SAN ANTONIO CACTUS AND XEROPHYTE SOCIETY, INC. 1977 BY-LAWS WITH AMENDMENTS INCORPORATED THROUGH 2007

ARTICLE I -Name

SECTION 1. Name: The official name chosen for this organization shall be the "San Antonio Cactus and Xerophyte Society, Inc." This organization is registered officially as a Society incorporated under the laws of the State of Texas.

SECTION 2. Purpose: To increase knowledge of, to propagate, to identify, to preserve endangered species of desert plants, and to encourage others to do the same.

ARTICLE II -Membership

SECTION 1. Active: The status of "Active Member" will apply to those members who pay the annual dues required to attain membership within this society.

AMENDMENT NUMBER 5 (Effective March 2001).

SECTION 5. Life:  The status of life member may be granted by the Executive Board to any active member having 20 or more years of active membership. This status shall require a majority vote of members attending the November meeting. Recommendations must be submitted, in writing, to the Executive Board by July 1.

SECTION 2. Associate:  The status of "Associate Member" may be granted to the spouses and children of any active member.

SECTION 3. Honorary:  The title of, and status associated with "Honorary Member", will be granted to individuals whom this Society chooses to honor for distinguished service be it either at a local, state, or national level.

SECTION 4. Guest:  The title of "Guest" will identify those individuals who hold no form of membership status, but who appear in attendance at one or more of this Society's meetings. These individuals are limited to the attending of three meetings as a 'guest' , after which time they will have to choose between becoming dues paying members or discontinuing the attendance of meetings.

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ARTICLE III -Dues, Subscriptions and Fiscal Year

SECTION 1. Dues: The Annual dues for all active members shall be $10.00. The dues for associate members shall be $5.00. Honorary members, due to their status, will not require the payment of dues.

AMENDMENT NUMBER 8 (Effective February 2005)

Membership dues will be $10 per person and $15 per family. The following exception applies to new members only: dues paid on or after July 1st of any given year will be designated as payment of dues through August 31st of the following year.

AMENDMENT NUMBER 9 (Effective February 2005)

Lifetime members will not be required to pay dues.

SECTION 2. Subscriptions: Any Active member may, in addition, hold membership in the "Cactus and Succulent Society of America." These members will receive the publication produced by that Society.

SECTION 3. Fiscal Year: The fiscal year recognized by this Society will run from September 1st through August 31st of each year.

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ARTICLE IV -OFFICERS

SECTION 1. Officers: The officers of this Society will be comprised of a President, First Vice-President, Second Vice-President, Third Vice-President, Recording Secretary, Historian Secretary, Publicity Secretary, Treasurer, and three (3) Directors. The individual who last held the Office of President shall currently hold one (1) of the offices of Director.

AMENDMENT NUMBER 1 (Effective June 1994).

Section 1. Historian Secretary -Deleted. SEE ARTICLE XV SECTION 6.

Section 1. Officers The Officers of this Society will be comprised of a President, First VicePresident, Second Vice-President, Third Vice-President, Recording Secretary, Publicity Secretary, Treasurer, and three (3) Directors. The individual who last held the office of President shall currently hold one (1) of the offices of Director.

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ARTICLE V -DUTIES OF OFFICERS

SECTION 1. President: The individual elected as president shall preside at all meetings and serve as the chief executive officer.

SECTION 2. First Vice-President: The individual elected as the First Vice-President shall preside over those who are selected to participate in monthly club programs. This officer shall also perform duties designated by the President. The First Vice-President shall, prior to the first meeting in September, make reservations with the San Antonio Garden Center, blocking off the third (3rd) Wednesday of every month during that year, for the holding of this Society's monthly meetings. He/she shall preside over meetings in the absence of the President. SEE AMPLIFICATION OF DUTIES FOR ELECTED AND APPOINTED OFFICERS

