Tuesday, September 1, 2009

Revised club by-laws



The Grant County Rolling Stones Gem and Mineral Society Inc.


1.1 The Grant County Rolling Stones Gem and Mineral Society Inc. shall be non-sectarian and non partisan. We shall not discriminate against any person because of race, creed, color or religion.

1.2 Membership in the Society may consist of three classes: Regular, Junior or Life.

1.3 Regular Members are those paying the full amount of current dues.

1.4 Junior Membership shall consist of Dues Paying Members less than 18 years of age.

1.5 Life Membership ‘MAY’ be conferred upon anyone nominated by the Board of Directors and approved by a majority of the members attending.

1.6 When a Member has become two (2) months in arrears in dues he shall be dropped from the membership rolls.


2.1 Dues shall be set by the Board with the approval, at the annual meeting, of a majority of the Members present.


3.1 The Fiscal Year of this Society shall correspond with the Calendar year, from January 1st through December 31st.

3.2 The Annual Meeting shall be the meeting at which the Officers for the New Year are installed and assume their respective offices.


4.1 The President shall appoint a Nominating Committee by August of each year. The Nominating Committee shall select a complete slate of Officers and present their nominees at the meeting which shall be held in October. At this meeting nominations for each Office may be made from the floor. The election of Officers will take place in November and the new slate of elected Officers shall be installed at the December meeting.

4.2 All Members in good dues standing, 18 years of age or older shall have voting privileges.

4.3 All voting at elections shall be by ballot or show of hands. The Officers receiving a plurality of votes for each office shall be elected.

4.4 At least twenty-five Members of voting status must be present to vote and insure a legal quorum.


5.1 The duties of the Officers shall be such as are implied by their respective Titles and such are specified by these Bylaws. All Officers shall keep records of their work and turn these records over to their successor in office.

5.2 The President shall direct all affairs of the Society for the best welfare and in the best interest of the Society. The President shall preside at all meetings of the Society and of the Board of Directors. The President shall appoint such committees as may become necessary to carry on business that is needed for operation.

5.3 The Vice President shall perform the duties of the President in the absence of the President and shall be Program Chair.

5.4 The Field Trip Chair shall be in charge of field trips. He/she shall provide/lead monthly field trips for Members and provide/lead field trips at the Annual Show.

5.5 The Show Chair shall direct/perform the duties necessary to put on the yearly Labor Day weekend Show.

5.6 The Secretary shall keep minutes of all meetings of the Society and shall ensure that they are published in the Club Newsletter; shall incorporate in full all amendments to the Constitution and Bylaws in the minutes of the meeting at which they were adopted; shall ensure that an accurate classified list of the names and addresses of all Members of the Society and of all Chairs and Members of Committees are kept. The Secretary shall also maintain an accurate up-to-date copy of the Constitution and Bylaws as amended and shall furnish Officers and Board of Directors with copies of same. The Secretary shall conduct the correspondence of the Society as directed by the President and shall preserve a file of all records and correspondence of value to the Society and its presiding officers. These records are to be given to the successor, in this office.

5.7 The Treasurer shall have custody of all monies of the Society and shall receive all funds, giving a receipt for same. The Treasurer shall pay all expenditures approved by the President subject to review by the Board. After approval of bills by the Board of Directors, the Treasurer shall keep an itemized record, in a permanent file, of all receipts and expenditures and shall give a report of same at each monthly meeting. The Treasurer shall submit all records to an auditing committee as soon as the books are closed for the past year, but no later than February 1 of the upcoming year, or at any other time as requested by the Board of Directors.

5.8 It shall be the duty of the Board of Directors to consider the affairs of the Society in accordance with the Constitution and Bylaws, and policies necessary to the good welfare of the Society. They shall report matters of interest to the Members. They shall fill vacancies in offices for the unexpired term when no provision has been made by the Constitution and Bylaws.

5.9 The Historian shall keep a complete and accurate history of the Society activities, including honors won by the Society and individual Members. The Historian shall maintain and update a scrap book to be made available to the Members at every meeting.


6.1 Regular and special meetings shall be held as specified by the Board of Directors.

6.2 Special meetings may be called by the President or the Board of Directors or at the request of any five (5) Members, providing the entire membership has been notified of the date and place of such meeting. The call for a special meeting must state the business to be transacted and only that business shall be transacted.

6.3 Executive Board of Directors meetings are called by the President and are contingent with the business affairs of the Society.


7.1 At least (25) twenty five Members of voting status must be present to vote to insure a legal quorum.


8.1 These Bylaws may be amended at any regular meeting by a simple majority vote of the Members present, or with submitted proxies, providing a legal quorum has been declared present or represented. The amendment to be voted on must have been read at one (1) previous meeting, published in the Newsletter and read at the meeting prior to the vote.


9.1 In the event of the dissolution of the society, after the payment of all debts and liabilities the assets of the Corporation shall inure to the benefit of the Western New Mexico University Geology Division of the Natural Science Department for the granting of scholarships.

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