By-Laws of the Hastings Centre Rockhounds

Membership

General, Annual and Special Meetings of Members

Resolutions and Voting Procedures

Executive Committee

Committees, Directors and Delegates

Duties of Officers, Committees, Directors and Delegates

Amendments to the By-Laws

Inspection by Members

  1. Subject as hereinafter set forth, membership in this club shall be open as follows:

    • Adult membership to any person of the full age of eighteen (18) years of age or older
    • Junior membership to persons under the age of eighteen (18) years, provided such persons be sponsored by a parent, guardian or other adult club member in good standing.
  2. The club Executive Committee shall have the power to limit the size of club membership, with the approval of the club.
  3. A prospective member may apply for membership at the first meeting attended. A prospective member may also attend up to two General meetings as a guest before applying for membership.
  4. Application for membership shall be made in writing, setting out the full name and address of applicant and such other information as shall be required from time to time and shall be signed by the applicant. Such application shall be accompanied by the membership fee for the current club year in which application is made. All applicants must be members of the Hastings Community Centre.
  5. The membership year and the fiscal year of the club shall commence on January 1st and end on December 31st .
  6. Club membership fees shall be established for three categories. Adult, Junior and Family. Such fees may be amended from time to time upon recommendation of the Executive Committee to the club. A Family membership shall include up to two adults and any number of children up to age eighteen (18).
  7. Any member who fails to pay the membership fees, which entitle him/her to all privileges, on or before the 30th day of November of the current membership year shall forthwith become a delinquent member and shall be automatically stricken from the club membership roll.
  8. All members are required to comply with all club bylaws and amendments thereto, and to all regulations proclaimed from time to time governing the activities of the club.
  9. Any member who fails to comply with the terms and provisions of the club's constitution and bylaws or fails to conform to the rules and regulations of the club may be expelled from membership in the club by a majority vote of the Executive Committee. Any such expulsion shall be reported by the Executive Committee to the club at the General meeting immediately following the Committee's vote. The expelled member may appeal his or her expulsion to the general membership within 30 days of receipt of the notification of the Executive Committee's decision. Upon such an appeal, the general membership, at its next regularly scheduled meeting, shall vote on whether or not to uphold the decision of the Executive Committee.
  10. Only Adult members in good standing shall have the right to vote and/or hold office. All club members shall receive all notices and publications issued by the club. All members shall be entitled, insofar as may be practicable, and subject to the provisions of these bylaws, to take part in activities of the club.
  11. The Annual General Meeting of the club shall be held during the regularly scheduled June General meeting each year.
  12. Special meetings of the club may be called by the Executive Committee whenever it thinks fit.
  13. A regular General meeting of the club shall be held at least once a month, except during the months of July, August and December.
  14. All meetings of the club shall be convened by giving notice to all members.
  15. The quorum at a General meeting shall be not less than twenty five percent (25%) of the membership.
  16. The President, or in his/her absence the Vice-President, of the club shall preside as chairperson at every General meeting of the club. In the absence of the President and Vice-President, the members present shall choose someone of their number to be chairperson.
  17. A resolution put to the vote of any General meeting of the club shall be decided on a show of hands; or by secret ballot if a poll is demanded by at least three (3) members present at the meeting.
  18. "Extraordinary Resolution" shall mean a resolution passed by a majority of not less than two thirds (2/3) of such membership entitled to vote as are present in person.
  19. In the event of an equality of votes, whether on a show of hands, poll or a ballot, the chairperson of the meeting shall have a casting vote.
  20. Each adult member of a Family membership and each Adult member shall have one vote.
  21. The Executive Committee of the club shall consist of those members holding the following positions:

    • Four (4) Executive Officers – President, Vice-President, Secretary and Treasurer
    • Immediate Past President of the club
    • Senior Delegate to the Lapidary, Rock and Mineral Society of BC
    • the chairperson.convenor of each of the following Standing Committees:

