and Mineral Society
Article I: Name
The name of this
corporation shall be Suncoast Gem and Mineral Society, Inc. hereinafter
referred to as the Society.
Article II: Purpose
The general purpose
of this Society, organized as a not-for-proﬁt corporation, shall be to
promote popular interest, education, and research in the earth sciences and
lapidary arts with particular emphasis on the subjects of geology,
mineralogy, paleontology, lapidary, and related subjects: to sponsor public
exhibitions and shows, educational lectures programs, work studies,
technical demonstrations and ﬁeld trips for study and collecting, all for
the beneﬁt of members and the general public; and to cooperate with other
similar organizations. This Society shall not engage in any activities which
are not permitted by Section 501 (c) (3) of the Internal Revenue Code.
Article III: Membership
Section 1: Classes of Membership
A. Active Membership is open to any person or family whose
interests are compatible with the purpose of this Society. Each Active
Member, who is eighteen (18) years of age or older, shall be entitled to one
vote and the privilege of holding office. Voting by proxy shall not be
Individual. Any person who is eighteen (18) years of age or older.
Husband and wife
Parent(s) and children seventeen (17) years of age or younger (1.) Children
shall not be entitled to vote or hold office.
B. Junior Membership is open to any person seventeen (17) years
of age or younger joining the Society as an individual. Parental permission
shall be provided.
1. Juniors shall not be entitled to vote or hold office.
Life Membership: Any Active Member who has given extraordinary
or unusual service to this Society shall, upon majority vote of the Board of
Directors, be granted a Life Membership in this Society. No more than two
(2) Life Memberships shall be granted in any one (1) calendar year. Life
Members shall not be required to pay dues and are entitled to all rights and
privileges of an Active Member.
Honorary Membership: Any person who has made outstanding
contributions in promoting popular interest in the ﬁelds of earth science or
lapidary arts shall, upon majority vote of the Board of Directors, be
granted an Honorary Life Membership in this Society. No more than two (2)
Honorary Memberships shall be granted in any one (1) calendar year. Honorary
Members shall not be required to pay dues and are not entitled to vote or
Section 2: Admission to Membership
Any person who is interested in the purposes and goals of the Society may
obtain membership by completing an Application for Membership Form,
volunteering to serve on at least one committee, and paying one (1) yearís
dues. Upon acceptance into the Society a membership card shall be issued.
Section 3: Expulsion
The Board of Directors may, by majority vote, expel any member from
the Society whose attitude, conduct, and actions are considered detrimental
to the welfare of the Society.
A. Expulsion shall be made only after the member has been given the
opportunity to show cause why the expulsion is not justiﬁed, or to
B. Use of the roster for purposes other than official business of the
Society shall be reason for expulsion.
Section 4: Suspension
Any member whose dues
are not paid by December 1 is automatically suspended and forfeits the right
to vote and the privilege of holding office.
Section 5: Reinstatement
A member, suspended
for non-payment of dues, may be reinstated by paying delinquent dues before
the next September 1. If delinquent dues are not paid before September 1,
the former member shall apply as a new member and meet the requirements then
Section 6: Members in Good Standing
Members whose annual
dues are paid and who have not been suspended shall be considered "members
in good standing".
Section 7: No Compensation
Any member elected or
appointed to an office or committee shall not receive compensation for
services rendered, but may be reimbursed for any expenses incurred as
approved by the Board of Directors.
Article IV: Dues and Fees
Section 1: Amount of Dues
The amount of all dues and fees shall be determined by a two-thirds (2/3)
vote of those present and voting at a regular business session of the
Society, provided that at least ten (10) daysí notice has been given through
the Society bulletin or an official letter. The amount shall be speciﬁed in
the Standing Rules.
Section 2: Date Payable
The annual dues shall be payable on September 1. Life and Honorary Members
shall not be required to pay dues.
Section 3: Delinquent
Dues shall be considered delinquent if not received by December 1 and
membership shall be suspended. If dues are not received by the next
September 1, membership shall be forfeited.
Section 4: Fiscal Year
The ﬁscal year of the Society shall be from July 1 through June 30.
Article V: Officers and Directors
Section 1: Elective Officers and Directors
The Officers and Directors of the Society shall be a President, a
Vice-President, a Recording Secretary, a Corresponding Secretary, a
Treasurer, and four (4) Directors.
