Florida Entomological Society
Executive Committee Meeting
September 24, 1998, 1:00 p.m.
USDA, ARS Gainesville, FL
Executive Committee Members in Attendance: John Sivinski, Joe Funderburk,
Lance Peterson, Theresa DuChene, Pat Greany, Nancy Epsky, Julie Staviski,
Chris Tipping, and John Petti.
Committee Chairs and FES Members in Attendance: Norm Leppla, Gary Leibee,
Lois Wood, Richard Mankin, John Capinera, Robert Meagher, and Clay Scherer.
President's Opening Remarks: Meeting called to order at 1:10
pm on September 24 ,1998 by President Sivinski. Bound copies of the Florida
Entomological Society Operating Guidelines were distributed. Joe Funderburk
was asked and agreed to head a group that, working with the Guidelines
Committee, would look at and amend discrepancies in the current by-laws.
The revised by-laws, which have not been published since 1996, will be
published in a future issue of the Florida Entomologist. No published agenda
Secretary's Report (John Petti) Minutes of the Executive Committee
meeting held on April 29, 1998, including revisions reflecting the decisions
to use the FES lightning bug logo for the 1998 annual meeting and NOT to
print and mail the 1999 Annual Meeting Program to members, were resubmitted
for approval. Norm Leppla expressed concern for members who do not have
access to the FES website where the program will be published. Discussion
followed and it was generally agreed that in accordance with the society's
plan to offset some of the cost of going on-line by eliminating printing
and mailing costs, the decision would stand. Those members without Internet
access would have to request a copy of the program, which traditionally
is not available in print until the week before the meeting, from the Program
Committee or obtain a copy from a member who does have access. President
Sivinski motioned to approve, Joe Funderburk seconded, and the vote to
accept the revised minutes was unanimous.
Business Manager's Report (Theresa
DuChene) Theresa provided members in attendance with a financial report
for the period ending August 31, 1998.
•Minutes from the 1997 Annual Meeting held
in Daytona Beach were e-mailed to Executive Committee members for review
and presented for approval. President Sivinski motioned to approve, Joe
Funderburk seconded, and the vote to accept the minutes was unanimous.
Unfortunately, it was learned later that the approved minutes did not reach
Dick Baranowski in time to appear in the December issue of the Florida
Entomologist as planned and will be published in March, 1999.
•Minutes from the 1998 Annual Meeting held
in Sanibel Island were e-mailed to Executive Committee Members for review
and presented for approval. Photographs were not yet available and members
decided to postpone voting until the next meeting in December. Dick Baronowski
later confirmed that this would still allow enough time to publish the
minutes in the March 1999, issue. John Petti acknowledged David Hall for
acting as secretary at the 1998 meeting and producing the minutes, recommending
that he receive a special service award at the 1999 annual meeting.
•John Petti sent a letter to the Sundial Resort,
including a copy of the resolutions, thanking the hotel for helping to
make the 1998 FES Annual Meeting a success.
•A preliminary roster of the 1998-1999 Executive
Committee and Standing and Ad Hoc Committee Chairs was prepared and distributed.
Members were urged to verify the information and committee chairs were
asked to submit a final list of their committee members including address,
phone numbers, and e-mail address, to John Petti at johnmpetti@AOL.com.
•Teresa recapped current 1998 annual meeting
revenue ($13,550.00) and expenses ($19,318.19) and projects a deficit of
$5,545 after all accounts are settled. Following annual meeting deficits
of about $3,000 for 1996 and $5,884 for 1997, Teresa requested ideas for
providing a well-rounded and informative meeting with out running way over
•Pat Greany questioned whether costs of symposia
($2,322.23) and Honoree (Dr. Mound - $3,038.33) should be considered a
direct expense of the meeting or charged to operating revenue.
•Pat Greany suggested soliciting revenue from
industry in exchange for display/booth space at the meetings. Lance Peterson
suggested that exposure at research meetings is not appealing to industry.
He also warned that as existing companies consolidate, their will be fewer
contributors and organizations such as FES can expect fewer dollars from
•Teresa pointed out that meeting registration
fees and member dues, especially for students are unusually low. Those
present generally agreed that both of these costs are modest in comparison
to other professional organizations. Increasing meeting registration fees
and membership dues were discussed.
