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Guidelines for Officer Positions
of the ALBUQUERQUE GEM AND MINERAL CLUB, INC. PREAMBLE THE ALBUQUERQUE GEM AND MINERAL CLUB, a New Mexico 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 related studies. It is composed of individuals, who have chosen gems and minerals as an area of primary interest. ARTICLE I - NAME The name of this organization shall be the "Albuquerque Gem and Mineral Club" with the official abbreviation of "AGMC". ARTICLE II - MEMBERSHIP The Albuquerque Gem and Mineral Club invites to its membership anyone who is interested in minerals, gems, lapidary, geology, or any of the earth sciences, and desires to associate with others with like interests. ARTICLE III - AFFILIATION This corporation may affiliate with other organizations that have like interests upon two thirds vote of the AGMC members present at two successive general meetings. ARTICLE IV – OFFICERS and BOARD OF DIRECTORS The officers of this corporation consist of nominated, and elected or appointed officials as spelled out in the AGMC By-Laws. The officers will be nominated and elected or appointed as spelled out in the AGMC bylaws. The officers will serve from January 1 to December 31 of the calendar year following their election/appointment. Committees may be established to assist the functioning of the AGMC. The officers and committee chairs will make up the Board of Directors for the corporation. ARTICLE V - ANNUAL MEETING The annual meeting of the Corporation shall be in December and shall include the installation of the newly elected officers. ARTICLE VI - VOTING QUALIFICATIONS Current members, as defined by the AGMC Bylaws are entitled to vote. Voting may be done by absentee ballot, if such vote is submitted in writing to the Secretary prior to the election or other event/circumstance requiring a vote. ARTICLE VII - AMENDMENTS This constitution may be amended at a general membership meeting in accordance with the bylaws Article IX, Section 2." ARTICLE VIII - DISSOLUTION In the event of the dissolution of the corporation, after the payment of all debts and liabilities, the assets of the corporation shall inure, in equal amounts, to the benefit of the University of New Mexico and the New Mexico Institute of Mining and Technology for the granting of scholarships to students in Earth Science related fields.
BY-LAWS OF THE ALBUQUERQUE GEM AND MINERAL CLUB A NONPROFIT CORPORATION OF THE STATE OF NEW MEXICO INDEX Article I Membership Policy page 1 Article II Dues page 2 Article III Fiscal Year page 3 Article IV Board of Directors page 3 Article V Election of Officers page 4 Article VI Appointed Officers page 4 Article VII Duties of the Officers and Board Members page 5 Article VIII Meetings and Order of Business page 7 Article IX Amendments and Revisions page 8 Article X Finances and Property page 8 Article XI Seal page 9 Article XII Resignation of Membership page 9
ARTICLE I - MEMBERSHIP POLICY Section 1. The Albuquerque Gem and Mineral Club (AGMC), 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 – household, junior, honorary, and life. A. Household membership includes single individuals, parent(s)/guardian(s) and their children who have not reached the age of 18 by January 1 of the calendar year for which dues are being paid. Children under age 18 may become junior members of the AGMC. 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 household membership and who must accompany the junior member on all activities in which the Junior Member participates (or arrange for another adult member to be responsible for their child while participating in said activity). The parental/guardian approval form must be completed for all activities not part of an entire club function. Junior members will not have to pay dues. C. Honorary members are those persons who have been selected by the Board of Directors as members who do not have to pay dues. The membership for an honorary member shall expire December 31 of each year but may be renewed for the next year by current Board of Directors. Prospective honorary members 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 Board of Directors meeting. Honorary members have all the rights and privileges provided for household members. D. Life members are those persons whom, for long-standing meritorious service to the AGMC have been selected by the Board of Directors as members who do not have to pay dues for the rest of their lives. This action will be taken at the December Board of Directors meeting. Life members have all the rights and privileges provided to household members. Section 3. Membership shall be contingent 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 the Board of Directors. Termination or lack of renewal must be agreed to by two thirds majority of the Board of Directors. A person whose membership has been terminated will not be eligible for a refund of dues paid to the Corporation. All Club Officers and chairpersons shall be advised of any member terminations immediately. Section 5. Membership confers the privilege of attending all Club functions and the responsibility to abide by the Club rules and regulations. In the case of Club field trips, each member shall sign the appropriate release form(s) prior to beginning each field trip. ARTICLE II - DUES Section 1. Dues for the next fiscal year shall be established by the Board of Directors at its September meeting. Section 2. Dues for those persons joining on or after the 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 the September general meeting shall cover 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 January meeting of the next fiscal year. ARTICLE III - FISCAL YEAR Section 1. The fiscal year of this Corporation shall begin January 1 and end December 31 of the same calendar year. ARTICLE IV – BOARD OF DIRECTORS Section 1. The Board of Directors (BOD) will consist of both elected and appointed officers. All permanent members on the BOD have a vote in all Club matters. Section 2. A Director’s duties, including duties as a member of a committee, shall be executed in a manner the Director reasonably believes to be in the best interests of the AGMC. Section 3. A Director is not liable for any action taken, or any failure to take action, if the Director’s duties were performed in compliance with Section #2 above. Section 4. A Director shall not be deemed to be a trustee with respect to the Corporation, or with respect to any property held or administered by the Corporation, including property that may be subject to restrictions imposed by the donor or person who transfers