STATUTE & COLLECTING POLICY

The
Entomological Society
of Malta


Statute and Collecting Policy
2002

[Revised following approval of amendments at AGM of 16th March, 2010]

STATUTE

The organization shall be known as the Entomological Society of Malta.
  • Section 1.1. The registered address of the Society will be c/o The National Museum of Natural History, Mdina, Malta, or at such other place as the council may determine.
  • Section 1.2. The postal address of the Society will be – Entomological Society of Malta (ESM), P.O. Box 9, Marsa MRS 1000, Malta, or at such place as the council may determine.
  • Section 1.1. The registered address of the Society will be c/o The National Museum of Natural History, Mdina, Malta, or at such other place as the council may determine.
  • Section 1.2. The postal address of the Society will be – Entomological Society of Malta (ESM), P.O. Box 9, Marsa MRS 1000, Malta, or at such place as the council may determine.
  • Section 1. The Entomological Society of Malta is a voluntary non-profit educational and scientific organization. It shall be the purpose of the Society to promote locally and internationally the science of entomology in all its branches; to further the scientifically sound and progressive study if entomology; to promote the publication of relevant scientific information; to facilitate cooperation and collaboration in all the fields of entomology and other terrestrial arthropods.
  • Section 1. All persons interested in entomology shall be eligible for membership.
  • Section 2. The membership of the Society shall consist of the following classes – Full, Associate, Foreign, Institutional and Honorary Life membership.
  • Section 2.1. Associate membership shall be considered for those to be less than 18 years of age or registered as full-time students.
  • Section 3. Application for membership shall be on the appropriate form obtainable from the Secretary. The Council shall consider all applications at the next ordinary meeting and acceptance or otherwise of the application shall be communicated to the applicant in writing.
  • Section 4. Individuals who have made important contributions to the science of entomology may be elected Honorary Life members of the Society. There shall be not more than five living Honorary Life members.
  • Section 5. Members one year in arrears in the payment of subscription shall be dropped from the rolls by the Secretary.
  • Section 6. The Executive Council may expel any member of the Society for such cause, as it may deem sufficient for expulsion. The members of the Council may take this action only after two-thirds approval. Petitions for expulsion shall be presented to the Secretary for presentations to the Council. On expulsion the departing member shall be refunded all dues paid for the current year. An expelled member may be reinstated by the two-thirds affirmative votes of the Council.
  • Section 1. The Officers of the Society shall consist of a President, a Vice-President, a Secretary, an Assistant Secretary and a Treasurer.
  • Section 2. The business and affairs of the Society not otherwise provided for, shall be controlled by the Executive Council, consisting of the President, Vice-President, Secretary, Assistant Secretary, the Treasurer, and two members of the Society.
  • Section 3. The Executive Council shall have power to make and adopt By-Laws for the conduct of the business and affairs of the Society and for the regulation of its procedure not inconsistent with the terms and provisions of the Statute.
  • Section 1. The outgoing Executive Council shall before the Annual General meeting appoint an Electoral Commission who shall receive nominations for the office of president and separately for the six remaining members of the Council. Nominations signed by a proposer and a seconder, must be submitted in writing to the Electoral Commission. A list containing all nominations shall be mailed to all members at least four weeks before the date of the Annual General Meeting.
  • Section 2. Election of Officers. The new Council shall, at first meeting appoint the officers.
  • Section 3. Election of Honorary Life Members shall be nominated by the unanimous vote of the members of the Executive Council. The nominee shall be voted on by mail ballot distributed to all members of the Society and reported in one of the Society’s periodical, and must receive 80% of all ballots cast to be elected. Not more than two Honorary Life members may be elected at the forst Annual General Meeting and not more than one in any one calendar year.
  • Section 1. The President shall preside at all meetings. He/She shall appoint all committees and be Chairman of the Executive Council and member ex officio of all other committees.
  • Section 2. The Vice-President shall assume the duties of the President in the latter’s absence.
  • Section 3. In case the President and the Vice-President are absent at a meeting, a temporary Chairman may be chosen by a simple majority vote.
  • Section 4. The Secretary shall keep the minutes of the meetings of the Society and of the Executive Council; shall give notice of the meetings of the Society; shall attend to all general correspondence; shall keep all records and files of the Society.
  • Section 5. The Assistant Secretary shall assume the duties of the Secretary in the latter’s absence.
  • Section 6. The Treasurer shall receive all monies for the Society and deposit them in the name of the Society in such banking institutions, as the Executive Council shall direct. He shall pay there from by draft or cheque all bills and obligations of the Society; he shall keep an account of all monetary transactions and shall exhibit a statement of them when called for by the President or by the Executive Council, and shall make a full report for the preceding calendar year at the annual meeting.
  • Section 7. At the expiration of his/her term of office, each officer shall deliver to his/her successor all books, papers, funds, and vouchers belonging to the Society.
  • Section 8. The Society shall not and may not make any dividend, gift, division, or bonus in money or other property to any of its members.
  • Section 1. The annual meeting shall be held at such time and place as the Executive Council may determine. Notice of the said meeting shall be given as provided by the Bye-Laws.
  • Section 2. Special meetings of the Society may be called by the Secretary upon written request of the President or ten active members. Such request shall state the purpose for which the meeting is to be called and the time and place where it is to be held. No other business, except that specified in the call, shall be transacted, or any business specified by unanimous consent of the members present.
  • Section 1. The Society shall endeavour to publish material of entomological interest. Such publications may include a periodical devoted to original papers, abstracts, reviews and other material of permanent record. The Society’s Reports and proceedings of meetings may be included in such publications.
  • Section 2. The Society may issue from time to time serial publications to contain longer works than normal.


