Guidelines for Officer Positions
of the
ALBUQUERQUE GEM AND MINERAL CLUB
-PREAMBLE-
THE ALBUQUERQUE GEM AND MINERAL CLUB, a non-profit corporation shall be dedicated to the Advancement and Enjoyment of the Earth Sciences and Associated Subjects. Its primary purpose is the Exchange of Information and the Furtherance of the Knowledge of Mineralogy, Gem Cutting and Geology, and to stimulate interest in the development of these studies. It is composed of individuals who have chosen Gems and Minerals and these aforesaid related interests as their hobby.
The name of this organization shall be “THE ALBUQUERQUE GEM AND MINERAL CLUB”.
The Albuquerque Gem and Mineral Club invites to its membership anyone genuinely interested in minerals, gems, lapidary, geology, or any of the earth sciences and desires association with others with like interests.
This Corporation may affiliate with other organizations of like interests upon a two-thirds vote of the members present at three successive regular meetings.
The officers of this Corporations shall be President; 1st Vice President and Director of Programs; 2nd Vice President and Director of Field Trips; 3rd Vice President and Director of Displays, Shows, and Exhibits; Secretary; News Editor Treasurer; Liaison Officer; and Historian. These Officers and Senior members appointed by the President shall constitute the Board of Directors and shall serve a period of one year.
The annual meeting shall be the first meeting in January of each year at which time the officers previously elected shall be installed.
Senior members only, in good dues standing, are entitled to vote. Voting may be done by proxy, if same be submitted in writing to the Secretary at any time prior to the voting.
This Constitution may be amended at any regular meeting when a legal quorum has been declared present or represented. A two-thirds vote of the Senior members present, or with proxies properly submitted, is required providing the amendment to be voted upon has been read at two previous consecutive regular meetings.
In the event of the dissolution of the corporation, after the payment of all debts and liabilities the assets of the corporation shall inure to the benefit of the University of New Mexico Geology Department for the granting of scholarships.
Of the
ALBUQUERQUE GEM AND MINERAL CLUB
ARTICLE I – MEMBERSHIP POLICY
Section 1. The Albuquerque Gem and Mineral Club, a non-profit corporation, shall be non-sectarian and non-partisan.
Section 2. Membership in this Corporation may consist of four classes: Senior, Student, Junior and Honorary.
Section 3. Senior members are those paying full amount of current annual dues. Senior members are the only members privileged to vote and hold office.
Section 4. Student membership is a privilege extended to those above the age of 16 years of age attending an accredited school full time, including college.
Section 5. No Junior member shall be admitted to membership in the corporation, unless at least one parent or guardian of such person also becomes a member along with the Junior.
A Junior member is any member between 7 and 16 years of age.
Section 6. Honorary membership may be conferred up0on anyone selected by the corporation.
Section 7. When a member has become one month in arrears in dues he shall be dropped from the membership roll.
Section 8. Any membership may be terminated, or not renewed, for cause, by recommendation of a specially appointed investigating committee, and a 2/3 majority vote approval by the Board of Directors.
Section 1. Minimum Senior membership dues for each calendar year shall be $3.00.
Section 2. Student and Junior membership dues shall be one-half of the regular rate.
Section 3. Family “package” membership dues (if desired) shall be a minimum of $8.00. A family unit for the purpose of this Section shall mean the members of an immediate family but limited to husband and wife or survivor and child or children or adopted children under the age of 16 years.
Section 4. New Members joining the corporation after September 1 shall pay only one-half of the annual dues for the remainder of the corporation year in which they enter.
Section 5. All membership dues shall be paid in advance for the ensuing year. Dues are due and payable on October 1 and will be delinquent after January 1.
Section 1. The fiscal year of this corporation shall begin with January 1st and end December 31st.
Section 2. The annual meeting of this corporation shall be the meeting at which officers for the new Corporation year are installed and assume their respective offices.
Section 1. The President and Past Presidents selected by the President shall constitute the nominating committee. The nominating committee shall select a complete slate of officers and present their nominees at the first meeting prior to election. At this meeting nominations for each office may also be made from the floor.
Section 2. Senior members only, in good dues standing, have voting privileges.
Section 3. All voting at elections shall be by secret ballot if nominations are made from the floor, or by voice if unanimous approval is given the nominating committee’s slate of candidates.
Section 4. One-third of the Senior members shall constitute a quorum.
Section 5. The election of officers shall be held the last business meeting of the fiscal year.
The duties of the officers shall be such as are implied by their respective titles and such as are specified by these By-laws. All officers shall keep permanent records of their work and turn these records over to their successors in office.
Section 1. The President shall direct all affairs of the Corporation for the best welfare and in the best interests of the corporation. The President shall preside at all meetings of the Corporation and of the Board of Directors. The President shall appoint such committees as may become necessary, and shall be an ex-officiao member of all committees.
Section 2. A Vice President shall perform the duties of the President in the absence of the President.
