Cache Rock and Gem Club

BYLAWS

ARTICLE I
Name

The name of this organization shall be the Cache Rock and Gem Club. It is referred to as the
“society” or “organization” for the purposes of this document.
ARTICLE II

Section 1 The Purpose of this Non-Profit Organization shall be to stimulate interest in
mineralogy, geology, and the lapidary arts; and in the collection of minerals,
gems, fossils, and in the art of cutting, polishing, classifying, cleaning, and
displaying these specimens, and their application to the lapidary arts. To provide
meetings where members can study and discuss these topics as well as related
interests in the study of minerology, geology, and lapidary arts. To provide an
opportunity to actively protect gemstone and mineral resources for hobby use,
including the location and acquisition of mining claims and properties for
noncommercial purposes.

Section 2 This society is not formed for profit and none of its assets shall be for the
financial gain or profit of any individual who is, or may become, a member
thereof. All the assets, properties and funds of the society shall be devoted to
the furtherance of the primary objectives and purposes of the society.
Section 3 This organization may pay reasonable compensation to employees and
independent contractors for services provided for the benefit of the society.

ARTICLE III
Duration

The duration of this organization shall be perpetual unless sooner dissolved according to law.

ARTICLE IV
Membership

Membership in the society shall be open to persons interested in the objectives of the society,
subject to such terms and conditions as may be prescribed in the By-Laws or by the governing
Board of Directors.

ARTICLE V

Board of Directors and Elected Officers.

Section 1 The Board of Directors shall consist of no less than five (5) individuals. The affairs,
properties and assets of the organization shall be managed by the Board of Directors.
The board shall have authority and preside over the elected officers to ensure continuity
of the goals and purpose of the organization.
Directors shall be selected by the current Board of Directors and then approved by the
membership of the club at the next monthly meeting. New Directors should be chosen
from current club members.

Section 2 The Elected Officers of this society shall be the President, Vice President, and
Secretary. They will come from the membership of the club. The Elected Officers
serve the needs of the club and are directed by the Board of Directors.

Article VI
Directors

Section 1 This organization shall be managed by a Board of Directors consisting of no less
than 5 Directors. A chief executive of the Board of Directors shall be decided by
seniority of time served on the Board of Directors or by an unanimous vote of
the Board Members. Said person shall call and direct/lead meetings. All
directors are equal in authority and decisions must be made by a quorum.
Section 2 Directors shall be appointed by the current Board as needed. Directors shall
serve for a period of 5 years unless they need to resign earlier. Directors can
serve multiple terms if appointed. Director appointments shall be staggered
with no more than two Directors changing in any given year to preserve the
goals, direction, and knowledge of the Board.

Section 3 For the purpose of a quorum 80% of the directors must be present.
Section 4 The directors shall have regular quarterly meetings for the purpose of
conducting and discussing business but can meet more often as necessary. The
acting elected President should be at the regular meetings but is not required to
be present for the Board to make decisions. Notes of the meeting shall be taken
and made available to club members.

Section 5 Committees. The Board of Directors may appoint or remove from its members a
committee or committees, temporary or permanent, and designate the duties,
powers, and authorities of said committees.

Section 6 A director shall be subject to removal, with cause, at a meeting called for that
purpose. Any vacancy that occurs on the Board of Directors, whether by
resignation or removal, shall be filled according to Article V section 1.
Section 7 Appoints an auditing committee to audit financial records annually.
Section 8 Signs legal documents and fund withdrawals in accordance with the board’s

decisions.

Section 9 Presides over the preparations and planning for the annual show in conjunction

with the Annual Show Manager and the Show Committee.
Section 10 Directors’ duties shall be assigned by the Board of Directors.
Section 11 Directors serve in a voluntary capacity and shall receive no compensation or

monetary awards.

Section 12 Can deposit funds into the financial institution designated by the Board of

Directors. Is on the club bank accounts.

