them responsibility to appoint a proxy who will attend the meeting in they/them place and be prepared to make a report to the Club on they/them behalf.

Article V: Dues and Payment

The Lund Club is a local organization with no regional or national ties; therefore, the Lund Club remains committed to supporting interest and participation in the science of entomology by not requiring collection of membership dues. The Lund Club maintains an independent financial structure and generates its annual operating budget through, funds given by “Ag Hill”, fundraising activities, outreach donations, and compensatory funding from the Department of Entomology.

Article VI: Officer Removal, Replacement, or Resignation

Section 1. Selection/Replacement of Officers

The officers will be elected by a simple majority of the full membership of the Lund Club, by paper or electronic ballot in an open election to be held at the end of the spring semester of each academic year. Officer positions shall be reserved for graduate students currently enrolled at the University of Georgia. Officers take office immediately upon election and serve until the election the following year. In the event that any office becomes vacant, the President has the power to nominate a replacement who must be approved by a 2/3 vote of the remaining members of the Executive Board. If for some reason, the President is unable to continue in they/them post, the Vice-President will absorb the President’s responsibilities for a one-month interim period to allow time to hold an election for a new president.

Section 2. Impeachment and Removal of Officers/Advisors

If an officer fails to perform the specific duties of they/them office, either by malfeasance/misfeasance or repeatedly operating outside the capacity of they/them office, the Executive Board may be convened for the purposes of pursuing impeachment of that officer. Impeachment proceedings will be handled in a three-step process. First, the Executive Board will convene without the accused officer present to ascertain whether impeachment should proceed. If deemed necessary, a second meeting of the entire Executive Board, including the accused officer, will be convened to allow him/her the opportunity to defend they/them actions. Finally, the decision to remove the impeached officer from office must be decided as an unanimous vote of no confidence by all remaining members of the Lund Club without the impeached officer present. If impeached and subsequently removed from office, they/them is required to remit all Lund Club related materials to the Executive Board for transfer to a suitable replacement who will serve in that office for the remainder of the term. In the event that the Executive Board finds itself at odds with the faculty advisor, the Board may be convened to discuss replacement of the advisor. If the decision to remove one of the advisors is unanimous, the President is responsible for meeting with the Head of the Department of Entomology for the purpose of discussing and appointing a new advisor. They/Them is further empowered to approach other faculty and staff prior to meeting with the Department Head to assess willingness to accept the position if appointed.

Section 3. Resignation of Officers

In the event that an officer feels that they/them can no longer serve in the full capacity of they/them office, they/them may submit a letter of resignation effectively vacating they/them respective position. The letter of resignation should be submitted either on paper or electronically to the Secretary for forwarding to all members of the Executive Board. Upon receipt of the letter of resignation by all members of the Executive Board, the resignation is complete and a notice of office vacancy must be sent to the entire Lund Club membership. Replacement of the resignee will proceed as outlined in Article V, Section 1 of this Constitution.

Article VII. Executive Officer Duties and Responsibilities

Section 1. President

The President of the Lund Club is responsible for coordinating the Executive Board and oversees all Lund Club meetings. The President or they/them designee is the primary spokesperson for the Lund Club in working with the Department of Entomology, University administration, and the community at large. The President is responsible for attending the mandated annual meeting for student club registration hosted by the Center for Student Organizations (CSO), as well as registering the club. The President is also in charge of securing that the Lund Club is following all of the guidelines set by CSO. The President is responsible for identifying sources of funding to be used on behalf of the Lund Club and forwarding those funding sources to the Treasurer for formal application. The President is responsible for organizing and coordinating H.O. Lund Week activities and the U.E. Brady Seminar Reception, with the assistance of any other members of the Executive Board as needed. The President is responsible for communicating directly with the Lund Club faculty advisor and keeping him/her apprised of all Lund Club activities. The President is also empowered to form ad-hoc committees chairpersons to oversee these committees.  On matters of dispute requiring a vote by the members present at a meeting convened for that purpose, the President will not vote except in the event of a tie. Finally, it is the responsibility of the President or the Treasurer to approve all transactions conducted by members of the Lund Club specifically related to club activities and functions. No other officers are empowered to approve financial transactions, and failure to obtain approval from the President or the Treasurer prior to purchase may result in denial of reimbursement.