Section 3. The duties of the three Vice Presidents are:
a. The Vice President and Director of Programs shall, in cooperation with the Corporation Board of Directors, plan and secure suitable programs for the regular meetings of the corporation members.
b. The Vice President and Director of Field Trips shall, in cooperation with the Corporation Board of Directors, secure and schedule field trips of suitable interest for the corporation members.
c. The Vice President and Director of Shows, Exhibits and Displays shall, in cooperation with the Corporation Board of Directors, mature and direct plans for shows, exhibits, and displays that promote the interests of the Corporation purpose in being.
Section 4. The Secretary shall keep minutes of all meetings of the Corporation, shall incorporate in full all amendments to the Constitution and By-laws in the minutes of the meeting at which they were adopted, maintain an accurate, up-to-date copy of the Constitution and By-laws as amended and shall furnish the President and Vice Presidents with copies of the same.
The Secretary shall conduct the correspondence of the Corporation as directed by the President and shall preserve a file of all records and correspondence of value to the corporation and its presiding officers. These records are to be given to the successor in this office.
Section 5. The Treasurer shall have custody of all monies of the Corporation and shall receive all Corporation funds, giving a receipt for same. After approval of bills by the Board of Directors, the Treasurer shall pay same by check. The Treasurer shall notify members of delinquent dues in advance of the due date. The Treasurer shall keep an itemized record, in a permanent file, al all receipts and expenditures and shall give a report of the same at the first meeting of each month. The Treasurer shall submit all records to an auditing committee at least ten days prior to the annual meeting, or at any other time as requested by the Board of Directors. Membership cards shall be issued by the Treasurer.
Section 6. The News Editor shall keep an accurate, classified list of the names and addresses of all members of the Corporation, and shall edit and publish a bulletin or news letter concerning matters of interest to all members and mail same to all members prior to each meeting.
Section 7. The Liaison Officer shall act as a good will representative between the Corporation and similar corporations or organizations to further promote the purposes, policies and best interests of the corporation.
Section 8. It shall be the duty of the Board of Directors to consider the affairs of the corporation in accord with the Constitution and By-Laws, and policies necessary to the good welfare of the corporation. It reports matters of interest to the members. It shall devise and mature measures for the growth and prosperity of the corporation. It shall fill vacancies in office for the unexpired term when no provision has been made by the Constitution and By-laws. The Board of Directors shall approve all accounts to be paid by the Treasurer.
A majority of the Directors in office shall constitute a quorum for the transaction of business by the Board of Directors. Any question coming before the Board shall be determined by a majority of those present.
Section 9. The Historian shall keep a complete and accurate history of the Corporation’s activities, including honors won by the Corporation and individual members.
Section 1. The President shall have the privilege of changing the normal “Order of Business” to suite the needs of the planned agenda or programming of any regular meeting.
Section 2. The normal “Order of Business” shall be:
a. The Greeting of Visitors.
b. Reading of the minutes of the previous meeting.
c. Treasurer’s report at first meeting of each month.
d. Reading of any correspondence received.
e. Reports of any special committees.
f. Reports of Standing Committees.
g. Unfinished business.
h. New Business.
Section 1. Regular meetings shall be held twice each month unless otherwise specified by the Board of Directors.
Section 2. Special meetings may be called by the President, or the Board of Directors, or at the request of any five Senior members, providing the entire membership has been notified of the date and place of such meeting. The call for a special meeting must state the business to be transacted.
Section 3. Executive Board of Director meetings are “called meetings” and are held contingent with the business affairs of the Corporation.
One-third of the Senior members of the Corporation shall constitute a quorum.
These By-laws may be amended at any regular meeting by a simple majority vote of the members present, or with proxies properly submitted, provided a legal quorum has been declared present or represented. The amendment to be voted upon must have been read at the previous meeting.
All funds received by the corporation, from whatever source, shall be deposited in the account of the corporation in such bank or financial institution doing business in the City of Albuquerque as may be designated from time to time by the Board of Directors.
No disbursements of funds of the Corporation shall be made unless approved and ordered by the Board of Directors.
The Seal of the Corporation shall be circular in form, with the words “Albuquerque Gem and Mineral Club” in the circumference and “Corporate Seal” in the center.
The income of the corporation shall in no way inure to the benefit of any member, director or officer of the corporation.
Any member may resign by submitting a written resignation at any membership meeting or meeting of the Board of Directors and thereupon such resignation, without the necessity of any acceptance shall become effective forthwith and all interest of such member in this corporation shall immediately cease and terminate but no such resignation shall terminate or affect any liability of such member to the corporation.
The corporation shall have no power or right to enter into any contract purporting to impose any obligation, contractual or otherwise, on any member, or in any manner to impose any personal obligation or liability upon any member of this corporation without the prior written authorization of such member of this corporation.
