Northwest Paleontological Association Bylaws
Revised May 27, 2018
Northwest Paleontological Association – Mission Statement
To advance the science of paleontology. To explore, understand, and preserve the paleontological heritage of Washington State and the Pacific Northwest. To support the collaborative efforts of amateur and professional paleontologists. To provide education for the community.
ARTICLE I – MEMBERSHIP
Section A – General Membership
General Members in good standing are eligible to participate in Association activities.
Section B – Family Membership
Family is defined as “a member, a member’s spouse, domestic partner, legal guardian, son, or daughter. All family members over the age of 18 have voting rights.
Section C – Student Membership
Student members are full time students. They have all the privileges and responsibilities of a General member.
Section D – Junior Membership
Junior members are those under the age of 18. Junior members do not have voting rights.
Section E – Honorary Membership
Nomination for honorary membership shall be presented to the membership and shall be conferred by majority vote.
Section F – Application for Membership
Applications shall be in writing or on a printed form provided by the Association. The form shall state the conditions of application, be signed by the applicant, and be submitted to the Membership Committee. The Membership Committee has the right to review all applications. If approved by the Committee, the applicant shall be notified and, upon payment of the applicable current dues, shall become a member.
Any applications from persons under the age of 18 must be co-signed by a parent or legal guardian and have a General Member as a sponsor. The parent, legal guardian, or sponsor must be a member of the Association prior to the approval of the application and shall hold this Association, its officers and members free of any responsibilities for the Junior Member or his/her actions. If someone other than the parent or legal guardian is the sponsor, a written waiver from the parent or legal guardian must accompany the application. The sponsor accepts full responsibility for the Junior Member during Association activities.
ARTICLE II – DUES
Section A – General
Annual membership dues will be determined by the membership on a yearly basis.
General (individual) membership $30, Family membership $50, and Student membership $10.
Honorary members are exempt from dues for the lifetime of the honorary member.
Dues shall provide for membership for one full calendar year and are payable on January 1 of that calendar year.
Dues not paid by March 1st are considered delinquent, and the Membership Chairperson will send a notice of delinquency.
Applicants accepted for membership after June 30 will pay one-half regular annual dues and will be considered a member of the Association for the remainder of that calendar year.
ARTICLE III – LIST OF OFFICERS AND DUTIES
Section A – Term of Office
Newly elected officers shall be installed at the regular July Meeting to serve a term of two years. Elections will be held in odd-numbered years.
Section B – President
The President shall preside at all meetings of the Association and perform all duties customary to the office and as directed by the Association. The President shall be ex officio and a member of all standing committees.
Section C – Vice President
The Vice President, in the absence of the President, shall perform all the duties of that office.
The Vice President shall be the Chairman of the Program Committee.
Section D – Secretary
The Secretary shall keep an accurate record of the proceedings of all meetings of the Association.
The Secretary shall receive and conduct regular Association correspondence and perform such other duties as are properly required of a secretary.
Section E – Treasurer
The Treasurer shall receive all membership fees and other moneys paid into the Association and make
disbursements of the same when duly authorized in accordance of Article VIII of these Bylaws.
The Treasurer shall keep an accurate record of all transactions, submit a report at all regular meetings, and such other times as may be proper, and shall submit an annual report.
ARTICLE IV – COMMITTEES
Section A – Special
The President shall appoint such special committees as he/she deems necessary, as well as those that may be created by the vote of the Association.
Section B – Committee Chairperson
The President shall appoint the Chairpersons of all Standing Committees, not otherwise provided for in theses Bylaws, to serve for the duration of the President’s term in office. Unless otherwise provided for, Chairpersons of Standing Committees shall select their committee members from the general membership of the Association.
Section C – Standing Committees
Program Committee
The Vice President shall be the Chairperson of this committee. This committee shall plan the program for regular meetings and such other occasions as directed by the membership. This committee shall plan and arrange displays as needed for each regular meeting, and be in charge of such special projects as directed by the Association.
Membership Committee
This committee shall receive and process applications for membership and investigate the applicants in accordance with Article I of these Bylaws. The Membership Chairman shall keep a proper file of the membership and distribute the membership list once a year. This committee shall maintain an accurate membership list which shall be submitted to the Secretary at the end of the year. This committee shall acquaint each applicant with the Mission Statement, Bylaws and activities of the Association and emphasize the code of non-profit collecting.
The Chairperson of the Membership Committee shall be, ex officio, a member of the Nomination and Election Committee
Hospitality Committee
This committee shall welcome all new members and guests and see that they are properly introduced to the general membership. This committee shall plan, obtain, and conduct the serving of all refreshments at regular meetings, social affairs, and such other occasions.
Education Committee
This committee shall plan, and conduct all training, workshops, and other educational activities. The Chairperson shall keep a record of all educational programs.
