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Bylaws of the Thunder Basin Grotto, referred to herein as the TBG Grotto.

I. Membership

(1) Applications:

1) Applications for membership must be in writing and must be accompanied by Dues (see FINANCES). The Executive Committee shall act upon all applications for membership. Membership shall not be contingent upon race, gender, color, creed, disability, or national origin.

2) The receipt of the membership application will be announced at a regular meeting. The membership may request that the application be approved by a two-thirds favorable vote at any time before the end of the following regular meeting. For the purpose of establishing a two-thirds vote, abstentions and blank votes shall not be counted.

3) A candidate may be considered for membership at the same meeting at which his or her application is submitted. An application may be submitted before the required number of trips and meetings have been attended. The Vice President shall be responsible for determining that all requirements have been met before the candidate is considered for membership.

4) All active members of the National Speleological Society signing the group application form shall be designated as Charter Members.

5) There shall be three classes of members:

(a) Full: Is an NSS member, has full voting rights, may hold office, and receives any generally distributed publications.

(b) Associate: Is not an NSS member, may vote on matters not affecting the NSS, may not hold office, and receives any generally distributed publications.

(c) Youth Members: Persons under seventeen (17) years of age are eligible for membership.

1) May vote only in Grotto elections and business matters.

2) May NOT hold Executive Committee office in the Grotto or chair a committee.

3) If also an NSS member they may not vote on NSS related matters, or serve on the NSS BOG or President a committee at the NSS level. NSS Bylaws, I, (11).

4) By a unanimous vote of the Executive Committee, a person between the ages of 12 and 16, inclusive, may be designated a Regular or Associate member (as appropriate per Section 5 of the Constitution).

6) All prospective members shall adhere to the following conditions:

(a) Has indicated a desire to become a member.

(b) Participates on a recognized indoctrination trip and understands basic caving guidelines.

(c) Agrees to follow the NSS Policy on Cave Conservation.

(d) Agrees to follow minimal impact caving practices.

(e) Will NOT engage in activities detrimental to speleology, conservation or safety.

(f) Pays Grotto dues for membership, associate membership.

(g) Pays Grotto Dues and NSS dues, active member.

II. Dues

(1) The amount of the annual member dues shall be determined by the Executive Committee.

(2) Dues shall be payable January 1.

III. Termination of Membership

(1) Non-Payment of Dues: Membership shall be terminated for non-payment of Grotto dues. A member dropped solely for non-payment of dues may be reinstated automatically upon payment of current Grotto dues.

(2) Infractions: Members may be admonished, suspended from certain privileges, or expelled from Grotto membership for any of the following reasons:

(a) Willful misuse of Grotto property or facilities

(b) Willful disregard of the safety of themselves and/or of others while participating in a Grotto activity.

(c) Conduct detrimental to the Grotto and/or the National Speleological Society. Disciplinary action under this provision shall be taken only upon a two-thirds vote of the Executive Committee by a secret ballot. Disciplinary action shall be initiated only upon presentation to the Executive Committee of a written petition for disciplinary action, submitted by at least two members of the Grotto not in the same household.

(d) Upon receiving such a petition, the Executive Committee shall take such actions that are deemed necessary to notify the accused member or members, in writing, of the petition, and of the place, date, and time at which the petition will be considered by the Executive Committee. The accused member or member shall have the right to speak on their own behalf. Such considerations shall take place no sooner than twenty-one days and no later than seventy days after the petition is received by the Executive Committee.

IV. Assessments and Gifts

(1) No special assessments may be made against members of the Grotto. Voluntary contributions may be solicited by the Executive Committee for specific purposes. A charge may be made for the Grotto’s special publications and extra copies of regular publications, and fees may be collected for use of the Grotto’s property when approved by the Executive Committee.

(2) Gifts and bequests may be made to the Grotto in any form or amount and for any use compatible with the purpose of the Grotto.

(3) A charge may be made to non-members for: attendance at Grotto-sponsored activities; use of the Grotto’s equipment and library; copies of publications, maps, and other data, and inclusion of non-members on the Grotto’s mailing list.