the property. Section 5. All Club members are welcome to attend the Board of Director's meetings. The Board of Directors shall consider the affairs of the Corporation in accordance with the Constitution, By-Laws, and Guidelines. The Board of Directors shall report matters of interest to the AGMC membership. The Board of Directors shall devise and nurture measures for the growth and prosperity of the Corporation. All issues and questions coming before the Board shall be discussed and evaluated with appropriate action taken. Section 6. All proposed expenditures, not in the budget, must be approved by the Board of Directors before being incurred by the Corporation. Section 7. In matters requiring votes, absentee ballot voting is acceptable if Board members are unable to vote in person. However, the absentee ballot votes must be received by the Secretary prior to voting. Section 8. When it becomes evident that a Board member is unable to execute the assigned duties of the office, the Board of Directors shall declare the office vacant, and fill the vacancy for the unexpired term with another Club member. ARTICLE V - ELECTION OF OFFICERS Section 1. A committee of at least three individual Club members, selected by the Board of Directors, shall constitute the nominating committee. This committee shall select a complete slate of officers from the ranks of the Club members 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 - Programs, Vice President Field Trips, Secretary, Treasurer, and Membership Director. Upon approval by a majority of the members of the Board of Directors, the Board of Directors shall authorize the presentation of the slate at the October general Club meeting. At the October general meeting, nominations for any of the elected positions may be made from the floor provided the nominees are Club members in good standing and have consented to such nomination. 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 (written) ballot for contested offices. Voice votes may be held for uncontested offices. The secret ballots will be counted immediately after the voting takes place. The Club Secretary and two additional members of the Board of Directors will conduct the tabulation of votes. Section 4. Persons holding Household, Honorary and Life memberships may vote in the general election. Only one vote from any household membership may be cast. Section 5. In matters requiring votes, absentee ballot voting is acceptable if members are unable to vote in person. However, the absentee ballot votes must be received by the Secretary prior to voting. Section 6 A simple majority of votes cast by Club members present, together with properly executed absentee ballots delivered to the Secretary at any time prior to voting, shall decide the winner(s) for any office(s) up for election.
ARTICLE VI - APPOINTED OFFICERS Section 1. Appointed officers of the Board of Directors will consist of Historian, Special Events Coordinator, Show chairman, Junior Member Coordinator and Editor. In addition, up to two voting Ad-Hoc members may be appointed to the Board of Directors. Section 2. The President is responsible for recommending Club members for the appointed positions listed in Section 1. Appointments must be confirmed by a simple majority vote of the Board of Directors members present at the meeting where the appointments are made. Section 3. The president may recommend one or more temporary positions on the Board of Directors to accommodate special circumstances or activities. Such positions will be advisory in nature, and persons appointed to these positions, must be approved by the Board of Directors. The temporary positions thus established will expire at the end of the current President’s term. In addition, any appointees to temporary positions will not be voting members of the Board of Directors.
ARTICLE VII - DUTIES OF THE OFFICERS AND BOARD MEMBERS Section 1. 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. In addition, information pertinent to the execution of their jobs can be found in the latest edition of the AGMC Guidelines document. All officers shall keep pertinent records, in accordance with the Club Guidelines and make these available to their successors at the December Board of Directors meeting. The outgoing secretary shall present a copy or directions to the online location of the Constitution, Bylaws, and Guidelines. 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 Guidelines are prepared and updated, as required, to ensure that all Club Officers and Board members can perform their duties as intended by the Constitution and By-Laws. Section 3. The Vice President - Programs shall perform the duties of the President in the absence of the President and shall be responsible for arranging appropriate programs for the Club general meetings. Each proposed program must be accepted by the Board of Directors prior to being placed on the agenda for a Club meeting. Section 4. Vice President - Field Trips shall perform the duties of the President in the absence of the President and Vice President - Programs and shall be responsible for arranging appropriate field trips for the Club. Each proposed field trip must be accepted by the Board of Directors prior to its being placed on the calendar. Section 5. The Secretary shall record the minutes of the various Corporation meetings and prepare them for approval by the Board of Directors and signature of the President for incorporation into the AGMC Archives. The Secretary shall also retain current copies of the Club Constitution, By-Laws, and the Guidelines and shall distribute current version copies of these documents as needed. The Secretary shall also ensure that all the required Corporation records are maintained for the required period of time. The Secretary will maintain a file which records all items voted on by the Board of Directors. The Secretary will receive, validate, and present the validated absentee ballot votes at the membership and Board of Director's meetings. Section 6. The Treasurer shall maintain the Corporation's financial records; maintain a current inventory of all of the Corporation's property; and 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. The Treasurer will prepare a draft budget and submit this to the Board for consideration at the November Board of Directors meeting and subsequent revision and approval at the December Board of Directors meeting. The Treasurer will provide monthly status reports of the Club finances at each Board meeting. The Treasurer shall ensure that all Corporation money is accounted for in a proper manner. All expenditures