Edmonton Geological Society Constitution and By-Laws
ARTICLE 1.
1. Name
The name of the society shall be the EDMONTON GEOLOGICAL SOCIETY: EDMONTON SECTION OF THE GEOLOGICAL ASSOCIATION OF CANADA, hereinafter referred to as “the Society”.
2. Objectives
The objectives of the Society are to foster the spirit of geological research and encourage cooperation among its members and other earth scientists; to promote the science of geology and disseminate knowledge of geology to its members and geological enthusiasts in government, academia, business, and the public through meetings, events, outreach, and publications.
3. Office
The head office of the Society shall be located in the City of Edmonton or surrounding area, Alberta. The Executive Committee will keep the official records of the Society.
ARTICLE 2.
MEMBERSHIP
1. There shall be two classes of membership in the Society
a. GAC-EGS Members
b. Associate Members
2. Qualifications
a. GAC-EGS Members shall be members of any class in the Geological Association of Canada.
b. Associate Members need not be members of the Geological Association of Canada.
3. Admission
Individuals may become a GAC-EGS member through selecting ‘Edmonton section’ when completing their Geological Association of Canada membership application. Associate membership applications can be submitted through the Edmonton Geological Society website.
4. Expulsion
Any member may be expelled from membership for any cause deemed reasonable upon a majority vote from the executive. In a tie the vote is decided by the President.
5. Voting Rights
All members regardless of class have voting rights.
EXECUTIVE COMMITTEE
1. Executive Officers
The Executive Officers of the Society shall be a President, Vice President, Secretary, Treasurer, AGM Organizer, Publications Manager, Webmaster, Outreach Coordinator, and Support Officer(s). Those appointed to an Executive Officer position, excluding Support Officers, must be of the GAC-EGS member class.
2. Term of Office
The term of each office is two years, except for Support Officers, whose term is one year. If any member of the Executive Committee should resign, the Executive Committee can fill the vacancy by inviting a member from the GAC-EGS Member class to hold the position until the end of the term. The terms for the President, Secretary, Webmaster, and Outreach Coordinator shall begin in an odd year. The terms of the Vice-President, Treasurer, Event Manager, and Publications Manager shall begin in an even year.
3. Representation
Insofar as practicable, the Executive Officers of the Society shall include representatives of government, academia, and industry.
4. Duties of the Executive Officers
a. All Executive Officers shall: assist with the organization of one event/resource/outreach per term of office. They will help maintain the Society’s documents with respect to event organization, outreach resources, and publications. Executive Officers will attend at least 6 meetings per term; if they are unable to attend they will provide a quick summary of their activities ahead of the meeting.
b. President
The President shall preside at all meetings of the Society and ensure that the Society operates according to this constitution. The President will schedule meetings, organize agendas, and lead Society meetings. They manage the quarterly membership lists, and write newsletters to the society. They maintain communication with the Geological Association of Canada and provide an annual report of the Society’s activities.
c. Vice-President
The Vice-President shall assume the powers and duties of the President in the event of the absence or disability of the President. In the presence of the President they assist with the duties of the President.
d. The Secretary shall keep the official records of the Society including minutes of all Society and Executive Committee meetings. The Secretary shall assume the duties of the President or Vice-President in their absence. They will assist with communications and help maintain social media accounts.
e. Treasurer
The Treasurer shall collect and disburse all the funds of the Society and shall have custody of all such funds. The Treasurer shall deposit such funds in the name of the Society in a bank or trust company designated by the Executive Committee. They keep and manage the log books, physical and digital. The Treasurer shall submit, in writing at the Annual General Meeting of the Society, an audited report covering the receipts and disbursements during the previous fiscal year of the Society, and a balance sheet showing the financial status of the Society.
f. Events Coordinator
The Events Coordinator shall plan, delegate tasks, and run the Society’s Annual General Meeting. They ensure other events run by the Society have an event lead, volunteers, and resources.
g. Publications Manager
The Publications Manger is responsible for the printing and sale of the Society’s publications. The Publications Manager will keep an accurate record of the stock and sales of Society publications and will report these numbers to the Treasurer and Executive Committee when asked. The Publications Manager shall lead any publication project.
