BY LAWS OF THE FLORIDA MARINE AQUARIUM SOCIETY
ARTICLE I: BOARD OF DIRECTORS
The Board of Directors shall consist of all elected officers, the President of the previous year, and the appointed cabinet.
A quorum to conduct business shall consist of:
- Ten (10) Board members or one third (1/3) of the Board, whichever is less, inclusive of two elected positions;
- A two thirds (2/3) vote of those present shall be necessary in order to enact each item of business.
The Board of Directors shall have the power to fill all vacancies occurring within its ranks during the Calendar Year in accordance with Article VII,
A quorum of the Board shall have the power to remove any other Board member in the event that their consensus opinion is that that individual is not appropriately or efficiently carrying out the duties of that position.
No member of the Club may act as an agent for the Club or the Board of Directors without the consent of two-thirds (2/3) of the Board of Directors as recorded in the Board minutes.
ARTICLE II: DUTIES OF OFFICERS
The President shall preside at meetings, sign documents, and be an advisory member of each committee.
The Vice-President shall, in the absence of the President, act as the presiding officer and shall be the Program Chairman. The Vice-President shall be an honorary member of all committees, and shall be informed of any business of said committees so that s/he may present it to the Board in the absence of a committee chairperson. The Vice-President will procure guest speakers for monthly meetings. It is the obligation of every committee chairperson to contact the Vice-President, if s/he will be unable to attend and routine monthly meeting and to give their report to the Vice-President to present at said meeting.
It shall be the responsibility of the Recording Secretary to inscribe the proceedings of all meetings and to be prepared to read those specified records when requested. This office requires the maintenance of club records, excepting those designated to other officers. When the President and Vice-President are absent at any meeting, this Officer shall preside. Copies of the minutes for each past Calendar Year shall be deposited with the incoming President. Minutes for each board meeting will be distributes by the Secretary to each Board Member prior to the next scheduled meeting (to allow for review).
The Treasurer shall keep in order financial records and/or books and tender by check recognized expenses incurred by the Club. Checks shall be signed by two elected officials. The Treasurer is required to present, immediately prior to the Fiscal Year (the Fiscal Year is defined as January 1 through December 31), all financial records to the person(s) specified by the Board of Directors for audit and shall include a written statement of the financial condition of the Club. Audit shall be done by an independent accountant. The Treasurer shall present a monthly financial statement to the Board of Directors and also at any time at the request of the President.
The Editor of the Newsletter shall be in charge of any material directed to that office for printing and/or publication. The Editor shall include all items as decided by the Board in the Newsletter.
The Membership Chairman is empowered to accept membership applications and dues, which shall be forwarded to the Treasurer. The Membership Chairman is also required to keep a record of all members and their status, maintain current membership roster, and have membership cards available for the new members to pick up at the next routine monthly meeting. Dues will be turned over to the Treasurer with name, type of membership, and payment method. Updated member roster including name, address, phone, email will be forwarded to the President, Secretary, Treasurer and Newsletter Chairperson monthly.
The Show Chairman shall supervise all phases of the Annual Show and appoint all committees for that show.
The Field Trip Chairman shall plan collecting trips and special outings. The Chairman shall also maintain a written record of all trips (dates, members attending, costs, fees collected) and provide this record to the Secretary and the Treasurer at the meeting immediately following each trip.
The Parliamentarian shall serve as the Chairman of the Committee on By Laws and will insure meetings are conducted in accordance with correct parliamentary procedure as set forth in the most current revision of Roberts Rules of Order?
The Historian shall be in charge of keeping records of the Society’s history, including newsletters.
The Librarian shall be in charge of the books and reference materials owned by the Society. It shall be the responsibility of the Librarian to maintain a current inventory and s/he shall account to the President for all materials placed in his/her custody prior to leaving office.
The Raffle Chairman shall arrange for the monthly prizes and shall be in charge of the distribution of raffle prize tickets. This Chairman is to be allocated funds for the purchase of raffle prizes, the sum of which is to be set by the Board of Directors. The proceeds from the sale of raffle tickets are to be placed in the hands of the Society’s Treasurer, after being verified by two officials. The start and end number of tickets used shall also be provided to the treasurer.
Other positions, as directed by the Executive Board shall be appointed, shall maintain records as necessary and shall have voting privileges.
ARTICLE III: MEMBERSHIP
Application for membership in this Society shall be in writing on an official membership form accompanied by dues and presented to the Membership Chairman. Dues and a copy of application information are to be given to the Treasurer in accordance with standard bookkeeping practices.
Active members are eligible to hold office and vote. Only two adults in each family membership are allowed voting privileges.
Complimentary current year membership shall be bestowed by a two-thirds (2/3) vote of the Board upon those whom the Board wishes to recognize.
An Honorary Lifetime Membership may be conferred, by a two-thirds (2/3) vote of the board, on those whom the Board wishes to recognize for outstanding achievements and/or outstanding services to the Society.
A Lifetime Membership shall be conferred upon each incoming President.
A member shall be considered commercial if s/he earns fifty percent (50%) or more of his/her income by working for a retail or wholesale establishment that sells tropical fish or equipment, or someone who owns such an establishment.
An applicant for Commercial Membership may submit an application form accompanied by dues to the Membership Chairman. Commercial members may not hold office or vote.
Commercial members may not solicit at the General Meetings.
Membership dues will be evaluated by the Board of Directors each year and adjusted when necessary. Membership is renewed annually in January of the New Year. Members joining the club between July and December shall pay half the current membership rate.
Members whose dues are not paid within sixty (60) days of the month of expiration will be removed from the membership roster with loss of rights and privileges of membership in the Society.
No applicant shall be deprived of membership without a two-thirds (2/3) vote of the Board of Directors.
ARTICLE IV: NOMINATING COMMITTEE
The Nominating Committee shall be activated no less than two (2) months prior to the elections and the Chairman shall report its recommendations at the regular meeting one (1) month prior to elections. Two members (not including the current President) of the three person nominating committee shall be randomly selected each year from that year Board of Directors. Those two (2) shall then appoint a third (3) member from the general membership to serve on that committee.
ARTICLE V: PARLIAMENTARY AUTHORITY
The rules contained in the most current revision of Roberts Rules of Order shall govern the Society in all cases in which said rules are applicable and not in conflict with the constitution, By Laws or special rules or orders of the Society.
All maters not herein expressly covered by the Constitution and/or By Laws are hereby delegated to the Board of Directors.
ARTICLE VI: AMENDMENTS
The committee on By Laws shall present any proposed changes to the Board of Directors at any Board Meeting. The proposed changes, if approved by the Board, shall be printed in the official Society Newsletter (Under the Surface), and then presented to the General Membership for approval and ratification.
A two-thirds (2/3) majority of members present and voting shall be required to pass these changes at a General Meeting.