Publication Committee
This committee shall be responsible for the publication and distribution of the Association newsletter. Newsletter articles shall be given editorial review by this committee. Articles containing paleontological information from non-member sources will have editorial review by professional membership.
Field Trip Committee
This committee shall plan, arrange for the conduct of, and obtain permits (when necessary) for field trips and other similar activities. The Chairperson shall contact the proper Washington State official when field trips are to be conducted on land administrated by the State of Washington. The Chairperson shall keep a log of all field trips.
Section D – Nomination and Election Committee
A committee of three members shall be selected in January. The Chairperson of the Membership Committee shall be, ex officio, a member of this committee. No member of this committee shall be eligible for elected office.
This committee shall select potential candidates for the elective offices and submit their nominations to the membership at the March meeting. Nominations will be accepted from the floor. Nomination from the floor must be from a voting member and seconded by a voting member.
This committee shall be responsible for coordinating and conducting any elections conducted by the Association.
ARTICLE V – MEETINGS
Section A – Annual Meetings
The regular May meeting shall be the annual meeting for the election of officers and the presentation of the annual reports.
Section B – Regular Meetings
The regular meetings of the Association shall be held at 1:00 PM on the forth Sunday of every other month (January, March, May, July, September, and November) in the Burke Room of the Thomas Burke Memorial Washington State Museum or at another time and venue as directed by the President.
ARTICLE VI – ELECTIONS
Section A – Election of Officers
Election shall be held by ballot. A majority of the votes cast by members attending the May or by absentee ballot shall be necessary for election to office. The official ballot will be included in the May issue of the Association newsletter. Newly elected officers shall be installed at the regular July meeting to serve a term of two years.
Vacancies: If an elective office becomes vacant, the remainder of the term shall be filled by a member elected through a called election.
Section B – Absentee Ballots
Members shall be allowed to vote by sealed absentee ballot. Such ballots must be received by the Secretary on or before the election date and must be on a form sanctioned by the membership.
ARTICLE VII – ASSOCIATION PROPERTIES
Section A – Regulations
Association properties may be loaned to members for a period not to exceed sixty days. Members holding property overdue shall be subject to fines. Members shall be held responsible for properties loaned to them. Properties lost or otherwise damaged shall be replaced by the member responsible.
ARTICLE VIII – FINANCES
Section A – Administration
All Association moneys shall be maintained in a checking account or other repository selected and approved by the membership. The President may authorize payment of all budgeted expenditures. All other expenditures shall be authorized by the members at any regular meeting.
All checks or orders shall be signed by the Treasurer and counter-signed by the President, the Vice President, or the Secretary. In the absence of the Treasurer, the Secretary shall sign with counter-signature of President or Vice President
ARTICLE IX – FIELD TRIPS
Section A – Regulations
No firearms or illegal drugs, or alcohol shall be permitted during field trip activities. Responsible conduct must be maintained at all times.
The Association shall not be responsible for accidents of any kind while on field trips. Members and guests must submit a signed waiver of liability before attending any Association field trip. These waivers shall be kept on file by the Secretary.
Junior Members must be accompanied by a parent, legal guardian or sponsor who is a General Member. Attention is directed to Article I, Section E, Paragraph 3 of these Bylaws.
There shall be no smoking or fires except where permitted by law. Refuse from any membership activity shall be disposed of in a proper container.
Members shall assume the responsibility for leaving any collecting area in an orderly manner. Over-collecting or abuse of an area, in the opinion of the field trip leader, will not be tolerated. Such abuse shall be cause for revocation of membership privileges.
Specimens of scientific value shall be deposited in a proper repository.
There will be no collecting for monetary gain. Members should not reveal Association field trip locations to those seeking any monetary gain.
Members shall not use the name of the Association for personal collecting.
Anyone disobeying field trip regulations may be suspended from the Association.
ARTICLE X – AMENDMENTS
These Bylaws may be amended at any regular meeting by a two-thirds vote of those members present, provided that a written notice stating the proposed amendment has been given at the last meeting and published in the Association newsletter.
ARTICLE XI – PROCEDURE
The most recent edition of Robert’s Rules of Order, shall govern the Association in all cases to which they are applicable and in which they are consistent with the Bylaws of this Association.
ARTICLE XII – NONPROFIT STATUS
Section A – Exempt Activities
No director, officer, member or representative of the Association shall take any action on behalf of the Association not permitted to be taken by an organization exempt under Section 501(c)(3) of the Internal Revenue Code as it now exists or may be amended.
Section B – Distribution Upon Dissolution
In the event of the dissolution of the Association, any assets of the Association available for distribution shall be distributed to qualified organizations described in Section 501(c)(3) of the Internal Revenue Code as it now exists or may be amended.