Section 2: Elections
A. The Officers and Directors shall be elected by ballot at the
Annual Meeting, unless there are no nominations from the ﬂoor, then a voice
vote may elect. A majority vote shall elect. The Officers shall be elected
to serve for one (1) year or until their successors are elected. Each year
one (1) Director shall be elected to serve for three (3) years or until his
successor is elected. The term of office shall begin on May 1.
B. No officer shall serve more than three (3) consecutive terms in the
same office, except the Treasurer, the Corresponding Secretary, and the
Recording Secretary. A three (3) year Director shall not succeed himself.
No husband and wife nor two (2) members of one family shall be elected
or appointed to serve on the Board of Directors at the same time.
Section 3: Nominating Committee
The Board of Directors shall appoint a three (3) member Nominating Committee
prior to the December Membership Meeting. The Committee shall elect a
Chairman. The Committee shall nominate one (1) candidate for each office to
be ﬁlled at the Annual Meeting in April. The Nominating Committee shall
report at the regular Board and Membership Meetings in February. The report
shall be published in the Societyís March bulletin. Before the election at
the Annual Meeting in April additional nominations from the ﬂoor shall be
permitted. All nominees shall be members in good standing, qualiﬁed for the
office, and willing to serve. A nominee for President shall have served at
least one year on the Board of Directors.
Article VI: Duties of Officers
Section 1: Duties
All officers shall perform the duties prescribed in the current edition of
Robertís Rules of Order Newly Revised in addition to those speciﬁed
in the bylaws and standing rules of the Society; shall perform such duties
as may be requested by the President; and shall send copies of official
correspondence to the president. With the exception of the Treasurer, they
shall deliver to their successors all material pertaining to their offices
by May 1. The treasurer shall deliver all material to the auditors by July
A. The President
preside at all meetings of the Society and of the Board of Directors;
appoint all committee chairs except the Nominating and Auditing Committees,
subject to Board of Directors approval; serve on the Finance Committee and
coordinate the development of the annual budget; be ex ofﬁcio a member of
all committees except the Nominating and Audit Committees; supervise and
coordinate the work of the committees so that a smooth operation will result
and the activities are compatible with the purpose of this Society; and
appoint assistants to the Treasurer and other officers, if requested.
B. The Vice-President shall:
perform the duties of the President in the absence or inability of the
President; serve as Chairman of the Program Committee; and serve on the
C. The Recording Secretary shall:
1. record the proceedings of the meetings of the Society and the Board of
Directors. Including the Annual and Holiday Dinners if business is
transacted; keep a complete set of records to include a copy of the bylaws
and the standing rules of the Society, together with all amendments; Furnish
committees with materials referred to them; and be custodian of all records,
except those assigned to others.
D. The Corresponding
conduct the general correspondence of the Society as directed by the
President; send notices when required; perform the duties of the Recording
Secretary in the absence or inability of the Recording Secretary; receive
letters of resignation from Officers, Directors, and Committee Chairmen;
serve on the Membership Committee; and keep a permanent record of
memberships and maintain an up-to-date mailing list. in compliance with
Florida Statutes 617.0601.
E. The Treasurer
Be custodian of all funds of the Society; collect the annual dues; pay
approved bills promptly; keep an accurate record of receipts and
disbursements; make a written financial report at each Board of Directors
meeting; close the books at the end of the year and submit them to the
Auditors; be responsible for ﬁling all government and tax reports of the
Society; serve as a member of the Finance and Scholarship Committee; and may
request assistants to be appointed by the President. The assistants shall
serve at the discretion of the treasurer.
Article VII: Meetings
1: Regular Membership Meetings
The regular meeting of this Society shall be held monthly, except
in June, July, and August, at a time and place determined by a majority vote
of the Board of Directors. Notice of meetings shall be published in the
Section 2: Special
Special meetings of
this Society may be called at any time by the President or a majority of the
Board of Directors. Oral notice may be given.
Section 3: Annual Meeting
The regular April
meeting shall be deemed the Annual Meeting for the purpose of the election
of Officers and Directors.
Section 4: Installation Dinner
A dinner meeting shall be scheduled in May each year to install new
Officers and Directors and present special awards. A program in keeping with
the occasion shall be planned. The time and place of the Installation Dinner
shall be published in the Societyís bulletin.