Section 2. Vice-President

The Vice-President of the Lund Club is responsible for assisting the President in the preparation of meetings and the coordination of activities, and acts as the proxy for the President when they/them is not able to perform they/them responsibilities. The Vice-President is responsible for attending the annual CSO meeting for student club registration and confirming that the President is following the guidelines set forth by the CSO. In the event of a vacant chair/committee appointment, the responsibilities of said chair/committee appointment fall under the Vice-President’s responsibility

Section 3. Secretary

The Secretary of the Lund Club is responsible for recording minutes at all Lund Club meetings and forwarding those minutes to all club members prior to the end of the following week.  The Secretary is also responsible for coordination and dissemination of ballots, surveys, memos, letters, electronic mail, and all other forms of communication pertaining to matters relevant to the Lund Club membership (e.g., membership invitations from the INVOLVE network (or University approved system) used by the University of Georgia) or of general interest to all members of the Department of Entomology.. It is also the responsibility of the Secretary to serve as Historian by carefully archiving all important Lund Club materials and publicity (e.g. important documents to aid in the transition of the executive officers). The Secretary is also the webmaster for the Lund Club and is responsible for providing detailed updates to those webpages.

Section 4. Treasurer

The Treasurer of the Lund Club is the primary fiscal officer for the Lund Club and is responsible for maintaining and documenting all financial accounts and fiduciary paperwork generated by the Executive Board and the membership during the academic year. The Treasurer will provide brief reports on the state of the Lund Club’s accounts at each general meeting, as well as providing an annual report of the Lund Club’s budget including all transactions, donations, and fundraising to the Executive Board. It is the responsibility of the Treasurer to coordinate all fundraising activities including solicitation of volunteers, planning, setting up, and provisioning of sufficient petty cash to run the event. If general Lund Club meetings are providing food, it is the responsibility of the Treasurer to make the purchases in preparation. The Treasurer is responsible for applying for funding from sources identified by the President to be used on behalf of the Lund Club. This includes preparation of the annual budget allocation request form to be submitted to the Ag Hill organization each spring for funding the following fiscal year. Finally, it is the responsibility of the Treasurer or the President to approve all transactions conducted by members of the Lund Club specifically related to club activities and functions. No other officers are empowered to approve financial transactions, and failure to obtain approval from the Treasurer or the President prior to purchase may result in denial of reimbursement.

Article VIII: Committee/Chair Duties and Responsibilities

Section 1. Mode of Appointment

Each committee/chair position will be appointed by a vote made by the Executive Board. In the event of a vacant position, the duties and responsibilities fall to the Vice-President.

Section 2. General Responsibilities

As appointed positions, it is up to the individual to maintain proper communication with the Vice President pertaining to all matters associated with the position.

Section 3. Outreach and Extension Chair

The Outreach and Extension Chair (OEC) of the Lund Club serves as the primary contact person for the Lund Club in matters pertaining to outreach activities. The OEC is responsible for coordinating and organizing all aspects of the outreach program, including solicitation of volunteers and transportation of people and materials to and from each outreach location. The OEC will develop a general format for all outreach activities of the Lund Club and take an active leadership role in running each event. The OEC is responsible for designating someone to be in charge of any outreach activity if they/them is unable to attend. The OEC is also expected to encourage sufficient assistance from Lund Club members so as to allow all members of the Lund Club to have an equal opportunity to participate in outreaches and avoid conducting all outreach activities by him/herself. As part of this effort, the OEC will ask for a general list of volunteers at the beginning of they/them term, who are willing to participate in outreach activities and are willing to provide him/her with available days so that the OEC can quickly identify potential participants based on their schedule.

Section 4. Insect Curation Chair

The Insect Curation Chair (ICC) of the Lund Club is the primary curator of the live insect and arthropod zoo, as well as special dry-specimen collections maintained by the Lund Club. The ICC is responsible for the daily maintenance of all live zoo specimens, as well as improving the collections with new arthropods. The collections and exhibits will be kept in a centralized location for easy access by the OEC for outreach purposes. The collections should contain both a representative collection of common and rare Georgia insects and exotic arthropods. The ICC is also responsible for setting policy regarding the handling and use of materials from the insect and arthropod zoo (See Appendix A). The ICC will be responsible for training all outreach volunteers who wish to handle fragile or potentially dangerous insects and arthropods. The ICC will work closely with the OEC in coordinating use of all insect and arthropod materials used in the outreach program. The ICC is expected to encourage sufficient assistance from Lund Club members, as they/them deems necessary, to allow other members of the Lund Club to have an opportunity to participate in the care and rearing of zoo specimens.