exceeding ten dollars must be made by check and all expenditures must be supported by appropriate documentation. Any expenses in excess of budgeted amounts must have prior approval of the Board of Directors. The Treasurer shall ensure that the Corporation's money, in excess of current needs, is invested in safe and competitively yielding interest paying accounts, as approved by the Board of Directors. The Treasurer's records for each fiscal year will be audited as directed by the Board of Directors 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 Board of Directors. Before a new Treasurer takes office, the Board of Directors must decide if this person shall be bonded in accordance with New Mexico State regulations. All costs of bonding will be paid by the AGMC. Section 7. The Membership Director will establish and maintain an electronic listing of the current and past AGMC members to include names, addresses, phone numbers and email addresses; collect dues and keep the records current on a monthly basis; and order AGMC name tags as requested. The Membership Chairman will provide membership lists to the newsletter editor for each newsletter mailing and turn over all monies received (and associated accounting records) to the Treasurer. Section 8. The Special Events Coordinator shall be responsible for managing, arranging and coordinating all other AGMC activities/events not specifically assigned to other Board members. Examples of activities handled by the Special Events Coordinator include providing judges for various science fairs, arranging the Club participation in the NM State Fair and managing the Club sponsored silent auction at the annual NM Tech Mineral Symposium. Section 9 The Historian will be responsible for collecting, formatting, distributing and archiving all materials pertinent to the history of the AGMC. This includes both paper and electronic records. Examples of documents of interest include photos, newspaper and magazine articles, biographical information on current and former club members, and records of past Club meetings and events. From time-to-time, the Historian will report the status of the Club archives and make copies of requested documents available for review or publication. Section 10. The Editor shall have the responsibility for gathering the appropriate information for the publication and distribution of the Club newsletter each month except for December. Section 11. The Show Chairperson shall have the responsibility of coordinating the annual AGMC gem and mineral show. The term of office for this individual will be from May 1 of the year proceeding the show year through April 30 of the show year, or longer as necessary to close out the financial aspects of the show. The Show Chairperson shall be appointed by the Board of Directors at the April Board meeting. 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 by the Board of Directors at its June meeting. Section 12. The Junior Club Coordinator shall have the responsibility of planning, organizing, coordinating and leading the monthly Junior Club meeting and any other Junior Club activity. Each Junior Club activity must be approved by the Board of Directors. Each Junior Club member attending an out-of-town activity must be accompanied by a parent/guardian.
ARTICLE VIII – MEETINGS AND ORDER OF 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 in December, according to Article V of the Constitution at a place and time determined by 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 4. The normal order of business at General Meetings shall include: 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 5. 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 Board members, and committees(s), unfinished business, and new business. Section 6. The President shall have the privilege of changing the normal order of business at any Club meeting.
ARTICLE IX - AMENDMENTS AND REVISIONS Section 1. Amendments to and revisions of the By-Laws and/or Constitution can be proposed by any member of the AGMC. Section 2. The By-Laws and/or Constitution 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 consecutive previous regular Club meetings. The amendment(s) to be voted upon must have been published in the News Nuggets or made available online to the General Membership as an entire package prior to the meeting at which the vote is to be taken. Directions to these online documents will be posted in the News Nuggets. A combined two-thirds affirmative vote of the adult Club members present, along with all properly prepared and submitted absentee ballots is required to pass the revision(s). Section 3. Those adult members, who elect to absentee vote must notify the secretary of their vote not later than twenty four hours prior to the official vote. Section 4. All changes to the By-Laws and Constitution must be filed with the New Mexico Public Regulation Commission before the amended/revised document(s) become effective.
ARTICLE X - FINANCES AND PROPERTY 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 by the Treasurer, with concurrence of the Board of Directors. Section 2. A checking account shall be established with the Treasurer and one or more other members 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 to meet budget. Excess funds shall be deposited in savings accounts/certificate(s) of deposit as approved by the Board of Directors. 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 assets of the Corporation. Section 4. The monies and property of the Corporation shall not be used for the exclusive benefit of any member, officer, or Board member 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. Section 6 The Show Budget must be submitted to the Board of Directors on or before the Board of Directors June meeting of the year preceding the show. Section 7 An inventory of Club property shall be maintained in the Treasurer’s file. The inventory shall be verified at least annually with the Board of Directors being advised of missing and/or damaged items. Approval of the Board of Directors is required to dispose of excess Club property.
ARTICLE XI - SEAL Section 1. The Seal of the Corporation shall be circular in form with the words "Albuquerque Gem and Mineral Club" in the circumference and the words "Corporate Seal" in the center.
ARTICLE XII - RESIGNATION OF MEMBERSHIP Section 1. Any AGMC 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 the Corporation shall terminate. The person is not eligible to receive a refund for any part of the dues paid to the Corporation. The appropriate Club officers shall be advised of this termination immediately.