V. Executive Committee

(1) Elections: Candidates for the Executive Committee shall be selected from among eligible Grotto members by a Nominating Committee of at least three members, a majority of whom are not Executive Committee members. Eligible members must be members in good standing for a minimum of two years before being eligible for nomination. This Committee shall be appointed annually by the President and approved by the Executive Committee. The members of this committee shall not be a candidate for the Executive Committee in the election for which the committee is formed. Additional nominations of eligible members may be made from the floor at a regular general meeting.

The Nominating Committee shall submit to the Executive Committee a written report on the results of their selection process and the results of any nominations from the floor. The Nominating Committee shall act as tellers for the election.

(2) Date of Elections: Elections shall be held during the November General Meeting.

(3) Assumption of Duties: Those elected each year shall take office at the start of the first Executive Committee meeting of the fiscal year.

(4) Meetings: The Executive Committee shall meet at least four times a calendar year in the first month of that quarter, ie: January, April, July, October. The date, time, and place of these meetings shall be provided to the membership before the date of such meeting. The Executive Committee shall determine the date, time, and place for any special meetings. A quorum at an Executive Committee meeting will be a majority of the members of the Executive Committee.

(a) Parliamentary Authority. Robert’s Rules of Order, as revised, shall govern all procedural questions arising at meetings of the Executive Committee when they are applicable and when they are not inconsistent with the Grotto’s constitution and bylaws.

(b) Proxy. Any member of the Executive Committee may appoint a member of the Grotto as a proxy to act for them at a meeting of the Executive Committee. A Proxy may act at one meeting for only one Executive Committee member. The presiding officer must be notified of such proxy appointment directly or in writing by the absent Executive Committee member before the proxy may be allowed to serve. Authorization should state if discretionary powers have been given to the proxy.

(c) Other Attendees. Committee chairpersons may attend meetings of the Executive Committee and have the privilege of speaking on matters relevant to the committee’s function, but shall have no power to vote by virtue of their committee role. Any other member of the Grotto may attend Executive Committee meetings and may be granted the privilege of the floor at the discretion of the presiding officer but shall have no power to vote.

(5) Recall. The Executive Committee shall have the power to remove any Executive Committee member who, without just cause, fails to attend two regular Executive Committee meetings in one fiscal year without sending a proxy or who, without just cause, attends no Executive Committee meetings in person for three consecutive meetings.

(6) Filling Vacancies. Vacancies on the Executive Committee that occur shall be filled for the balance of the fiscal year by chairman’s appointment, subject to majority approval of the rest of the Executive Committee.

(7) Standing Rules. Each action approved by the Executive Committee which serves to establish new policies or administrative procedures can be designated as a "directive" or "act." The Secretary of the Grotto can be made responsible for maintaining a file of such directives and be responsible for notifying the membership in writing of their adoption. This is similar to "standing orders," described in Robert’s Rules. This is optional. However, it can be helpful to have in one place policy decisions made, such as restrictions on sale of store items to non-members, how to prorate last quarter dues if dues are collected by the year, authority held by trip leaders, and banning smoking, use of alcoholic beverages, or drugs during cave exploration.

VI. Committees

1) Appointed positions

Committees: Committees shall be established as necessary by the Executive Committee, to further the aims of the Thunder Basin Grotto. Chairs of the committees are appointed by the President , subject to the approval of the Executive Committee. Each committee chair selects the personnel and promotes the activities of his or her committee. All committees other than the Elections Committee operate under the direction and approval of the Executive Committee.

(a) Webmaster: The Webmaster is responsible for publishing and updating the Grotto web pages, including online versions.

The Webmaster is also responsible for maintaining the Grotto’s web address and for arranging payment of any fees for maintaining the Grotto web pages.

(b) Equipment Manager: The equipment manager maintains the club helmets, lamps and other equipment in good working order, and submits an inventory and description of this equipment to the President at the end of each year. The Equipment Manager provides a brief description of this equipment to members, and makes the equipment available for loan to members and their guests.

