ARTICLE I: NAME AND AFFILIATION
Section 1. The name of this organization shall be: The Mineral Section
of the Rochester Academy of Science, Inc.
Section 2. The Mineral Section is a charter member of the Eastern
Federation of Mineralogical and Lapidary Societies, Inc. (EFMLS),
and therefore, we are part of the American Federation of Mineralogical
ARTICLE II: PURPOSES
The purposes of the Mineral Section shall be:
(1) to promote interest and increase knowledge in the fields of mineralogy
(2) to encourage the collecting, study, and display of specimens in
(3) to arrange field trips of mineralogical and geological interest
(4) to publish information, and books and articles pertaining to these
ARTICLE III: MEMBERSHIP
Section 1. Members of the Mineral Section must be members of the Rochester
Academy of Science.
Section 2. 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 to hold office.
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: DISCIPLINE AND EXPULSION
Section 1. A member may be disciplined only by action of a quorum
of the Board.
Section 2. In the event of conduct or action of a member that would
discredit the club or affect the club harmony, a member's resignation
may be requested upon approval of the full Board, minus one.
Section 3. If a member's resignation is not tendered, they may be
expelled at a special or regular meeting where a quorum is present
by a two-thirds vote of the Senior members present.
ARTICLE V: OFFICERS
Section 1. The elected officers of the Mineral Section shall be a
president, a 1st vice-president, a 2nd vice-president, a treasurer,
a secretary, a curator, and three (3) directors.
Section 2. All officers, except directors, shall be elected for a
one-year term beginning January 1st following the November election,
and may be re-elected. One director shall be elected each year for
a three-year term.
Section 3. The officers, directors, and the immediate past president
shall constitute the Board of Directors.
Section 4. Vacancies in any position shall be filled by appointment
by the Board of Directors.
ARTICLE VI: DUTIES OF OFFICERS
Section 1. The President shall preside at all meetings of the Section
and of the Board of Directors, and shall be a member ex-officio of
all committees except the nominating committee. The Board of Directors
shall appoint all committee chairpersons. The President of the Section
shall be its representative to the Board of Directors of the Academy.
The President or his/her delegate may be a representative to the Eastern
Federation of Mineralogical and Lapidary Societies, Inc.
Section 2. The 1st Vice-president shall perform all duties of the
President during absence or disability of the President. He/she will
also be the program chair.
Section 3. The 2nd Vice-president shall perform the duties of the
1st Vice-president during absence or disability of the 1st Vice-president.
They shall also perform the duties of Co-Chairman of the annual fund-raising
Section 4. The Secretary will 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.
Section 5. The Treasurer will receive all dues and moneys of the Mineral
Section, will oversee all financial transactions of the Section, and
will keep accurate records of said transactions. He/she will pay such
expenditures as approved by the Section. Expenditures in excess of
one-hundred (100) dollars must be approved by the membership, the
Board of Directors, or in an emergency, the President and at least
one other Board member. The Treasurer shall present a brief financial
report as requested.
Section 6. The duties of the Curator shall be as defined in Article
Section 7. The Board of Directors shall have, subject to provisions
of these bylaws, general responsibility for affairs, funds, and, of
the Mineral Section. A simple majority of the current members of the
Board shall constitute a quorum.
ARTICLE VII: SECTION PROPERTY
Section 1. The Curator shall maintain all physical property of the
Section. He/she is also in charge of obtaining a suitable depository
for all Section property.
Section 2. All non-expendable items acquired by gift, purchase, or
loan shall be cataloged by the Curator. The record shall show when
and from whom said material was acquired and its status, i.e., a gift,
purchase, loan, etc., and if a monetary value is known for any item,
it shall be so recorded.
Section 3. The annual report of the Curator shall review the use made
of Section property, and shall include a list indicating the location
and condition of all property of the Section.
Section 4. Fees for use of Section equipment may be established by
the Board of Directors and such fees submitted to the Treasurer. Costs
for replacement or repair of damaged equipment, and for consumption
of expendable supplies, may be charged to the user. Items loaned shall
be returned to the Curator unless agreed otherwise.
ARTICLE VIII: DONATIONS
When accepting specimens and other donations offered to our club,
a two-person procedure for viewing, accepting and sorting items will
be employed whenever possible.
ARTICLE IX: COMMITTEES
The President-elect shall appoint committees as soon as feasible,
so that the committees may plan for the coming year. Each committee
shall include a chairman and volunteers from members of the Section.
As a general rule, there shall be the following committees:
Education Committee: The Education Committee shall plan educational
programs to increase the knowledge of Section members in the fields
of mineralogy and geology. It shall also promote the knowledge of
these fields and of the Section's activities. The Education Committee
may encourage and assist in the formation of groups, formal or informal,
interested in special fields or activities, whose leader should become
a member of the Committee.
Exhibits Committee: The Exhibits Committee shall plan and install
mineral and related exhibits:
1. In cooperation with the Show Committee
2. In cooperation with the Rochester Mineralogical Symposium
3. Special exhibits
Field Trip Committee: The Field Trip Committee shall investigate
localities, determine and schedule field trips, make all necessary
arrangements, including ensuring issuance of certificates of liability
insurance, with proper authorities far enough in advance of scheduled
dates so that the membership can be notified, and given information
regarding each trip. The Committee shall instruct the membership regarding
hazards, safety precautions, and the code of collecting ethics. On
all Section field trips, it shall enforce compliance with necessary
safety regulations by all participants, and ensure that anti-litter
rules are observed.
