ESSO Grotto Constitution

CONSTITUTION OF THE EASTERN STATES SPELEOLOGICAL ORGANIZATION

2002/2003

(all other versions are superseded)

I. The name of this organization shall be the Eastern States Speleological Organization (ESSO).

II. The purpose of this organization shall be the same as the purposes of the NSS with the additional object of the organizing members of the NSS in the Kentucky, Ohio and West Virginia area into a group to better promote the objects of the NSS.

III. (A) This organization shall be governed by a Board of Directors consisting of four members, who are also officers. All four members shall be elected annually by the corporation/organization members.

Should any officer/director be deemed unacceptable, he/she may be removed from office by 2/3 majority vote of those present or submitting proxies. Resolutions or motions for removal shall be published in the grotto newsletter (Bee) for two months prior to the meeting at which such a vote occurs. Should any member of the Board of Directors resign or be deeded unacceptable by 2/3 majority vote, a special election shall be held to fill his/her unexpired term.

(B) The Board of Directors shall consist of president, vice president, secretary and treasurer, as voted upon by the grotto membership. All directors/officers shall be NSS members.

(C) The Board of Directors shall have complete power to manage the business of the organization; to make all rules relating to subsequent elections to govern the organization; to formulate by-laws, subject to ratification by a majority vote of the membership; to raise funds in any manner not inconsistent with the policies of the Board of Directors of the NSS; to perform all other necessary functions.

(D) Decisions or actions of the Board may be overruled by a 2/3 majority vote of the members, after petition/motion published in the newsletter (Bee) for one month prior to the meeting at which such a vote occurs.

I V. REGULAR MEMBERSHIP is limited to adult members of the grotto who pay full dues.

V. This Constitution may be amended by a 2/3 vote of the total membership of those present or submitting proxies. Resolutions/motions/petitions for amendment shall be published in the newsletter (Bee) for one month prior to the meeting at which such a vote occurs.

VI. ESSO Grotto is to be a non-profit corporation, with all the rights, privileges, and accouterments of a non-profit corporation, including, but not limited to the following: within Section 501(c)(3) of the Internal Revenue Code of 1986, as amended, sales tax exemption, and/or application for a charitable gaming license/waiver. ESSO shall not apply for a charitable gaming license or waiver unless approved by the members by majority vote at a regular meeting. All provisions of ESSO’s Articles of Incorporation are made a part hereof.

AMENDMENT 1

This shall be the first amendment, effective as of the date at which the new constitution is approved and applicable only as to the first year at which the 2002/2003 constitution is approved by grotto vote.

To avoid the inefficiency of having new elections when the new constitution and bylaws are approved, the currently elected officers (year in which the constitution is approved by grotto membership vote) shall also be deemed current directors under this constitution, as if elected under this constitution.

Approved by Unanimous vote of those present and submitting proxies

01/20/03

Giovannis pizza, Flatwoods, Ky.

BY-LAWS OF THE ESSO GROTTO

2002/2003

(all other versions superseded)

1. MEMBERSHIP in the Grotto shall be as follows:

A. REGULAR MEMBER shall be adult, eighteen or over, desiring membership and paying full dues.

B. FAMILY DEPENDENT shall be any family member of a regular member desiring membership and paying discounted dues; no voting rights in this category.

2. DUES shall be payable at the October meeting with a grace period of three months. Dues for new members coming in during the year shall be pro-rated. Family dependent dues shall be for each family member in addition to the regular dues of the sponsoring member and shall be at a discounted rate. Changes in dues owed shall be by majority vote of those present or submitting proxies. Proposed changes in amount of dues shall be presented by motion/petition/resolution at a previous meeting (one month prior) and the membership shall be notified by publication in the newsletter (Bee) one month prior to the meeting at which the vote is taken.

3. AMENDMENTS to the by-laws shall be by majority vote of those present or submitting proxies. The amendment(s) shall be presented at a previous meeting and the membership shall be notified by mail prior to the meeting at which the vote is taken.

A member unable to attend a meeting and who desires to cast a vote on any item of business shall provide written designation of proxy to the Secretary prior to the opening of the meeting.

4. OFFICERS shall include a President, Vice-President, Treasurer, and Secretary. Election of new officers for the coming year shall be held at the December meeting. The nominating committee shall be appointed by the President at the October meeting. The committee shall present its nominations to the membership at the November meeting and additional nominations from the floor shall be taken a that time and/or at the December meeting. All officers shall also be deemed directors upon election.

5. DUTIES OF OFFICERS: In addition to the conventional duties of the respective officers the following special duties shall be required:

A. The President shall arrange meeting sites and inform the membership individually of the arrangements. He shall also appoint an Editor of the newsletter and webmaster as needed.

B. The Vice-President shall be the Program Chairman.

6. STANDING COMMITTEES should be: 1) Trip Co-Ordinator; 2) Safety; 3) Training and 4) Conservation. The president may create additional committees in his/her discretion.

7. REGULAR MEETINGS shall be held the third Monday of each month at 7:30 p.m. Meetings shall be conducted according to Robert’s Rules of Order, a copy of which the Secretary shall have present for use at meetings.

8. GROTTO TRIPS: All announced Grotto trips shall be published in the newsletter (Bee).

9. ESSO GROTTO has established itself as a family oriented organization and as such does not endorse or tolerate the use of drugs or alcohol at any Grotto sponsored activity.