Approved
_________________________________ ____________________ President Date
_________________________________ ____________________ Secretary Date
Guidelines for Officer Positions
Table of Contents Topic Page Number Board of Directors 1 President 3 Vice-President of Programs 5 Vice President of Field Trips 7 Secretary 8 Treasurer 8 Editor 13 Membership Chair Person 13 Junior Activity Chair Person 16 Show Chair Person 17
THE BOARD OF DIRECTORS
The voting membership of the Board of Directors is defined by Article IV of the Bylaws. All other Board of Director meeting attendees are non-voting members. Periodically, the Board of Directors shall assure itself that these Guidelines are being followed or that they require changes. Field trip and program policies shall be evaluated as frequently as necessary and changed as needed. 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. January meeting must include: Receive the trial balance from the treasurer for the previous year and evaluate the previous treasurer's methods in preparation of D below. Review policy for the News Nuggets, Programs, Field Trips, Annual Show, and speaker’s honoraria in an amount specified in the budget. Determine the status of preparations for the Annual Show and take whatever actions deemed necessary. Select an external audit committee (CPA) to make an evaluation of the Corporation’s financial and property records for the previous fiscal year. Complete the audit and report by the March Board of Directors Meeting. The elected Board of Directors approves/disapproves the Appointed Board of Director members. February meeting must include: 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. 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. 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 contact information and invite them to the April general Club meeting where they will be awarded the gift certificate. March meeting must include: Review the report of the audit of the financial and property records. Take actions to resolve any deficiencies. Finalize, the time, date, place, and type of activity for the Annual Meeting in December when the next year’s officers are installed. May meeting must include: Review the evaluation of the financial statement for the current year annual show. Review the proposed budget for the spring show for next fiscal year, make any corrections, and approve the show budget. August meeting must include: The selection of a nominating committee to provide the Board of Directors with a slate of elected candidates at the October Board of Director’s meeting. See By-Laws, Article V, Section 1. September meeting must include: Establish the membership dues for the next fiscal year Review the status of the BOD nominating committee. October meeting must include: Nomination of a budget committee to provide the Board of Directors with a proposed budget at November Board of Directors meeting. Review 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. Appoint a committee to run the silent auction at the New Mexico Mineral Symposium. The Club donates all table fees ($20/table) and all proceeds from the Club table (donated material) to the Tech Mineral Museum. Insure the symposium sponsorship check ($200) has been sent. November meeting must include: Review the proposed budget and make any corrections and adjustments deemed appropriate, and present it to the incoming Board of Directors at the December BOD Meeting. Review the Constitution, By-Laws, and Guidelines and determine if there are changes which should be recommended to the incoming Board of Directors. December meeting must include: Present the proposed budget for the upcoming fiscal year, make any corrections deemed appropriate, and approve the budget. Ensure that the responsibility of Club property is transferred to the incoming officers. Select honorary members for the next fiscal year. 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. Review the Treasurer’s current fiscal year financial statement for the period ending November 30. Present a copy (or directions to online location) of the Constitution, By-Laws, and Guidelines to each of the incoming Board of Directors. Present any recommended changes to the Constitution, By-Laws, or Guidelines to the incoming Board of Directors.
The President is the chief executive of the Club and the Board of Directors. The president presides over the general meetings of the Club and the Board of Directors, coordinates the activities of the board members and committees, and represents the Club to the public and other organizations (e.g. Rocky Mountain Federation of Mineralogical Societies, American Federation of Mineralogical Societies).
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 general and board meetings. If unable to attend, the order of succession per Article VII of the bylaws is VP-Programs, VP-Field Trips. 3. Although the President has the authority to determine the order of business at any general meeting the following should be considered: A. Call to order B. Welcome and introduction of visitors and guests C. Items of special interest D. Committee reports E. Unfinished business F. New business G. Program H. Adjourn I. Break and refreshments J. Special activities such as raffle and door prizes 4. Although the President has the authority to determine the order of business at any Board meeting the following should be considered: A. Call to order B. President’s preface C. Review and approval of the minutes of the previous board meeting D. Treasurer's report E. Programs report F. Field Trip report G. Reports from other board members and committees H. Old Business I. New Business J. Adjourn 5. Conduct Board and general meetings as required by and in accordance with the By Laws. 6. Keep the general membership informed of Board actions and Club activities via the News Nuggets and announcements at general meetings. 7. Ensure that the actions in the Board of Directors section of these guidelines are accomplished at the required time by including them in the agenda of the appropriate month's meeting.
8. Yearly required actions: December of last year/January – Appoint people to chair all standing committees for the next year. These include: State Fair, Web Site, Refreshments, TotE Show, Junior Club, Editor, Historian, Raffle/door prize, Mineral symposium silent auction, Year-end party, July picnic, Science Fair, and any others foreseen. April – presentation of the Club awards (currently Barnes and Noble gift certificates) to the two science fair winners selected by the Club judge(s). August – Send a letter (e-mail) to the University of New Mexico and the New Mexico Institute of Mining and Technology requesting their nominee for the Club scholarship award. The nominee should be entering their junior or senior year in the Earth Science Fields. Presently the contacts for these schools David B. Johnson Chairman, Geoscience Department New Mexico Institute of Mining and Technology Socorro, New Mexico 87301 Albert M. Kudo, Profesor Department of Earth & Planetary Sciences Northrup Hall University of New Mexico Albuquerque, New Mexico 87111-1116
D. October – Send a letter (e-mail) to each scholarship recipient requesting his/her presence at the annual meeting to receive his/her check and provide a brief acceptance speech and News Nuggets article.
E. December – Request both outgoing and incoming officers 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 Board members.
9. The President should prepare an agenda for each Board and general meeting.
10. The President reviews all the incoming correspondence, emails, and telephone calls relating to the Club business and activities. The President advises the Board and general membership of any action required and taken.
11. 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. The President will review these documents at least once a year to determine if revisions are needed and take action to update them. 12. The President should make arrangements for the meeting place(s) for the Club meetings for next calendar year. 13. If during the year a person is nominated for lifetime membership the president should consider appointing a committee to review the qualifications of the nominee for lifetime membership.
