JRG CONSTITUTION
Article I. Name
The name of the organization shall be the James River Grotto of the National Speleological Society.
Article II. Purpose
The purpose of the Grotto shall be to promote interest in and to advance in any and all ways the study and science of speleology, to promote protection of caves and their natural contents and safety in their exploration, and to promote fellowship among those with interest therein, particularly in the vicinity in and around Lynchburg, Virginia.
Article III. Membership
Membership shall be open to anyone interested in the science of speleology.
Full membership is restricted to members of the National Speleological Society (NSS).
Article IV. Meetings
Executive Board and Regular meetings of the Grotto shall be held at such times and places as determined by the Executive Board.
Article V. Executive Board
An Executive Board consisting of seven (7) Full Members shall govern the Grotto. The Executive Board shall appoint the four Grotto officers, including President, Vice-President, Secretary, and Treasurer.
Article VI. Committees
Standing committees of the Grotto shall include the Safety & Techniques Committee, the Conservation Committee, the Membership Committee, the Education Committee, and the Elections Committee. The Executive Board may establish special ad hoc committees as deemed necessary. The President shall appoint committee chairpersons subject to the approval of the Executive Board.
Article VII. Dissolution
Upon dissolution of this Grotto, any and all JRG and NSS property shall revert to the NSS.
Article VIII. Precedence
The Constitution and Bylaws of the NSS shall be binding upon the JRG. Any action inconsistent therewith by the JRG shall be null and void.
Article IX. Bylaws
The Constitution of the James River Grotto and its provisions shall be carried out in accordance with the Bylaws of the Grotto.
Article X. Amendments
Amendments to the Constitution may be proposed either by the Executive Board or by a petition of twenty (20) percent of the membership. Adoption of such amendments at any regular meeting of the Grotto shall require a two-thirds (2/3) majority vote of the members voting, a quorum being present, consistent with the following:
JRG BYLAWS
Article I. Membership
Section A. General
Applications for membership in the Grotto shall be in writing and shall be accompanied by dues as specified herein, and shall contain a statement signed by the applicant indicating support for the goals of the Grotto and its conservation policies. Applicants shall also require the sponsorship of a Full or Associate Grotto member in good standing.
Section B. Membership Classification
There shall be three classes of members, as follows:
Persons under the age of eighteen (18) are considered to be minors and shall only be allowed membership in the Grotto if a parent or legal guardian is also a member. Minors must be accompanied by a member parent/guardian on caving trips or other hazardous activities due to the inherent risk of injury associated therewith. Minors are not eligible to hold JRG office.
Section D. Dues
Dues shall be established by the Executive Board, and may be discounted or prorated, as deemed appropriate by the Board. Member dues are payable annually at or before the first regular meeting of the new fiscal year. New member dues shall accompany the membership application. Membership shall be terminated for non-payment of dues by the end of the first quarter of the fiscal year. Following termination, a member may be reinstated only after dues for the entire year have been paid in full.
There shall be four types of membership, with regard to applicable dues, as follows:
A member may be admonished, censured, or expelled from the Grotto according to this process:
1. A motion shall be made by a member or committee stating a need for disciplinary action against a member because of:
Willful misuse of Grotto or NSS property or facilities, or
Willful disregard of the safety of themselves and/or of others while participating in a Grotto or NSS activity, or
Conduct detrimental to the Grotto and/or the NSS
2. The motion, upon a second, may be debated, but final action shall be postponed until the next regular meeting.
3. The accused member shall be given notice of the motion at least two weeks in advance of the meeting in which the vote is to be taken, and shall be given ample time and opportunity to defend him or her self before the Grotto.
4. Final action shall be by secret ballot and will require a two-thirds (2/3) majority of those members present at a regular meeting.
5. An expelled member may be reinstated by a two-thirds (2/3) majority of those present at a regular meeting, provided the member complies with all requirements of the reinstating motion. The vote shall be by secret ballot.
6. A student whose membership in the Grotto is through a school’s Educational Membership may be admonished, censured, or expelled from the Grotto according to the aforementioned process. If circumstances dictate, the Educational Membership for the institution may also be revoked.