SECTION 3. Second Vice-President: This officer shall serve as membership chairman, the duties of which include the greeting of all guests and new members, the obtaining of these individual's names and addresses and the turning over of this information to the Recording Secretary during the social hour. This officer will also introduce all guests and new members and, if needed, shall assume the duties of the First Vice-President if the First Vice-President is absent from a meeting. SEE AMPLIFICATION OF DUTIES FOR ELECTED AND APPOINTED OFFICERS

SECTION 4. Third Vice-President: This officer shall be in charge of arranging all field trips and greenhouse tours. When field trips are planned, this officer's duties will include the contacting of the property owner, the making of reservations for a given date, and the collection, prior to the field trip, of appreciation fees from the members planning to attend. Additionally, this officer will be responsible for presenting this money to the property owner prior to the aforementioned field trip. This officer will assume the duties if the Second Vice-President is absent from a meeting. SEE AMPLIFICATION OF DUTIES FOR ELECTED AND APPOINTED OFFICERS

SECTION 5. Treasurer: The treasurer shall be in charge of all funds, monies, and financial accounts associated with this Society. Additionally, this officer must keep an organized record of receipts and disbursements and accurately report this Society's financial standing at each monthly meeting. Subsequently, the Treasurer will be responsible for the preparation and filing of any Internal Revenue Service, State Franchise, or other financial statements or forms necessary as required by law. SEE AMPLIFICATION OF DUTIES FOR ELECTED AND APPOINTED OFFICERS

SECTION 6. Recording Secretary: The primary duty of this secretary shall be to keep the minutes of each meeting and be prepared to report from previous minutes on prior meetings as well. This secretary will also respond to and administer all of this Society's correspondence not specified within the duties of the Historian and Publicity Secretaries. SEE AMPLIFICATION OF DUTIES FOR ELECTED AND APPOINTED OFFICERS

SECTION 7. Historian Secretary: This secretary shall maintain a record of the Society's yearly activities and noteworthy performances.

AMENDMENT NUMBER 1 (Effective June 1994).

Section 1. Historian Secretary -Deleted. SEE ARTICLE XV, SECTION 6.

SECTION 8. Publicity Secretary: This secretary shall perform all duties related to the informing of the general public of this Society's goals, purpose, events and activities. This secretary will be required to see that copies of all of this Society's correspondence and advertisements are well maintained. SEE AMPLIFICATION OF DUTIES FOR ELECTED AND APPOINTED OFFICERS

SECTION 9. Directors: The three Directors primarily are to give the club the benefit of their expertise and wisdom on matters relating to the establishment of club activities, items of policy and important decisions that must be made. They have a vote at all meetings of the Executive Board and aid in determining the direction and goals of the club. Each of the directors, at the request of the President, will take charge of special assignments and tasks that require a high degree of knowledge and leadership ability.

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 ARTICLE VI -Board of Directors

SECTION 1. Members: The President, Vice-Presidents, Treasurer, Secretaries, and Directors shall serve as a Board of Directors, and will commonly be referred to as the "Executive Committee".

SECTION 2. Other Members: The Newsletter Editor will be included as a member of the Executive Committee without voting privileges as this is not an elected office.

SECTION 3. Absenteeism: Board Members missing three (3) consecutive meetings without a legitimate reason will be automatically removed from the Board.

AMENDMENT NUMBER 11 (Effective February 2005).

SECTION 4. Refreshment Expenses: Hosts of the executive board meetings will be paid $15 per month for refreshments.

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ARTICLE VII -Nominations and Procedures

SECTION 1. Nominations: A nominating committee of three (3) members shall be appointed by the President at the May meeting. The nominating committee will present a slate of proposed officer candidates at the June meeting. This slate, including nominations from the floor, will be mailed to all members. Members are to mark their choice of candidate(s) and return their forms to the presiding Recording Secretary in a sealed envelope marked 'voting ballot". The Recording Secretary will turn the voting ballots over to the nominating committee at the July meeting which will, in turn, count all ballots and report the outcome of the election to the presiding President.