Section 5: Quorum
Twenty percent (20%) of the members in good standing shall constitute a
Article VIII: Board of Directors
Section 1: Membership
The Board of Directors shall consist of the elected Officers and Directors.
Section 2: Duties
The Board of Directors shall:
transact all business of the Society;
approve all official forms;
have general supervision over all committees and members;
upon majority vote, by ballot, request the resignation of any member
antagonistic to the welfare or the paramount interests of the Society,
provided that the member has been notiﬁed and has been given a hearing in
accordance with Robertís Rules of Order Newly Revised;
E. ﬁll all vacancies in office including the office of President;
F. be authorized to adopt the report of the Auditors; and
adopt the annual budget.
Section 3: Meetings
A. The regular Board of Directors meeting shall be held monthly, except
in June, July, and August, at the time and the place designated by a
majority vote of the Board of Directors. An Advisory Committee, consisting
of Committee Chairmen and Past Presidents, may be invited to meet with the
Board of Directors.
1. Oral notice may be given.
B. Special Meetings of the Board of Directors may be called by the
President or a majority of the Board of Directors.
1. Twenty-four (24) hour oral notice may be given.
C. A poll of all members of the Board of Directors may be held on urgent
matters in lieu of a special meeting, if validated in writing.
Section 4: Quorum
A majority of the Board of Directors shall constitute a quorum.
Article IX: Committees
Section 1: Standing Committees
There shall be the
following standing committees: Activities; Annual & Holiday Dinner; Annual
Show; Auditing; Building; Bulletin & Publications; Education; Equipment;
Finance; Historical; Membership; Program. The Chairmen shall be appointed by
the President, subject to the approval of the Board of Directors, unless
Section 2: Special Committees
Special committees may be appointed by the President as deemed
necessary. The President may create a By-laws Committee as necessary to
address changes that may be necessary to the By-Laws. The Bylaws Committee,
with a chairman appointed by the President and two (2) Directors serving as
members, shall consider amendments to the Societyís bylaws, and place them
in proper form to be presented to the membership for action with a copy sent
to the Editor of the bulletin. One member of the committee shall be
Parliamentarian at the Board of Directors and Annual meetings.
The President may create a Fieldtrip Committee that shall schedule ﬁeld
and museum trips; coordinate Society or area rock swaps; and keep a record
of locations visited and type of minerals available.
The President may create a Scholarship Committee who shall submit
recommendations to the Board of Directors for area recipients of a
scholarship based on need, grades and a major in the earth sciences. The
scholarships shall be awarded at the Annual Dinner.
Section 3: All Committees
A. The President shall be ex ofﬁcio a member of all committees except the
Auditing and Nominating Committees, and shall ﬁll vacancies occurring in
B. Committees shall notify the President of all meetings and shall send
copies of official correspondence to the President.
C. Committee Chairmen shall report to the Board of Directors as requested
by the President. Written reports of the yearís work shall be prepared in
triplicate: one to the President, one to the Recording Secretary, and one to
remain in the ﬁles of the committee.
D. Committees may transact business by mail, telephone, or any other
reasonable means available when necessary.
E. Committee chairmen shall deliver to their successors within ﬁfteen (15)
days following the appointments, all materials pertaining to the work of the
Section 4: Duties
A. The Activities Committee shall plan refreshments, picnics, and
other activities; organize a telephone task force; and assist the Dinner
Committee as necessary.
B. The Annual & Holiday Dinner Committee shall select a place,
date, entertainment, and menu subject to approval by the President. The
Committee shall coordinate food, gifts, decoration, activities and prizes
and shall reserve the hall for the following year. The Committee shall
collect all monies for the banquets, including dinners; keep adequate ﬁnancial
records for the treasurer; and send a report to the Bulletin Editor. The
Secretary or President shall notify the Chairman of guests in a timely
C. The Annual Show Committee shall produce an annual Gem and
Mineral Show. The Committee shall notify the new media of the activities of
this Society. The Chairman and President shall select a time and place for
the Show, subject to the approval of the Board of Directors. The Chairman
shall designate the members needed to produce the Show, subject to the
approval by the Board of Directors. Complete ﬁnancial records shall be kept
of the receipts and disbursements. These records shall be audited with the
Treasurerís Books. All Show records shall be retained by the Society.
