Idaho Gemology

Bylaws

East Idaho Gem Valley (Caribou County) Gem & Mineral Society Bylaws. ARTICLE 1 NAME, PURPOSE & LOCATION SECTION1: NAME & LOCATION: The name of this Society will be the East Idaho Gem Valley Gem and Mineral Society and its location will be in the City of Soda Springs, County of Caribou, in the State of Idaho.

SECTION 2: PURPOSE: The purpose of this Society will be to promote the study and education of mineralogy, lapidary and allied sciences, and to foster a spirit of fellowship among the members.

SECTION 3: The Board of Directors may at their discretion affiliate the Society with any national or other group, or withdraw such affiliation from such groups, if, in the judgement of the said board, the interests of the Society will be advanced thereby.

ARTICLE 2: MEMBERSHIP
SECTION1: CLASSES OF MEMBERSHIP: Members will be divided into the following three classes, with voting and office holding privileges the same for the first two classes. Members 16 years old and up will have voting privileges.

(A) ADULT MEMBERS: Each individual or family will pay a one-time initiation fee of five dollars ($5). Annual dues of twenty-three ($23) per individual or twenty-eight ($28) per family in one household.

(B) JUNIOR MEMBERS: Junior members will be 12 to 19 years old or 8 to 12 years if accompanied by an adult. Junior members will partake in the general activities of the Society and present a sustained interest in the mineralogical study. Each Junior member will not pay an initiation fee but will pay dues of five ($5) dollars per year.

(C) INACTIVE MEMBERS: are those members who are delinquent in yearly dues. These members are entitled to no rights or privileges in the Society. Inactive members may be reinstated to active members by payment in full of annual dues.

SECTION 2: DUES PAYABLE: In the case of renewing members, all dues are payable each year on August 1. In the case of new members, membership fees and dues will accompany applications, the dues are NOT prorated. Delinquent and former members may be reinstated to full membership by payment of dues in full. The club’s fiscal year runs from August 1 thru August 1 and the elected officials terms will run from January 1 thru January 1.

 

ARTICLE 3: MEETINGS OF MEMBERS
SECTION 1: MEETINGS: In October a nominating committee will approach qualified members for nomination, (with their permission) for the offices of President, Vice- President, Secretary and Treasurer. Elections are to be held at the regular monthly meeting in November and the new officers are to take office at the regular meeting in January. Monthly meetings will be held at times determined by the members, but the Board may omit or change the date of any meeting on account of other activities of the Society, or for any other reason. A special meeting may be called at any time by the order of the President or Acting President, and special meetings will be called by the Secretary upon request of 20 percent (20%) of the members in good standing.

SECTION 2: QUORUM: A quorum will consist of fifteen (15) members including at least three (3) members of the Board of Directors. If a quorum is not present on the date first appointed for the transaction of business, the meeting will be adjourned for one (1) week and a second notice will be sent to all members, and those members present at the time and place fixed in such second notice will constitute a quorum for the transaction of all business. A voting member in good standing will be defined by Article 2, Section 1, Paragraphs (A) and (B).

SECTION 3: POWER OF MEETING At any meeting the members may decide upon any question of interest to the Society, and upon the request of two (2) voting members will vote to question any decision of the Board of Directors. If notice of the meeting will have specified the question to be considered, the members may at such meeting by three- fourths (3/4) vote of the members present, remove any officer or member of the Board of Directors, and fill the vacancy caused by such removal.

ARTICLE IV BOARD OF DIRECTORS
Section 1: The business affairs and general activities of the Society will be conducted by a Board of Directors which will consist of the elected officers, the most recent Past President, and the Equipment Manager. The President, Vice-President and Secretary of the Society will be President, Vice-President, and Secretary of the Board of Directors. The Board of Directors will hold meetings at any convenient time and place on not less than three (3) days written or oral notice from the President. The Directors will have authority to recommend the adoption of the permanent By-Laws, and will have such power to authorize such committees as they deem suitable. A quorum for the purpose of transacting business by the Directors will consist of a majority of the duly elected Directors. A majority vote of the Directors present at any meeting of the Board of Directors will prevail, providing at least three members of the Board is agreeing.

SECTION2: The President will authorize an Auditing Committee, consisting of the Board of Directors, except the Treasurer, one (1) incoming officer and Auditor. The books of the Society will be audited after the December meeting each year and the Auditors Report will be given at the January meeting.

ARTICLE V OFFICERS

The officers of the Society will consist of a President, a Vice- President, a Secretary, and a Treasurer. The officers will be elected by members at the November meeting, and will hold office for the ensuing year beginning January 1.

 

(A) THE PRESIDENT is in charge with the general management of the affairs of the Society, will call meetings of the members and the Board of Directors, and will preside at all such meetings. He will also appoint from the membership the Federation Director, the Public Lands Advisory Committee chairman, nominating committee chairman and other committees as are outlined in the Guidelines following these By-Laws. In addition the President will:

  • Attempt to make the club run smoothly;
  • Attempt to please most members by listening and try to clear up problems that arise;
  • Keep track of all aspects and committees and step in to help when needed;
  • Encourage activities and work on the show;
  • If help is needed with problems, access Past Presidents;
  • Delegate duties to other members, so as to familiarize more people with what needs to be done;
  • Find ways to encourage all members, new and old;
  • Have the foresight to realize there will be problems, because you can’t please everybody;
  • Help plan improvements for club lapidary equipment.

