|
|
JRG Constitution and Bylaws...
The James River Grotto Constitution and Bylaws contain all of the basic rules for operation of the grotto as an organization, as well as specific procedures that the grotto adheres to.
Please use the following links to jump to specific sections of the Constitution and By-Laws.
James River Grotto
of the National Speleological Society
Constitution and Bylaws
(Amended and Approved on March 30, 2004)
▲JRG CONSTITUTION
The name of the organization shall be the James River Grotto of the National Speleological Society.
The purpose of the Grotto shall be to promote interest in and to advance in any and all ways the study and science of speleology, to promote protection of caves and their natural contents and safety in their exploration, and to promote fellowship among those with interest therein, particularly in the vicinity in and around
Membership shall be open to anyone interested in the science of speleology.
Full membership is restricted to members of the National Speleological Society (NSS).
Executive Board and Regular meetings of the Grotto shall be held at such times and places as determined by the Executive Board.
An Executive Board consisting of seven (7) Full Members shall govern the Grotto. The Executive Board shall appoint the four Grotto officers, including President, Vice-President, Secretary, and Treasurer.
Standing committees of the Grotto shall include the Safety & Techniques Committee, the Conservation Committee, the Membership Committee, the Education Committee, and the Elections Committee. The Executive Board may establish special ad hoc committees as deemed necessary. The President shall appoint committee chairpersons subject to the approval of the Executive Board.
Upon dissolution of this Grotto, any and all JRG and NSS property shall revert to the NSS.
The Constitution and Bylaws of the NSS shall be binding upon the JRG. Any action inconsistent therewith by the JRG shall be null and void.
The Constitution of the James River Grotto and its provisions shall be carried out in accordance with the Bylaws of the Grotto.
Amendments to the Constitution may be proposed either by the Executive Board or by a petition of twenty (20) percent of the membership. Adoption of such amendments at any regular meeting of the Grotto shall require a two-thirds (2/3) majority vote of the members voting, a quorum being present, consistent with the following:
1) The proposed amendment was introduced at the preceding regular meeting.
2) Prior written notice of the proposed amendment was made to the entire active membership via regular mail or electronic means at least 21 days prior to the vote.
3) Provisions were made to accept and include absentee votes.
▲
Applications for membership in the Grotto shall be in writing and shall be accompanied by dues as specified herein, and shall contain a statement signed by the applicant indicating support for the goals of the Grotto and its conservation policies. Applicants shall also require the sponsorship of a Full or Associate Grotto member in good standing.
There shall be three classes of members, as follows:
1) Full Member – Full Members will be dues payers in the Grotto that maintain a current membership in the NSS. These members shall have full voting rights and are among those eligible to hold JRG office.
2) Associate Member – Associate Members will be dues payers in the Grotto, without current membership in the NSS. These members shall have full voting rights but are not eligible to hold JRG office.
3) Educational Member – Educational membership refers to educational institutions. Non-voting membership privileges are to be extended to students who are active members of cave clubs or outdoor programs related to the academic institution. Educational programs must submit a roster of student members each year. Educational membership allows for the members of the student group to attend meetings and cave trips. Individual students who wish to become full members of the grotto must also pay the appropriate dues and become members of the NSS.
Persons under the age of eighteen (18) are considered to be minors and shall only be allowed membership in the Grotto if a parent or legal guardian is also a member. Minors must be accompanied by a member parent/guardian on caving trips or other hazardous activities due to the inherent risk of injury associated therewith. Minors are not eligible to hold JRG office.
Dues shall be established by the Executive Board, and may be discounted or prorated, as deemed appropriate by the Board. Member dues are payable annually at or before the first regular meeting of the new fiscal year. New member dues shall accompany the membership application. Membership shall be terminated for non-payment of dues by the end of the first quarter of the fiscal year. Following termination, a member may be reinstated only after dues for the entire year have been paid in full.
There shall be four types of membership, with regard to applicable dues, as follows:
1) Individual Membership – Applicable dues are for the membership of a single person.
2) Family Membership – The Board may establish reduced dues for spouses and/or dependents residing in the same household as an individual member in good standing.
3) Honorary Membership – Honorary Members may be recognized at the discretion of the Grotto for their outstanding achievements or contributions to the Grotto or to the interests thereof. Dues shall be waived for Honorary Members.
4) Educational Membership – Educational membership dues must be paid by the institution for the student members. The institution must also provide an updated roster of student members each year.
A member may be admonished, censured, or expelled from the Grotto according to this process:
1) A motion shall be made by a member or committee stating a need for disciplinary action against a member because of:
a) Willful misuse of Grotto or NSS property or facilities, or
b) Willful disregard of the safety of themselves and/or of others while participating in a Grotto or NSS activity, or
c) Conduct detrimental to the Grotto and/or the NSS
2) The motion, upon a second, may be debated, but final action shall be postponed until the next regular meeting.
3) The accused member shall be given notice of the motion at least two weeks in advance of the meeting in which the vote is to be taken, and shall be given ample time and opportunity to defend him or her self before the Grotto.
4) Final action shall be by secret ballot and will require a two-thirds (2/3) majority of those members present at a regular meeting.
5) An expelled member may be reinstated by a two-thirds (2/3) majority of those present at a regular meeting, provided the member complies with all requirements of the reinstating motion. The vote shall be by secret ballot.
6) A student whose membership in the Grotto is through a school’s Educational Membership may be admonished, censured, or expelled from the Grotto according to the aforementioned process. If circumstances dictate, the Educational Membership for the institution may also be revoked.
