By-Laws

  1. MEETING DATE AND TIME
    1. The Tar Heel Gem & Mineral Club, Inc., hereinafter referred to as the Club, shall meet on the third Tuesday of each month (except December) at 7:00 P.M. Changes in the meeting date and time must be authorized by the Executive Council, and if so authorized, it shall be the duty of the Secretary to notify the membership of said changes. Meetings shall be conducted in accordance with Robert's Rules of Order. This provision takes precedence over any other provision in the by-laws.
  2. DUTIES OF OFFICERS
    1. The President of the Club shall be the presiding officer at Club meetings and shall be responsible for business matters involving the Club. The President shall serve ex officio to all committees concerning the functions of the Club. He or she may create additional committees or eliminate existing committees as necessary with the approval of the Executive Council.
    2. The Vice President shall assume the duties of the President in his/her absence or inability to serve. Should the President resign, or in any other manner withdraw from the Club, the Vice President shall become Acting President until such time as the next general election is held. The Vice President shall also perform other duties as prescribed by the President.
    3. The Secretary shall be responsible for the distribution of informative materials relating to the Club, or its membership, such as bulletins, newsletters, announcements, memoranda, official letters, press releases, or any similar material not previously assigned. The Secretary shall also be responsible for recording the minutes of each meeting, plus ordering, receiving and distributing the periodical that accompanies membership. In addition, the Secretary shall assume any duties assigned by the President.

    4. The Treasurer shall be responsible for all monetary matters to which the Club is a party. The Treasurer shall keep a book of accounts reflecting the income and expenditures of the Club and shall give a monthly report and a quarterly statement regarding the status of the Club's assets. Only the President and the Treasurer shall be allowed to authorize expenditures in the name of the Club. The Treasurer shall also be responsible for printing and distributing identification cards.

      Upon election of a new Treasurer, the outgoing Treasurer shall turn over all records, accounts, etc. to the new Treasurer within two weeks of the election. Any statements, etc. received by the outgoing Treasurer after this time shall be turned over to the new Treasurer as received.
    5. Two members of the Club, elected from the membership, shall serve as at-large members of the Executive Council. The above-named officers and the at-large members shall form the Executive Council of the Club.
  3. ELECTION OF OFFICERS
    1. The election of Club officers shall be held at the last monthly meeting of the year. Nominations shall be made from the floor. Should more than one person be nominated for a position, the vote shall be by secret ballot and the candidate with the majority of votes shall be elected.
    2. The officers shall serve for one calendar year and their duties shall begin immediately upon election.
    3. There shall be no limit upon the number of terms an officer may serve.
  4. REGULAR AND SPECIAL ELECTIONS
    1. In the event of a vacancy of any elected position on the Executive Council:
      1. The vacancy shall be filled at the next regular election, if the next regular election is scheduled within three months.
      2. If more than three months remain before the next regular election, a Special Election shall be held to fill the vacancy (for the remainder of the term) at a regularly scheduled meeting.
      3. Written notice shall be given to the membership prior to the Special Election.
      4. An officer elected at the Special Election shall assume duties of the office immediately upon election.
  5. MEMBERSHIP
    1. The Club shall be composed of Members and Junior Members. Members shall include persons eighteen years of age and older. Junior Members shall include persons seventeen years of age or under who shall be sponsored by a Member of the Club.
    2. Persons shall be admitted to membership upon payment of dues, with all rights and privileges.
    3. Club members shall not invite non-members to attend field trips where a limitation on number is imposed. A Club member shall not loan an identification card to a non-member for the purpose of attending said trips, or for any other reason whatsoever.
    4. Any member who engages in conduct detrimental to the integrity of the Club may be expelled from membership by a vote of two-thirds of the voting membership. Persons accused of unbecoming conduct shall be entitled to a presentation before the membership and no vote shall be taken until after such presentation. Failure to appear in one's own defense, without just cause, shall constitute a plea of nolo contendre and the vote shall be taken and recorded. Any person so expelled forfeits all rights and privileges of membership and shall not be entitled to reimbursement for payment of dues.
    5. All members whose dues are in order shall be entitled to vote on matters submitted to the membership for a vote. Voting by proxy shall not be permitted.
  6. DUES
    1. Annual dues are collected when a member first signs up for the club. Membership shall be valid for one year.
    2. Annual dues are as follows:

      $20.00 for the first member of a household
      $ 5.00 for each additional member of the household

    3. Payment of dues shall constitute acceptance of the Articles of Organization and the by-laws of the Club. The by-laws shall be binding upon all Members of the Club and each family shall receive a copy of the Club by-laws.
    4. All dues become the property of the Club. The Executive Council shall determine if a Member who withdraws from the Club may be entitled to reimbursement for dues already paid.
  7. QUORUM

    Those Members present at a meeting shall constitute a quorum for the purpose of voting. Two-thirds of the Executive Council shall constitute a quorum for the purpose of voting.

  8. LIABILITY

    The Club, Executive Council, or individual Members shall assume no responsibility for injury, illness, or embarrassment incurred by Members in association with Club functions.

  9. RESERVE POWERS

    In an emergency, the Executive Council shall have the power to impose new regulations not previously covered by the by-laws or to amend existing by-laws as they deem necessary and proper. This is subject to validation by the membership at a regular monthly meeting. These imposed regulations shall be published in the newsletter preceding the meeting of their discussion.

  10. DISSOLUTION OF CLUB

    In the event of dissolution of this organization, its assets shall be conveyed to one or more of the types of organizations and institutions set forth in G.S. 102-164.14 b: to a County or incorporated City or Town or to an organization exempt from Federal Income Tax under the provisions of section 501(c)(3) of the Internal Revenue Code.

  11. CONDUCT

    In regards to any club business (meetings, field trips, the Gem Show or any time that you are acting as a club member), any of the following:

    • Misconduct
    • Harassment
    • Inappropriate comment
    • Breaking of any club rules/by-laws
    • Being intoxicated or under the influence of illegal substances
    • Or anything unbecoming of a club member

    Can result in disciplinary actions, up to and including being banned from field trips and/or the club. This is to be determined by the current board of Elected and Volunteer Officers, in a fair and reasonable manner. All club members have the right to feel safe and comfortable as a part of the club.

  12. ELECTED POSITIONS

    If you have been in an elected or volunteer position in the past, the:

    • Responsibilities
    • Special permissions
    • Title
    • Keys
    • Logins, accounts, passwords, admin access, binders, etc.
    • Ability to speak on behalf of the club (Contacting Vendors, Quarries, etc.)

    Must all be relinquished/ceased at the time that a new person is elected or volunteered to that position.

  13. CONTACTING OFFICERS

    Please do not call or text Club Officers/Volunteers unless it is the day before or the day of a club event. Any other time, they should only be contacted via email.