ILLINOIS GROUNDWATER ASSOCIATION BY-LAWS
Article 1 - Name
This organization shall be known as the Illinois Groundwater Association.
Article 1 - Fees and Dues
Effective January 1, 2008, annual dues for professional members are $25.00. Annual student dues are $5.00. Dues may be altered, as needed, during a regular or special meeting of the Association.
Article 2 - Headquarters
The Headquarters of the Association for the transaction of all business of the Association shall be at the office of the duly elected Secretary.
Article 3 - Duties of Officers
Section 1. The duties of the Chair shall be to coordinate all affairs of the Association as far as possible. The Chair shall preside at all meetings of the Association and the Executive Committee.
Section 2. The Vice-Chair shall perform the duties of the Chair in the latter's absence, and such other duties as may be assigned by the Chair or the Executive Committee. The Vice-Chair shall serve as Program Chair.
Section 3. The Secretary shall keep records and minutes of all proceedings of the meetings of the Association or Executive Committee. Minutes of the previous meeting shall be distributed at each meeting and shall be adopted or revised by the membership. The Secretary shall be responsible for notifying the membership of the time and place for all special and regular meetings.
The Secretary shall keep a record of the membership of the Association and provide addresses for the mailings of the Association.
The Secretary shall work
closely with the Treasurer in taking care of the business matters of the Association,
and shall keep the Chair and Executive Committee informed.
The Secretary shall perform such other duties as the Chair or Executive Committee direct. In the event the Secretary is unable to attend a meeting of the Association or Executive Committee, the Chair shall designate an Acting Secretary for that meeting.
Section 4. The Treasurer shall collect all money that is due the Association and shall pay all bills as they become due. The Treasurer shall promptly deposit all money receipts to the credit of the Association in a depository which has been approved by the Executive Committee. A Treasurer's report shall be given at each regular meeting.
The Treasurer shall collect membership dues and receive meeting registrations, and shall be responsible for negotiating the costs of a meeting with the host facility.
The Treasurer shall work closely with the Secretary in taking care of the business matters of the Association, and shall keep the Chair and Executive Committee informed.
The Treasurer shall perform such other duties as the Chair and Executive Committee direct.
In the event the Treasurer is unable to attend a meeting of the Association or Executive Committee, the Chair shall designate an Acting Treasurer for that meeting.
Section 5. The Directors shall be primarily responsible for chairing standing committees of the Association and special projects, and otherwise perform such duties as directed by the Chair.
Section 6. No officer or other member of the Association shall receive any financial reimbursement except for reimbursable expenses incurred directly for the operation of the Association, for such items as postage, stationary, pencils, etc.
Article 4 - The Executive Committee
Executive Committee meetings shall be called by the Chair on the Chair's own initiative or at the request of any member of the Executive Committee. There shall be at least three meetings during the Association's fiscal year, with no two meetings closer than one month apart.
The Executive Committee shall have general supervision over all the affairs of the Association. Any proposal, other than an amendment to the Constitution or By-Laws, affecting or modifying the business of the Association may be submitted by any member to the Executive Committee for consideration. If the Executive Committee accepts the proposal, it shall be submitted to the membership for their consideration at the next meeting of the Association.
The Executive Committee
shall determine general policies and programs for the Association's activities,
adopt rules and regulations for the conduct of its affairs, and carry out the
purpose of the Association.
Article 5 - Nominations and Elections
Each year the Chair shall appoint a Nominating Committee of three (3) members of the Association. The Nominating Committee shall designate at least one (1) nominee for each office in accordance with these By-Laws. No member shall be nominated without that member's knowledge and consent. The Nominating Committee shall notify the Secretary at least 45 days prior to the last meeting of the year, to permit mailing a ballot to each member along with the meeting notice. On the ballot shall be printed the names and place of business or residence of each nominee. There shall be an open square opposite the name for all members to mark their selection. Blank lines, with an open square, shall also appear for each office on the ballot, so that members may write the name of an alternate choice for any and all offices. Voting instructions and the names of the Nominating Committee shall appear on the ballot. Ballots shall be counted at the last regular meeting of each year. The member receiving the largest number of votes for each office shall be declared elected. In case of a tie, a special election by a closed written ballot, of members attending the meeting, shall be held to determine which of the tying members shall be elected. The nominee receiving the largest number of votes in the special election shall be declared elected.
Article 6 - Special Committees
The Chair, with approval of the Executive Committee, shall designate such Committees and appoint such Committee members, as may be considered necessary. Any such committee so formed shall report to the Chair.
Article 7 - Meetings
Section 1. The Association shall have at least two regular meetings each year.
Section 2. The time and place of regular meetings shall be determined by the Executive Committee or by a committee appointed for that purpose.
Section 3. A special meeting may be called by a majority of the membership during a regular meeting, or by the Executive Committee.
Section 4. Notice of all regular and special meetings shall be mailed to all members at
least 30 days prior to the meeting, stating the time and place of the meeting.
Article 8 - Amendments
Proposals for amendments to the By-Laws may be made at any time by the Executive Committee, or by written proposal from any member, submitted to the Executive Committee. Such proposals shall be reviewed by the Executive Committee, and the proposed amendment, together with the recommendations of the Executive Committee shall be submitted in writing to all members at least 30 days prior to the meeting at which such proposal is to be considered. A majority of the members of the Association must approve a proposed amendment for it to be adopted. Members not present at the meeting may vote by proxy mailed to the Secretary.
Original Draft February 16, 1984
Approved February 27, 1984
Executive Committee, Robert T. Sasman, Secretary
Revised May 18, 1984
Approved May 31, 1984
Executive Committee, Robert T. Sasman, Secretary
Amendment 1 - Student Director
Section 1. An office of the Association shall be Student Director. The purpose of this office is to promote the Association and its goals among the students of Illinois universities and colleges.
Section 2. Only students attending Illinois universities and colleges are eligible to hold this office. The Student Director must be a student member of the Association.
Section 3. The Student Director shall have the same duties and privileges as the other directors of the Association.
Section 4. The term of office for the Student Director shall be one year. The first student director shall be appointed by the Executive Committee. Future Student Directors will be elected by the membership. No Student Director may serve consecutive terms in this office.
Recent Update History
By-Laws updated February 5, 2002 to reflect previously approved revisions for 1) splitting the Secretary-Treasurer into separate Secretary and Treasurer positions and 2) gender neutrality.
Executive Committee, Randall A. Locke II, Director
By-Laws updated January 10, 2008 to reflect professional member dues increase as approved by the Association on March 28, 2007.
Executive Committee, Randall A. Locke II, Webmaster