(c) Membership Chair: The Membership Chair maintains a membership database, including information on whether the members of the Grotto have signed Liability Waivers. The Membership Chairperson will make a list of members that have signed Liability Waivers

(d) Grotto Historian: Shall Keep records of all non-committee activities including trips, fund raisers, and social activities, and shall maintain the Grotto photographic records and solicit other members to submit copies of any photographs taken during one of the above activities. The Grotto Historian should work with the Webmaster to keep the Grotto’s web pages up to date.

VII. General Meetings

(A) Quorum. A quorum at a General Meeting shall be ten percent of the total membership and at least five individuals.

VIII. Finances

The Grotto may acquire real and intangible property, including equipment, literature, and other materials for use by and on behalf of the membership. Generally accepted accounting practices shall be used to account for all assets.

(A) Expenditures

1) Expenditures exceeding fifty dollars ($50.00) shall be approved by the Executive Committee.

2) Expenditures of fifty dollars ($50.00) or less shall be approved by the treasurer.

3) The Treasurer may approve expenditures of any amount as necessary for the normal production of the newsletter.

IX. Fiscal Year

The fiscal year shall be the calendar year.

X. Publications

The Grotto may issue and distribute to the members in good standing, other than Family Members, regular issues of a Grotto newsletter, and is empowered to issue and distribute special publications, subject to regulations governing the subject matter, publication dates, sales, and distribution as prescribed by the Executive Committee. Copies of the publications must be provided to the NSS in accordance with NSS policy.

XI. Store

The Grotto may maintain a Grotto Store for the convenience of members, friends, and associates, which will be limited to caving related goods appropriate to the policies of the Grotto.

XIII. Liability Waivers

Applicants for membership in the Grotto are strongly urged to sign a Liability Waiver designed to limit the liability of Grotto officers, trip leaders, the NSS, and individual club members in the event of incidents involving injury, death, or loss of property. The Liability Waiver must meet the requirements for potential legal defense. Having a Liability Waiver from a previous year on file will be considered adequate proof of a member's acknowledgement of risks and the importance of responsible behavior while engaged in club activities. At the discretion of a trip or activity leader, the Grotto may exclude participation in certain riskier club activities by members or non-members that have not signed Liability Waivers.

XIV. Grotto Sponsored Trips

1) Guests must be invited by a Grotto member.

2) Each member is responsible for the conduct of his guest.

3) Written or verbal permission must be obtained from the owner of any property visited on a Grotto trip unless after a diligent search the identity of the owner cannot be determined or unless the owner has previously given unlimited permission for members to enter his property.

XV. Cave Trips

1) Members, and guests they invite on trips, will abide by the N.S.S. Cave Conservation policies, practice minimal impact caving, and abide by the rules and regulations set forth by land owners, state or federal agencies and their land managers.

2) Members signing for the club equipment are financially responsible for such equipment if it is damaged.

3) Each member shall furnish his own personal equipment including 3 sources of light. Candles DO NOT count as one of the three sources of light. Each member should carry a basic first aid kit. If you are on medications (you should have them with you), or have special needs or conditions the leader of the trip should be made aware.

4) For trips totaling more than 25 miles or more in one direction, donations should be made by the passengers for gas.

XVI. Equipment

1) Equipment belonging solely to the Thunder Basin Grotto shall be auctioned among the members in the event of dissolution of the Grotto.

2) Only Grotto members may borrow Grotto owned equipment.

3) Equipment is to be lent for one week only, unless special arrangements are made.

4) Equipment must be returned in the same condition as loaned.

5) The person borrowing equipment shall sign for it and is responsible for its replacement or repair cost.

6) The Equipment President may refuse to lend equipment to persons violating these rules.

7) Grotto equipment shall be inventoried annually by a special committee and the results reported to the membership with all discrepancies explained.

XVII. Amendment

All proposed amendments to these bylaws must be presented to the entire membership and notice given to the members of the place, date, and time of the General Meeting at which the amendments will be considered for adoption, and provisions shall be made for absentee voting. This notice shall be given at least twenty days prior to the designated meeting. Adoption of the amendments shall require a two-thirds vote of the members voting, either in person or by absentee ballot, and the total votes cast must constitute at least fifty percent of the membership.

Ratified and approved on 2/4/2006