Executive Board, regular and any special meetings of the Grotto shall be convened at such dates, times and places as designated by the Executive Board, and communicated to the members in advance. Regular members may attend Executive Board Meetings, and shall be heard if so recognized by the presiding officer, but they shall have no vote on Board matters.
1) There shall be present at least four (4) Executive Board members, either in person or by proxy, to constitute a quorum for conducting business at Executive Board meetings.
2) There shall be present at least four (4) Executive Board members and an additional ten (10) percent of the total membership constitute a quorum for conducting ordinary business at regular and special Grotto meetings.
All business shall be conducted in accordance with Robert's Rules of Order (Revised) as deemed necessary.
The Executive Board shall have authority to manage the business of the Grotto, to raise and disburse funds in a manner consistent with the Bylaws of the Grotto and NSS policies, and to perform all other necessary functions.
The Executive Board shall have the power to establish, amend or rescind Internal Policies for the Grotto, with or without the voting consent of the membership at large. All such actions shall be presented to the membership at a regular or called meeting of the Grotto, and communicated to the entire membership thereafter. Any decision or action of the Executive Board may be overruled by a two-thirds (2/3) majority vote of the Grotto membership.
As a duly elected representative of the Grotto, it is the responsibility of each Executive Board Member to attend and participate in Grotto business meetings, either regular or called. The Executive Board may move for impeachment of any Board Member who, without just cause, consistently or willfully disregards this responsibility, according to the process in Section H.
Any member of the Executive Board may appoint a member of the Grotto to act as a proxy for him or her at a meeting that cannot be attended. Proxy may act at one meeting for only one Executive Board Member. The Executive Board member must notify the presiding officer either directly or in writing before the proxy will be allowed to serve, and authorization should state whether or not discretionary voting powers have been given to the proxy.
Executive Board members for the new fiscal year shall be elected prior to the close of the previous year from a ballot of nominated members, to be published in advance. The Elections Committee shall be responsible for administering the elections as follows:
1) The Elections Committee shall consist of at least three members, a majority of which is not currently serving on the Executive Board. The Vice President shall serve as Chair of this Committee, and have the responsibility of appointing other committee members.
2) The Elections Committee shall select candidates for the Executive Board from among the Full Members of the Grotto, and shall seek prior acceptance of their nominations.
3) The Elections Committee shall present the results of their selection process at the last regular meeting before the elections are to be held. At that meeting, additional nominations may be made from the floor provided that such nominations are seconded and subject to the acceptance of the member so nominated.
4) The Elections Committee shall submit to the Executive Board a written report of the results of their nominating process, including any nominations from the floor.
5) The Elections Committee shall determine the date, time, and place of the elections, as well as the deadline for receiving absentee ballots. These dates shall be publicized to the membership at least 21 days in advance.
6) The Elections Committee shall prepare, distribute and receive ballots, and shall act as tellers for the election. Ballots shall be sent either by regular mail or by electronic means at least 14 days in advance of the deadline for receiving absentee ballots.
7) The Elections Committee shall present the results of the election, and notify those members so elected to the Board. The committee shall also submit a written report of the election results to the Executive Board.
Upon their election, the incoming Executive Board members shall meet and appoint from among their ranks the Grotto officers of President, Vice President, Secretary and Treasurer. The newly elected Executive Board and Grotto Officers shall take office as of the beginning of the fiscal year.
In the event of a resignation or release creating a Board vacancy, the Executive Board shall appoint a replacement to complete the term at the next regular meeting. If necessary for the conduct of business before the next regular meeting, the President may appoint a member to assume the vacant office on a temporary basis until the Board can appoint a replacement.
A Board member may be impeached by the Executive Board for specific and willful infractions of the Constitution, Bylaws of the Grotto, or policies of the JRG or NSS, according to the following:
1) A member, committee or other Board member shall make a motion for impeachment of a Board Member, stating specific infractions.
2) The motion, upon a second, may be debated, but final decision to impeach shall be postponed until the next Executive Board meeting.
3) The accused Board member shall be given notice of the motion at least two weeks in advance of the meeting in which the vote is to be taken, and shall be given ample time and opportunity to defend him or her self before the Board.
4) Final action shall be by secret ballot and will require a two-thirds (2/3) majority vote of the Board.
5) An impeached Board member may be reinstated by a two-thirds (2/3) majority vote of the Board, provided the Board member complies with the requirements of the reinstating action. The vote shall be by secret ballot.
The fiscal year shall begin on January 1st.
The Grotto may acquire real property, including equipment, literature and other materials for use by and on behalf of the membership, with approval of the Executive Board.
No special assessments shall be made against the members. The Executive Board may however solicit voluntary contributions for specific purposes. Fees may be charged to members to cover the cost of special activities, use of Grotto property, special publications or material, or other special services, with the approval of the Executive Board.
It shall be the duty of the President to:
1) Preside at all meetings.
2) Act as ex-officio member of all committees except the Elections Committee.
3) Represent the Grotto officially in all matters except those that require the assistance of the Treasurer.
4) Make appointments to special committees unless provision is made otherwise in the resolution establishing the committee and to make changes in the committee with the approval of the majority of the committee members.
5) Make appointments to standing committees, to appoint committee chairpersons, and to remove appointees, with approval of the Executive Board.
6) Make arrangements for meetings.
7) Assume the duties of the other officers in their absence until the provisions of the Bylaws can be carried out.
8) Perform such other duties as normally pertaining to this office.
It shall be the duty of the Vice President to:
1) Assist the President as required.
2) Perform the duties of the President in his/her absence or disability.
3) Assume the office of President upon the resignation, release or vacancy of the office.