ARTICLE VII
Number of Officers and Duties

Section 1 The Officers of the society shall consist of a President, Vice President, Secretary,

and Treasurer. Two offices cannot be held by the same person.

Section 2 President
a) The President shall preside over all club meetings excluding the Board meetings.
They are responsible for carrying out decisions of the Board and ensuring other
officers duties are being carried out.
b) Brings before membership all matters that come to attention, which may have a
bearing upon operations or functions of the society.
c) Has a debit card for club expenses and purchases.
d) Acts as an intermediary between other clubs, organizations, and individuals.
e) Can deposit funds into the financial institution designated by the Board of
Directors. Is on the club bank accounts.
f) Keeps the Vice President and Secretary informed of Board decisions and makes
plans to accomplish decisions through regular monthly presidency meetings.
g) Actively assists in the annual club show.
Section 3 Vice President
a) Assists the President in their regular duties.
b) Performs assignments as needed by the Board of Directors.
c) Actively assists in the annual club show.

d) Heads meetings when the President is unavailable.
e) Arrange for speakers and presentations for the regular club meetings.
a) Assures all safety equipment is available and in working condition for club
activities
Section 4 Secretary
a) The secretary shall keep all minutes of the meetings of the society and
Presidency Meetings using official forms.
b) Will provide minutes to the Officers, and Board of Director members.
c) Assists the President and Board in performing any duties assigned by them.
d) Actively assists in the annual club show.
e) Maintains a record of all club members.
Section 5 Treasurer
a) This position is appointed by the Board of Directors. The Treasurer must have
experience relevant to the needs of the position.
b) The treasurer shall keep all financial records of the Society.
c) Can deposit funds into the financial institution designated by the Board of
Directors, along with the President and Board of Directors.
d) Signs checks for club expenses and purchases. Keeps a budget and balances the
checking account monthly.
e) A Treasury report will be given at the June and November club meetings.
f) Keeps record of expenditures, receipts, and balances, and presents them at the
regular quarterly meeting of the Board.
g) Maintains a record of all the club members paid dues.
h) Makes all records available to the auditing committee and the Board.
i) Actively assists in the annual club show. At the annual club show members will
be selected to assist in the collection of money. At the end of each day of the
show all money will be counted and accounted for by the Treasurer and another
appointed member.

Section 6 President, Vice President, Secretary, and Treasurer shall attend all monthly
meetings. They may make arrangements for someone to take their place if
necessary.

Section 7 Any Officer derelict in their duties or whose conduct is such that it is considered
detrimental to the welfare or the reputation of the society may be removed
from office by the Board of Directors. There must be a complete quorum
present and a majority vote. A special election will be held to replace the
removed Officer.

ARTICLE VIII
Elections

Section 1 Elections shall be held at the annual meeting every other November. Elected
Officers will be nominated in the prior October meeting and paper ballots will be
given to club members to cast their votes at the November meeting.
Section 2 The Elected Officers are voted in for a two (2) year term. Any special elected
officers shall be up for reelection at the same time. Each member over the age
of 18, in good standing, has the privilege of holding an elected position.
Section 3 Officers serve in a voluntary capacity and shall receive no compensation or

monetary awards.

Section 4 If an office becomes vacant during a term a special election will be held at the
next regular club meeting to replace that officer for the remainder of the term.
Section 5 All elected Officers shall be installed for their term of office at the regular
January meeting following directly after the November elections.

ARTICLE IX
Voting

Section 1 Each member over the age of 10, in good standing, shall be entitled to one vote.
Section 2 Election of all officers shall be by secret, written ballot. If there are no nominees,
then the existing Officers shall continue in their Duties unless they resign.

ARTICLE X
Membership and Dues

Section 1 Any person who is interested in upholding the purpose of the club is eligible to

apply for membership.

