Longmont Rockhounding Club

Article I — Name and Purpose

Section 1. Name
The name of this organization shall be the Longmont Rockhounding Club, referred to in these bylaws as “the Club" or "LRC.”

Section 2. Purpose
The Club is organized to promote interest in rocks, minerals, fossils, gemstones, geology, mineralogy, lapidary arts, and responsible collecting.

The Club may conduct meetings, educational programs, workshops, field trips, displays, community activities, and other lawful activities consistent with its charter.

Article II — Membership

Section 1. Eligibility
Membership shall be open to anyone interested in the purposes of the Club who agrees to follow the charter, these bylaws, and Club policies.

Section 2. Membership Categories
The Club may establish Guest, Regular Member, Honorary Member and youth member categories. While household memberships are obtainable, each member of the household will be recognized as a regular member.

A Guest member will have no dues nor voting privileges.
A youth member shall have no dues nor voting privileges.
All other membership levels shall have voting privileges.

Section 3. Membership Applications
Applications for membership shall be submitted in a form approved by the Board. The Board may establish reasonable membership requirements and procedures.

Section 4. Voting Rights
Each individual member in good standing who is at least eighteen years old shall have one vote.

Section 5. Good Standing
A member is in good standing when the member has satisfied applicable dues requirements and is not under suspension.

Section 6. Resignation
A member may resign by notifying the Secretary or another Board member. Resignation does not relieve the member of obligations already incurred to the Club.

Section 7. Suspension or Termination
The Board may suspend or terminate a membership for:

Violation of the charter, bylaws, or Club policies
Unsafe or threatening conduct
Harassment or discrimination
Illegal collecting, trespassing, or property damage
Misuse of Club funds or property
Conduct that materially harms the Club

The member shall receive notice of the proposed action and a reasonable opportunity to respond. A member may appeal a termination decision to the membership at the next regular meeting. A two-thirds vote of eligible voting members present shall be required to overturn the Board’s decision.

Article III — Dues

Section 1. Establishment of Dues
At this time there are no dues, but the club may, in the future, require dues to be paid to support club goals and functions.

Annual dues shall be established by the Board and approved by the membership when required by Club policy.

Section 2. Payment
Dues shall be payable on a schedule established by the Board.

Section 3. Waivers
The Board may waive or reduce dues for students, youth, or any other members experiencing financial hardship.

Section 4. Nonpayment
A member whose dues are unpaid may lose voting rights or their membership downgraded after a 30 day period. No late fees will be charged. Once that member has caught up, their original membership level shall be restored.

Article IV — Meetings of Members

Section 1. Regular Meetings
Regular membership meetings shall be held on the first Monday of each month from 6:00 p.m. to 8:00 p.m., excluding holidays. The locations will change over time and will be provided as soon as it becomes available.

Section 2. Annual Meeting
The annual meeting shall be held during the final quarter of each fiscal year unless the Board establishes another date. The annual meeting shall include:

Election of officers and directors
Financial and activity reports
Committee reports
Approval of major plans or priorities
Other properly presented business

Section 3. Special Meetings
A special membership meeting may be called by:

The Board Chair
A majority of the Board
Written request of at least twenty percent of voting members
The notice shall state the purpose of the meeting. No business unrelated to that purpose shall be conducted unless permitted by applicable law.

Section 4. Notice
Notice of regular, annual, and special meetings shall be provided at least fourteen days in advance through the Club’s regular communication channels.

Section 5. Quorum
A quorum shall consist of twenty percent of eligible voting members or twenty voting members, whichever is fewer, but not fewer than five voting members.

If a quorum is not present, the meeting may continue for discussion and information, but no binding membership vote may be taken.

Section 6. Voting
The board of directors must discuss and decide to bring to a vote any and all changes to the charter, the by laws, and special events or any other procedures or topics that directly effect the club. Once the decision has been made, and Unless otherwise stated in these bylaws, final decisions shall be made by a majority vote of eligible voting members present at a meeting with a quorum. (please refer to Article IV, section 5)

Voting may be conducted in person, by written ballot, or electronically if authorized by the Board and conducted in a manner that reasonably verifies eligibility and preserves the integrity of the vote.

Anything that requires a vote will have no less than 14 days if an emergency or 30 days for non emergent decisions.

Section 7. Parliamentary Procedure
Meetings shall generally follow a recognized parliamentary procedure, such as the current edition of Robert’s Rules of Order Newly Revised, when consistent with the charter, these bylaws, and applicable law.

Article V — Board of Directors

Section 1. Authority
The Board of Directors shall manage the affairs, property, finances, programs, and activities of the Club between membership meetings.

The Board may:

Establish Club policies
Approve expenditures
Appoint committees
Organize programs and field trips
Enter into contracts
Maintain bank accounts
Acquire or dispose of Club property
Take other actions necessary to carry out the Club’s purposes

Section 2. Composition
The Board shall consist of at least five voting members:

Board Chair
Vice Chair
Secretary
Treasurer
Club Manager

Section 3. Eligibility
Board members must be members in good standing and eligible to vote. The Board may establish additional eligibility requirements consistent with the Club’s purposes.