Article II. Meetings and Quorum
Section A. General
Executive Board, regular and any special meetings of the Grotto shall be convened at such dates, times and places as designated by the Executive Board, and communicated to the members in advance. Regular members may attend Executive Board Meetings, and shall be heard if so recognized by the presiding officer, but they shall have no vote on Board matters.
Section B. Quorum
1) There shall be present at least four (4) Executive Board members, either in person or by proxy, to constitute a quorum for conducting business at Executive Board meetings.
2) There shall be present at least four (4) Executive Board members and an additional ten (10) percent of the total membership constitute a quorum for conducting ordinary business at regular and special Grotto meetings.
Section C. Parliamentary Authority
All business shall be conducted in accordance with Robert's Rules of Order (Revised) as deemed necessary.
Article III. Executive Board
Section A. Governing Authority
The Executive Board shall have authority to manage the business of the Grotto, to raise and disburse funds in a manner consistent with the Bylaws of the Grotto and NSS policies, and to perform all other necessary functions.
Section B. Standing Rules
The Executive Board shall have the power to establish, amend or rescind Internal Policies for the Grotto, with or without the voting consent of the membership at large. All such actions shall be presented to the membership at a regular or called meeting of the Grotto, and communicated to the entire membership thereafter. Any decision or action of the Executive Board may be overruled by a two-thirds (2/3) majority vote of the Grotto membership.
Section C. Board Member Responsibilities
As a duly elected representative of the Grotto, it is the responsibility of each Executive Board Member to attend and participate in Grotto business meetings, either regular or called. The Executive Board may move for impeachment of any Board Member who, without just cause, consistently or willfully disregards this responsibility, according to the process in Section H.
Section D. Proxy
Any member of the Executive Board may appoint a member of the Grotto to act as a proxy for him or her at a meeting that cannot be attended. Proxy may act at one meeting for only one Executive Board Member. The Executive Board member must notify the presiding officer either directly or in writing before the proxy will be allowed to serve, and authorization should state whether or not discretionary voting powers have been given to the proxy.
Section E. Method of Election
Executive Board members for the new fiscal year shall be elected prior to the close of the previous year from a ballot of nominated members, to be published in advance. The Elections Committee shall be responsible for administering the elections as follows:
1) The Elections Committee shall consist of at least three members, a majority of which is not currently serving on the Executive Board. The Vice President shall serve as Chair of this Committee, and have the responsibility of appointing other committee members.
2) The Elections Committee shall select candidates for the Executive Board from among the Full Members of the Grotto, and shall seek prior acceptance of their nominations.
3) The Elections Committee shall present the results of their selection process at the last regular meeting before the elections are to be held. At that meeting, additional nominations may be made from the floor provided that such nominations are seconded and subject to the acceptance of the member so nominated.
4) The Elections Committee shall submit to the Executive Board a written report of the results of their nominating process, including any nominations from the floor.
5) The Elections Committee shall determine the date, time, and place of the elections, as well as the deadline for receiving absentee ballots. These dates shall be publicized to the membership at least 21 days in advance.
6) The Elections Committee shall prepare, distribute and receive ballots, and shall act as tellers for the election. Ballots shall be sent either by regular mail or by electronic means at least 14 days in advance of the deadline for receiving absentee ballots.
7) The Elections Committee shall present the results of the election, and notify those members so elected to the Board. The committee shall also submit a written report of the election results to the Executive Board.
Section F. Appointment of Officers
Upon their election, the incoming Executive Board members shall meet and appoint from among their ranks the Grotto officers of President, Vice President, Secretary and Treasurer. The newly elected Executive Board and Grotto Officers shall take office as of the beginning of the fiscal year.
Section G. Vacancies
In the event of a resignation or release creating a Board vacancy, the Executive Board shall appoint a replacement to complete the term at the next regular meeting. If necessary for the conduct of business before the next regular meeting, the President may appoint a member to assume the vacant office on a temporary basis until the Board can appoint a replacement.
Section H. Impeachment
A Board member may be impeached by the Executive Board for specific and willful infractions of the Constitution, Bylaws of the Grotto, or policies of the JRG or NSS, according to the following:
1) A member, committee or other Board member shall make a motion for impeachment of a Board Member, stating specific infractions.
2) The motion, upon a second, may be debated, but final decision to impeach shall be postponed until the next Executive Board meeting.
