ARTICLE I. Name
The name of this organization shall be the Madison Area Herpetological Society.
ARTICLE II. Purpose
The purpose of the Society shall be:
- To enhance the education of the members and the general public through the programs of the society;
- To promote the conservation of all wildlife in general and of herpetofauna in particular, whenever and wherever possible;
- To achieve a closer cooperation and understanding between amateur and professional herpetologists, so they may work together for the common cause of science.
ARTICLE III. Membership
Section 1. Membership in the Society shall be open to all persons.
Section 2. Classes of membership
A dues-paying member with full voting rights, who is entitled to receive all Society publications.
A dues-paying member with full voting rights, who is entitled to receive all Society publications and who is either enrolled in school or is employed in the field of education. Students are entitled to a discount from the normal Individual membership fee.
A dues-paying family entitled to two votes, who is entitled to receive all Society publications.
A dues paying member with full voting rights, who makes a voluntary contribution above and beyond normal membership, and who is entitled to receive all Society publications. Contributing members earn the gratitude of the Society.
An individual or business establishment who is entitled to receive all Society publications, and to run a business card sized advertisement in the Society newsletter, on the website, and on the forum.
A non-dues-paying member who has contributed to the Society, who is voted to receive this honor for one year by the executive board and is entitled to all Society publications. These members also have voting rights.
ARTICLE IV. Dues
Dues shall be set by the Board of Directors.
ARTICLE V. Officers
The officers of the Society shall be President, Vice-president, Treasurer, Secretary, Publications Coordinator, Forum/Website Administrator, News Team, Event/Education Coordinator, and Adoption Coordinator. The term of office shall be one year commencing on January 1- following election.
ARTICLE VI. Duties of Officers
Section 1. The President shall be the principal executive officer of the Society and shall see to the general administration of the Society, preside over regular meetings, Board of Directors meetings, and special meetings, and nominate committee chairmen for approval by the Board of Directors. His authority, however, at all times shall be subject to the control and direction of the Board of Directors. He shall have no vote at any meeting or election except to break a tie.
Section 2. The Vice-president shall aid the President in the performance of his duties and shall perform such duties in the President’s absence. The Vice-president shall be ex officio member of all committees. Unless directed otherwise by the President, the Vice-president shall serve as program chairman.
Section 3. The Treasurer shall keep accurate accounts of all monies received and disbursed. At each meeting, the Treasurer shall be responsible for presenting a report of the financial status of the Society. The Treasurer shall prepare an annual financial statement for publication as directed by the Board of Directors. The books shall be made available for inspection by members on request. The Treasurer shall be responsible for depositing Society funds in the bank designated by the Board of Directors as they are received by him. The Treasurer shall be responsible for the payment of bills.
Section 4. The Secretary shall record the minutes of all membership and Board of Directors meetings, and shall retain the Society minutes and records. They shall also maintain a current file and mailing list of all members and shall be responsible for receiving membership dues and sending out membership cards.
Section 5. The Publications Coordinator shall be responsible for all publications as directed by the President or the Board of Directors. He may act as Editor for any or all publications, or he may appoint editors, subject to the approval of the Board of Directors in either case. Additional staff members may be appointed by the editor(s) as necessary.
Section 6. The News Team shall be responsible writing and editing a quarterly news letter to all of the members. The Publications Coordinator will act as Editor of this publication.
Section 7. The Forum/Website Administrator shall see to it that the Society’s website and internet forums are kept up to date and moderated. They shall be in charge of selecting moderators for the forum, and dealing with issues that arise. All disciplinary action needed will be discussed with the President first.
Section 8. The Event/Education Coordinator shall be in charge of outreach programs within the community (ie. School lectures, local fairs and shows, ) and events within the Herp Society (ie. Field outings and picnics). They shall meet monthly with the President to provide updates on contacts made and event schedules.
Section 9. The Adoption Coordinator shall be in charge of our adoption program. This person will keep track of the animals that are available for adoption as well as animals that have been adopted out. They will review adoption applications and collect adoption fees, which will be given to the Treasurer.
ARTICLE VII. Board of Directors
Section 1. The Board of Directors shall consist of the President, Vice-president, Treasurer, Secretary, Publications Coordinator, Forum/Website Administrator, Event/Education Coordinator, Adoptions Coordinator and two members at large.
