CONSTITUTION
OF
THE HUNTSVILLE GEM & MINERAL SOCIETY, INC.
ARTICLE I NAME:
The name of this organization shall be the Huntsville Gem & Mineral Society, Inc., also known as the
Huntsville Gem and Mineral Society and the Gem and Mineral Society, hereinafter referred to as the “Society”. The Society is incorporated as a non-profit 501(c)(7) organization under Title 10 of the Corporate Law of the State of Alabama.
ARTICLE II
PURPOSE:
The Society is a non-profit, hobby organization devoted to:
- Teaching its members and others in the arts of rock and mineral collecting, lapidary and jewelry
skills, and related subjects. - Collecting, identifying, and processing rocks, minerals, gem materials, and fossils
- Studying and increasing popular interest and knowledge in rocks, mineralogy, geology, paleontology, lapidary arts, jewelry, and related subjects.
- Providing opportunity for purchasing, exchanging, and exhibiting the various materials and products of the hobby.
ARTICLE III
OFFICERS:
The Officers of the Society shall be:
President
Vice President
Recording Secretary
Treasurer
ARTICLE IV EXECUTIVE BOARD:
The elected Executive Board of the Society shall consist of:
President
Vice President
Recording Secretary
Treasurer
Membership Chair
Newsletter Editor
Directors At Large, in number to bring the Board to nine (9) voting members.
Immediate past President in an advisory role. The Immediate Past President is a non-voting position.
ARTICLE V
COMMITTEES:
Committee positions will be defined by the Executive Board to organize various activities of the club. Potential committee positions are identified in the Society By-Laws.
ARTICLE VI
AMENDMENTS:
The Constitution and/or By-Laws may be amended, supplemented, repealed, or otherwise altered,
provided that there is an affirmative vote of two thirds (2/3) of the Executive Board and, provided that their recommendation is transmitted in writing to the voting General Membership at least fifteen (15) days prior to the meeting at which the membership approval is sought. Approval shall be authorized by an affirmative vote of two thirds (2/3) of voting General Membership present at the meeting.
ARTICLE VII
DISSOLUTION OF THE SOCIETY:
In the event of an affirmative vote to dissolve the Society, it shall be handled in accordance with Section
10A-3-7.01 of the Code of Alabama pertaining to 501(c)(7) non-profit organizations and any amendments thereto. The Society may be dissolved by two-thirds (2/3) of the voting General Membership approving, providing that such proposed action is recommended by the Executive Board and that the recommendation to dissolve has been transmitted in writing to each voting member at least fifteen (15) days prior to the meeting at which a decision is sought. The recommendation to dissolve shall include a plan for disposal of all Society assets.
BY-LAWS – HUNTSVILLE GEM & MINERAL SOCIETY, INC.
ARTICLE I
MEMBERSHIP:
Types of Membership in the Society: Regular Single, Regular Family and Life Members.
- Members are those who have expressed their desire to affiliate with the Society, and who have paid dues, as an individual or as a family for the current year. Members shall abide by the rules of the Society. Membership includes access to all the various activities supported by the Society and approved by the Board. Single membership dues cover one person. Family membership must all live in one household except may include grandchildren outside the home whose parents aren’t members, and active college students whose primary residence when not in school is in their parents’ home.
The Membership Year shall be from October 1st to September 30th. Dues are payable as of October 1st, and if not paid by December 31st, the member shall be removed from the membership roll. Reinstatement shall be available to the member after that date upon payment of the full year’s dues. New members joining after January 1st shall pay dues to the end of the Membership Year.
Dues adjustments are set by the Board as needed and as approved by two-thirds (2/3) of the members present at the meeting where the vote is taken. - Life Members are those who have been active members of the Society for twenty-five (25) or more years. They have full privileges within the Society, but do not pay annual dues.
- Dependent family members under age eighteen (18) may attend meetings and may participate in
Society activities as appropriate to the activity function, and when accompanied by an adult member of their family. They may not vote on Society matters. - Members shall treat each other civilly at all club events and activities. Members causing disruptions to club events and activities may be asked to leave by any Board Member, Committee Chair, or the activity Lead. Any member who does repeatedly disrupts event and activities or repeatedly disrespects other members is subject to revocation of their membership, forfeiting any dues paid.
