CDMC - The Capital District Mineral Club

CAPITAL DISTRICT MINERAL CLUB: BYLAWS

Article I: Membership

Section 1 - Membership in the Club shall consist of Charter Members and Regular Members who may affiliate with the Club after the limitations of Charter Membership have expired.

Section 2 - Those members who shall have attended three (3) meetings of the Club prior to the ratification of the Constitution shall be designated as Charter Members.

Section 3 - Applications for membership shall be made in person or by letter to the Membership Committee of the Club. Notice of intent may be made by e-mail via the Club Website

Section 4 - An application for membership must be accompanied by a fee which shall cover the dues for the fiscal year. If, however, the application is made after May 15, dues payment shall be credited to the following year. This credit shall also be extended to new members who join during the February show at the NYS Museum in Albany. However, it shall not apply to memberships renewed at the show.

Article II: Duties of the Officers

Section 1 - The President shall preside at all meetings of the Club and shall perform such other duties as commonly pertain to the Presidency. The President shall:
1. Appoint chairmen of standing committees and of ad hoc committees.
2. Administer the budget for all operational purposes.
3. Present to the membership a listing of all committee assignments and chairmen at the first meeting following election of Club officers, and a tentative budget for the coming year.
4. Present to the Board of Trustees, at their first meeting following election of Club officers, a tentative budget for the coming year. The Board will consider this before adopting the official budget for the year.
5. At the November meeting, appoint a nominating committee of three (3) members, including a chairman, who shall nominate a candidate for each office of the Club for the annual elections in January.

The President is authorized by the Board of Trustees to sign checks in the event the Treasurer is unable to do so or is absent for an extended time.

The President, in consultation with the Program Chairman, is authorized to cancel a scheduled meeting in case of inclement weather or other dire emergency. A "telephone tree" will be eastablished to contact as many members as possible and to notify news media of cancellation.

The President is appointed to the Board of Trustees upon election to office.

The term of officer for the President shall be one (1)year, with eligibility for two consecutive one-year terms.

Section 2 - The Vice President shall perform the duties of the President in the event that the President is absent or unable to serve, and shall succeed to the Presidency in the event of a vacancy in that office. The Vice President shall also perform such other duties as may be assigned by the President.

The Vice President shall serve as chairman of the Field Trips Committee.

The Vice President is appointed to the Board of Trustees upon election to office.

The term of office for the Vice President shall be one (1) year, with eligibility for two consecutive one-year terms.

Section 3 - The Secretary shall record the proceedings of all regular meetings of the Club and the Board of Trustees. The Secretary shall:
1. Be custodian of current Club records and files.
2. Send cards to members or members' families in times of serious illness or bereavement.
The Secretary is appointed to the Board of Trustees upon election to office.
The term of office for the Secretary shall be one (1) year. There shall be no limit to the number of terms the Secretary may serve.

Section 4 - The Treasurer shall receive all dues or other monies and shall make disbusements as authorized by the President.
At the direction of the Board of Trustees, the Treasurer shall:
1. Deposit all Club funds in an appropriate depository.
2. Keep an accurate record of all receipts and disbursements.
3. Present a monthly statement of the financial status of the Club.
4. At the January meeting, submit a summary report for the preceeding year.
The Treasurer is appointed to the Board of Trustees upon election to office.
The term of office for the Treasurer shall be one (1) year. There shall be no limit to the number of terms the Treasurer may serve.

Section 5 - Any officer who is derelict in the discharging of duties, or whose conduct may be considered detrimental to the welfare or reputation of the Club, may be removed from office by a three-fourths (3/4) vote of the Board of Trustees.
This vote shall be by closed ballot, in writing. Three-fourths (3/4) of the membership may petition, in writing, the Board of Trustees to consider the impeachment of an officer.

Article III: Election of Officers

Section 1 - The Nominating Committee shall announce the names of nominees for the offices of President, Vice President, Secretary, and Treasurer at the December Meeting, and formally present the nominees for election at the January meeting.
Nominations for any office may be made from the floor at the December and the January meetings by any member, providing the member shall first have secured the consent of the nominees.
In the event that the January meeting is cancelled, elections shall be held at the February or next subsequent meeting.
Election to office shall be made by simple majority vote of the attending members.

Section 2 - The officers elected at the January or first subsequent meeting shall assume their duties upon the adjournment of that meeting.

Article IV: Dues

Section 1 - Annual dues shall be determined by the Board of Trustees.
Section 2 - The fiscal year of the Club shall begin on September 1st and terminate on August 31st.
Section 3 - The Membership Committee shall place a dues notification in all Club Bulletins from August through December.
Section 4 - Members in arrears by the first day of January shall be automatically dropped from membership, forfeiting all the rights and privileges of same, and their names shall be removed from the Club's mailing list.

Article V: Standing Committees

Section 1 - The Program Committee shall consist of at least three (3) members, including a chairman. The committee shall establish a yearly program that is well balanced and of interest and value to the membership, and shall furnish a monthly program announcement to the Bulletin Editor and to the Webmaster.

