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Constitution & Bylaws

 Constitution

Northern Arizona Grotto
 Founded:  March 14, 1997

  1. The name of this organization shall be:   Northern Arizona Grotto ("Grotto").
  2. The purpose of this organization shall be:  To explore and discover caves, to promote cave studies, to conserve caves and cave life, and to promote fellowship among persons interested in caves, caving and speleology.
  3. The Grotto shall be subject to the Constitution and Bylaws of the National Speleological Society.  Any action inconsistent therewith shall be null and void.
  4. The life of the Grotto shall be perpetual or until terminated by a three/fourths vote of the total voting  membership or until dissolved by the Board Of Governors, of the National Speleological Society (NSS).
  5. Amendments to the Constitution shall be made by a majority favorable vote of the total voting membership at any regularly scheduled meeting, with the exception of Article IV, of the Constitution (see also Article  VII).
  6. Amendments to the Bylaws or Grotto Policy shall be made by a majority favorable vote of the voting members present at any regularly scheduled meeting (see also Article VII).
  7. Voting on any amendment to the Constitution, Bylaws or Grotto Policy, shall be at the meeting following publication of the proposed amendment in the Grotto newsletter.  Voting may be conducted either verbally or  by secret ballot.  Members may  proxy  their  vote  to another  member of the Grotto when done in  writing for the date specified until voting is officially closed.
  8. Any NSS property shall revert to the NSS in the event of dissolution.
  9. The Grotto may request prompt return of any Grotto property for any reason at any time.
  10. The Grotto calender year shall start with the January meeting, hereinafter called the Annual Meeting.
  11. The Northern Arizona Grotto shall be governed by an Executive Committee made up of the following   Officers, elected annually by the voting membership of the Grotto: Chairman, Vice-Chairman, Treasurer, Secretary, Editor, Membership and Conservation.       
    1. Members running for office in the Grotto must be NSS members in good standing.       
    2. Election of officers shall take  place at the Annual Meeting.
    3. Members nominated for office shall be considered elected when they receive a majority of the votes cast by the voting members present at the Annual Meeting, and shall take control of that office immediately.  Due to electoral uncertainty, Officers must be prepared to effect orderly transition of relevant materials, in event of change, at the Annual Meeting.
    4. In the event of a tie, a runoff election shall take place at the next regularly scheduled meeting.
    5. Any vacancies that occur during the year will be filled by a majority vote of all Officers of the Grotto, and, for the remainder of that term
  12. "Roberts Rules of Parliamentary Procedure" shall be consulted whenever needed, provided they are not inconsistent with the Grotto Constitution, Bylaws, or Grotto Policy.
     

  Bylaws

I.      Membership

  1. Membership in the Northern Arizona Grotto ("Grotto") shall be open to all persons interested in                   caves and caving.
  2. Regular members, who are National Speleological Society (NSS) members in good standing , shall be entitled to  all the privileges of the Grotto including:  the right to vote, hold office, serve as committee chairpersons, and receive a copy of all publications issued by the Grotto.
  3. Regular members, who are not NSS members shall receive a copy of all publications issued by the Grotto.      
  4. Regular  members, who do not belong to the  NSS must apply and become members of the NSS  before (6) months or  they will be dropped from Grotto membership without reimbursement. Reinstatement will be automatic when NSS member status is achieved.        
  5. Membership shall be terminated for nonpayment of Grotto dues. Reinstatement will be automatic  when Grotto dues are paid.        
  6. All regular members of the Grotto shall contribute a minimum of ten (10) hours of service to the Grotto per year.  Those members living outside of Arizona can be relieved of this provision by authority of the Chairman of the Grotto.  "Service" can be applied to any function of the Grotto, as long as the "service" is approved by the Chairman and/or Vice-Chairman of the Grotto. The Secretary of the Grotto shall keep the records of the service and the hours performed for each member, and it is up to each individual member to promptly notify the Secretary of their service and hours completed.
  7. All regular members of the Grotto must attend at least four (4) meetings per calendar year, at least one per quarter.  This provision shall not apply to those members residing outside the general boundaries of this Grotto.  Any member requesting to be excused from this provision must get approval from the Chairman of the Grotto.
  8. All new members will be given a "new member's packet" upon payment of dues.  This packet shall contain:  Grotto Constitution, Bylaws, several articles on beginning caving, conservation and  caving ethics, and a complete membership roster.
  9. Members may be admonished, suspended or expelled (expelled without reimbursement) from Grotto  membership for the following reasons:  willful misuse of Grotto property or facilities, willful  disregard of the safety of themselves, and/or others while participating in a Grotto activity, conduct  detrimental to the Grotto or to the NSS.
  10. All members must sign three waivers of liability for vertical work, caving, and hiking.
  11. All new members must be 18 years of age.  If member is below the age of 18, they must have their  parents or guardians sign the three waivers of liability and a consent form.