ARTICLE II
DUTIES AND TENURE OF THE OFFICERS AND THE EXECUTIVE BOARD:
- THE PRESIDENT SHALL:
a. Preside at all meetings of the Society and the Executive Board.
b. Appoint Chairmen of all Standing and Ad Hoc Committees.
c. Appoint a Nominating Committee in July to recruit and present a slate of Executive Board
Members for the upcoming year.
d. Appoint a Show Chairman, prior to the upcoming Gem & Mineral Show, to serve as next
year’s Gem & Mineral Show Chairman.
e. Administer the approved budget for the Society, including overseeing requested amendments.
f. Brief the President-Elect on the status of the Society including, but not limited to finances;
issues; policies; and procedures.
g. Perform such other duties as are customary to the office.
h. The tenure of the President’s office shall be one (1) year and may be elected for two (2)
consecutive terms. - THE VICE PRESIDENT SHALL:
a. Preside at meetings and perform all the duties of the President in absence of the President or
because of inability to serve.
b. Work with the President to develop activities which provide community outreach and improve
the quality of the Society.
c. The tenure of the office for the Vice-President shall be one (1) year and may be elected for
two (2) consecutive terms.
3. THE RECORDING SECRETARY SHALL:
a. Keep accurate and permanent minutes of the proceedings of all Society and Executive Board meetings. Present the minutes for the Newsletter and at General Meetings.
b. Receive, compile, and retain official historical information concerning the Society’s activities and its members.
c. Maintain the primary copy of the Society Constitution and By-Laws.
d. Receive, tally, and report proxy and absentee votes, and maintain vote records for one (1) year.
e. The tenure of the office shall be one (1) year and may be re-elected.
4. THE TREASURER SHALL:
a. Keep an accurate and permanent record and make disbursals of all receipts of the Society.
b. Financial records shall be kept for three (3) years and then destroyed.
c. Keep all funds, except for a minimal amount of petty cash, in a bank approved by the
Executive Board.
d. Work with the Executive Board and Committee Chairpersons to solicit input to a proposed
Budget for the year. Present this proposed Budget to the November Executive Board meeting
for adjustment and approval, and for approval by the General Membership at the November
meeting.
e. Submit Federal tax returns and pay Show taxes on Show vendor receipts.
f. The Treasurer shall not be required to post a surety bond.
g. Take care of signatory paperwork for new officers.
h. The tenure of the office of Treasurer shall be one (1) year and may be re-elected.
5. THE NEWSLETTER EDITOR SHALL:
a. Prepare, publish, and distribute to the Members as paper and/or electronic copies of a monthly
Newsletter of the Society activities and information. Other Societies, visitors, etc., may receive exchange newsletters at the discretion of the Editor.
b. Encourage Members to develop and submit articles relevant to the Society Purpose for
publication in the Society Newsletter.
c. Exchange Newsletters and communicate with other Societies and the Federations of all actions
pertaining to activities of mutual interest.
d. Maintain a backup of the primary copy of the Society Constitution and By-Laws.
e. The tenure of the Newsletter Editor shall be one (1) year and may be re-elected.
6. THE MEMBERSHIP CHAIRMAN SHALL:
a. Receive and record all new and renewal Society memberships, issuing membership cards and
information about the activities of the Society to new members.
b. Maintain the Official Membership Record and publish the list to the Executive Board and
Committee Chairs regularly.
c. Introduce new members and visitors at Membership Meetings.
d. The tenure of the Membership Chair shall be one (1) year and may be re-elected.
7. THE DIRECTORS AT LARGE SHALL:
a. Attend all Executive Board meetings. Remain cognizant of all Society matters which require
Executive Board attention and action and be prepared to vote when called upon.
b. The tenure of Directors At Large shall be one (1) year and may be re-elected.
8. THE IMMEDIATE PAST PRESIDENT SHALL:
a. Be available during the one year following the end of tenure to advise the current President
and other new Board members as to how the Society has been organized and managed.
9. THE EXECUTIVE BOARD SHALL:
a. Have general supervision of the Society between its business meetings. It shall take executive
action on items of business within the framework of the Constitution and By-Laws. It is the intent of the Society to grant power to the Executive Board to transact Society business to minimize the time required for such during the monthly Membership meetings.
b. Meet at least quarterly at a time and place set by the President. Special meetings may be
called at the request of three (3) members of the Executive Board.
c. Report all decisions, actions, and recommendations made during Executive Board meetings for Society approval by publishing in the Society Newsletter. Exception to full reporting can be waived by the Executive Board to protect member privacy.
d. Review and recommend approval of the Society Budget for the following fiscal year.
e. Request approval from the Society Membership for any budget amendments more than $800
above the approved relevant budget line.
f. Fill vacancies in any elected office for the remainder of the term.
g. Take disciplinary action against any officer for dereliction of duty or any member of the Society for conduct detrimental to the welfare or reputation of the Society. A two-thirds (2/3) affirmative vote of the entire Executive Board is required to effect disciplinary action up to and including expulsion from the Society. The parties involved shall have the option to present their case to the Board.
h. A quorum for the Executive Board is two-thirds (2/3) of the members.
i. Votes by the Executive Board shall be accepted either in person or in writing – including e-mail
and texting. The written votes must be received by 24 hrs. before the meeting at which the in-person vote is taken.