VICE PRESIDENT OF PROGRAMS The Vice-President of Programs shall act as President of the Albuquerque Gem and Mineral Club in the absence of the President. After obtaining the general policy of the Board of Directors at its January meeting and after examining the permanent file on programs from previous years, prepare a list of programs for the year. After approval by the Board of Directors, begin the process of obtaining the speakers. The Vice-President of Programs shall ensure that the necessary equipment is available for the speakers requiring video and/or audio assistance. Usually the speaker has access to the equipment at his or her place of work and if given adequate advance notice, will bring it to the meeting. If none is available through that source, make arrangements to obtain the equipment either from the Club’s inventory or through a rental agency. (AGMC has their own laptop, purchased in November 2010 dedicated for use by speakers.) Provide the News Nuggets editor at the Board of Directors meeting preceding the regular club meeting, or as soon thereafter as is possible, with an article for the News Nuggets giving the speaker’s name and an abstract of the program. Contact the Albuquerque Journal, P.O. Drawer J, Albuquerque, New Mexico 87103 the Tuesday preceding the regular Club meeting with a short article on the meeting place, time, and speaker for inclusion in the Club portion of "Speakers" of the Arts-Entertainment section of the Sunday paper. In the event we hold a silent auction, provide the Editor with whatever information is necessary to the membership so that they will obtain maximum benefit from the event. Obtain a supply of bid sheets so they will be available to the membership no later than at the time of the silent auction. Prepare and/or update the procedure for the silent auction. It should be noted that silent auctions cannot be conducted at the New Mexico Museum of Natural History, but the University Geology department has offered to have it there. A silent auction may also be considered as part of the annual picnic. Introduce the speaker, monitor the audience’s actions, and present the speaker with a Certificate of Appreciation and honorarium when applicable. Maintain the permanent files describing the programs for each meeting and pass this on to the next Vice-President of Programs or any other individual as designated by the Board of Directors at the December Board of Directors’ meeting. For each monthly program, this file should contain the name of the speaker, the address of the speaker, and appropriate background material on the speaker, and the title/abstract of the talk, the date of the meeting, and any other comments considered appropriate. Maintain the Club audio/visual equipment in operating condition and list the individual items complete with serial identification, etc. as needed. Provide the Treasurer with a copy of this list and the location of each item so that the inventory of the Club Property can be kept up to date. Present the incoming Program Vice-President with the club equipment, used for programs at the December Joint Board of Director’s Meeting or at the end of the Annual Meeting if that is more convenient.
VICE PRESIDENT OF FIELD TRIPS Act as President of the Albuquerque Gem and Mineral Club in the absence of the President and the Vice President(s) of Programs. At the December meeting of the Board of Directors, get from your predecessor any equipment, forms with clipboards and file for the previous years’ field trips. Give a list of the equipment received to the club Treasurer. By year-end prepare a calendar for the following year’s field trips and ensure that no trip conflicts with any other club event or major function attended by club members such as the Mineral Symposium or major mineral shows in the area. Submit the calendar to the Board of Directors for approval at the December board meeting and publish the calendar in the January newsletter. Review and update as necessary forms which address preparation for and conduct during field trips. Coordinate with the editor of the newsletter to have the guidelines published early in the year. Select locations for the field trips and make sure that leader(s) make whatever trips are necessary to scout the location. Make certain that all necessary approvals by landowners and/or claim holders have been obtained. Maintain and carry on all field trips the club’s first aid kit, release forms, membership forms and any other equipment deemed necessary for safety and a successful field trip. Any non-members wishing to go on a field trip must complete an AGMC membership form and pay dues prior to field trip. At the beginning of each field trip have each person attending sign the trip log sheet (release form), display samples of items to be collected and provide specific directions to the location and method for collecting. Establish a departure time. Help obtain from trip leader(s) a detailed report about the upcoming field trip and send to the Editor of the newsletter. Said report should include the general or specific location, the meeting place and time, the approximate mileage and driving time to the location, the condition of the roads, equipment needed for collecting and any other information considered appropriate. Ensure that the Editor to receives a brief synopsis of the previous field trip from trip leader(s) for publication. At each club meeting, give brief verbal reports of the previous field trip and the next upcoming field trip. Consider a display of sample material to be collected at the next field trip location. At the December Board of Directors meeting, give to your successor an updated file on the year’s field trips and all the equipment and forms in your possession. 10. Maintain an active e-mail database to communicate critical information regarding field trip status or other club activities that may not have made publication in the newsletter.
SECRETARY The Secretary prepares official club correspondence, records the minutes of General Club and Board of Directors meetings, and performs duties as required by the Bylaws. A. Minutes of the General Meetings are produced in narrative format recounting the events of the monthly meetings. The minutes of the general meeting are sent to the News Nuggets editor. This report is published in the News Nuggets and is sent to the Board of Directors. B. Minutes of the Board of Directors Meetings are produced in enough detail to allow individuals attending the meeting to reconstruct events. Minutes will be annotated to indicate motions passed and action items that the board members will need to complete. Minutes of the board meetings, once approved by the Board must be signed by both the Secretary and President. Official minutes of the meeting will be sent to the club historian. 2. The Secretary maintains the official Club records and distributes them as directed by the Board of Directors. A. Meeting minutes file is organized by month for the current year and contains the minutes of the Board of Directors Meeting with attachments, and pertinent correspondence. B. Club Record File: The file contains the current copies of the Club Constitution, By-laws, Guidelines, 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. D. At the direction of the Board, the Secretary provides the permanent files to both the Club Historian and the incoming Secretary. Paper as well as electronic files are recommended.