(B) THE VICE-PRESIDENT will act for the President in his absence. The Vice-President will act as Program Chairman for the Society and will be in charge of the annual Breakfast, Steak Fry and Christmas Party. In addition, the Vice-President will:

  • Learn the Presidents duties;
  • Act as program chairman; *Plan demonstrations or programs at the monthly meetings; *Purchase video’s, CD’s, DVD’s, and maintain the club library;
  • Assist the Show Chairman at the annual show.

 

(C) THE SECRETARY will have general charge of the records of the Society and will maintain an appropriate Minute Book showing the transactions at all meetings of the membership and the Board of Directors. In addition, the Secretary will:

  • Keep minutes of each monthly meeting and board meeting;
  • Format the minutes for the newsletter and get them to the editor in a set number of day for the editor to send out;
  • The incoming Secretary will have three months training time with the newsletter editor;
  • Write up outside Club activities (field trips, training sessions, community outreach);
  • Keep all amendments to the By-Laws current.

 

(D) THE TREASURER will have charge of the funds of the Society and will keep an appropriate record of such, and account of the members or to the Directors when so required. He will receive, hold and disburse all funds upon authorization of the Board of Directors. In addition the Treasurer will:

  • Write checks based on Club approved transactions;
  • Keep records of all receipts received for reimbursement;
  • Be accountable at all times for the checking account balance;
  • Keep a financial ledger;
  • Make arrangements for the monthly meeting place for the upcoming year;
  • File the paperwork for the club’s mining claims;
  • Keep the liability insurance plan in force for the show and meeting place;
  • Should have a running total of the Club’s assets;
  • *Supply the NFMS Federation with the membership list and addresses for the Federation newsletter;
  • *Pay dues to the NFMS and order NFMS membership books;
  • *Coordinate with the Newsletter editor with address of the membership.

(E) In case an office is declared vacant by the Board of Directors for any reason except removal by members, the Board of Directors shall at any regular or special meeting, appoint a member of the Society to fill the vacated office or offices to complete the unexpired term of office or offices vacated.

 

ARTICLE VI WORKSHOPS AND EQUIPMENT SECTION 1

The Board of Directors shall have full control over the construction, maintenance, and operation of any workshops or special equipment owned by the Society, the details of management to be left to the judgement of the Equipment Manager.

 

SECTION 2: In the event equipment becomes sufficient to require an Equipment Manager, he shall be appointed by the Board of Directors and if not already of the Board of Directors shall become a member of the Board. This office may be declared vacant at any time by two-thirds (2/3) majority vote of the Board of Directors. The Equipment Manager shall maintain an inventory list of all equipment owned by the Society.

 

SECTION 3 EQUIPMENT MANAGER The Equipment Manager/mechanic will keep the club’s two trailers in good operating condition, license them and coordinate with the President where necessary when problems arise with the club’s equipment.

 

ARTICLE VII AMENDMENTS

These By-Laws may be amended or repealed at any meeting of the Society by a two-thirds (2/3) vote of the members present. Recommendations for amendment may be presented by the Board of Directors or members at any regular meeting. The proposed changes shall be presented at one meeting prior to voting.

 

ARTICLE VII RULES OF ORDER

Procedure not covered by the By-Laws shall be governed by the customary procedure set forth in Robert’s Rules of Order.

 

GUIDELINES FOR Southeastern Idaho G&MS

The regular meetings shall be held on the second Monday of each month except August and December. The Annual Steak Fry will be held in place of the August meeting and the Christmas Party in place of the December meeting at such times and places as are available and convenient.

The Annual Breakfast of the Society will be held during June or July. It may coincide with a field trip or be held at a part or home in the area. The food for the breakfast(s) is provided by the Society. Children are welcome.

The Steak Fry is held during the month of August. One steak per member is provided by the Society, the remaining food is potluck. Adult guests may attend, but their steaks must be purchased by host members. And extra steaks may be purchased at cost.

The Christmas Party is potluck, with meat and rolls being provided by the Society. Extra meat is usually saved and frozen for use at the Take-down supper after the annual show. Gifts at the party should pertain to our hobby.

 

COMMITTEES

 

FEDERATION DIRECTOR is the liaison between our Club and the Northwest Federation. He brings Federation news to the Club and attends at least one of the midyear meetings and the annual Northwest Federation meeting and show.

 

PLAC (Public Lands Advisory Committee Chairman)

keeps the Club advised of changes being made or suggested of public lands which will affect our hobby.

 

NEWSLETTER EDITOR will be in charge of sending out to each member our newsletter “Name to be Determined” each month, or such information that is necessary.

 

REFRESHMENT CHAIRMAN shall be in charge of the coffee pot and related equipment and shall prepare the coffee and punch at all regular meetings and the Annual Breakfast, Steak Fry, Christmas Party doughnuts for the show “Set-up” and the Show “Take-Down” Supper as required. The refreshments at the regular meetings will be provided by volunteer members and will be foods which can be eaten out of hand.

 

HOSPITALITY CHAIRMAN is to send flowers and/or cards in case of illness or death of members.

 

FIELD TRIP CHAIRMAN is in charge of coordinating various field trips. Wagon Masters may be chosen or volunteer to lead each trip.

 

AUDITOR is in charge of auditing the books of the Club, with the assistance of the Board of Directors.

 

SHOW CHAIRMAN is in charge of our annual rock and mineral show and will have committees as are necessary. If possible there will be an Assistant Show Chairman, who will take over the following year.