The Committee shall coordinate exhibits, judging, and shall interpret the
AFMS Uniform Rules for the Annual Show; cooperate with the SFMS Uniform
Rules Committee; and recommend changes in the AFMS.
D. The Auditing Committee shall consist of two qualiﬁed members
appointed by the Board of Directors, and shall audit the Treasurerís books
and annual show records at the end of the ﬁscal year and submit a report at
the September Board of Directors meeting. The Treasurerís books shall also
be audited before a new Treasurer takes office.
E. The Building Committee shall supervise and maintain Clubhouse
buildings and grounds and issue and enforce the rules for the use of the
premises, subject to the approval of the Board of Directors. During an
emergency the Committee shall be empowered to take whatever action is
necessary to secure and safeguard the property.
F. The Bulletin & Publication Committee. The Editor shall edit at
least nine (9) copies of the Societyís Bulletin, the Rock-O-Gram,
annually. The Committee shall be responsible for the printing and
disbursement of any publications of the Society, as authorized by the Board
of Directors. The Editor shall designate the assistants needed to publish
and mail all publications, including the bulletin. The Editor shall
establish deadlines; solicit monthly reports from committee chairmen;
publish articles from members; and may prepare and print articles or
editorials that reﬂect and give opinion of the Editor consistent with the
spirit and purposes of the Society.
G. The Education Committee shall encourage interest in the lapidary
arts and our activities. The committee shall consult with the Program
Chairman regarding educational programs for monthly membership meetings;
coordinate speakers; provide instructors; and coordinate lapidary classes,
educational displays and projects. The Committee shall recommend young
members between the ages of twelve (12) and sixteen (16) years old to be
subsidized at a school of lapidary arts, subject to the Board of Directors
approval. The Board of Directors may determine if the prospective student
qualiﬁes for a subsidy by requesting attendance at the Societyís lapidary
classes. The Committee shall keep an accurate inventory of all educational
materials and maintain and regulate the use of the Societyís books and
educational materials and submit recommendations for the purchase of new
educational materials to the Board of Directors.
H. The Equipment Committee shall keep an accurate inventory of the
lapidary equipment housed in the Clubhouse; supervise and maintain the
equipment; purchase new equipment as needed, and sell equipment that is no
longer needed, subject to the Board of Directorsí approval. The Committee
shall be empowered to enforce any regulations regarding the equipment.
I. The Finance Committee shall consist of the President,
Vice-president and Treasurer and shall prepare the annual budget to be
presented to the Board of Directors for adoption at their April meeting.
J. The Historical Committee shall maintain a continuous year by
year record of this Society in the form of a scrap book containing
clippings, photographs, and information relating to the activities of the
K. The Membership Committee, with the Corresponding Secretary
serving as a member, shall greet visitors at all Society functions, record
names of all visitors and members at meetings; deliver the lists to the
President before the opening ceremonies; furnish ofﬁcial forms for new
members; review applications; keep a ﬁle of applications; and submit a list
of new members to the Editor.
L. The Program Committee, with the Vice-president serving as
consult with the Education Committee
regarding educational programs for
meetings; and coordinate the speakers
and programs for meetings.
Section 1: Emergencies
In the event of any national disaster, such as Hurricane, Flood,
Fire, or an Earthquake; or in the event war or lack of transportation should
cause the cancellation of a scheduled annual meeting, the Board of Directors
in power at the time of the disaster may continue to conduct Society
business until such time as an Annual Meeting can be held. In such an
emergency the limiting provisions of these Bylaws may be waived by a
majority vote of the Directors available.
Section 2: Notice of Meetings
Notice of emergency Board of Directors Meetings may be given by any means
Article XI: Parliamentary Authority
The rules contained in the current edition of Robertís Rules of Order
Newly Revised shall govern the Society in all cases in which they are
not inconsistent with the Articles of Incorporation and Bylaws of this
Amendments to the Bylaws of this Society shall be submitted in writing to
the Bylaws Committee for review, and then submitted to the Board of
Directors. Ten (10) daysí notice, published in the Societyís bulletin or an
official letter shall be required. A resolution containing the amendments
shall be presented at a regular membership meeting. A two-thirds (2/3) vote
of members present and voting shall adopt the amendments and they shall
become effective at the end of the meeting at which they are adopted, unless