3) The accused Board member shall be given notice of the motion at least two weeks in advance of the meeting in which the vote is to be taken, and shall be given ample time and opportunity to defend him or her self before the Board.
4) Final action shall be by secret ballot and will require a two-thirds (2/3) majority vote of the Board.
5) An impeached Board member may be reinstated by a two-thirds (2/3) majority vote of the Board, provided the Board member complies with the requirements of the reinstating action. The vote shall be by secret ballot.
Article IV. Financial
Section A. Fiscal Year
The fiscal year shall begin on January 1st.
Section B. Procurement
The Grotto may acquire real property, including equipment, literature and other materials for use by and on behalf of the membership, with approval of the Executive Board.
Section C. Assessments, Contributions and Fees
No special assessments shall be made against the members. The Executive Board may however solicit voluntary contributions for specific purposes. Fees may be charged to members to cover the cost of special activities, use of Grotto property, special publications or material, or other special services, with the approval of the Executive Board.
Article V. Duties of the Officers
Section A. President
It shall be the duty of the President to:
1) Preside at all meetings.
2) Act as ex-officio member of all committees except the Elections Committee.
3) Represent the Grotto officially in all matters except those that require the assistance of the Treasurer.
4) Make appointments to special committees unless provision is made otherwise in the resolution establishing the committee and to make changes in the committee with the approval of the majority of the committee members.
5) Make appointments to standing committees, to appoint committee chairpersons, and to remove appointees, with approval of the Executive Board.
6) Make arrangements for meetings.
7) Assume the duties of the other officers in their absence until the provisions of the Bylaws can be carried out.
8) Perform such other duties as normally pertaining to this office.
Section B. Vice President
It shall be the duty of the Vice President to:
1) Assist the President as required.
2) Perform the duties of the President in his/her absence or disability.
3) Assume the office of President upon the resignation, release or vacancy of the office.
4) Act as Chair of the Elections Committee.
5) In the event of a long-term absence or disability of the President, without resignation of the President, a vote shall be taken at a Board meeting to decree the absence of the President. The Vice President shall become President upon a majority vote of Board members present (a quorum being present).
6) Perform such other duties as normally pertaining to this office.
Section C. Secretary
It shall be the duty of the Secretary to:
1) Maintain the master Grotto records, including the Constitution and Bylaws, Standing Rules enacted and rescinded, Treasurers reports, proceedings of the meetings, Member-ship Data, Annual Reports and any other such documentation deemed pertinent to the Grotto.
2) Make a record of the proceedings of all meetings of the Grotto, place a copy in the Grotto files, and publish these proceedings to the membership either by the newsletter or by electronic means.
3) Conduct correspondence for the Grotto as directed by the Executive Board.
4) Notify the NSS of changes in officers and other pertinent information, and insure that the Grotto’s Annual Report to the NSS is filed prior to the imposed deadlines.
5) Turn over to the new Secretary all records from the previous years at the first meeting of the fiscal year.
6) Perform such other duties as normally pertaining to this office.
Section D. Treasurer
It shall be the duty of the Treasurer to:
1) Maintain a complete and accurate record of the Grotto finances.
2) Be responsible for all receipts including any and all dues and fees collected.
3) Be responsible for all disbursements, with Executive Board approval.
4) Maintain an accurate accounting of member dues.
5) Provide a report of the financial status of the Grotto at every regular meeting and to have available at all regular meetings complete details of the year's receipts and disbursements.
6) Make a written annual financial report and present the report at the last regular meeting of the fiscal year.
7) Turn over to the new Treasurer all records from the previous years at the first meeting of the fiscal year.
8) Perform such other duties as normally pertaining to this office.
Article VI. Committees
Section A. General
Standing and special committees shall be appointed to execute the work of the Grotto. The committee Chair shall be appointed by the President, subject to the approval of the Executive Board. Each committee Chair shall select the other committee members, if any, and promote the activities of his or her committee. All committees other than the Elections Committee shall operate under the direction of the Executive Board.
Section B. Safety and Techniques Committee
It shall be the duty of the Safety and Techniques Committee to:
1) Promote the Grotto’s Safety Policy.
2) Instruct new members on the principals of cave safety.
3) Encourage safe caving practices and to recommend disciplinary action where necessary to the Executive Board.