AMENDMENT NUMBER 4 (Effective June 1994).

A nominating committee of (3) members shall be appointed by the President in April and announced in the May newsletter. The nominating committee will present a slate of proposed officer candidates at the May meeting. This slate, including nominations from the floor, will be mailed to all members in the June newsletter. Members are to mark their choice of candidate(s) and return their ballot to the presiding Recording Secretary in a sealed envelope marked "voting ballot". The Recording Secretary will turn the voting ballots over to the nominating committee at the June meeting, which will, in turn count all ballots and report the outcome of the election to the presiding President. The elected officers will be installed at the July meeting and take office on September 1st.

AMENDMENT NUMBER 6 (Effective March 2001).

A nominating committee of (3) members shall be appointed by the President in February and announced in the March newsletter. The nominating committee will present a slate of proposed officer candidates at the March meeting. This slate, including nominations from the floor, will be mailed to all members in the April newsletter. Members are to mark their choice of candidate(s) and return their ballot to the presiding Recording Secretary in a sealed envelope marked "voting ballot". The Recording Secretary will turn the voting ballots over to the nominating committee at the May meeting, which will, in turn, count all ballots and report the outcome of the election to the presiding President. Installation of officers will be at the July meeting. The term of office is from September 1 through August 31.

SECTION 2. Procedures: The president, at the first meeting of each year, shall select a committee of three members to audit the financial transactions of this Society undertaken during the previous year. This committee shall report to the membership their findings at the second meeting of the year.

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ARTICLE VIII -Committees

SECTION 1. Standing: Standing and Special committees may be formed as deemed expedient for the good of the Society.

SECTION 2. Show Chairman: The Show Chairman shall be selected at the first meeting after the annual show.

SECTION 3. Show Committee Meeting: The first show committee meeting shall be a joint meeting with the Executive Committee to review the resource book.

SECTION 4. Show Judging: Any member knowingly violating the rules in the show book or interrupting the judges will be automatically disqualified.

SECTION 5. Show Site Agreement: Any member/vendor violating the agreement with the mall will be banned from the following year's show.

AMENDMENT NUMBER 7 (Effective March 2001)

SECTION 5. Show Site Agreement: Any member violating the agreement with show site will be banned from the following year's show.

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ARTICLE IX -SOCIETY MEETINGS

SECTION 1. Regular Society Regular meetings of the Society shall be held on the third Wednesday of each month with visiting time from 7:00 p.m. to 7:30 p.m., followed by a program and business meeting.

AMENDMENT NUMBER 12 (Effective February 2005) Monthly meetings will be held on the third Wednesday of each month at 7:30 p.m. The doors of the Garden Center will open at 6:30 p.m. for social time. There is no meeting during April due to the Show and Sale. There will be no meetings in June and December. There will be a club picnic in June and a club Christmas party in December.

All members are encouraged to bring raffle plants/cuttings to the meetings. These donations should be free of any infestation. The value of auction plants shall be at least $5.00. In lieu of a plant, a $5 donation is acceptable.

Sales tax will be included in the price of auction plants at meetings.

New members and visitors may be given a free plant to take home.

SECTION 2. Quorum A simple majority of the members of the Society shall serve as a quorum and also in the case of the Executive Committee meetings.

SECTION 3. Annual A dinner shall be held at the December meeting.

SECTION 4. Special A special meeting may be held at the discretion of the Executive Committee.

SECTION 5. Responsibilities of Active Members Active and adult members will be responsible for the conduct and actions of their Junior Associate members.

SECTION 6. Attendance at Board Meetings Adult members only will be allowed to attend Board Meetings.

ARTICLE X. -Amendments and Rules

SECTION 1. Amendments The By-Laws shall be amended only by a two-thirds majority of a quorum of the Society's membership at a regular meeting and provided that the proposed amendment has been read at a previous monthly meeting.