TREASURER The Treasurer shall on a monthly basis: Pay newsletter, postage, speakers, and refreshments within the approved budget. Make deposits shortly after each meeting. Keep copies of all checks. Use Club deposit worksheet. Provide Treasurer’s Report at every board meeting. This report is kept with the secretary’s minutes. Balance checkbook with the bank statement every month. The Treasurer shall be aware of the requirements for paying bills. All checks require one signature. There is only one checkbook. Three different board members can sign checks. All expenses are paid by check within the club’s budget or have the Board of Director’s approval. There is no petty cash fund. For silent auctions the Treasurer will have $5’s and $1’s available at silent auctions as change for auction purchases. Treasurer or event chairperson shall be in charge of collecting money or appoint someone to do so. Outgoing Treasurer shall have the final Trial Balance, Property Report, and turn in all past records, check book, notebook, or anything pertaining to the Treasurer’s job at the January Board of Directors meeting. Each Month there are reoccurring agenda items that the Treasurer needs to be aware of as follows: January 1. NM State Public Regulation Commission, NMSPRC, ($10) is due every year. Due April 15th. 2. Web Host- Bill Meier ($100). Get an invoice around the 20th of January. 3. Southwestern Minerals ($240 for 12 months) storage rent 4. NM Expo second payment-check contract for due date each year. 5. Close December books before January Board meeting. 6. OK from the Board on the CPA who will audit the books. Get books to the CPA. 7. Present Trial Balance and Property report at the January Board of Directors meeting. February 1. Audit, retrieve records and pay CPA. 2. Report audit results at the next Board of Directors meeting. 3. Get Certificates of Insurance from RMFMS insurance rep. The Certificate of Insurance must have NM State Fairgrounds typed on the form. 4. Call special events coordinator at the Tax and Revenue Department. Need special event forms for dealer packets. Tax & Revenue will put Treasures of the Earth and the show dates on each form. Forms go to show chair. 5. Decide on TOTE show station denominations for "start-up" money and extra change on hand. Stations are: Admissions, Jr. Table, Auction, and Raffle. Extra money for change is in $5’s and $1’s ($500-$750). 6. Inform Show Committee of supplies in storage: skirting, butcher paper, tape, scissors, etc. March 7. Certificates of Insurance to Expo NM office before the show. Must be there BEFORE the show. No Certificate-No Show. Call or email DAILY to get the Certificates to Expo NM and to the club. 8. Get money denominations from the bank for each show station and the extra $5’s and $1’s required. 9. Make out worksheets for each show station. Keep all station’s money separate throughout the weekend. 10. Final payment to expo NM id due Thursday before the show. 11. During show, have change available for each station, collect excess money throughout the day. Keep cash collected sage, be aware of all around you throughout the day. Note: Collect only that money OVER the start-up cash or you won’t balance. You’ll be counting the start-up money as profit, which it isn’t. 12. At the end of the day you can pick up all the money from each station, or leave only the start-up amount. The station chair decides if they want to be responsible for start-up money overnight. 13. Pay various show expenses: dinner, raffle, display awards, supplies, tables, etc. 14. Record all show income. Pay all show expenses by the next Board meeting. 15. Prepare show budget for next year and have ready for the Show Committee, "After the Show" reports. 16. Send an email to Board and Show Committee members to clarify if any property need to be repaired or replaces. (Does any property need to be repaired or replaced?) April 17. Form 990 tax form is due April 15th. Did the CPA file this? The form is due if income is over $25,000. 18. Science Fair- reimburse for medals and gift certificates for winners that are purchased and presented in April. 19. Was the NMSPRV ($10) paid by now? It was due April 15th. May Expo NM –First payment is due for next year’s show. Check contract for due date. June- No deadlines for this month. July 20. Pay picnic expenses. August 21. Start working on next year’s club budget to be discussed at the October BOD meeting. 22. Board will decide on next year’s dues, scholarship awards, science fair awards, symposium sponsorship, etc. September 23. Pay State Fair/Expo New Mexico expenses. October 24. NM bureau of Geology and Mineral Resources ($200) for Symposium Sponsorship. This check is payable to: NM Tech Mineral Symposium. 25. Present first draft of Club budget for next year to the Board of Directors. 26. Update Guidelines for Treasurer for approval by the Board at the November Board meeting. 27. Update Treasurer’s contact information (phone, address, email). 28. Count property at Southwestern Minerals warehouse. (4 people, one list, 3 people call out, takes about 45 minutes.) 29. Contact Board and Show Committee members for missing property items that weren’t in the warehouse. 30. Begin to prepare property report that he January Board of Directors needs to see. 31. At the bottom of the report, note any property that was raffled, auctioned, sold, given away or thrown out during the year. November 32. Send NM Bureau of Geology and Mineral Resources money earned at the club auction table, includes, dealer table fees and what club’s table earned. This check goes to the NM tech Mineral Museum. 33. NM Museum of Natural History and sciences check needs to be made for rent for next year’s meetings, 12 board meetings, 11 general meetings, and 11 junior meetings. 34. RMFMS dues and insurance is due. Use information as of October 31st. The contact person is RMFMS insurance rep. 35. Present updates or changes to the Treasurer Guidelines for approval by the Board of directors. 36. If there is any more discussion on next year’s budget can be done at this time. The budget can be approved by the board in November or December. December 37. PO Box rent is due for next year. 38. College scholarships ($2,000) - $1,000 to UNM and $1,000 to NM Tech student during the December Club dinner. 39. Pay Installation Dinner expenses (meat, plates, silver, napkins, drinks, etc.) 40. Pay the owners for the hall where we held the Installation dinner. 41. Close club books for the year to present at the January Board of Directors’ meeting.