4) Present periodic programs on current safety practices.
5) Present a Safety and Techniques Committee report at each regular meeting.
6) Oversee maintenance and inventory of Grotto rescue gear.
7) Submit a written report to the Executive Board upon request.
8) The Safety and Techniques Committee Chair shall represent the Grotto before the NSS on issues pertaining to cave safety.
Section C. Conservation Committee
It shall be the duty of the Conservation Committee to:
1) Promote the NSS Conservation Policy within the Grotto.
2) Instruct new members on the principles of cave conservation.
3) Encourage projects and better practices in cave conservation and to report violations of the Conservation Policy to the Executive Board.
4) Present periodic programs pertaining to cave conservation.
5) Present a Conservation Committee report at each regular meeting.
6) Submit a written report to the Executive Board upon request.
7) The Conservation Committee Chair shall represent the Grotto before the NSS on issues pertaining to cave conservation.
Section D. Membership Committee
It shall be the duty of the Membership Committee to:
1) Actively promote the Grotto and seek interested individuals expressing interest in the Grotto’s Purpose.
2) Provide timely membership updates to the Secretary for distribution to the members, but not externally published.
3) Greet visitors at Grotto meetings and insure that visitors are provided literature and other information pertaining to the Grotto.
4) Follow up with visitors and other prospective members and encourage membership with the JRG.
5) Encourage new and standing members to seek membership in the NSS.
6) Present a Membership Committee report at each regular meeting.
7) Submit a written report to the Executive Board upon request.
Section E. Elections Committee
It shall be the duty of the Elections Committee to:
1) Administer the annual Executive Board elections for the Grotto in accordance with the Method of Election as enumerated in Article III Section E of the Bylaws.
2) Submit written reports to the Board as specified in the Bylaws.
3) Administer any other special elections that are required.
Article VII. Web Site and Publications
Section A. Grotto Website
The Grotto will promote its projects, trips, members and other activities publicly through its web site, “www.jamesrivergrottova.weebly.com”. The website will contain material of scientific, technical and of other interest to the Grotto members. The maintenance and journalistic style of the website shall be at the discretion of the webmaster, as overseen by the Executive Board.
Section B. Special Publications
The Grotto is empowered to issue and distribute special publications, subject to regulations governing the subject matter, publication dates, sales, and distribution as prescribed by the Executive Board.
Article VIII. Non-Profit Organization
The James River Grotto is a non-profit organization. No part of the net earnings of the Grotto shall inure to the benefit of or be distributable to its members, trustees, officers, or other private persons, except that the Grotto shall be authorized and empowered to pay reasonable compensation for services rendered, and to make payments and distribution in furtherance of the purposes set forth in the constitution of the Grotto.
No substantial part of the activities of the Grotto shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the Grotto shall not participate in, intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of these bylaws, the Grotto shall not carry on any other activities not permitted by:
1) a corporation exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code of 1954 (or the corresponding provisions of any future U.S. Internal Revenue law) or
2) a corporation, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code of 1954 (or the corresponding provision of any future U.S. Internal Revenue law).
Article IX. Amendments
Amendments to the Bylaws may be proposed either by the Executive Board or by a petition of twenty (20) percent of the membership. Adoption of such amendments at any regular meeting of the Grotto shall require a two-thirds (2/3) majority vote of the members voting, a quorum being present, consistent with the following:
1) The proposed amendment was introduced at the preceding regular meeting.
2) Prior written notice of the proposed amendment was made to the entire active membership via regular mail or electronic means at least 21 days prior to the vote.
3) Provisions were made to accept and include absentee votes.
Top of Form
Article I. Name
The name of the organization shall be the James River Grotto of the National Speleological Society.
Article II. Purpose
The purpose of the Grotto shall be to promote interest in and to advance in any and all ways the study and science of speleology, to promote protection of caves and their natural contents and safety in their exploration, and to promote fellowship among those with interest therein, particularly in the vicinity in and around Lynchburg, Virginia.
Article III. Membership
Membership shall be open to anyone interested in the science of speleology.
Full membership is restricted to members of the National Speleological Society (NSS).
Article IV. Meetings
Executive Board and Regular meetings of the Grotto shall be held at such times and places as determined by the Executive Board.