•Joe Funderburk asked for input as to what
is a reasonable amount for students to pay. Chris Tipping and John Petti
indicated that the registration fee has traditionally been paid by or through
the university and would not directly impact the students.
•Clay Scherer pointed out that increasing
costs associated with the annual meeting should be absorbed by those who
attend the meetings.
•John Sivinski pointed out that increasing
meeting registration by $30.00 per member X times 200 registrants would
cover the deficit.
•Teresa advised those in attendance of the
current procedure for handling delinquent membership dues. If payment is
not received after one notice, members (ca. 100) receive a 2nd
notice informing them that they have been dropped from the data base. This
results in interruption of the Florida Entomologist mailing, added
costs from mailing the journal to members (ca. 60-70) that renew, loss
of membership (ca. 22-27), and nasty letters from disgruntled members.
Teresa suggested mailing a 2nd notice of payment due, advising
members of the consequences of non-payment, before mailing a 3rd
(now the 2nd) notice of being dropped form the mailing list.
This would involve Teresa's time, paper and printing supplies, and postage
for about 100 notices.
•John Petti suggested revising the 1st
mailing to reflect the consequences of non-payment.
•Pat Greany suggested using e-mail.
•The possibility of including notices with
journal mailings was discussed. No decision was reached.
•Alamo car rental offered a program to FES
where members would receive a 10% discount and the society would receive
a 2% rebate. No decision was reached.
•Teresa reports that Mr. Green has requested
•President Sivinski expressed the need to
look at the alternatives and motioned to accept the financial report. Seconded
by Pat Greany, the vote was unanimous.
Fiscal (Bob Meager) No report was
Computer Resources (Pat Greany) No
written report. Changes and additions to the FES Website <http://www.flaentsoc.org>
•John Petti motioned that the Fiscal Committee,
with the help of Teresa DuChene, be charged with the responsibility of
investigating the alternatives presented in regard to annual meeting costs
and, with the aid of data from previous meetings, develop cost guidelines
for future meetings. Seconded by John Sivinski, the vote was unanimous.
Florida Entomologist on World Wide
Web (Tom Walker). Tom Walker submitted
a progress report on posting back-issues of the Florida Entomologist
on the WWW.
•Richard Mankin reports that abstracts from
the 1998 meeting have been deleted and that the 1998 program has been archived.
It is possible link abstracts in the 1999 on-line program to an author's
website where other members may access a slide show or other accompanying
information. Contact Webmaster Richard Mankin through the FES website.
•New features have been added to the membership
data base. Member information, including a 250-character "special interests"
field, can now be updated by members. Richard Mankin will develop and announce
the procedure for obtaining a password.
•Pat Greany requested a "petty cash" fund
for implementing changes that improve the utility of the FES website. Such
improvements are currently delayed up to three months, pending approval
by the Executive Committee. John Petti motioned to budget up to $500.00
per year to be used at the Computer Resources Committee's discretion. Motion
was seconded by Lance Peterson and the vote was unanimous in favor.
•Nancy Epsky requested that unedited minutes
of the Executive Committee meetings, a list of committee chairs and members,
and other committee business be posted on the FES website. Options for
displaying access to this information were discussed and will be further
investigated by the Computer Resources Committee.
•Richard Mankin reports little activity on
the "On-Line Forum" site and requests members to make submissions to the
"Hot Topics" page of the FES website.
Florida Entomologist (Dick Baranowski)
Dick Baranowski submitted a letter in favor of discontinuing the Spanish
resumen and asked President Sivinski to bring the subject up for further
discussion. In his letter, Dick warns that when Julieta Brambila is no
longer available (she currently translates the resumen at an estimated
annual cost of $1,000.00), the services of a professional translator will
substantially increase the cost of providing the resumen. Dick further
questions the importance of the resumen in making the Florida Entomologist
an international journal and doubts that discontinuation of the resumen
will result in the loss of Latin American members, readers, or paper submissions.