BY-LAWS OF THE ALBUQUERQUE GEM AND MINERAL CLUB
A NONPROFIT CORPORATION OF THE STATE OF NEW MEXICO
INDEX
Article I Membership Policy
Article II Dues
Article III Fiscal Year
Article IV Elective Officers
Article V Appointive Officers
Article VI Duties of the Officers
Article VII Order of Business
Article VIII Meetings
Article IX Amendments and Revisions
Article X Finances and Property
Article XI Seal
Article XII Resignation of Membership
Article XIII Personal Liability
Section 1. The Albuquerque Gem and Mineral Club, a nonprofit corporation, shall accept membership regardless of gender, age (except for individuals under age 18 - see below), race, color or creed.
Section 2. Membership in this Corporation shall consist of four classes – family, individual, honorary and life.
A. Family membership includes parent(s)/ guardian(s) and their children (Junior Members) who have not reached the age of 18 by January 1 of the calendar year for which dues are being paid.
B. Junior members, as stated above, are those individuals who will not have reached the age of 18 before January 1 of the year in which they wish to become members. Each such individual must be sponsored by an adult who pays a family membership and who must accompany the junior member on ALL out of town activities in which the Junior Member participates. The parental/guardian approval form must be completed for all in town activities not a part of an entire club activity.
C. Individual members are those persons who have attained their 18tgh birthday on or before January 1 of the calendar year for which they are paying dues.
D. Honorary members are those persons who have been selected by a majority of the voting members of the Board of Directors as members who do not have to pay dues. The membership shall expire December 31 of each year and may be renewed for the next year by a majority of the voting members of the then Board of Directors. These persons must have attained the age of 18 on or before January 1 of the year for which this membership is granted. This action will be taken at the December joint, current and following years members, Board of Directors meeting. These members have all the rights and privileges provided for regular members.
E. Life members are those persons who have been selected by a majority of the voting members of the Board of Directors as members who do not have to pay dues for life but have all the rights and privileges provided to regular or honorary members.
Section 3. Membership shall be dependent upon compliance with Article II of the By-Laws.
Section 4. Any membership may be terminated, or not renewed, for cause, by the recommendation of a specially appointed investigating committee consisting of at least three individual Club members appointed by a majority of the voting members of the Board of Directors. Termination or lack of renewal must be agreed to by two thirds majority of the voting members of the Board of Directors. The person is not eligible to receive all or any of the dues he/she paid to the Corporation. The appropriate Club Officers elected and appointed shall be advised of this termination immediately.
Section 5. Each member shall sign the appropriate release form(s) prior to beginning each field trip. Each member must ensure that his or her guest(s) also sign the release form(s) prior to beginning the field trip.
Section 6. Membership confers the privilege of attending all Club functions and the responsibility to abide by the Club rules and regulations.
Section 1. Dues for the next fiscal year shall be established by a majority of the voting members of the Board of Directors at its September meeting.
Section 2. Dues for those persons joining on or after June general meeting and before the September general meeting shall be one half the annual dues.
Section 3. Dues for those persons joining on or after September general meeting shall be for the remainder of the current year and through December 31 of the following year at the rate established at the September Board of Directors meeting.
Section 4. Dues are due and payable on or before December 31 of the prior fiscal year and shall be delinquent at the end of the first regular meeting of the current fiscal year.
Section 1. The fiscal year of this Corporation shall begin January 1 and end December 31 of the same calendar year.
Section 1. A committee of at least three individual Club members, selected by a majority of the voting members of the Board of Directors, shall constitute the nominating committee. This committee shall select a complete slate of officers – individual Club members who have, preferably, NOT just completed two years in that office and who have consented to be nominated – and present their slate to the Board of Directors at the October Board of Directors meeting. A slate of officers is considered to be the President, Vice President(s) – Programs, Vice President(s) – Field Trips, Secretary, Treasurer, Membership Chairperson, and Editor. Upon approval by a majority of the voting members of the Board of Directors, the Board of Directors shall prepare an approved slate of officers which shall be presented at the October general Club meeting. At the October general meeting, nominations may be made from the floor provided the nominees are Club members in good standing and who have consented to be nominated.
Section 2. The election of officers shall be held at the November General Club meeting.
Section 3. Voting at the election shall be by secret ballot for contested offices. Voice vote may be held for uncontested offices.
Section 4. At the November meeting, a majority of votes cast by Club members present together with properly together with properly executed proxies delivered to the Secretary at any time prior to voting, shall constitute election.
Section 1. Appointed officers of the Board of Directors will consist of voting and non-voting members.
A. Voting officers will consist of Show Chairperson, Junior Member Coordinator and, Ad Hoc member(s).
B. Non voting officers will consist of any other members which the President, with the consent of a majority of voting members of the Board of Directors, considers necessary to ensure the proper operation of the Corporation.
Section 1. The duties of the officers, both elected and appointed, shall be such as are implied by their respective titles and such as are specified by these By-Laws and the, periodically, updated Guide Lines. All officers shall keep permanent records of their work and turn these records over to their successors in office at the December Board of Directors meeting. Each incoming Club Officer shall be given a copy of the Club Constitution, By Laws, and Guide Lines by the outgoing Secretary at the December Board of Directors meeting.