Section 4. Terms
Officers shall serve one-year terms. Directors-at-Large shall serve two-year terms when practical, with terms staggered to provide continuity.

Terms begin at the conclusion of the meeting at which the election occurs.

Section 5. Board Meetings
The Board shall meet as needed, but ordinarily at least quarterly.

Board meetings may be held in person, by telephone, or through electronic communication that allows participating members to communicate with one another.

Section 6. Board Notice
At least fourteen days’ notice shall be given for regular Board meetings. Emergency meetings may be called with shorter notice when necessary.

Section 7. Board Quorum
A majority of the currently serving Board members shall constitute a quorum.

Section 8. Board Voting
Each Board member shall have one vote. Unless otherwise required by these bylaws, Board action shall require a majority vote of Board members present at a meeting with a quorum.

Section 9. Action Without a Meeting
The Board may take action without a meeting if all Board members consent in writing or through an approved electronic process. The action shall be recorded in the minutes.

Section 10. Compensation
Board members shall not receive compensation for serving as directors or officers. The Club may reimburse reasonable, documented expenses approved under Club policy.

Article VI — Officers

Section 1. Board Chair
The Board Chair shall:

Preside over membership and Board meetings
Coordinate the work of the Board
Serve as an authorized representative of the Club
Help establish agendas and annual priorities
Perform other duties assigned by the Board

Section 2. Vice Chair
The Vice Chair shall assist the Board Chair and perform the Chair’s duties when the Chair is absent, unable to serve, or has delegated those duties.

Section 3. Secretary
The Secretary shall:

Keep accurate minutes of membership and Board meetings
Maintain the Club’s governing documents and official records
Provide meeting notices
Maintain membership records
Handle official correspondence
Maintain a record of current policies and resolutions

Section 4. Treasurer
The Treasurer shall:

Maintain accurate financial records
Deposit Club funds in approved accounts
Pay authorized expenses
Present regular financial reports
Assist with the annual budget
Prepare records for any financial review required by the Board
Monitor dues, donations, and other income

Section 5. Club Manager
The club manager shall:

Act as a liaison between regular members and board members. They will spear head field trips and events, enforce club policies and rules and help to promote club membership to the public.

Section 6. Immediate Past Chair or Director-at-Large
The Immediate Past Chair or Director-at-Large shall support Board continuity, assist with special projects, and perform duties assigned by the Board.

Article VII — Elections and Vacancies

Section 1. Nominating Committee
Any member in good standing may nominate a candidate for election to the Board. All nominations must be submitted to the current Board of Administrators for review and approval. The Board of Administrators shall vote on whether each nomination may stand, and only candidates whose nominations receive approval may be placed on the ballot. Approved candidates shall be presented to the membership for election in accordance with the club’s bylaws and established voting procedures.

Section 2. Elections
Voting for new Board members shall take place at the club’s annual meeting, which will be held during the monthly meeting scheduled in the last fiscal quarter of the fiscal year. All members in good standing are eligible to vote. The Secretary shall verify the eligibility of members before voting begins, and each eligible member shall have one vote per open Board position. Voting shall be conducted by secret ballot unless the membership approves another method in accordance with the club’s bylaws. The candidate receiving the highest number of votes for each open position shall be elected, provided that a quorum is present. In the event of a tie, a runoff vote shall be held between the tied candidates. The results shall be counted and announced at the meeting and recorded in the official minutes.

Section 3. Vacancies
The Board may fill a vacant office or directorship by majority vote. The appointee shall serve until the next annual election unless elected earlier by the membership.

Section 4. Removal
An officer or director may be removed for cause by a two-thirds vote of the Board or voting membership, provided the individual receives reasonable notice and an opportunity to respond.

Section 5. Failure to Attend
The Board may declare a position vacant when an officer or director misses three consecutive Board meetings without reasonable notice or explanation.

Article VIII — Committees

Section 1. Appointment
The Board may establish standing or temporary committees and appoint their chairs and members.

Section 2. Committee Authority
Committees may make recommendations and conduct approved activities but may not bind the Club financially or legally unless authorized by the Board.

Section 3. Committee Reports
Committee chairs shall provide reports to the Board or membership as requested.

Possible committees include:

Field Trips and Safety
Programs and Education
Membership
Communications
Lapidary and Workshops
Public Lands and Ethics
Events and Hospitality


Article IX — Field Trips and Safety

Section 1. Buddy System
The Club shall maintain a Buddy System and No-Solo Fieldwork Policy for organized field trips.

Participants shall remain with an assigned buddy or group and shall not collect alone unless specifically authorized under a written Club policy.