•The Florida Center for Library Automation
(FCLA) estimates that the back-issues (1969 forward) should be searchable
by Thanksgiving. Tom Walker reports that the project is within budget,
projects a $700.00 surplus, and suggests that these funds be used to integrate
the recent issues (1994-date) with the earlier ones if the Executive Committee
finds that FCLA's user interface is superior to the interface that we are
Program (Lance Peterson) No report
submitted. Lance Peterson is soliciting symposia.
•Concurring with Dick Baranowski, Jorge Pena
also submitted a letter stating that inclusion of the Spanish resumen does
not preclude the reading of or publication in the Florida Entomologist
and that most Spanish speaking persons prefer English.
•President Sivinski solicited the opinion
of a Mexican colleague who felt that the resumen is a good thing and notions
presented by Dick and Jorge are wrong, pointing out that Conservation
Biology requires a long Spanish abstract.
•Howard Frank feels that not only should we
keep the resumen, but should also consider accepting articles in other
•Joe Funderburk expressed concern over the
Florida Entomologist losing its quality status and cautioned that
the caliber and validity of submissions from third world authors should
be carefully scrutinized.
•In support of keeping the resumen, Norm Leppla
recounted the original reasons for its addition to the Florida Entomologist.
At the time, no North American journal was linked to or serving Latin American
countries and FES has much in common with them. In retrospect, Norm pointed
out the significance of our association with Latin America in regard to
applied entomology. With so many restrictions in North America, a significant
amount of research and the applications thereof occur in or emanate from
Central and South America. Norm also pointed out the need to maintain the
quality status of the Florida Entomologist.
•Pat Greany suggested making the resume nonobligatory.
•Lance Peterson expressed strong support in
favor of keeping the resumen.
•After much discussion, President Sivinski
motioned to keep the resumen. Pat Greany seconded and the vote was unanimous.
The issues of cost and who would do future translations was not resolved.
•President Sivinski introduced the idea of
publishing a memoir series of the Florida Entomologist, initially
dedicated to Caribbean biodiversity. Dick Baranowski supports the idea
and has offered to make the first submission (Hemiptera in the Caribbean).
Jim Lloyd has volunteered to serve on the editorial staff and submit a
monograph on fireflies. Tom Walker is also in support of the idea. President
Sivinski wants ideas from the membership.
•The question of accepting papers from authors
with institutional membership status was introduced. The by-laws state
that authors must be members of FES to submit papers. After much discussion
and in light of a change to the by-laws requiring support of the membership,
Pat Greany suggested that the pros and cons of accepting submissions from
institutional members be published on the society's Hot Topics web
page where members could contribute their input. Bob Meager volunteered
to present the pros and President Sivinski agreed to ask Dick Baranowski
to present the cons.
Newsletter (Lois Wood and Nancy
Epsky) No report submitted. Past President's message is needed. Next issue
of the newsletter will include snippets encouraging membership to submit
e-mail addresses and watch the website for inclusions of society business
discussed at this meeting. An edited version of the unapproved minutes
from this meeting will be included in the next issue.
Caribbean Conference (Abe White)
Caribbean Directory (Howard Frank)
Operating Guidelines (Ellen Thoms)
Not represented. Published guidelines distributed.
Long Range Planning (Richard Mankin)
No report submitted.
Membership (Phil Koehler and Clay
Scherer) Not represented.
Public Relations (Nancy Epsky) No
report submitted. Faith Oi was welcomed as a new member of the committee.
Awards (Gary Leibee) No report submitted.
Gary reported having mailed awards to members that did not attend the annual
Sustaining Membership (Keith Griffith)
Next Meeting of the Executive Committee:
1:00 on Tuesday, December 1, 1998, at the USDA, Gainesville.
•Pat Greany suggested that it is not too early
to begin looking for a location of the 2000 annual meeting and offered
to post potential locations on the FES website. Members could suggest locations
and, as the meeting date approaches, vote on the general location from
which a specific hotel will be chosen.
•President Sivinski agreed and added that
it would be good to get their input now that we have the capacity to poll
Meeting Adjourned at 4:00 PM.
Submitted by: John Petti, Secretary
October 14, 1998