Section 2 Honorary membership may be given to whomever the Board may decide.
Section 3 Annual membership dues will be in effect for one year from January 1st until
December 31st of the current year. Memberships will be renewed for the
following year starting in November of the current year.
Any member whose dues are in arrears more than two months (March 1st), shall
automatically forfeit membership, but may be reinstated upon payment of
current dues.

Section 4 All members are expected to join a committee and participate in the annual club

show.

Section 5 The amount of the dues is to be regulated by or altered by a majority vote of the
present members of the society at a regular meeting, without amendment of the
By-Laws.

ARTICLE XI
Committees

Section 1 The Board of Directors may appoint individual members to chair committees or

manage club assets in the society organization.

Section 2 Duties and functions of the various committees shall be as designated by the

Board of Directors.

ARTICLE XII
Meetings

Section 1 Meetings will be held at a time and place determined by the President and Board

of Directors.

Section 2 The annual club meeting is the regular club meeting in November, with elections

occurring every other year.

Section 3 Regular meetings are held monthly throughout the calendar year on the second
Thursday of each month. They can be combined with a social event or upon due
notice to the membership, may be held at other times.

Section 4 Junior meetings are for the children of the paid members ages starting at 6.
Parents of younger children must attend the Junior meeting with their younger
children.

ARTICLE XIII
Fiscal Year

The fiscal year of the organization begins on the first day of January each year and ends on the
last day of December each year.

ARTICLE XIV
Field Trips

The focus of field trips is to educate, build comradery, and collect minerals and rocks, while
having fun.
Section 1 Plants and animals found during our trips must not be fed or harassed and must

be left in the environment in which they are found.

Section 2 Members are responsible for their trash removal and are encouraged to clean up

any that is found in the general area as an act of good stewardship.
Section 3 All holes created by members are to be filled in before leaving the field site.
Section 4 Due to the limited nature of some trips, some field trips will have a capacity cap

and will be filled on ‘first come’ basis.

Section 5 Members bear the sole burden of costs to participate in fieldtrips.
Section 6 Members must check themselves and their party into the fieldtrip when joining
the fieldtrip and check themselves and their party out when departing the
fieldtrip, at all times during the trip.

Section 7 Members shall recognize all State and Federal laws and abide by guidelines

established by private property owners and claim holders.

Section 8 Road, weather, and unknowns may occur and pose inconvenience, injury, or in
some circumstances, fatality. Members will be made aware of such potential
conditions in advance of participation or as they become known. The society is
not responsible for accidents that happen to participants.

ARTICLE XV
Liability

Section 1 The society will carry liability insurance to cover the organization, the Elected

Officers, and the Board of Directors.

Section 2 Due to the unique activities of the organization, only paid members in good
standing may participate in field trips and in use of the society’s equipment.
Section 3 Upon membership, members recognize they are responsible for their personal

safety and those in their care.

Section 4 Member will be required to sign liability waivers, acknowledging potential
hazards of participation, known and unknown, in the field or in use of
equipment.

ARTICLE XVI
Equipment

Section 1 Members must receive and acknowledge training before using the society’s

equipment.

Section 2 Use of the equipment can be refused if the member fails to treat the equipment

properly and as instructed by the Manager of the equipment.

ARTICLE XVII
Amendment to Bylaws

Section 1 The Bylaws may be amended, altered, or repealed by the Board of Directors by a
majority of a quorum vote at any regular or special meeting. The proposed
changes must be discussed at the prior meeting giving all board members the
opportunity to review changes. Then the changes must be taken to the general
membership of the club and voted on for final approval by a majority of
members present at the meeting and adoption of said changes.

ARTICLE XVIII
Dissolution

Upon winding up and dissolution of this corporation, after paying or adequately providing for
the debts and obligations of the corporation, the remaining assets shall be distributed in
accordance with the law and discretion of the Board of Directors. The equipment can be sold
to members, listed for sale, or donated with the existing funds. Then all funds shall be
distributed to a non-profit: fund, foundation, charitable organization, or corporation, similar to
this one.

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