h. Outreach Coordinator
The Outreach Coordinator manages the roster of volunteers from the Society’s membership and deploy them to different events and outreach opportunities. They manage general public communications and assist with the social media sites. They facilitate communication and collaboration with other groups, societies, companies, and organizations.
i. Webmaster
The Webmaster shall keep the Society website and social media sites up-to-date and fully functioning to support the business of the Society.
j. Support Officer(s)
The Support Officer(s) shall help the other Executive Officers with their responsibilities as needed, assist with outreach, help plan and run events, and assist with any other miscellaneous business of the society.
5. Elections
a. All positions are voluntary. Positions are filled as necessary by discussion between the interested parties. A formal election is not normally required, unless requested by a minimum of ten members in good standing of the Edmonton Section or if there are two members who wish to volunteer for the same position who cannot come to an accord.
b. Positions on the executive will be open for nominations at the start of October. All interested members will attend the October Executive meeting to discuss and fill the Executive Officer positions.
c. In the first week of November, EGS executive positions for the upcoming year will be distributed to the membership. If a vote is required it will be run for 1 week using an anonymous online voting system. Voting will be carried out by an executive officer who is not participating in the election or an appointed GAC member if all executive officers have a conflict of interest.
d. After the voting is closed the EGS executive positions will be announced to the membership. Transition of roles will begin in November with the official start of the term in January.
ARTICLE 3.
MEETINGS
1. Executive Meetings
Executive meetings shall be held once a month at a time agreed upon by the majority of the executive from January through November.
2. Special Meetings
Special Meetings may be called at any time for the consideration of any special matter by the Executive or by written petition signed by at least 10 members of the Society.
3. Annual General Meeting
The Society shall hold an Annual General Meeting in February. At this meeting the President in office during the previous year shall submit a report on the accomplishments and hold a discussion on future plans of the Society, the Treasurer shall submit an annual financial report, and the publications manager shall submit a report on the Society’s publications.
4. Quorum
A quorum for any meeting at which a vote shall be taken on any matter shall be at least ten percent of the membership (in case of a tie vote, the President shall cast the deciding vote). Five officers shall constitute a quorum at Executive-only meetings.
ARTICLE 4.
DUES AND FINANCE
1. Fiscal Year
The fiscal year of the Society shall correspond to the calendar year.
2. Disbursement of Funds
Disbursement of funds will be facilitated by the Treasurer with the approval from the President and 2 other executive members.
3. Remuneration
No officer or member of the Society shall receive any remuneration for his or her services.
4. Borrowing Powers
For the purpose of accomplishing its objectives the Society may borrow or raise monies in such a manner as it sees fit, but borrowing of monies must be approved by vote of the members.
5. Inspection by Members
The books and records of the Society may be inspected by any member of the Society in good standing at any time, provided that not less than two weeks' notice is given to the Executive.
ARTICLE 5.
PUBLICATIONS
1. The Executive may authorize Society publications as may from time to time be considered appropriate to the needs of the Society, to be financed by the Society from its funds.
ARTICLE 6.
COMMITTEES
1. Appointment of Committees
The Executive may from time to time, as is deemed necessary to carry out the objectives of the Society, appoint special committees. The President shall be an ex-officio member of all special committees.
ARTICLE 7.
AMENDMENTS
1. Amendments to these by-laws may be proposed by a resolution of the Executive, or a resolution submitted to the Executive by at least 10 members of the Society. The Executive is to review the constitution annually in the early Fall. Proposed amendments may be adopted by vote via an online anonymous voting system. Copies of the proposed amendment(s) must be emailed by the Executive to the voting members of the Society at least two weeks prior to the vote.
ARTICLE 8.
RELATIONSHIP WITH THE GEOLOGICAL ASSOCIATION OF CANADA
1. The Edmonton Geological Society as a section of the Geological Association of Canada will support the aims, goals and policies of the Geological Association of Canada. It will have no special financial commitment to the Association. The Association, in turn, will not be responsible for any actions or for debts incurred by the Society.
Revised February 10, 2025