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BYLAWS

Amended - November1, 2003

®

                        [ Charter ]
Part 1............Objectives
Part 2............Meetings
Part 3............Executive Committee
Part 4............Duties of the Officers
Part 5............Committees of ASBOG
 Part 6............Administrative Services
Part 7............Finances
Part 8............Membership Status
Part 9............Elections
Part 10..........Amendments

Part 1. Objectives

Section 1.01 -- Objectives. The National Association of State Boards of Geology (ASBOG) provides an organization to promote, foster, and advance the common interests and purposes of the Member Boards as well as to provide a forum for the exchange of information and obtaining assistance in discharging responsibilities of such Member Boards.

Part 2. Meetings

Section 2.01 -- Annual Meetings. The Annual Meeting shall be held at the time and place selected by the Executive Committee and announced at a preceding Annual Meeting. A detailed agenda for the Annual Meeting shall be mailed to each Member Board not less than sixty (60) days prior to the meeting.

Section 2.02 -- Quorum and Voting.  A quorum for the transaction of business at Annual Meetings of ASBOG shall be Voting Delegates from a majority of Member Boards. A majority vote of the quorum shall be required for affirmative action.

Section 2.03 -- Special Meetings. Special Meetings may be called by the President or a majority of the Executive Committee. The Bylaws relative to procedure and conduct of business at the Annual Meeting shall apply for Special Meetings.

Section 2.04 -- Order of Business. The order of business for Annual Meetings may include:

  • Meeting called to order by the President or other presiding officer

  • Confirmation of Voting Delegates and proxies

  • Verification by the Executive Director that a quorum of the Member Boards is present

  • Secretary's report: Minutes of preceding Annual Meeting

  • President's report

  • Treasurer's report

  • Executive Director's report

  • Unfinished business

  • New business

  • Committee reports

  • Resolutions

  • Special committee appointments

  • Announcement of next meeting place and time

  • Election of officers

  • Adjournment

Section 2.05 -- Rules of Order. ASBOG shall be governed by the most recent edition of Robert's Rules of Order, when not in conflict with the Charter or these Bylaws. The presiding officer shall rule on all questions pertaining to the Charter, Bylaws, and Rules of Order in the conduct of the meetings.

Part 3. Executive Committee

Section 3.01 -- Executive Committee. The general business of ASBOG shall be conducted by the Executive Committee. The Executive Committee shall be composed of the President, President Elect, Secretary, Treasurer, Immediate Past President, and Executive Director.  A quorum for the transaction of general business shall be a majority of the officers.

The Executive Director shall be a non-voting member of the Executive Committee and is responsible for the day-to-day operation of ASBOG at the direction of the President.

Section 3.02 -- Duties of the Executive Committee. The Executive Committee shall authorize all expenditures of ASBOG, set qualifications for membership on committees, and recommend the policies of ASBOG. The Executive Committee shall not be authorized to make expenditures in excess of ASBOG's annual income and general reserves.

Decisions of the Executive Committee shall be made by a majority vote of the officers present. Executive Committee meetings may be called by the President, or upon request in writing by a majority of the Executive Committee members, or by a majority of Member Boards directed to the President, who shall call such a meeting within thirty (30) days after receipt of such request.

Part 4. Duties of the Officers

Section 4.01 -- President. The President shall, when present, preside at all meetings and shall present to ASBOG at the Annual Meeting a report of the activities during the term of office. The President shall be an ex officio member of all committees and shall perform all other duties ordinarily pertaining to the office of President.

Section 4.02 -- President-Elect. The President-Elect shall, in the absence of the President, exercise the duties of and possess all the powers of the President, including the appointment of committees. The President-Elect shall serve as co-chair of the Committee on Finances.

Section 4.03 -- Secretary. The Secretary shall, under the direction of the President, be the official recorder of the minutes for all meetings of the Executive Committee and for the Annual Meeting, and any Special Meetings.

Section 4.04 -- Treasurer. The Treasurer shall, under the direction of the President, oversee the financial operation of ASBOG. The Treasurer shall serve as an ex officio member of the Committee on Finances.

Section 4.05 -- Immediate Past President. The Immediate Past President shall exercise the duties when both the President and President Elect are absent and shall chair the Committee on Nominations.

Section 4.06 -- Recovery of Expenses. With prior approval of the President, the Executive Committee shall be reimbursed for actual travel and subsistence expenses while traveling on ASBOG business.

Part 5. Committees of ASBOG

Section 5.01 -- Standing Committees. The Standing Committees of ASBOG shall be the following:

• Committee on Nominations

• Committee on Finances

• Committee on Public Relations

• Committee on Examinations

• Committee on Uniform Procedures

• Committee on Continuing Education

• Committee on Ethics

• Council of Examiners

• Committee for Strategic Planning

Other Standing Committees may be created by a two-thirds vote of the Voting Delegates.

Chairpersons of all Standing Committees shall be appointed by the President and report to the President. Only ASBOG Members shall chair Standing Committees. A Standing Committee chairperson's appointment shall be limited to a maximum of two consecutive years on any one Standing Committee.

Members, Associate Members, Affiliate Members, and International Members, shall be eligible to serve on any Standing Committee. All Standing Committees shall submit written and oral reports at the Annual Meeting, summarizing their activities and making recommendations.  All items requiring action at the Annual Meeting shall be first transmitted to the Executive Committee at its quarterly meeting immediately prior to the Annual Meeting for review and concurrence before the Standing Committee brings the recommendation to the floor at the Annual Meeting or a Special Meeting.

