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GCAS By-Laws


Greater Cincinnati Aquarium Society


Article I. Name
This Society shall be known as: Greater Cincinnati Aquarium Society.

Article II. Officers and Their Duties
Section 1. President
A. It shall be the duty of the President to preside over all meetings at which he or she is present and to perform all duties pertaining to his or her office.

Section 2. Vice President
A. In the absence of the President, the Vice President shall perform the duties of the President.
B. If the President leaves office before the expiration of the current term, the Vice President shall assume the office for the remainder of the term. The Executive Board shall appoint a new Vice-President. The appointee will take office once approved by the general membership at the next general meeting.

Section 3. Secretary
A. In addition to his or her regular understood duties, it shall be the duty of the Secretary to keep and record the minutes of the Society and all its Executive Board meetings.
B. The Secretary shall be responsible for the notification of members about regular meetings and special meetings and conduct correspondence with other societies.
C. The Secretary shall have on hand for reference at all meetings a copy of "Robertís Rules of Order".

Section 4. Treasurer
A. In addition to his or her regular understood duties, the Treasurer shall receive and keep the funds of this Society in checking and other accounts designated by the Executive Board and pay out same according to the laws of the Society.
B. He or she shall make a quarterly report of all receipts and disbursements.
C. He or she shall make cash disbursements as necessary, provided that such disbursements do not exceed the sum of Two Hundred Fifty Dollars ($250), for the period between one regular meeting and the next.
D. Disbursements of over Two Hundred and Fifty Dollars ($250) must be approved by the majority of the Executive Board.
E. The President or Treasurer shall sign all checks.
F. The Treasurer shall submit a detailed yearly summary of income and expenses at the January Executive Board meeting.

Section 5. Members at Large
A. There may be up to six (6) Members at Large, each having one vote at Executive Board meetings.
B. The Members at Large shall represent club members at Board meetings. They shall assist the officers and committee members and provide assistance to the club and Executive Board as requested.

Article III. Executive Board
The Executive Board shall consist of the Officers, Members-at-Large, and Committee Chairpersons.

Article IV. Duties of the Executive Board
Section 1.
The Executive Board is the governing body of GCAS. The Board is responsible for the management of the society as well as planning all activities.

Section 2.
The Executive Board is responsible for the financial management of the society and shall execute an annual audit of the Treasurerís books and report thereon at the following regular meeting.

Section 3.
The Executive Board shall approve, amend, or reject the minutes and other reports.

Section 4.
The Executive Board is responsible to the general membership to further the societyís purpose as per Article 2 of the Constitution.

Section 5.
All Executive Board members are required to attend the Board meetings.

Section 6.
Executive Board members must, whenever feasible, give at least thirty days notice that they are intending to resign. The President shall appoint a replacement within thirty days. The said appointment shall be for the remainder of that term of office.

Article V. Expulsion or Removal from Office
A. For removal of Officers, Members-at-Large, or Committee Chairpersons the following conditions shall constitute grounds for removal from office:
a. Unexcused absence from an Executive Board meeting.
b. Absence at more than two-thirds of all regular meetings.
c. Mishandling of society funds or property.
d. Conduct which in any way shall be deemed detrimental to the society.
B. Any Officer may call a special meeting of the Executive Board where the charges will be discussed and removal voted on. A majority vote shall prevail.

Article VI. Election of Officers
Section 1.
All Officers and Members At Large shall be elected by ballot or show-of-hands at the meeting in November and shall assume office on January 1 of the following year.

Section 2.
Members shall not be eligible for office until they have been an active member for at least one year.

Section 3.
Should an Officer resign before new elections are held, the Executive Board shall appoint a member in good standing to temporarily assume the office. A vote will be held at the next regular meeting to approve the nomination.

Section 4.
Nominations from the floor will be accepted at the September meeting only.

Section 5.
If two members run for the same office and each receive the same number of votes, the President shall cast the deciding ballot.

Section 6.
If more than two members run for the same office and a tie exists, a run-off among those tied shall take place. If the winner still cannot be determined, the President shall cast the deciding ballot.

Article VII Membership
Section 1
There shall be three (3) classes of membership.
A. Individual
Any individual sixteen (16) years of age and older may be a member of this Society. Each Individual Member shall have one vote.
B. Family
A Family Membership consists of parent(s) or domestic partners and their children under sixteen (16) years of age. A Family Membership is entitled to no more than two votes, as long as there are two family members present at the time of the voting.
C. Junior
A member under the age of sixteen (16) attending meetings on his or her own. Such membership requires written approval by a parent or Guardian. A Junior Membership does not have a vote.

Section 2. Voting
A. Only members in good standing shall be eligible to vote.
B. Voting may be made by show-of hands or secret ballot.

Section 3. Discipline
Any member not acting in the best interests of the Society may be dropped from the membership rolls and discharged by a two-thirds vote of the membership present at a regular meeting. A member making such a charge against another member must present his/her case to the Executive Board where it will be reviewed and thereupon presented to the general membership at a regular meeting for a decision.