Section 2. The President shall direct all affairs of the Corporation for the best welfare and in the best interest of the Corporation. The President shall preside at all meetings of the Corporation membership and Board of Directors. The President shall appoint such committees as may become necessary and shall be an ex-officio member of all of these committees. The President shall ensure that the Articles of the Constitution and By-Laws are followed and that appropriate Guide Lines are prepared and updated, as required, to ensure that all Club officers can perform their duties as intended by the Constitution and By-Laws.
Section 3. The Vice President(s) – Programs shall perform the duties of the President in the absence of the President and shall be responsible for obtaining appropriate programs for the Club. Each proposed program must be accepted by a majority of the voting members of the Board of Directors prior to its being on the agenda for a Club meeting. The Vice President(s) – Programs may also be assigned other functions by a majority of the voting members of the Board of Directors.
Section 4. Vice President(s) – Field Trips shall perform the duties of the President in the absence of the President and Vice President(s) – Programs and shall be responsible for obtaining appropriate field trips for the club. Each proposed field trip must be accepted by a majority of the voting members of the Board of Directors prior to its being placed on the agenda. The Vice President(s) – Field Trips may also be assigned other functions by a majority of the voting members of the Bard of Directors.
Section 5. The Secretary shall record the minutes of the various Corporation meetings and prepare them for signature by the President for incorporation into the Minute Book. The Secretary shall also retain the original copies of the Club Constitution, By-Laws, and the Guide Lines and shall distribute copies of these as directed in Section 1, above. The Secretary shall also ensure that all the required Corporation records are maintained for the required period of time. The Secretary will maintain a permanent file which records all items voted on by the Board of Directors. The Secretary will receive, validate, and present the validated proxy votes at the membership and Board of Director’s meetings.
Section 6. The Treasurer shall maintain the Corporation’s financial records in a manner approved by a majority of the voting members of the Board of Directors; maintain a current inventory of all the Corporation’s property identified by Club members; submit the required reports of the Corporation’s finances and property at the December meeting of the Board of Directors and at such other times as requested by the President and the voting members of the Board of Directors. The Treasurer shall ensure that all Corporation money is accounted for in a proper manner. All expenditures must be made by check and must be supported by appropriate documentation. Any expenses in excess of budgeted amounts must have prior approval of a majority of the voting members of the Board of Directors. The Treasurer, with the assistance of the President and the Board of Directors shall ensure that the Corporation’s money, in excess of current needs, is invested in the safest and highest interest paying and safest accounts. The Treasurer’s records for each fiscal year will be audited prior to March 1 of the following fiscal year. This requirement does not preclude the possibility of a special audit at such times and under such circumstances as deemed appropriate by the voting members of the Board of Directors. During the December Board of Director’s meeting the majority of the voting members of the Board of Directors shall determine if next year’s Treasurer shall be bonded. The Club will pay the bonding fee.
Section 7. The Membership Chairperson shall have the responsibility of obtaining the required dues and name tags fees, full name(s), address, and phone numbers of each individual or family requesting membership in the Albuquerque Gem and Mineral Club. The Membership Chairperson will collect the dues and name tag fees and transfer these monies to the Treasurer as soon as possible after they are collected but no later than the following Board of Directors meeting; provide the Editor with the current set of mailing labels each month and ensure that the visitors at the monthly general meetings have temporary name tags.
Section 8. The Editor shall have the responsibility of gathering the appropriate information for the publication and mailing of the News Nuggets each month except for December.
Section 9. The Show Chairperson shall have the responsibility of coordinating the annual spring gem and mineral show. The term of office for this individual will be from March 1 of the year preceding the show year through April 30 of the show year or longer as necessary to close out the financial aspects of the show for which that individual has responsibility. The Show Chairperson shall, with the assistance of the Board of Directors, obtain a staff of Club members to assist in accomplishing the various functions of the show. The Show Chairperson, in concert with the Club Treasurer shall prepare a budget for consideration of the Board of Directors at its June meeting. Pre-budget acceptance of expenditures for flyers, to be available at the previous show, is authorized but will be a suggested item approved by a majority of the voting members of the Board of Directors. The Show Chairperson shall be elected by a majority of the voting members of the Board of Directors no later than its February meeting.
Section 10. The Junior Club Coordinator shall have the responsibility of coordinating the monthly Junior Club meeting, prior to the regular Club meeting, and any other activity pre-approved by a majority of the Board of Directors. Each Junior Club activity must be agreed to by a majority of the voting members of the Board of Directors. Each Junior Club member attending an activity, other than the regular Club meetings, must have the written approval of his/her parent/guardian if not accompanied by said parent(s)/guardian(s). Each Junior Club member attending an out of town activity, other than the regular Club out of town activity, must be accompanied by at least one of his/her parent(s)/guardian(s).