II.     Dues/Assessments

  1. Annual dues shall be set by a majority favorable vote of the voting members present at any                          regularly scheduled meeting.  (Refer to Article VII of the Constitution).  See current Grotto                                       Newsletter or contact any Grotto Officer for current dues rate.                                                 
  2. A charge may be made for any special publication of the Grotto.
  3. A charge may  be made to non-members for any Grotto publication.

III.    Executive Committee of the Grotto

  1. The Executive Committee of the Grotto shall be made up of the following officers:                   Chairman, Vice-Chairman, Treasurer, Secretary, Editor, Membership and Conservation.
  2. Officers shall be elected annually with a twelve month term of office.
  3. The Officer's shall have the power to conduct and supervise all business for which the Grotto was formed. 
  4. Election of officers shall take place at the annual meeting (refer to Article X in the Grotto Constitution).
  5. Duties          
    1. Chairman
      Chair all meetings, oversee all business, and has authority to make final decision on all issues
    2. Vice-Chairman  
      Works together with the Chairman and in Chairman's absence, assumes all the responsibilities of   the Chairman.   
    3. Treasurer  
      Collect all monies,  record and maintain all financial information.  Dispense funds, with approval of  Chairman, for expenditures  deemed necessary to Grotto's functioning.  Present brief oral report at  each monthly meeting, give written report at annual meeting.  Shall present immediately, on demand of Chairman, any and all monies and records of the Grotto.
    4. Secretary
      Record minutes at each meeting, summarize minutes and give written report to Editor.  Record and  maintain information on members and membership.. Present updated roster including Names, NSS  #'s, addresses, voice/fax
      numbers, and email addresses, every six months for newsletter publication..                         Present any changes of membership information to Editor.
    5. Editor
      Publish and mail Grotto newsletter monthly (if possible).  In the event that the newsletter can not be published for that month, a postcard will be mailed in it's place, prior to the next meeting, to all  members.  Postcard information will include next meeting location address/phone number with driving directions, date and time.
    6. Membership 
      Greets all new members and presents them with new member packet.  Introduce them to Officers and other members.  Go over all materials in the packet.  Distribute and collect signed waiver forms for  caving, hiking, and vertical work.  
    7. Conservation 
      Keep abreast of all conservation issues within the NSS as well as in local areas, and make oral report  at the regular monthly meetings.
  6. In the event an Officer does not perform his/her duties, a replacement may be found, and that                      Officer may be removed from their respective positions, upon a two/thirds majority favorable vote of  the voting members present at any regularly scheduled Grotto meeting (refer to Article VII of the Constitution).
  7. Upon termination from office , for any reason, an Officer must return to the Grotto any and all                  property of the Grotto, including, but not limited to, monies, records, maps, gear, equipment,                     transcripts, computer discs/records, books, slides, photographs etc...
  8. Officers shall be nominated either by a nominating committee, or from the floor.  Nominations will  be made at the November meeting, before the Annual Meeting.  The Nominating Committee will be named, in October, by the Executive Committee of the Grotto.

IV.     Meetings       

  1. The Annual Meeting shall be held in January (refer to Article X , of the Constitution)
  2. General membership meetings shall be held once a month, date may be set or changed                                 by a majority favorable vote of the voting members present at any regularly scheduled meeting.  (refer to Article VII in the  Constitution)
  3. At least four (4) Executive Committee meetings will be held annually.  The dates of these meetings  shall be at the discretion of the Executive Committee. 
  4. A meeting, in which a vote on any issue is to be taken, must have a quorum present of at least                     six (6) voting members.

V.      Grotto Representation to Landowners/Land Managers

  1. Members representing themselves as agents of the Grotto shall act according to Grotto Policy                 (refer to Article I, Section I  of the Bylaws).
  2. Any  written or oral communication shall be summarized and presented to the membership at the next regular meeting.
    3.

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