For membership review. Changes have been made to further strengthen the club.
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.
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.
Section2 Members wanting to serve on the Board of Directors will be chosen by majority
vote from members of the club by election at the annual November monthly
meeting. New Directors must be a current club member in good standing and
have served on a committee or in another office for one year to be considered
eligible to be on the Board of Directors. Elections for new Board members shall
occur when a current Directors term is up or a current Director steps down for
any reason.
Section 3 The Elected Officers of this society shall be the Board of Directors. They will
come from the membership of the club. The Elected Officers serve the needs of
the club.
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
a majority vote of the Board Members. The Chief Executive of the Board shall
serve for one year but may serve longer if elected by Board Members. Said
person shall call and direct/lead all Board meetings and monthly club meetings.
All directors are equal in authority and decisions must be made by a quorum.
The Chief Executive is also the Club President.
Section 2 Directors shall serve for a period of 5 years unless they need to resign earlier.
Directors can serve multiple terms if elected. 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. If no members run
for a Board position, then current Directors may appoint them as needed.
Section 3 For the purpose of a quorum 80% of the directors must be present.
Section 4 The directors shall have regular monthly meetings for the purpose of conducting
and discussing business but can meet as often as necessary. Notes of the
meeting shall be taken and made available to club members by the club
Secretary.
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 2.
Section 7 The Board appoints an auditing committee to audit financial records annually.
Section 8 Any Board member may sign legal documents and fund withdrawals in
accordance with the board’s decisions.
Section 9 Directors preside over their assigned committee and make sure the assigned
committee is functioning and doing its job.
Section 10 A 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. Are on the club bank accounts as needed.
Section 13 Each Board member is responsible for planning one regular club meeting during
each calendar year.
ARTICLE VII
Number of Non-elected Officers and Duties
Section 1 The Non-elected Officers of the society shall consist of a Secretary and Treasurer.
The two offices cannot be held by the same person.
Section 2 Secretary
a) The secretary shall keep all the minutes of the Monthly meetings of the society
and Board Meetings, using official forms.
b) Will provide minutes to the Officers, and Board of Director members. Minutes
shall be provided within 48 hours of the meeting.
c) Minutes from the general club monthly meeting should be in the monthly
Newsletter the following month. Minutes from Board Meetings do not go into
the newsletter.
d) Create a digital file of Minutes from Board Meetings so it can be passed on to the
next Secretary.
e) Assists the Board in performing any duties assigned by them.
f) Actively assists in the annual club show.
g) Maintains a record of all club members in conjunction with Board member over
Membership.
h) Prepares an article for the Newsletter every month.
Section 3 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 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 January and June club meetings.
f) Keeps record of expenditures, receipts, and balances, and presents them at the
regular monthly meeting of the Board by a prepared report.
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 and the Show Manager.
Section 4 Secretary, and Treasurer shall attend all monthly club meetings. They may
arrange for someone to take their place if necessary. If unable to attend shall
notify a Board member in a timely manner.
Section 5 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. An appointment for the remaining term or 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 November. Elected Directors
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 Directors serve in a voluntary capacity and shall receive no compensation or
monetary awards.
Section 3 If no one campaigns for the position the Board of Directors may appoint
someone to the position for the remainder of the term.
Section 4 All elected Directors 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 Directors shall be by secret, written ballot. If there are no
nominees, then the existing Directors 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 Board of Directors.
Section 2 The annual club meeting is the regular club meeting in November, with elections
occurring every year.
Section 3 Regular meetings are held monthly throughout the calendar year on the second
Monday 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 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.