Approved and accepted December 14, 2019 by the Executive Board of 2019. Approved and accepted by Membership December 14, 2019 by vote. A copy of the prior bylaws has been archived.
ARTICLE I. NAME
Section 1. Official Name
The legal name of this organization shall be the Madison Area Herpetological Society.
Section 2. Doing Business As
The organization will do business as Milwaukee Area Herpetological Society, Madison Area Herpetological Society, and Fox Valley Area Herpetological Society respectively.
ARTICLE II. PURPOSE
The purpose of the Society shall be to: enhance the education of the members and the general public through the various programs of the Society; promote the conservation of wildlife; and foster cooperation and understanding between enthusiasts, veterinary professionals, amateur herptoculturists, and professional herpetologists, to work together for the common cause of science.
ARTICLE III. MEMBERSHIP
Section 1. Eligible
Membership in the Society shall be open to all persons.
Section 2. Classes of Membership
Individual: A dues-paying member with full voting rights entitled to receive all Society benefits. Annual renewal is required to maintain active status.
Students and Teachers: A dues-paying member with full voting rights, who is entitled to receive all Society benefits. A student is classified as a person of any age enrolled in school. A teacher is classified as any teacher, professor, teacher’s assistant, or similar working within a bonafide educational institution. Annual renewal is required to maintain active status.
Family: A dues-paying family membership is entitled to two votes and all Society publications benefits. Annual renewal is required to maintain active status.
Honorary: A non-dues-paying member who has contributed to the Society and is voted to receive this honor for one year by the branches Board of Directors. They are entitled to all Society benefits. Honorary members are entitled to a single vote.
Board Members: A non-dues paying member who while serving on the Board of Directors will receive a single vote and all benefits of the Society.
ARTICLE IV. DUES
Dues shall be set by the Executive Board.
ARTICLE V. OFFICERS
The Officers of the Society shall be Executive Director, President, Vice-President, Treasurer, Secretary, Publications Coordinator, Event/Education Coordinator, Member at Large (1-2), and Young Explorer’s Director. The term of office shall be one year commencing on January 1 and ending December 31 following election. All listed shall have a vote except the President.
ARTICLE VI. DUTIES OF OFFICERS
Section 1. Executive Director
The Executive Director shall be an unpaid principal executive officer of the Society and shall see to the general administration and specialized administration of the Society as a whole, Executive Board meetings, special board meetings, and nominate committee chairmen for approval by the respective Board of Directors. Their authority, however, at all times shall be subject to the control and direction of the Executive Board. They shall have no vote at any meeting or election. There will only be one Executive Director in the Society.
Section 1.1 President
The President shall be the principal officer of their designated branch of Society and shall see to the speaker solicitation for meetings, preside over regular meetings, Board of Directors meetings for their branch, special meetings they have called, and nominate committee chairmen for approval by the respective Board of Directors. Their authority, however, at all times shall be subject to the control and direction of the Executive Board and Executive Director. They shall have no vote at any meeting or election except to break a tie. There will only be one President in each branch of the Society.
Section 2. Vice-President
The Vice-President shall aid the President in the performance of their 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. Madison and Milwaukee will both have their own Vice-President.
Section 3. Treasurer
The Treasurer shall keep accurate accounts of all monies received and disbursed. The Treasurer shall prepare an annual financial statement for publication as directed by the Executive Board. The books shall be made available for inspection by members upon request with a valid reason. The Society will only have one Treasurer.
Section 4. Secretary
The Secretary shall record the minutes of all Board of Directors, Executive Board, and special 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 sending out membership welcome packets and communications via e-mail to membership prior to Society meetings or as directed. Madison and Milwaukee will both have their own Secretary.
Section 5. Publications Coordinator
The Publications Coordinator shall be responsible for all publications created by and/or owned by MAHS as directed by the President or the Executive Board. They may act as Editor for any or all publications, appoint editors, or additional staff members as necessary subject to the approval of the Executive Board. They will be responsible for maintenance of the Society library. The Society will have one Publications Coordinator.