  • Section 1. The publications of the Society shall be under the charge of an Editorial Board, consisting of a Chairman (Editor) and two members.
  • Section 2. The Chairman of the Editorial Board shall be appointed by the Executive Council for a term to be determined by the Council.
  • Section 3. The other members of the Editorial Board shall be appointed by the Chairman with the approval of the Executive Council; their terms shall terminate with his term, but his successor may reappoint any of them.
  • Section 1. The president shall appoint Auditors who shall audit the accounts of the Treasurer and render their report to the Secretary before January 31st.
  • Section 1. The Constitution may be altered, amended, or repealed by four-fifths vote of the members present at the General meeting. Each proposal for amendments must be signed by not less than three members of the Society and submitted to the Secretary who will submit the proposals to all members at least two weeks before the General Meeting.
  • Section 2. The Bye-Laws may be altered, amended, or repealed, by a simple majority vote of the members voting, at any meeting of the Executive Council. All changes so validated shall be published in one of the Society’s periodicals.
  • Section 1. The Society may only be dissolved by a simple majority vote during a General Meeting.
  • Section 2. Upon final dissolution or liquidation of the Society, all its properties and assets remaining after payment of all outstanding liabilities shall be transferred, assigned and paid as follows: to organizations organized and operated exclusively for charitable, educational and scientific purposes, as the Executive Council shall determine.
Section 1.
  1. The Society shall be organized and operated exclusively for scientific and educational purposes
  2. No part of the net earnings of the Society shall or may under any circumstances inure to the benefit of any private individual.
  3. No substantial part of the activities of the Society shall consist of carrying on propaganda, or otherwise attempting to influence legislation.
  4. The Society shall not participate in, or intervene in (including the publishing or distribution of statements), any political campaign on the behalf of any candidate for public office.
  5. The Society shall not be organized for profit.
  6. The Society shall not:
    1. Lend any part of its assets, without receipt of adequate security and reasonable rate of interest, to;
    2. Pay any compensation, in excess of a reasonable allowance for salaries or other compensation for personal services actually rendered, to:
    3. Make any part of its services available on a preferential basis to;
    4. Make any purchase of securities or any other property, for more than adequate consideration in money or money’s worth, from;
    5. Sell any securities or other property for less than adequate considerations in money or money’s worth to; or
    6. Engage in any transactions which result in substantial diversions of its assets to – any officer, member of the Council, or substantial contributor to the Society.

BYE-LAWS

  • Section 1. All dues shall be payable by January 1 of each year, and shall be deemed in arrears on February 15 of that year.
  • Section 2. Publications of the Society shall not be mailed to any member whose dues are in arrears.
  • Section 3. Honorary Life Members shall pay no annual dues, but shall receive a subscription to all publications of the Society.
  • Section 4. Beginning in January 2002 the annual dues for Full Members shall be ten (10) Malta Liri. Full membership shall include a subscription to the Society’s publications.
  • Section 5. Beginning in January 2002 the annual dues for Associate Members shall be five (5) Malta Liri. Associate membership shall include a subscription to the Society’s publications.
  • Section 1. The Society shall not make gift membership to individuals or subscriptions to institutions. Society members are encouraged to sponsor gift membership to deserving entomologists in foreign countries.
  • Section 2. The Society may exchange issues of its publications for other desirable entomological periodicals upon approval and recommendations of the Editorial Board. Such acquisitions shall remain the property of the Society, but may be loaned to its members in good standing.
  • Section 1. Notice of ordinary meetings of the Society shall be notified to all members at least two weeks in advance thereof.
  • Section 2. Notice of an Annual General meeting and Extraordinary General meetings shall be notified to all members at least one month in advance thereof.
  • Section 3. 25% of the membership constitute a quorum for a General meeting to conduct transactions of business not otherwise provided for.

