By-Laws of the Indiana Cave Conservation Association

Article 1: Membership (As amended)

   A) Membership is open to anyone who wishes to assist the Indiana Cave Conservation Association achieve it’s goals, and whom complies with the Constitution and By-Laws set fourth by the Indiana Cave Conservation Association.
   B) All members will be accepted on a Case-By-Case basis. These will be reviewed by Membership Classification as outlined later in this article.
        1) There are Three Classifications for ICCA Membership. These are: Associate, Regular, and Lifetime.
   C) Associate Members will be accepted upon payment of membership dues. Special circumstances involving “Free” or “Trial” memberships are not considered Dues Paid memberships.
   D) Regular Memberships require that a person has dues paid.
   E) Lifetime Memberships are Regular members who have made 15 consecutive years of dues payments, or, has made a single sum payment equal to (may be discount as “Specials”) 15 years membership dues. (This includes consecutive years as Associate Members).
    F) At any time, the ICCA President or Vice-President may demote a Regular Member to Associate for any reason as seen fit for protection of ICCA, it’s property and use thereof.

ARTICLE 2: Membership Dues (As Amended)(2006)

     A) Dues shall be $8.50 per year for Associate and Regular Members. (See aforementioned requirements for Lifetime Membership).
     B) Dues shall be based strictly on a yearly basis, and will not be pro-rated. If a person joins and pays dues after 50% of the fiscal year has passed, then dues will be extended into the following year. If renewal, dues will only apply to back-date the fiscal year.
    C) Renewal of dues must be made prior to the end of expiration fiscal year. Failure to renew dues by that date will result in expiration of membership. If Membership expires, then person must re-start consecutive time for Lifetime Membership.

     D) No dues refunds will be provided after first 15 days of membership for any reason, including resignation, suspension or expulsion.

 ARTICLE 3: Meetings (As Amended)(2006)

Section 1 : Purpose of Article

                The purpose of this article is to identify an ICCA meeting, as well as set guidelines for regular meeting times, for purposes of advance knowledge of meetings for attendee’s.

Section 2 : Definition Member Meeting / Group Meeting

                A Member Meeting is anytime 3 or more ICCA members gather at one location to discuss ICCA matters. This may include meetings prior to, or during trips.
               A Group Meeting is a meeting where the ICCA President presides over the meeting, and meeting was planned at the previous meeting (Unless the need for re-schedule existed).

Section 3 : Define Officer Meeting

                An Officer Meeting is anytime three or more of the below listed governing officials of the ICCA gather to discuss ICCA matters. The “Officers” are:

President

Vice-President

Treasurer

Relations

Board Member

Board Member (2)

Section 4 : Minutes for Meetings

                Although it has not been practiced well in the past, Minutes should be kept at as many meetings as humanly possible. A Copy of the meeting minutes should be sent to all attendee’s, as well as to the ICCA President for historical files, as well as to the ICCA Editor for newsletter publication.

Section 5 : Voluntarily

                All meetings are attended by members strictly on a voluntary basis. Officer Meetings are also Voluntary, unless made mandatory by the ICCA President. Mandatory meetings for Officers will have no less than a 2 week (14 day) advance notice sent to officers.

Section 6 : Bi-Annual Group Meeting

                The ICCA will set at a pre-determined time and place for a Group Meeting to be held not less than 2 times per year. These meetings will be conducted in the Spring and Fall of every year. More meetings may be organized by the ICCA, however, a minimum of 2 per year will be conducted.

Section 7 : Non-ICCA Members

                Non-ICCA members are invited and encouraged to attend ICCA meetings unless it is specified that the meeting is for Members Only, prior to the meeting.

Section 8 : Public Fee’s

                At times, the ICCA will choose to hold one or more meetings in a public place. Some public places, such as State Parks, King’s Island, Kentucky Kingdom, ect. have an admission charge for attending. The ICCA will not be responsible for admission fee’s or other fee’s associated with public places unless otherwise specified that these will be paid for by the ICCA prior to the meeting.

                If the ICCA is to pay for public fee’s, then the payment for the fee’s must be arranged for in advance by the Officers of the ICCA, and must be approved by the ICCA President and two other ICCA officers prior to the announcement of the meeting.