Section 5. Social Chair

The Social Chair is responsible for planning, coordinating, and overseeing all social events held by the Lund Club and the Department of Entomology. The Social Chair is primarily responsible for organizing the Beginning of the Year party, the Holiday/Winter party, and the Lund Week Banquet/End of the Year Party as well as organizing for the food involved in student-hosted seminars. The Social Chair should attempt to plan other social events throughout the academic year to promote a more open and congenial atmosphere within the Department of Entomology and among its students. The Social Chair is empowered and strongly encouraged to solicit volunteers and form an ad hoc committee of they/them choosing to assist with any or all of the aforementioned club activities and functions.

Section 6. Club Representative Committees

Two Representatives will be elected each year to serve as liaisons to the undergraduate Ag Hill organization and Graduate Student Association. Representatives are responsible for serving as the primary mode of communication between the Lund Club and other legislative groups at the University of Georgia by presenting issues raised by the Executive Board and the general membership of the Lund Club to these organizations. Therefore, attendance at meetings called by any of these other groups is considered mandatory. In the event that neither representative is able to make one of these meetings, it is their responsibility to designate a proxy to attend instead and brief one representative after the meeting so that they/them may make a report to the Lund Club at the next scheduled meeting. Direct relay of pertinent information from these broader organizations to the active members of the Lund Club is the responsibility of these Representatives. Failure to perform any of these duties may result in removal from office. In addition, the two Representatives will assume roles in assisting the social chair in both the planning and execution of social events.

Article IX: Meetings

Section 1. Schedule

The Lund Club will meet a minimum of once per month during the Spring and Fall semesters. Meetings during Summer term will be convened as necessary. Meetings are convened and presided over by the President. Additional meetings will be scheduled as needed by the Executive Board. The officers shall meet before every scheduled general meeting.

Section 2. Model for Meetings

Meetings will be conducted as a cross between a democratic and town council format. Most issues will be dealt with on a consensus, town council format, while contentious issues will be voted upon by the membership in attendance with each eligible. Matters pertaining to approval of the previous meeting minutes or the allocation of funds by the Lund Club must be handled according to proper parliamentary procedure. The President does not vote except in the event of a tie. Quorum for general meetings is defined by 1/5 of the Lund Club membership.

Section 3. Open Meetings

Meetings of the Lund Club are open to all entomology undergraduate and graduate students, faculty, and staff. However, voting privileges are restricted only to entomology students. While most meetings are open, the Lund Club reserves the right to convene closed sessions, excluding all faculty and staff members from attendance. In addition, the Executive Board may be convened by any member of the Executive Board, as needed, in a special meeting without the full membership for the purpose of coordination of activities, soliciting advice in matters pertaining to normal operation of the Lund Club, and to address issues dealing with Lund Club administration.

Article X: Robert’s Rules of Order

For procedures not covered in this constitution and addressing controversial topics that cannot be resolved by consensus, Robert’s Rules of Order will be implemented. Any questions of proper procedure should be directed to the President for clarification and implementation.

Article XI. Ratification and Amendments

This Constitution is a “living” document that must be ratified by 2/3 majority vote, excluding the President, and may be amended only by 2/3 majority vote of the full voting membership at a general meeting or by electronic vote if quorum cannot be convened. Proposed amendments will be read at a general meeting or disseminated in written or electronic format by the President.

Appendix A:  Use of Lund Club Zoo Holdings

Scheduling

Requests to borrow items belonging to the Lund Club must be submitted by email to the OEC and copied to the ICC or the Vice-President if the position is vacant

Responsibilities

While in possession of specimens, the person(s) participating in the outreach is/are personally responsible for the welfare of the live animals and preserved specimens.).These responsibilities also extend to include improper exhibiting and/or handling. If a person is taking live specimens to an outreach event for the first time, they/them must speak to the ICC to learn how to properly care for specimens during and after an outreach event.

Items borrowed must be returned within 36 hrs of being removed. Exceptions must be approved by the OEC or ICC. Upon returning of live specimens, all water vessels must be replenished and all tropical species must be misted. If the animals’ traveling habitat differs from its permanent habitat, it must be returned to its permanent habitat.

Any and all altercations occurring during an outreach or activity must be reported promptly to the OEC. This includes any bites, stings, unusual behavior (on the arthropods’ behalf) or presumed natural death.

Policy Infractions

If death or harm that results in diminished use of a specimen occurs from neglect or mishandling, the person(s) responsible for the neglect or mishandling will be responsible for covering the costs of replacing the specimen and/or habitat. Infractions or violations of these policies that result in the death or endangerment of specimens borrowed by any person(s) will result in immediate restriction of access and may also result in complete loss of borrowing privileges and possible fine to cover the cost of replacing the lost animals.