Section 2. The Board of Directors shall manage the affairs of the Society and shall make all rules and regulations deemed necessary to accomplish the purposes of the Society. Actions of the Board of Directors may be countermanded at any membership meeting upon motion, duly passed by a majority of the members voting at said membership meeting.
Section 3. All Board of Directors meetings shall be open to all Society members.
Section 4. The Board of Directors shall meet monthly, between member meetings. A majority of the Board of Directors shall constitute a quorum. A majority vote of the Board of Directors present at a meeting shall be sufficient to pass any motion, except as these By-laws otherwise provide.
Section 5. The term for Directors shall be one year commencing on January 1 following election.
Section 6. Meetings of the Board of Directors shall be called by the President or a quorum of the Directors. At least one week notice of Board of Directors meetings shall be given except in emergencies.
ARTICLE VIII. Vacancies and Absences
Section 1. Permanent vacancies in any office or in the Board of Directors other than the immediate past President shall be filled by the Board of Directors for the unexpired term, subject to the approval of a majority of members voting at the next regular meeting.
Section 2. In the event of absence of any officer, his duties, as listed in Article VI, shall be assumed, where possible, by the officer below that position as listed in Article V. Each member is required to make the meetings.
ARTICLE IX. Elections
Section 1. Candidates for each office and for members at large of the Board of Directors shall be nominated by a committee of three members appointed by the President. All members of the Nominating Committee, including the chairman, must be members not then serving on the Board of Directors. The Nominating Committee shall present its report at the membership meeting immediately prior to the November/December meeting. Additional nominations may be made from the floor at the same meeting and at the time of the election.
Section 2. Any member who is eligible to vote shall be eligible for nomination for any office or member at large of the Board of Directors. No member may hold two offices at the same time, nor can a person be an officer and a member at large of the Board of Directors simultaneously.
Section 3. Officers and members at large of the Board of Directors shall be elected at the Annual Meeting, and shall be eligible for re-election. Each member (except institutional members) shall be eligible to vote. Absentee ballots may be cast in accordance with procedures passed by the Board of Directors.
Section 5. A majority of the votes cast shall be required to elect any officer. In the event of a tie the President will provide the tie breaking vote.
A plurality shall be sufficient to elect members-at-large of the Board of Directors. Any tie for the final member-at-large position will be resolved by a tie breaking vote from the President.
Section 6. The position of President is not up for vote for the first 5 years of the Society unless majority of members sign a petition to replace the current President, or he is unable to perform his duties and steps down from the position. The first year for a new President to be voted in is the November/December meeting of 2016.
ARTICLE X. Membership Meetings
Section 1. Membership meetings shall be held monthly; the November/December membership meeting shall be the Annual Meeting.
Section 2. Special membership meetings may be called by the President or by notice signed by at least fifteen members, on at least one week’s notice. At such meetings no business other than that specified in the notice shall be transacted.
ARTICLE XI. Resignation and Expulsion
Section 1. Resignations of officers, directors or members shall be in writing and shall be delivered to the President or Board of Directors.
Section 2. No officer or director may be removed from office or from the Board of Directors except for failure to perform the duties of his office or directorship or for violation of existing Society rules. Said officer or member at large shall be given reasonable notice and opportunity to be heard. No such removal shall be effective unless passed by a majority of all the Directors.
Section 3. All or some of the rights and privileges of any member may be suspended or a member may be expelled from the Society, but only for violation of existing Society rules. An accused member shall be given reasonable notice of the complaint against him and an opportunity to be heard by the Board of Directors, unless the opportunity to do so is voted down by majority of the Board of Directors. No suspension or expulsion shall be effective unless passed by a majority of all the Directors. Expelled members may apply to the Board of Directors for new membership not sooner than one year after expulsion. Any such application may be accepted or rejected by the Board of Directors.
ARTICLE XII. Amendments
Amendments to these By-laws may be proposed by the Board of Directors or by submission to any officer of a proposal signed by any ten members. Any such proposed amendments shall be posted and available to all members no less than 5 days prior to the next membership meeting. At the meeting, members will be given 3 minutes each to speak. Amendments must be accepted by a two-thirds majority of the Board of Directors. Amendments shall then become effective upon publication.