Article V. Executive Board
An Executive Board consisting of seven (7) Full Members shall govern the Grotto. The Executive Board shall appoint the four Grotto officers, including President, Vice-President, Secretary, and Treasurer.
Article VI. Committees
Standing committees of the Grotto shall include the Safety & Techniques Committee, the Conservation Committee, the Membership Committee, the Education Committee, and the Elections Committee. The Executive Board may establish special ad hoc committees as deemed necessary. The President shall appoint committee chairpersons subject to the approval of the Executive Board.
Article VII. Dissolution
Upon dissolution of this Grotto, any and all JRG and NSS property shall revert to the NSS.
Article VIII. Precedence
The Constitution and Bylaws of the NSS shall be binding upon the JRG. Any action inconsistent therewith by the JRG shall be null and void.
Article IX. Bylaws
The Constitution of the James River Grotto and its provisions shall be carried out in accordance with the Bylaws of the Grotto.
Article X. Amendments
Amendments to the Constitution may be proposed either by the Executive Board or by a petition of twenty (20) percent of the membership. Adoption of such amendments at any regular meeting of the Grotto shall require a two-thirds (2/3) majority vote of the members voting, a quorum being present, consistent with the following:
- The proposed amendment was introduced at the preceding regular meeting.
- Prior written notice of the proposed amendment was made to the entire active membership via regular mail or electronic means at least 21 days prior to the vote.
- Provisions were made to accept and include absentee votes.
JRG BYLAWS
Article I. Membership
Section A. General
Applications for membership in the Grotto shall be in writing and shall be accompanied by dues as specified herein, and shall contain a statement signed by the applicant indicating support for the goals of the Grotto and its conservation policies. Applicants shall also require the sponsorship of a Full or Associate Grotto member in good standing.
Section B. Membership Classification
There shall be three classes of members, as follows:
- Full Member – Full Members will be dues payers in the Grotto that maintain a current membership in the NSS. These members shall have full voting rights and are among those eligible to hold JRG office.
- Associate Member – Associate Members will be dues payers in the Grotto, without current membership in the NSS. These members shall have full voting rights but are not eligible to hold JRG office.
- Educational Member – Educational membership refers to educational institutions. Non-voting membership privileges are to be extended to students who are active members of cave clubs or outdoor programs related to the academic institution. Educational programs must submit a roster of student members each year. Educational membership allows for the members of the student group to attend meetings and cave trips. Individual students who wish to become full members of the grotto must also pay the appropriate dues and become members of the NSS.
Persons under the age of eighteen (18) are considered to be minors and shall only be allowed membership in the Grotto if a parent or legal guardian is also a member. Minors must be accompanied by a member parent/guardian on caving trips or other hazardous activities due to the inherent risk of injury associated therewith. Minors are not eligible to hold JRG office.
Section D. Dues
Dues shall be established by the Executive Board, and may be discounted or prorated, as deemed appropriate by the Board. Member dues are payable annually at or before the first regular meeting of the new fiscal year. New member dues shall accompany the membership application. Membership shall be terminated for non-payment of dues by the end of the first quarter of the fiscal year. Following termination, a member may be reinstated only after dues for the entire year have been paid in full.
There shall be four types of membership, with regard to applicable dues, as follows:
- Individual Membership – Applicable dues are for the membership of a single person.
- Family Membership – The Board may establish reduced dues for spouses and/or dependents residing in the same household as an individual member in good standing.
- Honorary Membership – Honorary Members may be recognized at the discretion of the Grotto for their outstanding achievements or contributions to the Grotto or to the interests thereof. Dues shall be waived for Honorary Members.
- Educational Membership – Educational membership dues must be paid by the institution for the student members. The institution must also provide an updated roster of student members each year.
A member may be admonished, censured, or expelled from the Grotto according to this process:
1. A motion shall be made by a member or committee stating a need for disciplinary action against a member because of:
Willful misuse of Grotto or NSS property or facilities, or
Willful disregard of the safety of themselves and/or of others while participating in a Grotto or NSS activity, or
Conduct detrimental to the Grotto and/or the NSS
2. The motion, upon a second, may be debated, but final action shall be postponed until the next regular meeting.
3. The accused member shall be given notice of the motion at least two weeks in advance of the meeting in which the vote is to be taken, and shall be given ample time and opportunity to defend him or her self before the Grotto.
