MSEF Constitution
(January 1999)

1. DEFINITIONS

Particular words as used here have the following meanings:

"Systematic Entomology Facility" means a permanent institution with a primary responsibility to acquire, conserve, study and communicate about by loan, exchange and publication specimens of insects and terrestrial non-insect arthropods in its collection or an institution which conducts such activities using and supporting another institution's collections of same.

"Major" means a Systematic Entomology Facility that through its activities demonstrates international leadership in entomo-logical research, training and/or collection development.

"Head" means the administrative head responsible for and involved in the day-to-day management of a Major Systematic Entomology Facility.

2. ROLE

The role of the Group shall be to (1) exchange ideas, information and promote collaboration among major systematic entomology facilities, and (2) promote matters of priority interest to entomological facilities throughout the world and to increase cooperation and understanding between them.

3. MEMBERSHIP

Membership is institutional, not personal.

MSEFs holding current membership are:

• Agriculture and Agri-Food Canada (Canadian National Collection), Ottawa, Canada
• American Museum of Natural History (Entomology Department), New York, U.S.A.
• Bishop Museum (J. Linsley Gressitt Center for Entomological Research), Honolulu, U.S.A.
• CABI Biosciences, Ascot, United Kingdom
• CSIRO Entomology (Australian National Insect Collection), Canberra, Australia
• Museum für Naturkunde (Entomologie), Berlin, Germany
• Muséum National d'Histoire Naturelle (Laboratoire d'Entomologie), Paris, France
• The Natural History Museum (Department of Entomology), London, United Kingdom
• U.S. National Museum of Natural History (Department of Entomology), Smithsonian Institution, Washington, D.C., U.S.A.
• U.S. Department of Agriculture (Systematic Entomology Laboratory), Beltsville, U.S.A.
• Zoologisk Museum (Entomologisk Afdeling), University of Copehagen, Denmark

 

Changes in membership can only be implemented during the Annual Meeting. All members may nominate one or more new members and a member is accepted by consensus decision. Prior notice of intent to nominate a new member must be sent to members at least 30 (thirty) days prior to the Annual Meeting.

If a member is not present at two consecutive Annual Meetings its membership status will be discussed at the second Annual Meeting.

No more than 15 (fifteen) members can be admitted.

4. ATTENDANCE AND DEPUTIES

It is expected that all member institutions attend the Annual Meeting represented by the Head of the MSEF.

The Head of a member MSEF may appoint or nominate as deputy another member of staff to represent him or her at any meeting where the Head is unable to be present. Such a representative shall have the rights of the Group member whom he or she represents.

A Head may also nominate in writing to the Chair a member of staff of his or her MSEF to serve as the permanent point of contact for that institution. This can be changed at any time by the Head of that MSEF in writing to the Chair.

Voting: at the Annual Meeting only members present may vote, with one vote per MSEF. Proxy votes, postal votes or other means or attempts to vote by absent members will not be admitted.

5. CHANGE OF CONSTITUTION

The Group may change the constitution if a motion proposing the change:

(1) is supported by any three existing members; and

(2) prior notice of intent to seek change has been sent to all members no less than one month before the Annual Meeting, and

(3) such a motion is approved by three quarters of those Heads or their Deputies present at the annual meeting.

6. CHAIRMAN AND EXECUTIVE

The Executive shall comprise the immediate past Chair, present Chair and one other member who shall be elected by the Group. The Executive shall take up duties 2 (two) months after the Annual Meeting and hold office until 2 (two) months after the next Annual Meeting. Unless otherwise determined the Head of an institution in the country in which the next annual meeting of the Group shall take place will be the new Chair. The Group may decide to re-elect the Chair for more than one year.

7. FUNCTIONS OF THE EXECUTIVE

The Executive shall deal with those matters referred to it by any quorate Group Meeting and shall have the power to act with the consent of a majority of Group members in relation to such other matters which it considers are of such significance that delay in action would not be in the best interests of the Group.

8. GROUP MEETINGS

The Group shall meet when and where it determines, or if the Group so resolves, as determined by the Executive.

An Annual Meeting shall be held no more than 15 (fifteen) months after the previous Annual Meeting.

No business shall be transacted at any Group Meetings unless a quorum of half of the members plus one is present.

The Chair of the Group shall preside as Chair at every Group Meeting and shall have his or her own vote. Motions (other than those affecting the Constitution, as in 5.3 above) will be decided by a simple majority. In the event of a tied vote, the motion shall be lost. In the event of the Chair's absence from any business session during the Meeting those present shall elect one of their number to preside at that session.

At any Group Meeting a resolution put to the vote shall be decided on a show of hands, unless a written ballot is demanded by the Chair or at least two members.

9. COMMITTEES

At the Annual Meeting the Group may elect committees of one, two or three members, with the authority to co-opt outside the Group, to investigate and report on such matters as directed.

The Executive may set up and form committees at times other than Annual Meetings.

10. OBSERVERS

The Chair of the Group may invite such persons as it chooses to attend meetings as observers. Members may propose to the Chair observers to be invited. Members need to be advised prior to any meeting of the observers expected to attend. Observers do not participate in the Business Meeting part of the Annual Meeting. The Chair may invite a minute taker/executive officer to attend the Business Meeting.

11. NOTIFICATION OF MEETINGS

The Chair shall notify all members of the Group, in writing, of the agenda, any notices of motion, and place of any Group Meeting. The fact that any item does not appear on the notice paper for the meeting shall not, however, prevent that matter being discussed at the Group Meeting. Items may be added to the agenda at any time up to and during the meeting with the consent of the Chair following advice from Members of the Meeting.

12. COUNCIL RESOLUTIONS

Resolutions of the Group shall not be binding on members of the Group, nor upon the institutions they represent.