Treasurer’s Contacts
EDITOR As stated on the club information page of the News Nuggets the "News Nuggets exists to assist the membership in communications and to provide information on club activities." Decisions concerning content should be weighed against this statement as well as the philosophy obtained from the Board of Directors. At the January meeting obtain the philosophy for the News Nuggets from the Board of Directors. This should include: 1) The nominal length of the news letter 2) Any revisions to the club information page 3) Which non-club members are to receive the news letter (e.g. other clubs, federations, associations, or other courtesy mailings) 4) What "core" articles are to be included. Core articles are articles that should appear in every issue, (e.g. club information page, general meeting minutes, mystery mineral) Revise the club information page (currently the last page) and the "Next Meeting" section (currently on the first page) to reflect any changes from above, as well as current: dues, meeting place, phone numbers, email addresses, and the list of Board of Directors. Except for the monthly changes of the issue number and month, the club information page and the "Next Meeting" section will remain the same unless changed by the Board of Directors. Ensure that the correct volume number and issue number appears on the front page of the News Nuggets. The volume number increases by one as of January 1st of each year (e.g. 2009 is Volume 56, 2010 is Volume 57). The issue number increases with each issue starting with number 1 for the first issue after January 1st. Ensure the correct month (or date) is on each page including the front page. The Editor is responsible for "filling out" the news letter if insufficient articles have been submitted by club members to meet the nominal length requirement. Sources of "filler" articles include: news letters from other clubs, hobby and technical publications, online listings of show schedules, past News Nugget articles from our archives, web searches, and articles written by the Editor. The November, January, and February issues must include the club membership form and an article describing when memberships expire and how to renew membership. In October review and update these guidelines for approval at the November board meeting. The news letter will be distributed such that it is received by the membership no later than the third Monday of the Month (one week prior to the monthly general meeting). This includes any sent by US mail. The Editor should set a deadline for submissions that ensures this distribution requirement will be met. Distribution of the news letter to: club members, other clubs, federations, associations, or other courtesy mailings will be by e-mail. Exceptions to this policy can be made on a case by case basis by a majority vote of the Board of Directors. Monthly, obtain the email (or US mail) addresses and phone numbers of club members from the Membership Chairperson or the Treasurer. Phone numbers are needed so that when an e-mail comes back as undeliverable you can immediately resolve the problem with the subscriber. The list of non-club member addresses is maintained by the Editor. Each month print the required number for hardcopy mailings plus extra copies as needed for handout at: club meetings for new members, the state fair, art fairs, etc. Keep the number of hardcopies to the minimum needed (5 extras per month is about right at this time). Hard copy mailings require folding, stapling, addressing, and taking to post office for weighing and postage. Club members entrust their email addresses to the editor for the sole purpose of distributing the news letter, any other use of the club mailing list is not allowed. For this reason always use Bcc: when sending the news letter (i.e. put the Editors email address in the To: space and list all others in the Bcc: space).It is advisable for the Editor to send a welcome e-mail to new members shortly after they have joined. This allows working out errors in e-mail addresses and encourages them to put the Editors e-mail address in their address book. This requires continual communication between the Editor and the Membership Chair and/or Treasurer. A sample e-mail is: Subject: AGMC News Nuggets Welcome to the club. I wanted to test your e-mail address before the news letter (News Nuggets) comes out (a few days after the 2nd Monday of the month). Please add this address (editors e-mail address) to your address book so the Nuggets doesn't end up in your spam/junk/trash folder. Let us know if you don't get your news letter when expected. The subject line will be AGMC or News Nuggets or both. I've attached last month's news letter, if you have any problems opening it let me know, sometimes we actually have a solution ------------just kidding. Our next field trip is__________. The next club meeting is _________(the 4th Monday of each month). Please reply to this e-mail so we know everything is working. Questions?, Editor's name, Editor E-mail address Phone number
MEMBERSHIP CHAIRPERSON The Membership Chairperson works closely with the Treasurer to re-enroll existing members and to enroll new members. Existing and new members must fill out a new membership form, at the beginning of each year. This allows the club to maintain accurate records. The Membership Chairperson will forward any dues, along with the membership form directly to the Treasurer. The membership form has the following information: senior member’s names, junior member’s names and ages, new member or returning member, mailing address, email address, phone number, and date of payment received. It is important to have all members declare on the form whether or not they want to be listed on the club roster. The Membership Chairperson maintains a copy of the membership list that is created by the Treasurer. Members should be notified that the newsletter is delivered via email only, and if a member does not have an email address they can pick up a copy of the newsletter at the monthly meetings. A file containing the membership form is maintained for each individual/family. This file is given to the Historian at the end of each calendar year. It is important to maintain an updated and accurate file because the information is used for many things, including club insurance. The Membership chairperson orders and delivers name badges to the members that pay the appropriate amount. Members fill out a form that has the following information: the member’s name as they wish it to appear on the badge, the person’s desire for a pin or magnet badge and amount they paid. Currently, the badges are made by Recognition Plus, (505) 883-6078, 3320 San Mateo NE, Albuquerque, NM, 87110. Their email address is: recognition4u@aol.com. The contact person is Akasa Berzins. Badges are delivered at the monthly meetings. The Membership chairperson prepares the New Members Packet, and gives the packet only to new members when they join the club. The New Members Packet contains: a Welcome Page, Resource Page, Collecting Ethics Page, Personal Field Trip Locations Page, Field Trip Necessities Page, and Club Roster, Calendar of Events/Field Trips, a recent News Nuggets (the newsletter), and any discount coupons from local mineral shops. The Membership Chairperson works with local vendors at the start of each calendar year to ensure that vendors continue to allow their coupons to be included in the new member packets. It is important to note once again that the coupons are for new members only and there is a limit of one coupon from each vendor per individual/family. The new chairperson should feel free to ask for help and assistance with any question or problem that may arise. After all….. this entire club was created so people of similar interests could interact with each other and have fun in the process.