10. If necessary or appropriate for a particular term or period, members of the Executive Board may serve in more than one function, however, in that case, they shall have only one (1) vote on any voting matter, and the number of Directors at Large will be adjusted to maintain the proper number of voting Board members as defined in the Society constitution.
ARTICLE III
DUTIES OF THE COMMITTEES:
- Each Committee Chairman shall submit to the Treasurer prior to the September Executive Board
Meeting a projected budget for operation of their area of responsibility for the following year. - It shall be the duty of the Program Chairman and Committee to arrange programs for all regularly
scheduled Membership Meetings. - It shall be the duty of the Field Trip Chairman and Committee to arrange trips to venues relevant to the Society Purpose, and to coordinate trips with other Societies. The Chairman shall keep the
Society informed of the new areas, closed areas, and other pertinent trip information. - It shall be the duty of the Hospitality Chairman and Committee to receive and communicate
opportunities for extending condolences and congratulations to members as appropriate, to arrange for an Annual Picnic, and to arrange for a Vendor/Worker Appreciation meal at the Fall Show. - It shall be the duty of the Publicity Chairman to:
a. Prepare, publish, and distribute to the news media favorable news stories about the Society
and its members.
b. Submit notices of meetings and Society activities of public interest to local and area papers and
other media outlets.
c. Advertise, market, and promote the Annual Show. Coordinate the publicity for the Annual Show
through radio and TV announcements and interviews, social media, listings on appropriate regional calendars, submission of show announcements to trade magazines and publications, distribution of flyers by members, and other means to maximize exposure. - It shall be the duty of the Website & Social Media Chairman and Committee to manage the
Society’s webpage and social media outlets. - It shall be the duty of the Outreach Chairman and Committee to be the contact for related activities sponsored by Southeastern Federation of Mineralogical Societies (SFMS) and other Societies as well as be the contact for speakers at schools, clubs and other interested groups.
- It shall be the duty of the Property Chairman and Committee to assess, maintain, acquire new, and dispose of old Society property.
- It shall be the duty of the Auction Chairman and Committee to manage the annual Fundraising
Activity (Auction or Yard Sale). - It shall be the duty of the Annual Show Chairman and Committees to manage the current year
Gem, Jewelry, & Mineral Show. The Show Chairman appointed by the current year’s President
shall serve as Chairman for the following year. - It shall be the duty of the Facilities Chairman to support maintaining facilities and common
equipment used by the club activity groups and to be the liaison with the City for repairs and
services to the Education Center. Facilities include the Education Center and the storage facility.
Common equipment includes the club computer, wi-fi devices, and security cameras. - It shall be the duty of the Curator Chairman to oversee the acceptance and disbursement of
donated items, and the organization of the Society museum. - It shall be the duty of the Education & Craftsmanship to promote quality throughout the Society
activities. - Other permanent or ad hoc committee positions will be defined as needed at the discretion of the
Executive Board.
ARTICLE IV
MEETINGS AND ELECTION OF THE EXECUTIVE BOARD:
- The Society shall hold approximately twelve (12) regular meetings each year, at a time and place to be approved by the Executive Board. Special meetings may be called by the President, or by the request of four (4) Members in good standing, subject to the Membership being notified of the intent and meeting arrangements fifteen (15) days prior to the meeting.
- The President shall appoint a Nominating Committee as defined in Article II, Paragraph 1 of these
By-Laws. The Committee will provide a list of Nominees to be published in the August Newsletter
and read at the August Society meeting. - Election of Executive Board Members shall be at the September meeting and shall require the
affirmative vote of a majority of the voting General Membership. - Newly elected Executive Board Members shall assume their duties on November 1.
- Voting by proxy or absentee voting must be done in writing by e-mail or text prior to midnight of the day before the meeting at which the vote will be taken.
ARTICLE V
AFFILIATION:
The Society shall be affiliated with the Southeastern Federation of Mineralogical Societies Inc. (SFMS) which in turn is affiliated with the American Federation of Mineralogical Societies, Inc. (AFMS).
ARTICLE VI
FISCAL YEAR:
The Society shall operate on a fiscal of October 1 to September 30.
Did You Know?
January: Garnet-The garnet group of minerals offers gems of every hue, including deep red almandine, fiery red pyrope, orange-yellow spessartine, and rare intense-green varieties of andradite, grossular, and uvarovite. Source: 