By-LawsARTICLE I: Objectives
The purposes of the Seattle Turtle & Tortoise Club as stated in the Constitution shall be achieved by:
1. Holding monthly meetings, during which informative lectures, films, demonstrations and open forums may be presented and discussed. These meetings will be open to the public.
2. Establishing contact and exchanging information with herpetologists and conservationist throughout the world.
3. Publishing periodic newsletters and journals containing information of interest to amateur and professional herpetologists.
4. Establishing a STTC educational program which includes speakers for lectures at schools, museums, public exhibits, community events, and the development of herpetological educational materials such as brochures, pamphlets and posters on such items as care, husbandry and conservation.
5. Serving as a consultant and activist on matters pertaining to the preservation and conservation of turtles and tortoises, as well as monitoring and becoming involved with legislative and environmental issues which affect them.
6. Establishing an adoption program for unwanted and/or mistreated turtles and tortoises.
ARTICLE II: Membership and Dues
1. Membership in STTC shall be on an annual basis and may be granted when the following conditions have been met:
1) A membership application has been filed with the Treasurer.
2) Dues have been paid.
3) Conduct is conforming to the Code of Ethics of STTC.
2. Classes of Voting Membership shall be:
1) Individual Member (1 vote)
2) Board Member (1 vote)
3. Membership in STTC shall be terminated when it has been determined by the Treasurer that dues are delinquent and the member can’t be reached for a minimum of six (6) months.
4. The membership of any member of STTC may be rescinded if it is determined that the member's activities are contrary to the objectives and/or Code of Ethics of STTC. Investigation, evaluation and resolution of the alleged violation(s) shall be by a board review and unanimous board decision.
5. Dues and Late Fees shall be set by the Executive Board.
6. Any member who resigns his or her membership, or whose membership has been rescinded prior to completing one (1) full year shall not receive a refund of dues.
7. Members who renew their membership in a timely manner will be allowed to renew at the previously allotted annual membership rate. Those members who allow their membership to expire prior to paying their dues will be charged an addition late renewal fee.
8. Active members of the Executive Board shall be granted Free Membership while they hold their respective offices.
ARTICLE III: Executive Board
1. Composition of Board:
1) The Executive Board of STTC shall consist of an Executive Director, President, Past President, Secretary, Treasurer, and Committee Chair holders. The Newsletter Editor shall be an appointed member of the Board.
2. General Duties of Board Members:
1) Board Members shall familiarize themselves with the content of the STTC Constitution, By-Laws and Code of Ethics and shall agree to conduct themselves accordingly.
2) The Executive Board shall be empowered to transact the business of the Society between General Meetings. A Majority of the Board members must be present to conduct business.
3) Each Board member shall have one (1) vote. [Board members holding more than one seat on the board; cast only one (1) vote!]
4) To avoid a real or apparent conflict of interest, no member of the Board shall vote on any issue or matter where he or she has a personal gain.
3. Individual Duties of Board Members:
Executive Director: - Shall be the principal executive officer of the Society and shall oversee the general administration of the Society. Shall act as mediator should a conflict between members or board members occur. Shall oversee the Board is working within the intended goals of the organization as per its mission statement. As the Register of record, shall notify the State of Washington annually of any change of the Registered Agent.
1) President: - Shall chair all General and Board meetings and be public relations representative for the organization. Shall develop the speaker schedule for regular monthly meetings and secure the meeting location. This is an elected position with a two year term commitment.
2) Past-President: - Shall, in the event of the absence or inability of the president to exercise the duties of office, become acting president in the interim, with all rights, privileges and responsibilities as if being the duly elected president. Shall monitor and advise the current president in matters of potential concern. (Default Position)
3) Secretary: - Shall record, keep and report in the newsletter the minutes of all General and Board meetings. Shall be responsible for all general correspondence not bequeathed to the President or other appropriate Board member. Shall maintain and record the Society's Constitution, By-Laws and Code of Ethics.
4) Treasurer: - Shall keep financial records and accounts of the Society, including all monies received and disbursed. Shall collect all membership dues. Shall pay all obligations of the Society as directed by the Board, except contract bills which may be paid without specific direction. Shall publish an annual Treasurer's Report in the January issue of the STTC newsletter. Shall present the annual budget proposal to the General Membership for approval at the January General Meeting.