Section 11. The Board of Directors shall consist of the following voting officers selected in the manner described above: President; Vice President(s) Programs; Vice President(s) – Field Trips: Secretary; Treasurer; Membership Chairperson; Editor; Show Chairperson(s); Junior Club Coordinator; and Ad Hoc members. All other Club members, along with the non-voting members of the Board of Directors, are welcome to attend the Board of Director’s meeting. The Board of Directors shall consider the affairs of the Corporation in accordance with the Constitution, By-Laws, and any Guide Lines that are considered necessary. The Board of Directors reports matters of interest to the members. The Board of Directors shall devise and nurture measures for the growth and prosperity of the Corporation. All proposed expenditures, not in the budget, must be approved by a majority of the voting members of the Board of Directors before being incurred by the Corporation. ANY question coming before the Board of Directors shall be determined by a majority of the voting members of the Board of Directors. Proxy voting is acceptable if voting members are unable to vote in person AND provided the proxy votes are received by the Secretary prior to voting. When it becomes evident that an elected or appointed officer is unable to execute the assigned office, the Board of Directors shall declare the office vacant, and fill the vacancy for the unexpired term.
ARTICLE VII – ORDER OF BUSINESS
Section 1. The President shall have the privilege of changing the normal order of business at any regular meeting.
Section 2. The normal order of business at General Meetings shall be: the welcoming of visitors, special announcements, the program, refreshments, door prizes, reading of important correspondence, reporting the results of standing committees, reporting the results of any special committees, unfinished business, and new business.
Section 3. The normal order of Board of Directors meetings shall be: President’s preface, minutes of the last Board of Directors meeting, Treasurer’s report, Program report, Field Trip report, reports from any other committees(s), unfinished business, and new business.
Section 1. Regular meetings shall be held as directed by the Board of Directors provided that the membership is advised, at least one month in advance of any change from previously established schedules.
Section 2. The annual meeting shall be conducted according to Article V of the Constitution at a place and time determined by a majority of the voting members of the Board of Directors.
Section 3. Special meetings may be called by the President or the Board of Directors or at the request of any five adult members of the Corporation providing the entire membership has been notified of the date and place of such meeting at least five days before the scheduled meeting. The call for a special meeting must state the business to be transacted.
Section 1. Amendments and revisions of the By-Laws can be proposed by either the General Memberships or the Board of Directors.
Section 2. The By-Laws may be revised at any regular meeting provided the revision(s) to be voted upon has/have been made available to the General Membership at two previous consecutive regular meetings. The amendment(s) to be voted upon must have been published in the News Nuggets or made available to the General Membership as an entire package prior to the meeting at which the vote is to be taken. A two-thirds vote of the adult members present and with properly prepared and submitted proxies is required.
Section 3. Those adult members who elect to vote by proxy must complete the proxy form prepared by the Secretary and included in the News Nugget in the month preceding the month in which the vote is to be taken. The completed form will be placed in an unmarked envelope which will be placed in an envelope with the return address containing the name and address of the Club member submitting the proxy vote and mailed to the Albuquerque Gem and Mineral Club, Post Office Box 13718, Albuquerque, New Mexico 87192 and mailed so that it will arrive no later than the day of the Club meeting at which the is to be taken, or submitted to the Secretary at any time prior to the voting.
Section 1. All funds of the Corporation, from whatever source, shall be deposited in the account of the Corporation in such bank or financial institution as may be designated, from time to time, by a majority of the voting members of the Board of Directors.
Section 2. A checking account shall be established with the Treasurer and one other voting member of the Board of Directors being on the signature list. The funds in this account shall be in an amount deemed necessary by the Treasurer and the Board of Directors to meet the budgeted amounts until the next certificate of deposit come due. Excess funds shall be deposited in savings accounts/certificate(s) of deposit as approved by a majority of the voting members of the Board of Directors for the benefit of scholarships.
Section 3. The treasurer shall prepare a financial statement through December 1 of the current fiscal year, to be presented at the December Board of Director’s meeting. The statement shall include all monies of the Corporation.
Section 4. The monies and property for the Corporation shall in no way insure to the benefit of any member, director, of officer of the Corporation.
Section 5. The Club budget must be completed on or before the December Board of Director’s meeting preceding the budget year and will consist of the following major categories: (NOTHING FUTHER NOTED HERE. - ?)
Section 1. The Seal of the Corporation shall be circular in form with the words “Albuquerque Gem and Mineral Club” in the circumference and “Corporate Seal” in the center.
Section 1. Any member may resign by submitting written resignation at any membership meeting or meeting of the Board of Directors and, thereupon, such resignation, without the necessity of any acceptance, shall become effective forthwith and all interest of such member in the Corporation shall terminate and affect any liability of such member to the Corporation. The person is not eligible to receive any part of the dues he/she paid to the Corporation. The appropriate Club officers, both voting and appointed, shall be advised of this termination immediately.
Section 1. The Corporation shall have no power or right to enter into any contract purporting to impose any obligation, contractual or otherwise, on any member, or in any manner impose personal obligation or liability upon any member of this Corporation without prior written authorization or such member of this Corporation.