4. Final action shall be by secret ballot and will require a two-thirds (2/3) majority of those members present at a regular meeting.
5. An expelled member may be reinstated by a two-thirds (2/3) majority of those present at a regular meeting, provided the member complies with all requirements of the reinstating motion. The vote shall be by secret ballot.
6. A student whose membership in the Grotto is through a school’s Educational Membership may be admonished, censured, or expelled from the Grotto according to the aforementioned process. If circumstances dictate, the Educational Membership for the institution may also be revoked.
Article II. Meetings and Quorum
Section A. General
Executive Board, regular and any special meetings of the Grotto shall be convened at such dates, times and places as designated by the Executive Board, and communicated to the members in advance. Regular members may attend Executive Board Meetings, and shall be heard if so recognized by the presiding officer, but they shall have no vote on Board matters.
Section B. Quorum
1) There shall be present at least four (4) Executive Board members, either in person or by proxy, to constitute a quorum for conducting business at Executive Board meetings.
2) There shall be present at least four (4) Executive Board members and an additional ten (10) percent of the total membership constitute a quorum for conducting ordinary business at regular and special Grotto meetings.
Section C. Parliamentary Authority
All business shall be conducted in accordance with Robert's Rules of Order (Revised) as deemed necessary.
Article III. Executive Board
Section A. Governing Authority
The Executive Board shall have authority to manage the business of the Grotto, to raise and disburse funds in a manner consistent with the Bylaws of the Grotto and NSS policies, and to perform all other necessary functions.
Section B. Standing Rules
The Executive Board shall have the power to establish, amend or rescind Internal Policies for the Grotto, with or without the voting consent of the membership at large. All such actions shall be presented to the membership at a regular or called meeting of the Grotto, and communicated to the entire membership thereafter. Any decision or action of the Executive Board may be overruled by a two-thirds (2/3) majority vote of the Grotto membership.
Section C. Board Member Responsibilities
As a duly elected representative of the Grotto, it is the responsibility of each Executive Board Member to attend and participate in Grotto business meetings, either regular or called. The Executive Board may move for impeachment of any Board Member who, without just cause, consistently or willfully disregards this responsibility, according to the process in Section H.
Section D. Proxy
Any member of the Executive Board may appoint a member of the Grotto to act as a proxy for him or her at a meeting that cannot be attended. Proxy may act at one meeting for only one Executive Board Member. The Executive Board member must notify the presiding officer either directly or in writing before the proxy will be allowed to serve, and authorization should state whether or not discretionary voting powers have been given to the proxy.
Section E. Method of Election
Executive Board members for the new fiscal year shall be elected prior to the close of the previous year from a ballot of nominated members, to be published in advance. The Elections Committee shall be responsible for administering the elections as follows:
1) The Elections Committee shall consist of at least three members, a majority of which is not currently serving on the Executive Board. The Vice President shall serve as Chair of this Committee, and have the responsibility of appointing other committee members.
2) The Elections Committee shall select candidates for the Executive Board from among the Full Members of the Grotto, and shall seek prior acceptance of their nominations.
3) The Elections Committee shall present the results of their selection process at the last regular meeting before the elections are to be held. At that meeting, additional nominations may be made from the floor provided that such nominations are seconded and subject to the acceptance of the member so nominated.
4) The Elections Committee shall submit to the Executive Board a written report of the results of their nominating process, including any nominations from the floor.
5) The Elections Committee shall determine the date, time, and place of the elections, as well as the deadline for receiving absentee ballots. These dates shall be publicized to the membership at least 21 days in advance.
6) The Elections Committee shall prepare, distribute and receive ballots, and shall act as tellers for the election. Ballots shall be sent either by regular mail or by electronic means at least 14 days in advance of the deadline for receiving absentee ballots.
7) The Elections Committee shall present the results of the election, and notify those members so elected to the Board. The committee shall also submit a written report of the election results to the Executive Board.
Section F. Appointment of Officers
Upon their election, the incoming Executive Board members shall meet and appoint from among their ranks the Grotto officers of President, Vice President, Secretary and Treasurer. The newly elected Executive Board and Grotto Officers shall take office as of the beginning of the fiscal year.