5) Committee Chair Holders:- Each committee chair holder shall solicit volunteers from the general membership to form their committees. Committee chairs are responsible for organizing and managing their own committees. The committee chair is the final authority within its committee and they are responsible for status reporting to the board. Chair holders can select a volunteer from their committee to present project status reports and/or financial receipts to the board in their place when the Chair holder is unable to attend.
ARTICLE IV: Meetings
1. Regular Monthly Meetings
1) The regular monthly meetings feature guest speakers whenever possible. The president will call the meeting to order and after briefly introducing any visiting guests or new members, the speaker will be handed the meeting for their presentation.
2) After the presentation (time permitting) the Board shall report to the general membership any announcements or motions up for vote.
3) The Agenda of each General Meeting shall include an opportunity for input by any member.
4) Board Members shall have a formal meeting at least twice a year at which time the meeting minutes shall be formally placed into permanent record.
2. Board Member Meetings
1) Board members are generally expected to arrive 30 minutes early to the general monthly meetings in order to review club business with other board members prior to the start of the general meeting.
2) Official board member meetings will be held bi annually and are scheduled outside of the regular meetings according to availability. These are mandatory board member meetings that require official meeting minutes be submitted.
ARTICLE V: Elections
1. Any member in good standing is eligible to run for office.
2. All Candidates shall abide by the STTC Constitution, By-Laws and Code of Ethics.
3. A Board Member's term shall run for one (1) year, subject to Article VI of the By-Laws, or until a successor is chosen.
4. The Board shall announce at the September General Meeting the responsibilities of each board position and ask for nominees/volunteers for the November Elections.
5. At the November General Meeting (last meeting of the year) we will vote for the new members of the board.
6. Method of Election
1) Election of Board Members shall be by majority vote of attending members.
[1] If, at the close of the nominating period, there is no candidate nominated for each Board position, the current board member will become the successor until the board can appoint another candidate.
[2] Should there be more than one candidate per board position than each candidate shall have no more than five (5) minutes to campaign their views before the votes are cast..
2) Should a member wish to participate in the voting process that cannot be at the November Election meeting they can send in their vote via email or by phone to any board member prior to the start time of the November Election meeting.
7. At the close of the Annual Meeting, the new board members will be announced and their picture taken for the website. Each new member to the board shall receive a copy of the ‘Handbook Board Membership’.
ARTICLE VI: Vacancies and Absences
1. Resignations of Board Members shall be in writing and shall be delivered to the President or any Board Members of STTC.
2. Should a Board Member resign during the year, the position will be filled via the successor as outlined in Article III Section 3. Should the successor not be able to comply then the Executive Director shall appoint a member of STTC to assume the office until next election or assume the office themselves.
3. No Board Member may be removed from the Board except for failure to perform the duties of the office or for violation of existing Society rules. Investigation, evaluation and resolution of the alleged violation(s) shall be conducted according to the most recent edition of Robert's Rules of Order, Newly Revised.
ARTICLE VII: Committees
1. The Executive Board shall establish any committee that shall be deemed necessary to conduct any business for STTC.
2. Committees shall report their progress or findings to the membership at the General Meetings and Board Meetings.
3. Ad Hoc Committees
1) The Board shall appoint any Ad Hoc Committee that shall be deemed necessary to conduct any special business of STTC.
4. Standing Committees
1) The following shall be Standing Committees:
a) Adoption Committee
b) Membership Committee
c) Show Committee
d) Conservation Committee
2) The function of Standing Committees shall be to implement the objectives of STTC as outlined in Article I of the By-Laws.
ARTICLE VIII: Code of Ethics
1. A Code of Ethics shall be established for the purpose of maintaining a high level of ethical conduct among members. Only individuals who abide by the Code of Ethics can retain their membership in STTC. The Code of Ethics can be modified as the Executive Board deems advisable.
ARTICLE IX: Amendments of the By-Laws
1. These By-Laws may be amended at any General Meeting by two thirds (2/3) of the voting membership present.