JUNIOR CLUB CHAIRPERSON The Junior Club Chairperson/Co-chairperson shall have the responsibility of coordinating the monthly Junior Club meeting and any other activity pre-approved by a majority of the Board of Directors. Each Junior Club member attending an activity, other than the regular club meetings, must be accompanied by his/her parent(s) or guardian(s). Each Junior Club member attending an out-of-town activity, including a regular club out-of-town activity, must be accompanied by at least one of his/her parent(s) or guardian(s). This series is, primarily, for the protection of the Albuquerque Gem and Mineral Club and to ensure that Junior Club members (those individuals who have not reached their 18th birthday by the first of the year in which their parent(s)/guardian(s) became members of the Albuquerque Gem and Mineral Club). These guidelines are to be followed for all Junior Club activities whether associated with regularly planned club activities or activities planned for the Junior Club alone. No person under the age of 18 will be permitted at any Junior Club activity other than the regularly scheduled Junior Club meeting preceding the General Meeting, without the attendance of his/her parent(s) or guardian(s) who must have a family membership in the Albuquerque Gem and Mineral Club. No Junior Club member will be allowed on any out-of-town activity without being accompanied by parents or guardians who are members of the Albuquerque Gem and Mineral Club.
The Junior Club Chairperson/ Co-chairperson must submit for approval of the Board of Directors all in town and out of town activities at the Board Meeting prior to the activity, and have that activity approved by a majority (51%) of the Board Members in attendance.
4. Junior Club members and family members attending Junior Club activities other than regularly scheduled monthly meetings or general monthly club field trips must sign in on the standard field trip sign-in and permission sheet as used on club field trips. That sign in sheet must then be turned in to the Field trip Coordinator at the earliest opportunity.
SHOW CHAIRPERSON INTRODUCTION The Show Chairman shall have the responsibility of coordinating the annual Albuquerque Gem and Mineral (AGMC) Show. The Show Chairman shall be appointed and approved by a majority of the voting members of the Board of Directors (BOD) no later than its February BOD meeting a year prior to the show. The term of office will be from March 1 of the year preceding the show year through April 30 of the show year or as long as necessary to close out the financial aspects of the show for which the individual has responsibility. COMMITTEE The Show Chairman shall, with the assistance of the BOD, organize a committee of AGMC members to assist in accomplishing the various functions of the show. The Show Chairman shall schedule a committee meeting soon after the last show to decide on the desired building, dates, and theme for the next show as well as conduct a post-mortem of the last show. The Show Chairman shall call and schedule other show committee meetings as they are needed. Following is a list of current Show Committee members: (The Show Chairman shall essentially act as the contact between the BOD and the various show committee members and will have the responsibility for ensuring that each aspect of the show is adequately accomplished.) Other categories may need to be established. A. Show Chairman B. Assistant Show Chairman C. AGMC Treasurer (ex officio) D. AGMC President (ex officio) E. Publicity Coordinator F. Vendor Coordinator G. Admissions Coordinator H. Silent Auction Coordinator I. Raffle Coordinator. J. Junior Sales Coordinator K. Security Coordinator (over night and during the show hours) L. Food Coordinators 1. Thursday food during set-up 2. Thursday night potluck 2. Friday through Sunday Hospitality M. Exhibit Coordinator N. Set-up and tear-down Coordinator(s) The titles of the various chairperson/coordinators pretty much explain their duties but there are a number of minor duties to be parceled among the committee members or other AGMC volunteers. These include arranging for tables and supplies, the making and distribution of badges, admissions passes, vendor signs, banners, et hoc genus omne. The Show Chairman shall maintain a file of guidelines for any of the above chairperson/ coordinator positions that it would be beneficial to have on hand should a new chairperson/ coordinator become necessary. EXPO NM The show chairman shall coordinate with personnel of EXPO NM in order to: Reserve the desired building and dates for the show. (Peggy Durkin is currently (2010) the booking manager for EXPO NM.) Read (examine for errors, changes), sign, and copy the contract sent by EXPO NM and transfer the original to the AGMC Treasurer for payment schedule information. The Treasurer shall submit the signed contract to EXPO NM. Coordinate with the Treasurer to insure payments to EXPO are made on time. Coordinate with Booking Manager and/or assigned Event Coordinator to secure a. Parking passes b. Chairs c. Armed security personnel d. Any other necessary equipment/facilities A-frames e. Running of air conditioning before the show f. Spraying for insects g. Last minute sweeping of debris (from above items) h. Access for people delivering tables, etc. i. Other j. Coordinate with the EXPO NM Concessionaire Manager to arrange for a food vendor to be on site during the show. COMMUNICATIONS The Show Chairman shall communicate progress on pertinent aspects of the show to the AGMC BOD at the BOD meetings. The Show Chairman shall communicate progress on pertinent aspects of the show to the AGMC members via the AGMC newsletter (the News Nuggets) and by reporting at the monthly, general AGMC meetings. The Show Chairman and various members of the show committee shall request volunteers to work on the show at the January and February AGMC general meetings.
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