Publications Committee: The chairperson shall be editor and
responsible for publishing and distributing the Section's newsletter,
Show Committee: The Show Committee shall be a joint committee
with the Rochester Lapidary Society, Inc., with a co-chair from each
organization. It shall plan and carry out the Rochester Gem, Mineral,
Jewelry and Fossil Show annually, unless determined otherwise by the
Boards of Directors of these organizations. Members of the Show Committee
shall consist of volunteers from the membership of the organizations.
A financial report shall be submitted to the President within four
(4) months after the event and published in the "RocKester News."
Membership Committee: The Membership Committee shall contact new members
to welcome them, determine their interests and give them initial direction.
It shall manage member benefits subject to approval of the Board.
Whenever possible, any money involved will be handled directly by
ARTICLE X: DUES
Section l. Annual section dues shall be as determined by the Board
of Directors and payable January 1st for the calendar year to the
Section 2. Members whose dues remain unpaid on April 1st shall have
their names removed from the membership and mailing lists of the Mineral
ARTICLE XI: MEETINGS
Section 1. Regular meetings are usually held on the 3rd Tuesday of
each month from September through May.
Section 2. A notice of each meeting or event shall appear in the monthly
calendar of the Rochester Academy of Science Bulletin mailed to each
member, stating the time and place of each, and the program planned.
This information shall also be listed on the Academy's Internet Web
Section 3. Special meetings may be called by the President, provided
due notice is given to the membership.
Section 4. At any regular or special meeting a quorum shall consist
of a number of Senior members equal to 20% of' members listed in the
latest membership list.
ARTICLE XII: QUORUMS
Section 1. At any regular or special meeting a quorum shall consist
of a number of Senior members equal to 15% of' members listed in the
latest membership list. (Note: The following will be deleted from
Article X: "Section 4 - At any regular or special meeting a quorum
shall consist of a number of Senior members equal to 20% of' members
listed in the latest membership list.")
Section 2. A quorum for a meeting of the Board of Directors shall
be defined as more than 50% of the Board membership.
ARTICLE XIII: ELECTIONS
Section 1. Election of officers and directors shall be held at the
Section 2. A nominating committee consisting of more than two members
will be formed by the Board in June, and the committee members shall
be announced by the President at the September meeting.
Section 3. Nominating committee will prepare a slate of proposed officers
for presentation at the October meeting.
Section 4. Nominees selected by the nominating committee must be approved
by the Board of Directors before being announced to the membership.
Only members who are considered to be in good standing in the RAS
and the Section shall be approved.
Section 5. The slate of nominees and their accompanying biographies
shall be published in the "RocKester News," or other format,
one month or more before the November meeting. If there is more than
one candidate for an office, a mail-in ballot shall be included for
members who are unable to attend the meeting.
Section 6. All officers shall be elected by ballot, except when there
is only one nominee for an office, that officer may be elected by
Section 7. Any Mineral Section member not able to vote at the meeting
can mail their ballot, which must be received at least one day prior
to the November meeting.
Section 8. Further nominations for each office may be made from the
floor by Senior members provided agreement of those nominated to serve
if elected is first obtained, and the Board approves their running
for office before the vote.
Section 9. The newly elected officers shall begin their term of office
on January 1st and continue until their successors take office.
Section 10. After the new officers take office, any unfilled positions
on the board may be filled by the board by appointment.
ARTICLE XIV: FISCAL YEAR
The fiscal year of the Section shall be from January 1st through December
ARTICLE XV: REPORTS
Section 1. At the close of the fiscal year, the Treasurer for the
concluding fiscal year shall prepare an annual report to be presented
at the March meeting. At least ten (10) days prior to the March meeting,
this report and the Treasurer's record shall be submitted to two auditors
who shall be appointed by the Board of Directors. The Treasurer shall
submit relevant information to the Academy Treasurer for its tax reports.
Section 2. The Treasurer shall submit an Annual Report of membership
and officers to the Eastern Federation along with its dues.
ARTICLE XVI: BYLAW AMENDMENT PROCEDURE
Section 1. These bylaws or any part thereof, may be altered, amended,
or repealed, and new bylaws may be adopted.
Section 2. Any such revision must first be prepared and approved by
the Board of Directors, then submitted to voting membership for vote.
Section 3. Notice of the proposed changes will be published in the
RocKester News at least one month before the meeting designated for
vote, and in the RocKester News for the month designated for vote.
Section 4. If the newsletter is not published during this time period,
notice of the amendment to the bylaws will be e-mailed within a five
to three week time period before the meeting designated for the vote.
Members who do not have e-mail will be sent a paper notice instead.
Section 5. Members may submit, in writing, questions and/or suggestions
to the Bylaws Committee or the Board of Directors.
Section 6. There will be no open discussion at the time of voting.
All discussion will be conducted in writing during the preceding month.
Section 7. If the proposal is modified, then it must appear in the
next RocKester News before being voted on.
Section 8. Affirmative vote of a majority of members present will
be required to affect the proposed change.
ARTICLE XV: LIMITATIONS
This organization is a non-profit organization created solely and
exclusively for educational and scientific purposes limited however
to mineralogy, geology and related subjects. Upon dissolution, all
moneys and property belonging to the Section shall be contributed
to similar nonprofit organizations, as shall be decided by vote of
the remaining members of the Section.
ARTICLE XVI: CONTRACTS
No contracts or agreements involving the Mineral 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.
Amendments to the bylaws made by the Board of Directors on August
28, 2011. Final adoption on November 1, 2011.
Further amendments enacted by membership vote on June 12, 2012.