THE ENTOMOLOGICAL SOCIETY OF MALTA

Statement on Collecting Entomological material adopted by the Executive Council

[Adapted from the Collecting Policy of the Lepidopterists’ Society of America]

The Entomological Society of Malta affirms that collecting entomological material is one of many legitimate activities enabling both professional and avocational entomologists to further the science and education of Entomology. It encourages interaction between professional and avocational entomologists.

The foregoing Statement of the Entomological Society of Malta is accompanied by the following Collecting Guidelines. The Guidelines elucidate the manner in which collecting should be conducted. Practitioners are encouraged to adopt these Guidelines and to use the Guidelines for the instruction of others.

PREAMBLE

Our responsibility to assess and preserve natural resources, for the increase of knowledge, and for the maintenance of biological diversity requires that entomologists examine the practices of collecting Entomological material for the purpose of governing their own activities.

To this end, the following guidelines are outlined, based on these premises:

  • 1. Insect are an important component of biological diversity and many eco-systems.
  • 2. Many insect groups are conspicuous and scientifically well known, thus they are frequently used as indicators for conservation programs.
  • 3. The collection of Insects
    • 3.1 is a means of introducing children and adults to awareness and study of their natural environment;
    • 3.2 has an essential role in the elucidation of scientific information, both for its own  sake and as a basis from which to develop rational means for protecting  the environment, its resources, human health, and the world food supply;
    • 3.3 is an educational activity which generally can be pursued in manner not detrimental to the resource involved or to the habitat from which it arises.

GUIDELINES

(consistent with the above)

  • 1.1 To create a reference collection for study and appreciation.
  • 1.2 To document regional diversity, frequency, and variability of species, and as voucher material for published records.
  • 1.3 To document faunal representation in environments undergoing or threatened with alteration by humans or natural forces.
  • 1.4 To participate in development of regional checklists and institutional reference collections.
  • 1.5 To compliment a planned research endeavour.
  • 1.6 To aid in dissemination of educational information.
  • 1.7 To augment understanding of taxonomic and ecological relationships for medical, biological and economic purposes.
  • 2.1 Collecting adults or immature stages should be limited to sampling, not depleting, the population concerned. Numbers collected should be consistent with the purposes outlined in sections 1.1 through 1.7.
  • 2.2 Where the extent and/or the fragility of the population is unknown, caution and restraint should be exercised.
  • 2.3 Where authorities have justfully imposed collecting restrictions or a requirement for permits, these are to be strictly complied with.
  • 3.1 All data should be recorded, and the data should be made available to appropriate interested parties. Specimens without adequate data labels are of no scientific value and thereof the amassing of such poorly labelled collections is not condoned by the Society.
  • 4.1 Rearing to elucidate life histories and to obtain series of immature stages and adults is to be encouraged, provided that collection of the rearing stock is in keeping with these guidelines and adequate records are kept.
  • 4.2 Reared material in excess of need should be released only in the region where it originated, and in suitable habitat.
  • 5.1 Protection of the supporting habitat must be recognized as the sine qua non of protection of a species.
  • 5.2 Collecting should be performed in a manner such as to minimise trampling or other damage to the habitat or to specific food plants.
  • 5.3 Property rights and sensibilities of others must be respected.
  • 5.4 Collectors must comply with regulations relating to publicly controlled areas, to individuals species, and to habitats.
  • 1.1 All material should be preserved with all known data attached.
  • 1.2 All material should be protected from physical damage and deterioration, e.g. light, moulds, and museum pests.
  • 1.3 Collections should be made available for examination by qualified researchers and bona fede avocational entomologists.
  • 1.4 Collections or specimens, and their associated written and photographic records, should be willed or offered to the care of an appropriate scientific institution, if the collector lacks space or interest, or in anticipation of death.
  • 1.5 Type specimens, especially holotype or allotype, should be deposited in appropriate scientific institutions.
  • 7.1 Collecting should include permanently recorded field notes regarding habitat, conditions, and other pertinent information.
  • 7.2 Recording of observations of behaviour and of biological interactions should receive as high a priority as collecting.
  • 7.3 Photographic records, with full data, are to be encouraged.
  • 7.4 Education of the public regarding collecting and conservation, as reciprocally beneficial activities, should be undertaken whenever possible.
  • 7.5 All known data should be recorded with the specimens, e.g. date, location, collector, habitat, larval host plant data, and parentage of immatures, when known.
  • 8.1 Collection of specimens for exchange or sale should be performed in accordance with these guidelines.
  • 8.2 Rearing of specimens for exchange or sale should be from stock obtained in a manner consistent with these guidelines, and so documented.
  • 8.3 Mass collecting of Entomological material for commercial purposes and collection of specimens for creation of saleable artefacts are not included among the purposes of the Society. Moreover, the Society adopts a stand against such activities.
  • 9.1 Collectors should comply with local and international laws and regulations that govern collecting and possession, commerce and exchange, import and export, and protection of species. Collectors should comply with additional local and international laws and regulations governing live material.