Section 6. Event/Education Coordinator
The Event/Education Coordinator shall be in charge of outreach and educational focused programs within the community and schools. The Coordinator shall also be in charge of coordinating events within the Society such as field outings, family outings, and picnics. They have weekly updates available to the Vice President. Madison, Fox Valley, and Milwaukee will all have an Event/Education Coordinator.
Section 7. Members-at-Large
The Members at Large shall be utilized by their respective Board of Directors as needed within reason. Madison and Milwaukee will both have up to 2 Members at Large each.
Section 8. Young Explorer’s Director
The Young Explorer’s Director shall be in charge of the Young Explorer’s program. Madison, Milwaukee and Fox Valley will have a Young Explorer's Director. A Young Explorer’s committee will be created as needed upon approval of the Board of Directors.
ARTICLE VII. BOARDS
Section 1. Branch Board of Directors
The Madison, Fox Valley, and Milwaukee branches will have their own Board of Directors.
Section 2. Executive Board
The Executive Board consists of all members of both branches of the Board of Directors. The Executive Board 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 Executive Board may be countermanded at any membership meeting upon motion, duly passed by a majority of the members voting at said membership meeting.
Section 3. Board Meetings
Each branch’s Board of Directors shall meet twice a year. The Executive Directors will meet annually. A majority, including the President, shall constitute a quorum. A majority vote shall be sufficient to pass any motion, except as these by-laws otherwise provide.
Section 4. Term of Office
The term for Officers shall be one year from January 1-December 31.
Section 5. Meetings of Officers shall be called by the President or a quorum of the Officers. At least one-week notice shall be given except in emergencies. Acceptance of attendance via real time video platforms is at the discretion of the President.
ARTICLE VIII. VACANCIES AND ABSENCES
Section 1. Permanent Vacancies
Permanent vacancies in any position shall be filled by a Director for the unexpired term, subject to the approval of a majority of Officers voting.
Section 2. Board Member Absence
In the event of absence of any officer, their duties, as listed in Article VI, shall be assumed, where possible, by another Officer. Each Officer is required to make the meetings to the best of their ability.
ARTICLE IX. ELECTIONS
Section 1. Nominations
Nominations must be members in good standing with the Society and may be made from the floor at the December meeting. Nominations can also be made before that time to any Director of the Society and voted on at the December meeting. Nominations for President must be a member in good standing of the society that has served on the Board of Directors at least one year.
Section 2. Eligibility
Any member who is eligible to vote shall be eligible for nomination for any position on the Board of Directors. No member can be an officer and a Member at Large simultaneously.
Section 3. Election
Elections will be held at the December meeting which serves as the Annual Meeting, and shall be eligible for re-election. A majority of the votes cast shall be required to elect. In the event of a tie the President will provide the tie breaking vote.
ARTICLE X. MEMBERSHIP MEETINGS
Section 1. General Membership Meeting
Membership meetings shall be held monthly and the December membership meeting shall be the Annual Meeting.
Section 2. Special Membership Meeting
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. Resignation
Resignations of Officers or Members shall be in writing and shall be delivered to the President or Board of Directors.
Section 2. Removal of Officers
No Officer may be removed from office or from the Board of Directors except for failure to perform the duties of their office or for violation of existing Society rules. Said officer shall be given reasonable notice and opportunity to be heard. No such removal shall be effective unless passed by a majority of all the Officers on the Executive Board.
Section 3. Expulsion and Removal of Rights of Members
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 them 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 Officers. 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
Section 1. Amendment Proposal
Amendments to the by-laws may be proposed by the Executive Board. Any 10 members in good standing within the Society may submit a signed proposal to any officer as well. Any such proposed amendments shall be posted and available to all members no less than 3 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 Executive Board. Amendments shall then become effective upon publication.
Section 2. Executive Board Re-Evaluation
The bylaws will be reviewed and evaluated by the Executive Board every 5 years. The past versions will be archived.
ARTICLE XIII. DISSOLUTION
In case of dissolution, all assets loaned to the Society are returned to rightful owners. All assets of the Society are to be turned over to USARK (United States Association of Reptile Keepers) as a donation.