Section 2. Trip Leaders
Each organized field trip shall have a designated trip leader. This may be the club manager, or be appointed by the club manager. The trip leader may:

Establish meeting and departure procedures
Review hazards and safety expectations
Confirm permits and access requirements
Modify or cancel activities because of unsafe conditions
Remove a participant whose conduct creates an unreasonable risk

Section 3. Participant Responsibilities
Participants shall:

Follow the trip leader’s instructions
Use suitable equipment and protective gear
Remain within approved collecting areas
Respect property, claims, closures, and land-management rules
Notify the leader of hazards, injuries, or emergencies
Complete required waivers and emergency-contact forms

Section 4. Waivers
All participants, including guests, will sign a release, assumption-of-risk agreement, emergency-contact form, or other documents before participating in Club activities.

Section 5. Minors
Individuals under 18 years of age must be accompanied by a parent or legal guardian at all club functions. In special circumstances, a parent or legal guardian may authorize another responsible adult to chaperone the youth by completing and signing a written authorization form. This document must identify the youth and the designated chaperone and must be submitted to the club no later than seven days before the scheduled function.

Section 6. Emergency Procedures
The Board shall maintain reasonable emergency procedures for Club-sponsored activities. Participants are responsible for carrying personal medications and informing the trip leader of relevant emergency needs when appropriate.

Article X — Responsible Collecting

Members and guests shall follow all applicable laws, regulations, permits, land-use restrictions, and collecting rules.

The Club prohibits the following actions:

Trespassing
Collecting from posted or restricted areas
Damage to cultural, archaeological, paleontological, or historical resources
Unauthorized removal from active claims
Dangerous excavation
Excessive environmental disturbance
Misrepresentation of specimens or collecting locations

The Board may restrict publication of sensitive collecting locations to protect resources and preserve access.

Article XI — Finances

Section 1. Fiscal Year
The fiscal year shall begin on January 1 and end on December 31 unless changed by the Board.

Section 2. Bank Accounts
Club funds shall be held in financial institutions approved by the Board.

Section 3. Authorized Signers
The Board shall designate at least two authorized signers for Club accounts. No single individual should control all aspects of receiving, approving, and disbursing Club funds.

Section 4. Expenditures
The Board shall establish spending limits and approval procedures. Expenditures outside the approved budget may require Board approval.

Section 5. Financial Reports
The Treasurer shall provide financial reports at regular Board meetings and at the annual membership meeting.

Section 6. Financial Review
From time to time, the Board may appoint up to two non-Board members to conduct an annual review of the club’s financial records. If the review identifies questionable or potentially improper transactions, the club shall engage a qualified professional accountant to conduct an independent examination of the records. The accountant shall submit a written report directly to the Chair, who shall present the findings to the Board and recommend any necessary further action.

Section 7. Personal Benefit
Club funds and property shall not be distributed for the private benefit of members, officers, or directors except for authorized reimbursements or legitimate payment for approved services.

Article XII — Conflict of Interest
Any officer, director, or committee member who has a personal, financial, family, or business interest in a matter before the Club shall disclose the conflict.

The person may provide relevant information but shall not vote on the matter when the conflict could affect impartial judgment. The disclosure and action taken shall be recorded in the minutes.

Article XIII — Conduct and Grievances

The Club shall provide a respectful environment for members, guests, and the public.

The Club does not tolerate harassment, threats, discrimination, bullying, intimidation, or retaliation.

Concerns should first be submitted to the Board Chair or another Board member. If the concern involves the Chair, it may be submitted to the Vice Chair or Secretary.

The Board may establish a written grievance and conduct procedure consistent with these bylaws.

Article XIV — Records and Privacy

The Secretary and or Treasurer shall maintain appropriate Club records, including:

Meeting minutes
Financial records
Membership records
Policies and resolutions
Contracts and insurance documents
Waivers and field-trip records
The Board may limit access to personal information, emergency contacts, financial information, and other confidential records.

Article XV — Amendments

Proposed amendments to these bylaws may be submitted by the Board or by at least ten percent of voting members.

Proposed amendments shall be distributed to members at least fourteen days before the meeting at which they will be considered.

Amendments require a two-thirds vote of eligible voting members present at a meeting with a quorum.

Article XVI — Parliamentary Authority

When these bylaws, the charter, or applicable law do not provide an answer, the Club may use the current edition of Robert’s Rules of Order Newly Revised as a guide.

Article XVII — Dissolution

Upon dissolution of the Club, the Board shall pay or provide for payment of Club debts and obligations. Remaining assets shall be transferred to one or more nonprofit, educational, geological, environmental, or community organizations with purposes similar to those of the Club.

No remaining assets shall be distributed to individual members, officers, or directors except for documented obligations owed by the Club.

Certification of Adoption
These bylaws were adopted by the membership of the Longmont Rockhounding Club on:

Date: September 9th, 2026
by Ken Rowe, Chairman of the Board