Approved Angie Hutchison 9/19/95
President Date
Henry M. Miller 25Sep95
Secretary Date
On 01/16/01 you could write to:
New Mexico Public Regulation Commission
1120 Paseo de Peralta
P.O. Box 1269
Santa Fe, New Mexico 87504-1269
Or call:
1-800-94704722
and ask for copies at a rate of $1 per page with a minimum of $5.
Guidelines for Officer Positions
GUIDELINE SERIES
2. All other Board of Director attendees are non voting members.
3. Periodically, the Board of Directors shall assure itself that the Guidelines are being followed or require changes. Field trip and program policies shall be evaluated as frequently as deemed necessary and changed as suggested.
4. The Board of Directors shall meet at least once each quarter and as many other times as deemed necessary by the President and/or the voting members of the Board of Directors. This Guideline does not intend to identify all of the business that could be conducted at any of the meetings. The following sections include many of the mandatory items of business that must be conducted in order for the Corporation to function properly.
The January meeting must include the flowing items:
A. Receive the trial balance from the treasurer for the previous year.
B. Review policy for the News Nuggets, Programs, Field Trips, Annual Show, speaker’s honoraria in an amount specified in the budget.
C. Determine the status of preparations for the Annual Show and take whatever actions deemed necessary.
D. Nominate an audit committee with the mandate to make an evaluation of the Corporation’s financial and property records system for the previous fiscal year. Complete the audit by the March Board of Directors Meeting.
E. Establish the procedure for the Vice President(s) – Field Trips to follow in regard to selecting attendees at the annual Labor Day weekend Morenci trip in view of the limited number of attendees allowed by Phelps Dodge (usually 20 people for all day, ten people in the morning and ten in the afternoon). Since Motel space is also limited, the selection of attendees should be made at least in July so motel reservation can be made. It has been the procedure to ensure, during the current year trip, that reservations are made with Robert North for a similar trip the following year.
The February meeting must include the following items:
A. Make preparations for the Annual Show for the following year, designate a Club member as Chairperson for that show, and select the site for that show. It is assumed that the Assistant Show Chairperson will become the Show Chairperson..
B. Determine the Club policy on the New Mexico State Fair participation. If the Club’s position will be to participate, appoint a Club member to be in charge and to take the actions specified in the Guidelines for this function.
C. Designate the necessary judge(s) for the Science Fair in March at the University of New Mexico and instruct them to obtain the winner’s full names, addresses, phone numbers, and social security numbers and invite them to the April general Club meeting where they will be awarded the savings bonds.
The March meeting must include the following item:
A. Review the report of the audit of the financial and property records. Appropriate corrective actions will be taken to resolve any identified deficiencies.
The May meeting must include the following item:
A. Review the evaluation of the financial statement for the current year annual show.
The June meeting must include the following item:
A. Review the proposed budget for the spring show for the next fiscal year, make any corrections deemed appropriate, and approve the show budget. At this point, it must be recognized that certain funds will already have been spent on preliminary publicity for the show.
The August meeting must include the following items:
A. The selection of a nominating committee with the mandate to provide the Board of Directors with a slate of elected and appointed candidates at the October Board of Director’s Board meting. See By-Laws, Article VI, Section 11.
B. Establish, the time, date, place, and type of activity for the Annual Meeting in December when the next year’s officers are installed.
The September meeting must include the following item:
A. Establish the membership dues fort the next fiscal year.
B. Review the status of the nomination committee.
The October meeting must include the following items:
A. Nomination of a budget committee which will have the mandate of providing the Board of Directors with a proposed budget at November Board of Directors meeting.
B. Examination of the slate of candidates for the next year and make any changes as deemed appropriate so that the slate of elected officers can be presented to the membership at the October meeting.
C. Appoint a committee to run the silent auction at the New Mexico Mineral Symposium at which time the Club collects 10% of the gross sales of all participants except the Bureau of Mines and Minerals Resources or the University of New Mexico.
The November meeting must include the following items:
A. Authorization for the President to make arrangements for the meeting place for the Club for the next calendar year.
B. Review the proposed budget and make any corrections and adjustments deemed appropriate and present it to the Board of Directors elect after the November general Meeting.
C. Review the Constitution, By-Laws, and Guide Series and determine if there are changes which should be recommended to the incoming Board of Directors. Present a copy of the Constitution, By-Laws, and Guideline Series to each of the Board of Directors elect at the November General Meeting.
The December meeting must include the following items:
A. Review the proposed budget for the following fiscal year, make any corrections deemed appropriate, and approved the budget.
B. Ensure that the responsibility of Club property is transferred, as appropriate, to the incoming officers.
C. Select honorary members for the next fiscal year.
D. Determine if the Treasurer for the next fiscal year is to be bonded. The Club will pay the bonding fee if such is deemed necessary.
E. Review the Treasurer’s current fiscal year, financial statement for the period ending November 30.
F. The incoming Board of Directors approves/disapproves the appointive members selected for the next fiscal year.
Approved: Angie Hutchinson 9/11/95
President Date
Hank Miller Sept16, 1995
Secretary Date
The President is the chief executive of the Club and the Board of Directors. He presides over meetings of the Club and the Board of Directors, coordinates the activities of the Board Members and committees, represents the Club to the public and other organizations.