Section G. Vacancies
In the event of a resignation or release creating a Board vacancy, the Executive Board shall appoint a replacement to complete the term at the next regular meeting. If necessary for the conduct of business before the next regular meeting, the President may appoint a member to assume the vacant office on a temporary basis until the Board can appoint a replacement.
Section H. Impeachment
A Board member may be impeached by the Executive Board for specific and willful infractions of the Constitution, Bylaws of the Grotto, or policies of the JRG or NSS, according to the following:
1) A member, committee or other Board member shall make a motion for impeachment of a Board Member, stating specific infractions.
2) The motion, upon a second, may be debated, but final decision to impeach shall be postponed until the next Executive Board meeting.
3) The accused Board member shall be given notice of the motion at least two weeks in advance of the meeting in which the vote is to be taken, and shall be given ample time and opportunity to defend him or her self before the Board.
4) Final action shall be by secret ballot and will require a two-thirds (2/3) majority vote of the Board.
5) An impeached Board member may be reinstated by a two-thirds (2/3) majority vote of the Board, provided the Board member complies with the requirements of the reinstating action. The vote shall be by secret ballot.
Article IV. Financial
Section A. Fiscal Year
The fiscal year shall begin on January 1st.
Section B. Procurement
The Grotto may acquire real property, including equipment, literature and other materials for use by and on behalf of the membership, with approval of the Executive Board.
Section C. Assessments, Contributions and Fees
No special assessments shall be made against the members. The Executive Board may however solicit voluntary contributions for specific purposes. Fees may be charged to members to cover the cost of special activities, use of Grotto property, special publications or material, or other special services, with the approval of the Executive Board.
Article V. Duties of the Officers
Section A. President
It shall be the duty of the President to:
1) Preside at all meetings.
2) Act as ex-officio member of all committees except the Elections Committee.
3) Represent the Grotto officially in all matters except those that require the assistance of the Treasurer.
4) Make appointments to special committees unless provision is made otherwise in the resolution establishing the committee and to make changes in the committee with the approval of the majority of the committee members.
5) Make appointments to standing committees, to appoint committee chairpersons, and to remove appointees, with approval of the Executive Board.
6) Make arrangements for meetings.
7) Assume the duties of the other officers in their absence until the provisions of the Bylaws can be carried out.
8) Perform such other duties as normally pertaining to this office.
Section B. Vice President
It shall be the duty of the Vice President to:
1) Assist the President as required.
2) Perform the duties of the President in his/her absence or disability.
3) Assume the office of President upon the resignation, release or vacancy of the office.
4) Act as Chair of the Elections Committee.
5) In the event of a long-term absence or disability of the President, without resignation of the President, a vote shall be taken at a Board meeting to decree the absence of the President. The Vice President shall become President upon a majority vote of Board members present (a quorum being present).
6) Perform such other duties as normally pertaining to this office.
Section C. Secretary
It shall be the duty of the Secretary to:
1) Maintain the master Grotto records, including the Constitution and Bylaws, Standing Rules enacted and rescinded, Treasurers reports, proceedings of the meetings, Member-ship Data, Annual Reports and any other such documentation deemed pertinent to the Grotto.
2) Make a record of the proceedings of all meetings of the Grotto, place a copy in the Grotto files, and publish these proceedings to the membership either by the newsletter or by electronic means.
3) Conduct correspondence for the Grotto as directed by the Executive Board.
4) Notify the NSS of changes in officers and other pertinent information, and insure that the Grotto’s Annual Report to the NSS is filed prior to the imposed deadlines.
5) Turn over to the new Secretary all records from the previous years at the first meeting of the fiscal year.
6) Perform such other duties as normally pertaining to this office.
Section D. Treasurer
It shall be the duty of the Treasurer to:
1) Maintain a complete and accurate record of the Grotto finances.
2) Be responsible for all receipts including any and all dues and fees collected.
3) Be responsible for all disbursements, with Executive Board approval.
4) Maintain an accurate accounting of member dues.
5) Provide a report of the financial status of the Grotto at every regular meeting and to have available at all regular meetings complete details of the year's receipts and disbursements.
6) Make a written annual financial report and present the report at the last regular meeting of the fiscal year.
7) Turn over to the new Treasurer all records from the previous years at the first meeting of the fiscal year.