Article VIII. Dues
Section 1.
A. Dues shall be paid at the beginning of the calendar year.
B. The actual amount of dues shall be determined by the Executive Board and reviewed annually.
Current dues will be posted on the website and in Fincinnati.

Section 2.
Any member who is delinquent ninety (90) days in paying his or her dues will be notified. There will be a period of thirty (30) days to pay his/her dues. If not paid, the member may be dropped from membership.

Section 3.
Dues may be changed as necessary by a majority vote of the Executive Board.

Article IX. Committees
Section 1.
All committee chairpersons shall have one vote at Executive Board meetings regardless of the number of committees chaired or positions held.

Section 2.
Committees may include and not limited to the following:
A. Membership Committee
Keeps an updated mailing list and generates mailing labels as needed. Keeps a record of all membership applications and notifies members when dues must be paid. Keeps a record of all guests that attend the Societyís meetings or functions for possible mailings.
B. Publicity and Marketing Committee
Responsible for advertising special events and club activities. Acts as the contact person for magazines and local newspapers and keeps a list of contacts for future reference. Greets new members and visitors at each monthly club meeting. Sends out information to those people who are interested in the Society.
C. Club Liaison and Exchange Committee
Receives newsletters from other clubs. Keeps the membership informed of outside club activities when necessary. Forwards GCAS announcements to other clubs.
D. Fincinnati Editor
Receives articles and puts together the format for Fincinnati. Mails or posts on the website the Fincinnati according to schedule.

E. Programs Committee
Contacts, schedules, and arranges transportation, housing, and meals for guest speakers for monthly meetings. Keeps a list of potential speakers for future reference. Is prepared with an alternate speaker in the event of a cancellation. Researches and schedules speakers based on feedback from the general membership. Advises the Fincinnati Editor of scheduled speakers for publication.
F. Breeders Award Program (BAP) Committee
Keeps a record of all fish submitted for BAP points and membersí accumulation of such. Signs in fish and other items at meetings for auction. Uses judgment and knowledge of fish to accept/reject any fish. Submits BAP standings to the Fincinnati Editor for publication. Ensures that BAP regulations are followed at all times. Purchases BAP awards.
G. Horticultural Award Program (HAP)
Keeps a record of all aquatic plants submitted for HAP points and members accumulation of such. Signs in plants and other items at meetings for auction. Uses judgment and knowledge to accept/reject any plant. Submits HAP standings to the Fincinnati Editor for publication. Ensures that all HAP regulations are followed. Purchases HAP awards.
H. Constitution and By-laws Committee
Receives from any member any suggested changes and presents them to the Executive Board. Recommends to the Executive Board any changes, which will increase the effectiveness of the activities of the Society. Keeps a copy of the Constitution and By -laws readily available.
I. Sunshine Committee
Sends flowers, cards, gifts on behalf of the Society.
J. Website Committee
The Webmaster shall maintain the Website and keep it up-to-date. The Webmaster shall make changes in content as needed or as recommended by the President and/or Executive Board.
K. Pet Store Liaison
Keeps a list of pet stores. Contacts stores to promote and advertise the Activities of GCAS. Distributes flyers and other information. Solicits advertisements and donations when required.
L. Sales Committee
Sells club merchandise at auctions, shows, and other functions as designated by the Executive Board.
M. Auction Committee
Shall be responsible for all auction planning, including but not limited to, conducting the auction, and recruiting volunteers

Section 3.
The President shall appoint all committee chairpersons. The President with the approval of the Executive Board may replace chairpersons.

Section 4.
The President shall have the authority to appoint a Co-Chairperson to any committee.

Section 5.
The President shall have the authority to appoint a temporary committee. The purpose and duration of the committee must be clearly stated.

Section 6.
All committee chairpersons must submit a report at the annual Executive Board meeting. If the Chairperson cannot attend the meeting, the report may be submitted by proxy or to the President before the meeting.

Article X. Fiscal Year
The fiscal year of the society shall be January 1 through December 31.

Article XI. Compensation of Members and Executive Board
No part of the net earnings of the society shall inure to the benefit of or be distributable to its members, Executive Board, or other private persons, except that the society shall be authorized and empowered to pay reasonable compensation for services rendered or expenses incurred. Such compensation shall be approved by the Executive Board.

Article XII Alterations and Amendments
Alterations and amendments to the By-laws may be made at a regular meeting, provided that such changes are published before the meeting, and also provided that said change is confirmed by a twothirds vote of the members present at the meeting .Any alterations or amendments must first be approved by the Executive Board.

Article XIII Parliamentary Authority
The rules contained in "Roberts Rules of Order" shall govern the Society in all cases to which they are applicable, and in which they are not inconsistent with the by -laws or special rules of order of this Society.

Effective Date: January 1, 2011
Janet Benes