FOSSIL SECTION BYLAWS
of the Rochester
Academy of Science, Inc.
ARTICLE I Name and affiliation
The name of this organization shall be: The Genesee Valley Fossil Section
of the Rochester Academy of Science. Inc.
ARTICLE II Purposes
The purposes of the Fossil Section shall be:
A. To promote interest and increase knowledge in the field of paleontology
B. To encourage the collecting, studying and displaying of specimens
in the paleontological field
C. To arrange field trips
D. To publish information and articles pertaining to the field of paleontology
ARTICLE III Membership
A. Only members of the Rochester Academy of Science shall be eligible
for membership in the Genesee Valley Fossil Section
B. Senior members shall be 18 years of age or older. They shall have
all rights and privileges of membership including the rights to vote
and hold office.
C. Junior members shall be those members under 18 years of age. They
shall have all the rights and privileges of membership, except those
of voting and holding office.
ARTICLE IV Officers
A. The elected officers of the Genesee Valley Fossil Section shall
be President, Vice-President, Secretary, Treasurer, and three (3) Directors.
B. All officers, except directors, shall be elected for a one-year term
beginning January 1 following the May election, and may be re-elected
twice. One director shall be elected each year for a three-year term,
and may not succeed himself.
C. The officers, directors and the immediate past president shall constitute
the Board of Directors.
D. Vacancies in office shall be filled by appointment by the Board of
ARTICLE V Duties of Officers and Chairpersons
A. President --The President shall preside at all meetings of the Section
and of the Board of Directors; shall be a member ex-officio of all committees
except the Nominating Committee; shall appoint the Chairpersons of all
Committees. The President of the Section is a member of the Council
of the Academy. The President shall appoint all chairpersons with approval
of the Board.
B. Vice-President--The Vice-President shall perform all duties of the
President during absence or disability of the President. He/she shall
be the Program Chairperson. The Vice-President shall plan educational
programs to increase the knowledge of Section members in the field of
C. Secretary--The Secretary shall maintain the records of the Section;
prepare minutes of all business meetings of the Section and of the Board
of Directors, and perform such other duties as may be assigned by the
Board of Directors.
1. The Treasurer shall receive all dues and monies of the Section.
2. He/she shall assist the Academy Treasurer in the distribution of
annual notices of Academy and Section dues, and notices to members whose
dues are delinquent.
3. He/she shall make such expenditures as approved by the Section, or
the Board of Directors, or in an emergency the President and at least
one other Section officer.
4. He/she shall be prepared to make a brief financial report at each
meeting of the Section and of the Board of Directors.
5. The Treasurer for the concluding fiscal year shall prepare a proposed
budget for the next fiscal year, said budget to be approved by the Board
of Directors and the approved budget shall be announced to the Membership.
E. Board of Directors -The Board of Directors shall have, subject to
the provisions of these By-Laws, general responsibility for all affairs,
funds, and property of the Section. Four (4) members of the Board shall
constitute a quorum.
1. The librarian shall maintain a record of all specimens, collections,
books, newsletters, display cases and accessories, equipment and other
property of the Section and be in charge of obtaining a suitable depository
for such property.
2. All non-expendable items acquired by gift, pruchase or loan shall
be cataloged by the librarian. The record shall show when and from whom
said material was acquired and its status, i.e., a gift, purchase, loan.
If a monetary value is known for any item, it shall be so recorded.
3. The annual report of the librarian shall review the use made of Section
property and shall include a list indicating location and condition
of all property of the section.
G. Field Trip Chairperson
I. The Chairperson shall investigate localities, determine and schedule
field trips, make all necessary arrangements with proper authorities
far enough in advance of scheduled dates so that the membership can
be notified, and given information regarding each trip.
2. The Chairperson, or his designee, shall instruct the membership regarding
hazards, safety-precautions, and the code of collecting ethics. On all
Section field trips he or his designee, shall enforce compliance with
necessary safety regulations by all participants, and insure that anti-litter
restrictions are observed.
H. Newsletter Chairperson
1. The Chairperson shall be editor and responsible for publishing and
distributing the Section's newsletter.
2. Publication shall be monthly in which a Section meeting is held or
as determined by the Board of Directors.
3. The Chairperson, in cooperation with the Treasurer, shall issue to
each member an annual membership list as soon as possible after dues
are paid by July lst. The list shall include addresses, telephone numbers
and name of spouses.
ARTICLE VI Dues
A. Annual Section dues shall be as determined by the Board of Directors,
and payable January first for the calendar year to the Academy treasurer,
who shall remit Section dues collected to its treasurer.
B. Members who dues remain unpaid on July first shall have their names
removed from the membership and mailing lists of the Genesee Valley
ARTICLE VII Meetings
A. Regular meetings shall be held on the first Tuesday of each month
from September through June.
B. A notice of each meeting or event shall appear in the monthly calendar
of the Rochester Academy of Science Bulletin and in the Section Fossiletter.
Both of which are mailed to each member, stating the time and place
of each and the planned program.
C. Special meetings may be called by the President, provided due notice
is given to the membership.
D. At any regular or special meeting, a quorum shall consist of a number
of Senior members equal to 25% of Senior members listed in the latest
ARTICLE VIII Elections
A. The election of officers shall be at the June meeting.
B. A Nominating Committee shall be announced by the President at the
April meeting to prepare a slate of proposed officers for presentation
at the June meeting. The slate of nominees shall be published in the
May Fossiletter and announced at the next regular meeting. Further nominations
for each office may be made by Senior Members provided agreement to
serve if elected of those nominated is first obtained.
C. All officers shall be elected by ballot except when there is only
one nominee for an office, that officer may be elected by voice vote.
D. The newly elected officers shall begin their term of office on October
first and continue until their successors take office.
ARTICLE IX Fiscal Year
The Fiscal Year of the Section shall be from January 1 through December
ARTICLE X Reports
A. The President, Vice-President, Librarian and Field Trip Chairperson
shall submit annual reports suitable for publication in the Fossiletter
to the Board of Directors at least ten days prior to the June meeting.
B. At the close of the fiscal year, the Treasurer for the conc!uding
fiscal year shall prepare an annual report to be presented at the October
meeting. At least ten (10) days prior to the October meeting, this report
and the Treasurer's record shall be submitted to two auditors who shall
be appointed by the President.
C. Copies of the auditors' report shall be given to the President and
the Treasurer prior to the October meeting, at which time it shall be
presented for acceptance by the Section.
ARTICLE XI Amendments
A. These By-Laws may be amended at a regular meeting having a quorum,
by a two-thirds vote of all Senior members present, and following publication
of the proposed amendment(s) in the previous month's Fossiletter. The
Board of Directors shall approve any proposed amendments before publication.
B. Any member may submit to the Secretary, in writing, proposed amendments
to the By-Laws, for consideration by the Board of Directors.
ARTICLE XII Limitations
This organization is a non-profit organization created solely and exclusively
for educational and scientific purposes, limited to paleontology. Upon
dissolution, all money and property belonging to the Section shall be
contributed to similar non-profit organizations of like interest, as
shall be decided by vote of the remaining members of the Section.
ARTICLE XIII Contracts
No contracts or agreements involving the Genesee Valley Fossil Section
shall obligate the Section in excess of the Section's treasury. In the
event of a potential liability in excess of the Section's treasury or
of an appearance of financial responsibility of the Rochester Academy
of Science, the contract or agreement shall be submitted for approval
to the governing board of the Academy.