The duties of the Standing Committees shall be charged by the President and approved by the Executive Committee prior to commencement of activities.

Section 5.02 -- Special Committees. Special Committees may be appointed by the President. The chairperson of a Special Committee shall report to the President. Special Committees shall be limited to a life of no more than two years, unless exceptions are approved by the Executive Committee.

Section 5.03 -- Funding. All funding of activities conducted by committees must be authorized by the Executive Committee prior to any expenditures.

Part 6. Administrative Services

Section 6.01 -- ASBOG Association Services. ASBOG shall contract for the services of an Executive Director and other support staff authorized by the Executive Committee.

Part 7. Finances

Section 7.01 -- Budget Preparation. A two-year budget covering the current fiscal year and the succeeding fiscal year shall be prepared each year by the Treasurer and submitted to the Executive Committee which shall review, accept or amend, and approve such submission. The fiscal year shall begin January 1 and extend through December 31.  This two-year budget shall be ratified at Annual Meetings.

Section 7.02 -- Budget Format. The budget shall be prepared in a chart-of-accounts format, identifying all significant items of income and expense of ASBOG so that conformance with, or deviation from, such budget may be readily compared.

Section 7.03 -- Accounting Procedures. A system of accounting shall be followed using the same chart-of-accounts format that was used preparing the budget so that income and expenses may be readily compared.

Section 7.04 -- Report of Finances. At the Annual Meeting, the Executive Committee shall report on the financial condition of ASBOG. The report will consist of (1) a narrative analysis addressing substantive increases and decreases in ASBOG's net assets, (2) an annual summary report of all general ledger accounts, (#) verification of the Form 990 filed with the Internal Revenue Service, and ($) an assurance report prepared by an independent certified public account (CPA).

The Executive Committee shall, confer in writing, with the Member Boards in determining the level of professional service to be provided by the independent CPA. The Executive Committee shall make the final decision as to the level of service to be provided and shall engage an independent CPA to provide these services.

Section 7.05 -- Financial Reports. Financial Reports shall be made at not less than quarterly intervals by the Executive Director to the Executive Committee.

Section 7.06 -- Funds. All funds of ASBOG shall be deposited to an account or accounts in banks or other financial institutions insured by an agency of the Federal government or invested in Federal government securities. Surplus funds shall be invested or deposited to draw interest, subject to restrictions dictated by ASBOG's non-profit status.

Part 8. Membership Status

Section 8.01 -- Active Status. A Member Board, Associate Member Board, Affiliate Organization Member, or International Organization Member that has met all obligations defined in the ASBOG Charter and Bylaws including, but not limited to, payment of all applicable dues and fees, shall be deemed to be in good standing and its membership on Active Status.

Section 8.02 -- Inactive Status. Any Member Board or Associate Member Board, Affiliate Organization Member, or International Organization Member that has not met all obligations defined in the ASBOG Charter and Bylaws or that is in arrears in dues or fees shall be placed on Inactive Status and shall not be in good standing. The Inactive Status shall not exceed three (3) calendar years.

Section 8.03 -- Dues and Fees. Membership Dues for Member Boards and Associate Member Boards, fees for Affiliate Organization Members and International Organization Members, as well as other fees, shall be determined by the Executive Committee consistent with Section 7.01 of the ASBOG Charter and Bylaws.  `

Section 8.04 -- Termination Of Membership. Termination of membership in ASBOG shall be as described below and as per Section 3.11 of the Charter.

Section 8.04.01 -- Conditions for termination of membership of a Member Board will be that a Member Board (1) has remained in Inactive Status for a period exceeding three (3) calendar years, or (2) whose participation has bee determined to have a negative impact on ASBOG membership as a whole.

Section 8.04.02 -- Conditions for termination of membership of an Associate Member Board will be that an Associate Member Board (1) has remained in Inactive Statue for a period exceeding three (3) calendar years, or (2) has failed to comply with the requirements of Section 3.06 of the Charter, or (3) whose participation has been determined to have a negative impact on ASBOG membership as a whole.

Section 8.04.03 -- Conditions for termination of membership of an Affiliate Organization Member or International Member Organization Member shall be that an Affiliate Organization Member or International Organization Member (1) has remained in Inactive Status for a period exceeding three (3) calendar years, or (2) whose participation ha been determined to have a negative impact on ASBOG membership as a whole.

Section 8.05 -- Reinstatement. Reinstatement to Active Status, and to all rights and privileges thereunto pertaining, shall require payment of all current dues and fees, plus any dues or fees in arrears at the time of withdrawal or termination of membership, and having met all other prescribed membership requirements of the ASBOG Charter and Bylaws.

Part 9. Elections

Section 9.01 -- Nominations. The Committee on Nominations shall make the nominations for President Elect, Secretary, and Treasurer.. The Immediate Past President shall chair the Committee on Nominations. Nominations may also be made from the floor at the Annual Meeting.

Section 9.02 -- Voting.   All elections shall be held at the Annual Meeting. For election of officers, a majority of votes of the Voting Delegates shall constitute an election.

Part 10. Amendments

Section 10.01 -- Amendments. These Bylaws may be amended or suspended at any Annual Meeting by an affirmative vote of two-thirds of the Voting Delegates.  Proposed amendments to the Charter or these Bylaws should be shared with Member Boards no less than ninety (90) days prior to the Annual Meeting at which the proposed amendments are to be considered.

Section 10.02 -- Effective Date of Amendments. Any amendment to these Bylaws shall become effective upon certification by the presiding officer.

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