8) Perform such other duties as normally pertaining to this office.
Article VI. Committees
Section A. General
Standing and special committees shall be appointed to execute the work of the Grotto. The committee Chair shall be appointed by the President, subject to the approval of the Executive Board. Each committee Chair shall select the other committee members, if any, and promote the activities of his or her committee. All committees other than the Elections Committee shall operate under the direction of the Executive Board.
Section B. Safety and Techniques Committee
It shall be the duty of the Safety and Techniques Committee to:
1) Promote the Grotto’s Safety Policy.
2) Instruct new members on the principals of cave safety.
3) Encourage safe caving practices and to recommend disciplinary action where necessary to the Executive Board.
4) Present periodic programs on current safety practices.
5) Present a Safety and Techniques Committee report at each regular meeting.
6) Oversee maintenance and inventory of Grotto rescue gear.
7) Submit a written report to the Executive Board upon request.
8) The Safety and Techniques Committee Chair shall represent the Grotto before the NSS on issues pertaining to cave safety.
Section C. Conservation Committee
It shall be the duty of the Conservation Committee to:
1) Promote the NSS Conservation Policy within the Grotto.
2) Instruct new members on the principles of cave conservation.
3) Encourage projects and better practices in cave conservation and to report violations of the Conservation Policy to the Executive Board.
4) Present periodic programs pertaining to cave conservation.
5) Present a Conservation Committee report at each regular meeting.
6) Submit a written report to the Executive Board upon request.
7) The Conservation Committee Chair shall represent the Grotto before the NSS on issues pertaining to cave conservation.
Section D. Membership Committee
It shall be the duty of the Membership Committee to:
1) Actively promote the Grotto and seek interested individuals expressing interest in the Grotto’s Purpose.
2) Provide timely membership updates to the Secretary for distribution to the members, but not externally published.
3) Greet visitors at Grotto meetings and insure that visitors are provided literature and other information pertaining to the Grotto.
4) Follow up with visitors and other prospective members and encourage membership with the JRG.
5) Encourage new and standing members to seek membership in the NSS.
6) Present a Membership Committee report at each regular meeting.
7) Submit a written report to the Executive Board upon request.
Section E. Elections Committee
It shall be the duty of the Elections Committee to:
1) Administer the annual Executive Board elections for the Grotto in accordance with the Method of Election as enumerated in Article III Section E of the Bylaws.
2) Submit written reports to the Board as specified in the Bylaws.
3) Administer any other special elections that are required.
Article VII. Web Site and Publications
Section A. Grotto Website
The Grotto will promote its projects, trips, members and other activities publicly through its web site, “www.jamesrivergrottova.weebly.com”. The website will contain material of scientific, technical and of other interest to the Grotto members. The maintenance and journalistic style of the website shall be at the discretion of the webmaster, as overseen by the Executive Board.
Section B. Special Publications
The Grotto is empowered to issue and distribute special publications, subject to regulations governing the subject matter, publication dates, sales, and distribution as prescribed by the Executive Board.
Article VIII. Non-Profit Organization
The James River Grotto is a non-profit organization. No part of the net earnings of the Grotto shall inure to the benefit of or be distributable to its members, trustees, officers, or other private persons, except that the Grotto shall be authorized and empowered to pay reasonable compensation for services rendered, and to make payments and distribution in furtherance of the purposes set forth in the constitution of the Grotto.
No substantial part of the activities of the Grotto shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the Grotto shall not participate in, intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of these bylaws, the Grotto shall not carry on any other activities not permitted by:
1) a corporation exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code of 1954 (or the corresponding provisions of any future U.S. Internal Revenue law) or
2) a corporation, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code of 1954 (or the corresponding provision of any future U.S. Internal Revenue law).
Article IX. Amendments
Amendments to the Bylaws may be proposed either by the Executive Board or by a petition of twenty (20) percent of the membership. Adoption of such amendments at any regular meeting of the Grotto shall require a two-thirds (2/3) majority vote of the members voting, a quorum being present, consistent with the following:
1) The proposed amendment was introduced at the preceding regular meeting.
2) Prior written notice of the proposed amendment was made to the entire active membership via regular mail or electronic means at least 21 days prior to the vote.
3) Provisions were made to accept and include absentee votes.
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