1. The President should be cognizant of the work being done by other officers, directors, standing committees, newsletters, shows, exhibits, etc.
2. The President presides at the Club meetings. If unable to attend, he will ask a Vice President to conduct the meeting.
3. Although the President has the authority to determine the order of business at any regular Club meeting the following should be considered:
A. Call to order
B. Welcome and introduction of visitors and guests
C. Items of special interest
D. Program
E. Break and refreshments
F. Special activities such as raffle, mystery mineral and door prizes
G. Reports of chairmen of standing and other committees
H. Unfinished business
I. New business
4. Conduct Board meeting as required by the By Laws and report action taken to the membership in the News Nuggets or at meeting. Ensure that the actions, identified in the Guideline Series for the Board of Directors. If unable to attend the Board meeting, advise the Vice-President – Programs or whoever is next in line and able to attend.
5. Make periodic reports in the News Nuggets on work of the Club’
6. Yearly commitments:
April – presentation of the Club bond awards to the two science fair winners selected by the Club judge(s).
August – Send a letter to the University of New Mexico and the New Mexico Institute of Mining and Technology for their candidate(s) (entering their junior or senior year in the Earth Science Fields) for the Club scholarships. Prior to using the following names and addresses, determine if they are still current.
David B. Johnson
Chairman, Geoscience Department
New Mexico Institute of Mining and Technology
Socorro, New Mexico 87301
Albert M. Kudo, Professor
Department of Earth & Planetary Sciences
Northrup Hall
University of New Mexico
Albuquerque, New Mexico 87111-1116
October – Prepare an appropriate letter to each scholarship recipient requesting his/her presence at the annual meeting to receive his/her check and advise each of the particulars of the evening.
December – request both old and new officers to attend the December Board of Director’s meeting so that continuity in Club functions can be obtained.
Present the checks to the scholarship recipients at the annual meeting. Introduce the incoming President and other Board members.
7. The President may call a meeting of the Board of Directors as often as he deems necessary in addition to those meetings established by the By-Laws and/or the Board of Directors.
8. The President should prepare an agenda for each Board of Directo4rs meeting and advise each Board of Director member of the date, time, and place of any non-routine Board of Director meetings. The notification should be at least five days prior to the non-routine meeting.
9. The President evaluates all the incoming correspondence and telephone calls relating to the Club business and activities. He/she advises the Board and members of any action required and taken.
10. The President should be sure that each Board member and committee chairman has an up-to-date copy of the Constitution, By-Laws, and Guidelines or standard operating procedures. He/She or his/her designee will review all regulations from time to time to determine if revisions are needed and take the action to update them to meet the needs of the Club.
Approved:
Angie Hutchinson 9/11/95
President Date
Hank Miller 16Sep95
Secretary Date
A.
B.
C.
Etc. as needed
Approved:
Angie Hutchinson 9/11/95
President Date
Hank Miller 16Sep95
Secretary
VICE PRESIDENT(S) – FIELD TRIPS
Prepared and approved at end on 1991997 by Dave Moats and Mike Potts.
l. The Secretary prepares official club correspondence, records the minutes of General Club and Board of Directors Meetings, conducts elections, assists with official applications, and maintains all official records.
a. Minutes of the General Meeting: The minutes are produced in narrative format recounting the events of the monthly meetings. This report is published in the News Nuggets and becomes an attachment to the Board of Directors Meeting Minutes. The minutes that cover official functions such as the election of Club officers must be signed by both the Secretary and President.
b. Minutes of the Board of Directors Meeting: Minutes are produced in enough detail to allow individuals attending the meeting to reconstruct events. In addition to the body of the minutes at least two attachments will be required. The first is a log organized by month for the current year listing all motions presented at meetings with the action taken. The second is the minutes of the General Club Meeting.
2. The Secretary maintains the official Club records and distributes them as directed by the Board of Directors.
a. Meeting minutes File: The file is organized by month for the current year and contains the minutes of the Board of Directors Meeting with attachments, pertinent correspondence, and the News Nuggets.
b. Club Record File: The file contains the original copies of the Club Constitution, By-laws, Guideline Series, and copies of applicable New Mexico laws. These records will be revised as directed by the Board of Directors or government agencies.
c. Financial records will be maintained by the Treasurer.
3. The Secretary conducts the annual election of officers, coordinates with the Membership Chairmen to insure only current members participate, issues proxies if required, records results, and announces the new Officers to the State of New Mexico, Rocky Mountain Federation Directory Committee and the Lapidary Journal.
4. At the direction of the Board the Secretary provides the permanent files to either the Club Historian or the incoming Secretary.