Section 2 - The Field Trip Committee shall consist of at least four (4) members including the Vice President, who shall function as chairman. The committee shall set up a tentative schedule of field trips to submit to the membership by the April meeting. Other field trips many be added, when appropriate, by members or field trip leaders, provided they are properly announced to the membership. A field trip leader may cancel a scheduled trip for "lack of response". The leader must notify the committee chairman prior to the time the trip was to take place. This reaffirms the necessity for all members planning to attend a field trip to contact the trip leader in advance.

Section 3 - The Membership Committee shall consist of a chairman and at least two (2) other members. The Committee shall:
1. Collect all correspondence from the Club post office box.
2. Distribute correspondence to Club officers as appropriate.
3. Process new and renewal membership applications, and any resignations.
4. Forward monies received to the Treasurer.
5. Report items of interest at Club meetings.
6. Forward mineral and gem show announcements and other literature, as appropriate, to the Bulletin Editor.
7. Maintain and publish a membership list.

Section 4 - The Nominating Committee shall consist of at least three (3) members, including a chairman. The committee shall present a list of nominees at the December meeting, to be formally presented for a vote at the January meeting, or next subsequent meeting.

Section 5 - The Public Relations and Publicity Committee shall consist of at least three (3) members, including a chairman. The committee shall be responsible for all public relations activities of the Club, and for any publicity issued for any purpose as directed by the President.

Section 6 - The In-Service Committee shall consist of at least two (2) members appointed for a two-year period, whose duties shall be to cooperate with any Earth Science organization or group, to promote further interest and knowledge in this field. This committee shall solicit members willing to give presentations to interested groups. When a request is received, the committee shall contact these members to confirm the topic, time and place of the presenation.

Section 7 - The Map Committee shall consist of a chairman and at least three (3) other members, whose duty shall be to prepare maps of geological and mineral areas of interest, with input from field trip leaders. Computer-generated road maps, plots on topographic software, photographs, and GPS coordinates are encouraged. These maps shall be filed in our library and by the committee chairman, who shall pass the file onto successive chairs.

Section 8 - The Scholarship Committee shall consist of a chairman and at least two (2) other members, whose duty shall be to forward to the head of the geology department, funds for a graduate or undergraduate scholarship in geology.

Section 9 - The Greeting Committee shall consist of a chairman and at least one (1) other member, whose duty will be to welcome visitors and new members and to introduce them during the meetings.

Section 10 - The Auction Committee shall consist of a chairman and at least two (2) other members, whose duty shall be to conduct auctions at the June and December Club dinners and any other designated gatherings.

Section 11 - The Audit Committee shall consist of a chairman and at least two (2) other members, whose duty shall be to conduct an annual audit of the Treasurer's records prior to the January or first subsequent meeting of the Board of Trustees.

Section 12 - The Library Committee shall consist of a chairman and at least one (1) other member, whose duties shall be to maintain an inventory of the existing library, oversee borrowing, and recommend additions and deletions. Library materials shall be available at all meetings.

Section 13 - The President shall, at their discretion, appoint temporary committees when and as the need arises.

Article VI: Rules of Order

The deliberations of the Club and of its standing and special committees shall be governed by parliamentary usage as contained in “Robert’s Rules of Order - Revised” when not in conflict with the Constitution and By-Laws of the Club.

Article VII: Order of Business

The order of business at any regular meeting of the Club or of the Board of Trustees shall be as follows, with modification as necessary:

1. Opening of meeting by the presiding officer.
2. Introduction of visitors and new members.
3. Program.
4. Short break to rearrange seats, visit library, conduct silent auction, etc.
5. Reports of officers (Secretary and Treasurer).
6. Reports of committee chairmen.
7. Announcements.
8. Unfinished business and new business.
9. Election of new officers.
10. Introduction of new officers.
11. Good and welfare.
12. Adjournment.

Article VIII: Field Trips

All persons attending a Club Field Trip must be Club members. The definition of an Official Club Field Trip is that it has been published in the Club Bulletin or announced at the Club meeting prior to said trip. If announced at the Club meeting, the trip must be recorded in the minutes by the Secretary, AND

1. The trip has a designated field trip leader. OR
2. The trip is sponsored by a related organization, such as Eastern Field Trip Alliance (EFTA), following notification procedures established by the organization, and which also meet the qualifications set forth above. For such co-sponsored trips, the trip shall be considered official if only one member of the Capital District Mineral Club attends.


Any Article, Section, or Provision of these By-Laws may be altered, supplemented, or repealed by the affirmative vote of the majority of the members present and voting at any meeting, provided that the proposed change shall first be stated, in writing, to each member of the Club at least thirty days prior to the designated meeting at which the change is to be voted upon. This change may also be published two months prior to the vote in the Club Newsletter.

Adopted 1958; Amended October 5, 1967; Amended March 2, 1972; Amended April 1, 1976; Amended November 2, 1989; Amended May, 2003; Amended October-November 2004; Amended March 2006.

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This version includes revisions of 1967, 1972, 1976, 1989, 2003, 2004, 2006.