SECTION 2. Rules

"Robert's Rules of Order" shall govern the proceedings at any regular or special meeting, not covered in these by-laws

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ARTICLE XI. -Honoraria for Speakers (Effective February 2005)

SECTION 1. Honoraria for Speakers Honoraria for Speakers shall be as follows:

Club members residing more than 50 miles from the Garden Center shall be paid $75.

Club members residing less than or equal to 50 miles from the Garden Center shall be paid $50.

Nonmembers shall be paid $75.
 Speakers shall be reimbursed for the cost of printing handouts at a reasonable rate. The board must approve any honoraria in excess of those stated above.

ARTICLE XII. -Member Services (Effective February 2005)

SECTION 1. Flowers for Ailing Members or Families of Deceased Members

Any two board members may decide whether or not to send flowers to an ailing member or to family members of a deceased member. The secretary must be informed of the decision to send flowers and be responsible for using a designated florist approved by the board.

ARTICLE XIII. -Newsletter (Effective February 2005)

SECTION 1. Advertising:  The fees for advertising in the SACXS Newsletter will be $15 for a half-page ad and $25 for a full-page ad. If advertisers provide their own insert, the handling cost for this will be $5 per insert included in the monthly newsletter. Two separate pieces of paper equal two inserts.

SECTION 2. Publication Costs:  Funds will be made available to the newsletter editor to compensate him or her for all reasonable expenses incurred in the production and distribution of the newsletter. Reasonable expenses are defined as included but not limited to the cost of ink cartridges, paper and other publication costs.

ARTICLE XIV. -Library (Effective February 2005)

SECTION 1. Member Privileges: Library books will be available to all members for a loan of one month and be limited to two volumes at a time.

AMENDMENT NUMBER 3 ARTICLE XV. -Appointed Positions (Effective June 1994)

SECTION 6. Historian Secretary  This secretary shall maintain a record of the society's official documents, publications, activities, and noteworthy performances. This is an appointed position.

SECTION 7. Librarian:  The Librarian shall maintain the Society's library and make the contents available to the membership. This is an appointed position.

AMENDMENT NUMBER 12

SECTION 4. Sergeant at Arms (Effective February 2005):  The Sergeant at Arms is an appointed position whose duties include insuring that meetings are conducted smoothly, that proper decorum is followed during meetings, that completion time is adhered to, and that post-meeting clean-up rules are observed.

SECTION 5. Refreshment and Auction Chairman (Effective February 2005):  The Refreshment and Auction Chairman is an appointed position with duties to include contacting the members assigned in the newsletter to bring auction plants and refreshments. The member responsible for bringing the refreshment box will be a volunteer with the duty of maintaining the refreshment box and bringing it to the meetings. This member will report to the refreshment and auction chairman and will be reimbursed for the costs of supplies for the refreshment box.

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Amplification of Duties for Elected and Appointed Officers Amended 17 of August 1993

First Vice President: If a speaker is to be paid, have the check and a "Thank You" card in an envelope and present to speaker after the program.

Second Vice President: Present to each new member an information package containing a membership list, copy of the by-laws, amplification of duties for officers, and Rules for Field Trips.

Third Vice President: Send "Thank You" card to host of field trips.

Recording Secretary: Send appropriate cards to members who are ill, hospitalized, or who have suffered a loss in their family.

Publicity Secretary: Any social activity sponsored by SACXS should be submitted to the newsletter by that month's deadline.

Treasurer: Pay all bills promptly. Mail check for newsletter printing the day after receipt of the invoice.

Show publicity: Begin submitting articles to the newsletter in January, continuing through April. (Can use synopsis of vendors for some publicity).

Newsletter Editor: The editor will publish a monthly newsletter containing information about the Society's events and activities as well as cultural information on cacti and succulents. The primary duty of the editor will be to organize Society information, announcements, advertisements, and cultural articles in an easy-to-read and informative manner. Before publishing, the editor will make any corrections needed involving language mechanics; however, no adjustment in content will be made without the permission of the author. The editor will make the newsletter available to members at least one week prior to each scheduled meeting.

 

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