Approved:
President: Don Cheaqui Date: ll/22/97
Secretary : Hank Miller Date: 22Nov97
$5.00 bills – 50
$1.00 bills – 200
Quarters – 240 ($60.00)
Dimes – 300 ($30.00)
Nickels – 200 ($10.00)
Admissions
Raffle tickets
Memorabilia sales
Junior sales
Silent auction
Membership
Two or three more for presently undefined activities
Approved:
Angie Hutchinson 9/11/95
President Date
Hank Miller 16Sep95
Secretary Date
Approved:
Angie Hutchinson 9/11/95
President Date
Hank Miller 16Sep95
Secretary Date
l. The Membership Chairperson shall collect money as follows:
A. Dues for those persons joining prior to July and after the September shall pay the full amount.
B. Persons joining at the July General Meeting and before the September General Meeting will
Pay half the annual dues.
C. Dues for those persons joining at or after September General Meeting shall be for the
remainder of the current year and through December 31 of the following year.
2. A card file containing a card for each individual/family including the following information:
A.. Name of each adult as they wish to be known
B. Name of each junior member (under the age of l8) as each wish to be known.
C. Address
D. Telephone number
E. Statement as to whether the address and telephone number should be listed in the News
Nuggets.
F. Date and amount of dues paid
G. Date and amount paid for name tag(s)
3. Unrenewed member’s cards shall be kept for three years.
4. A monthly up-dated alphabetized membership list, containing names, addresses and telephone
numbers, shall be available to AGMC Board of Director members for Club activity use only.
Under no circumstances will this information be provided for non Club purposes.
5. All monies received for dues and name tags will be given to the Club Treasurer as soon as
possible after receipt but not later than 7 days after receipt.
6. The Membership Chairperson shall order the name tags as soon as possible after receipt of the
money or in a manner prescribed by the supplier whose name, address and phone number is as
follows:
Diana Larsen
1113 La Font Road, SW
Albuquerque, New Mexico 87105
877-4316
7. At each Board of Director’s meeting, the Membership Chairperson shall provide the Editor of the News Nuggets with a current list of members and, if necessary, set of address labels.
8. In time for the submission of the dues to the Rocky Mountain Federation, the Membership Chairperson shall provide the Treasurer with the number of adult members and youth members of the Club as of that date.
Approved Angie Hutchinson 9/11/95
President Date
Hank Miller 16Sept95
Secretary Date
This series is, primarily, for the protection of the Albuquerque Gem and Mineral Club and to ensure that Juniors (Those individuals who have not reached their 18th birthday bye the first of the year in which their parent(s)/guardian(s) became members of the Albuquerque Gem and Mineral Club and to ensure that they have the opportunity to retain their religious beliefs and those of their parent(s)/guardian(s). These guidelines are to be followed for all Junior activities which are not directly associated with club activities.
1. If unaccompanied by parent(s)/Guardian(s) NO PERSON under the age of 18 will be permitted at any in town Junior activity, other than the regular scheduled meetings preceding the General Club Meeting, without the written permission (form accompanies this Guideline) of his/her parent(s)/Guardian(s) who must have a family membership in the Albuquerque Gem and Mineral Club. No Junior member will be allowed on any out of town activity without being accompanied by at least one parent/guardian.
2. Overnight activities are not permitted.
3. The Junior Activity Chairperson must detail all in town and out of town activities to the Board of Directors on the attached form prior to the event and each such activity must, if considered appropriate, be approved by the Board of Directors.
Junior Activity Report
This form WILL BE COMPLETED for each Junior Activity which is not directly associated with a Club activity. The activity must be approved, in writing, by the President after receiving approval of the Board of Directors. The completed form must be given to the Club Secretary as soon after the completion of the activity as possible but no later than the next Board of Director’s Meeting.
Date of the activity __________________________
Where will the activity take place? _________________
What time of the day will the activity begin? _____________
What time of the day will the activity be over? _____________
List the items each Junior must bring along on the activity:___________
Approved _____________ Date of approval ______________
(signature of the President)
List the names of each Junior attending the activity.
_____________________
_______________________
________________________
List the names of each adult who attended the activity. There must be at least one male and one female adult, besides the Junior Activity Chairperson, on each activity.
_________________
___________________
___________________
Detail all variations from the approved activity and all unusual incidents. If none, so state.
_______________________
_______________________
Signature by Junior Activity Chairperson ____________________________
If unaccompanied by parent(s)/guardian(s) for an in town activity, each such junior must have the written permission, using the following form, of his/her parent(s)/guardian(s). FOR ALL OUT OF TOWN ACTIVITIES, EACH JUNIOR MUST BE ACCOMPANIED BY ATLEAST ONE PARENT/GUARDIAN.
Parental/Guardian Approval Form
I ___________________________ am a
parent/guardian___________________________ and approve of his/her/their attendance at the Junior Activity described as follows:
Date of the activity _______________
Detail the purpose of the activity ________________________________________
Where will the activity take place? _______________________________________
What time of the day will the activity begin? __________________________________
What time of the day will the activity be over? _________________________________
Detail the items each Junior must bring along on the activity:
Approved: Angie Hutchinson 9/11/95
President Date
Hank Miller 16Sep95
Secretary Date