      • Field Trips
      • Library
      • Membership
      • Program
      • Publications
      • Publicity
      • Show
      • Social
      • Ways & Means
      • Workshop
  22. The Executive Committee shall approve the appointment of special committee heads, and in general direct the business of the club, subject to final approval by the members of the club.
  23. The Executive Committee shall be authorized to approve individual expenditures of up to $300 (three hundred dollars) on behalf of the club and its activities without referral to the general membership, but all such expenditures shall be reported to the club at the next General meeting after such a decision has been made. Individual expenditures greater than $300 shall be presented to the General meeting of the club for discussion and approval or disapproval prior to commitments to purchase or disburse funds.
  24. Regular Executive Committee meetings shall be held prior to each regular General club meeting. Regular Executive Committee meetings shall be open to any club member wishing to attend. A quorum shall be seven (7) members of the Executive Committee, providing at least three (3) Executive Officers are present. Special closed Executive Committee meetings may be called as required by the Executive Committee. (2 opposed)
  25. Not later than two regular meetings prior to the Annual General Meeting in June, a Nominating Committee shall be selected in the following manner: the President shall appoint one, the Executive Committee shall appoint one, and the club shall select one. It shall be the duty of the Nominating Committee to select suitable candidates for each of the four (4) Executive Officer positions (President, Vice-President, Secretary and Treasurer), chairpersons of the Standing Committees of the club, and/or Special Directors for the coming year, and to provide a list of the candidates selected for publication in the notice of the Annual General Meeting.
  26. The following Standing Committees shall be established: Field Trips, Library, Membership, Program, Publications, Publicity, Show, Social, Workshop and Ways & Means. The chairpersons of the Standing Committees shall be elected each year and may ask one or more other members of the club to serve on their committee(s).
  27. Special Committees may be established by the Executive Committee from time to time to carry out special limited functions.
  28. Special Directors shall be elected to serve as Historian, Sunshine, Director-at-Large and Delegate to the Community Centre Board of Directors meetings.
  29. At each Annual General Meeting, the club shall elect one delegate to the Lapidary, Rock and Mineral Society of British Columbia to serve for a three year term. Delegates shall be elected in such a manner that there shall be three (3) delegates representing the club each year: the Senior Delegate serving the last year of his/her term, the Intermediate Delegate serving the second year of his/her term, and the Junior Delegate beginning his/her term. Should any delegate resign before completing a term, the Executive Committee meting next following his/her resignation shall appoint a new Junior Delegate, and existing Junior and/or Intermediate Delegates shall move up to the next vacant position to fill the remainder of that delegate's term of office.
  30. The President shall preside over General meetings of the club and over Executive Committee meetings, and shall be ex-officio member of all club committees.
  31. The Vice-President shall, in the absence of the President, preside as chairperson of General meetings and at meetings of the Executive Committee, and otherwise assist the President and other officers in the exercise of their respective duties as may be required. The Vice-President will also be the club's Delegate to the Hastings Community Association's Program Committee.
  32. The Treasurer shall be the custodian of all club funds, and with the President of Secretary shall sign all cheques for the withdrawl of such funds as are required from time to time. The Treasurer shall keep accurate records of the receipts and expenditures of club funds and shall report the financial position at each meeting of the club. The Treasurer shall also submit all records to an auditor at the request of a General meeting.
  33. The Secretary shall attend all meetings of the club and of the Executive Committee and record accurately all minutes and proceedings of every such meeting in a minute book to be provided by the club, shall receive and file all reports, keep or cause to be kept proper books and records in all respects of the business and affairs of the club, and conduct all correspondence of the club as directed by the Executive Committee in a prompt and efficient manner.
  34. The Field Trips Committee shall arrange and supervise field trips for the club, and ensure that first aid equipment is available on all field trips.
  35. The Library Committee shall purchase and catalogue books and periodicals and care for them; shall acquaint members with titles of such books as are available, supervise the loan and return of books and magazines and collect fines for each overdue month.
  36. The Membership Committee shall receive all applications for membership, collect club dues, and see that membership cards are issued; maintain attendance records at all meetings, ensure that guests sign the guest book and that they are introduced to the meeting; issue copies of the constitution and bylaws, workshop and general rules and regulations to all members; issue annually a list of the names and addresses of all members to each member and to the Lapidary Society; keep the club advised of the number of members to date, and report to the Hastings Community Centre on attendance at each General or Special meeting held at the centre.
  37. The Program Committee shall arrange for programs for the General meetings, and keep the Executive Committee advised of future program plans.
  38. The Publications Committee shall prepare and issue the club's publication, "The Rocket", and such other publications as the Executive Committee may from time to time request. "The Rocket" shall be mailed to all members of the club and to certain other clubs and individuals.
  39. The Publicity Committee shall arrange for all possible publicity for the club and the club's Annual Show; shall send news items to appropriate magazines and to affiliated associations; and attend to other special notices.
  40. The Show Committee shall organize and co-ordinate the club's Annual Show, its participation in the Annual Gem Craft Show of the Lapidary Society, and any other displays and shows in which the club may decide to participate.
  41. The Social Committee shall be responsible for purchasing and serving refreshments for General meetings and for the Annual Club Show and other special functions as requested, as well as for arranging for the club's annual dinner.
  42. The Ways & Means Committee shall be responsible for the raffle held at General meetings, including the purchase or receipt of donations of prizes, conduct of the raffle and recording of receipts and expenses, and shall propose special projects to raise money for the club if required from time to time.
  43. The Workshop Committee shall be responsible for ensuring that all equipment in the club's workshop is kept in working order; shall purchase new supplies and equipment; shall keep a record of all receipts and expenditures connected with the workshop and report thereon to each General meeting' shall coordinate the arrangement of classes and, together with class instructors, ensure that the rules and regulations governing the use of the workshop are adhered to.
  44. The Director-at-Large shall substitute for any officer of the club unable to attend any meeting (except that in the absence of the President, the Vice-President shall substitute). Any officer of the club unable to attend a General meeting or a meeting of the Executive Committee should advise the Director-at-Large in advance of the meeting in question, and submit any report to be made through the Director-at-Large.
  45. The Historian shall keep a journal of club activities, collect pictures from members for scrapbooks and a slide collection of slides submitted by members as well as any other material pertaining to the history of the club.
  46. The Sunshine Director shall be notified by members of the club of any special circumstances which might require sending "get well" cards, condolences or congratulations to members.
  47. The Delegate to The Hastings Community Association's Board of Directors shall attend monthly meetings of that Board to report to it on the activities of the club and to keep the club informed of the activities of the Association.
  48. The Delegates to The Lapidary, Rock and Mineral Society of British Columbia shall act as representatives of the club at meetings of the Lapidary Society, reporting to it the views of our club and reporting to the club on the activities of the Society.
  49. The by-laws of the club shall not be altered or added to except by an Extraordinary Resolution of the club.
  50. The books and records of the club may be inspected at any time by members on six (6) days' written notice to the Secretary or Treasurer during reasonable hours to be mutually agreed upon.

(Revised April 2000)