BYLAWS of the PHILIPPINE CAVING SOCIETY

I. Membership

    A. Applications

Applications for membership to the Philippine Caving Society shall be in writing and shall be accompanied by dues as specified herein and a statement signed by the applicant indicating support for the goals of the Grotto and its conservation policies. The Executive Committee shall act upon all applications for membership.

There shall be the following classes of members:

1. Full Regular: Is an NSS member, has voting rights, may hold office, and receives any generally distributed publications.

2. Associate Regular: Is not an NSS member, may not hold office, but may vote on matters not affecting NSS. Also receives generally distributed publications.

3. Associate Family: Is not an NSS member, is part of the family of a Full Regular or Associate Regular in the same household. They may not hold office, and do not receive generally distributed publications, but may vote on matters not affecting the NSS.

4. Honorary Member: May either be an NSS member or not, may only be accepted by a unanimous vote by members of the Executive Committee, shall not pay dues, may be designated for life or for a certain period of time, and shall be entitled the same rights and privileges as an Associate Regular member except voting rights.

5. Youth Member: Is a Grotto member under the age of 18, may not vote or hold office, but receives generally distributed publications.

    B. Dues

The amount of the annual dues, their due dates, and the collection procedures shall be determined by the Executive Committee.

    C. Termination of Membership

Membership shall be deemed “inactive” for non-payment of Grotto dues and all rights and privileges shall be automatically suspended or terminated. A member dropped solely for non-payment may be reinstated and activated upon payment of current Grotto dues.

Members may be admonished, suspended, from certain privileges, or expelled from Grotto membership of any of the following reasons:

1. Willful misuse of Grotto property or facilities;

2. Willful disregard of the safety of themselves and/or of others while participating in a Grotto activity;

3. 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.

Upon receiving such a petition, the Executive Committee shall take such actions that are deemed necessary to notify the accused member(s) in writing, of the petition, and of the place, date, and time at which the Executive Committee will consider the petition. The accused member(s) 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 Executive Committee receives the petition.


II. Assessments and Gifts

No special assessments may be made against members of the Grotto. The Executive Committee may solicit voluntary contributions 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 Grotto’s property when approved by the Executive Committee.

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.

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


III. Executive Committee

Those elected each year shall take office at the start of the first Executive Committee meeting of the fiscal year.

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.

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


IV. Elections

An Election Committee of at least three members, a majority of who are not Executive Committee members, shall select candidates for the Executive Committee from among eligible Grotto members. This Committee shall be appointed annually by the President and approved by the Executive Committee. The chairman of this Committee shall not be a candidate for the Executive Committee in the election for which the committee is formed. Additional Elections of eligible members may be made from the floor at a regular meeting provided that the member so nominated agrees to run. The ballot shall have provision for write-in votes.

The deadline for receiving ballots shall be not less than seven days before the end of the fiscal year. Ballots shall be mailed to the members at least thirty days before the deadline for receiving ballots.

The Election Committee shall submit to the Executive Committee a written report on the results of their selection process and the results of any Election from the floor. The Elections Committee shall prepare, distribute, and receive the ballots and shall act as tellers for the election, and shall submit a written report of the results of the election to the Executive Committee. The Election Committee shall also notify each nominee of his or her position in the order of finish in the election, and notify successful candidates of the place, date, and time of the organizing meeting of the new Executive Committee.


V. Proxies

Any member of the Executive Committee may appoint a Full Regular member, Associate Regular, or Honorary Member 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 absent Executive Committee member must notify the presiding officer of such proxy appointment directly or in writing before the proxy may be allowed to serve. Authorization should state if discretionary powers have been given to the proxy.


VI. Committees

Committees shall be established by the Executive Committee to execute the work of the Grotto. The President, subject to the approval of the Executive Committee, shall appoint chairpersons of the committees. Each committee chairperson shall select the personnel and promote the activities of his/her committee. All committees (except for the Election Committee) shall operate under the direction and approval of the Executive Committee.


VII. Executive Committee Meetings

There shall be at least one Executive Committee meeting in each of at least six months of the fiscal year. 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.

Committee chairpersons may attend meetings of the Executive Committee and have the privilege of speaking in 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 be granted the privilege of the floor at the discretion of the presiding officer but shall have no power to vote.


VIII. General Meetings

There shall be at least one General Meeting of the membership in each quarter of the calendar year. 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 these and any special meetings.

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


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 Associate 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.


XI. Store

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


XII. Amendments

All proposed amendment(s) 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 amendment(s) will be considered for adoption, and provisions shall be made for absentee voting. This notice shall be given not less than twenty days prior to the designated meeting. Adoption of the amendment(s) 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.

APPROVED BY THE PCS EXECUTIVE COMMITTEE, MARCH 10, 2003