Section 9 : Committee Meetings

                ICCA committee’s are subject to the same meeting guidelines as Member Meetings unless committee has developed a policy stating otherwise.

Article 4: Duties of Officers (As Amended) (2006)
 PRESIDENT:

1) The President shall be in charge directly of all ICCA related business, and shall decide or appoint decision powers as necessary to ensure the smooth operation of the ICCA.
2) The President shall preside over meetings.
3) May appoint Chair of ICCA internal organizations including committee's, groups, chapters.
4) Shall keep accurate records of all Cave Data / Member Data / and officers
    data.
5) Shall track on a annual basis, the activities of each officer.
6) Shall preside over Grievances, unless President appoints a “referee” as a
    temporary case replacement.
7) May serve on all committee’s of his / her choice.
8) May over-ride any officer decision on any subject / topic as seen fit.
9) Shall preside over all offices. 
VICE-PRESIDENT:

1) Shall perform the duties of the President in the event of his/her absence.
2) Shall review Membership Status requests, making determination and reporting same to Relations Officer.
3) May appoint Chair of ICCA internal organizations including committee's, groups, chapters, not over-riding Presidential appointment if so made.
2) Shall preside over all Relations, and any business deemed necessary
     by the President.
3) May serve on committee’s of his/her choice.
4) Present to the President, on a term bi-annual basis (Every 6 Months), copies
    or originals of all documents / surveys, ect. that have not yet been sent) for
    Presidential file accuracy purposes

TREASURER:

1) Receives funds and pays out the same as directed by the ICCA President, or by ICCA Group unanimous decision.
2) Reports to President of all monetary transactions..
3) Shall serve on all committee’s of choice.  
RELATIONS:

1) Shall process new memberships, renewal memberships and report the same within the ICCA master Membership
    Database.
2) Shall review requests for membership status changes, and retrieve approval for a status change request from
     either President or Vice-President.
3) Shall send ICCA "Welcome" Packet to all in-coming members.
4) Shall continuously up-date members information concerning Phone, Address and e-mail changes.
5) Shall review requests from outside groups / individuals who have requested that ICCA lead or perform
    events for group or individuals outside the ICCA. Shall coordinate with the ICCA to develop manpower, funding, ect to
    perform said activity. Additionally, must obtain permission in advance from ICCA President or Vice-President prior to engaging into any outside ICCA activity utilizing ICCA resources.
Board Member (Including Alternate):

1) Shall assist the President, Vice-President and / or Relations Officer as directed by the President or Vice-President.
2) Shall continuously assist Relations officer with up-dating Member Address, Phone and e-mail changes, reporting information directly to Relations Officer in written form or by e-mail or electronic form submission.
3) Shall report all business monthly to the ICCA President.
4) Shall serve on all committee’s of choice.  

ARTICLE 5: Committees

    A) Committee’s may be appointed by the ICCA President, Vice-President, or by a Majority vote among Regular or by vote of the Executive Board.
     B) All Committee’s shall expedite the orders of the President / Vice-President, and prepare regular reports of their activities / findings. Such shall be read at ICCA Meetings, and are subject to publication in the ICCA Newsletter.
     C) All committee documentation shall be sent to the ICCA President for archival purposes. (Original / electronic or photocopy).
     D) Committee’s may be dissolved by the President, Vice-President or by the vote of the executive board.

ARTICLE 6: Publications

    A) The ICCA shall produce a minimum of 1 newsletter per year. This newsletter will be printed and distributed at the sole cost of the ICCA. Additional Newsletters may be produced by the ICCA and distributed in electronic format only. (Website / E-Mail).
     B) Other publications may be published. This includes Brochures, Bulletins, Guidelines, Handbooks, Scientific Findings, and Cave Maps.
     C) Newsletters will be FREE to all existing membership at time of publication, all others will pay cost of printing for copies.

ARTICLE 7: ICCA Files and Materials

     A)The ICCA will maintain all files as accurate as possible either in paper or electronic format. The President shall maintain all files received by him either in original or electronic form.
     All Presidential files must be submitted to the ICCA Archivist for filing and historical purposes.
     B) The ICCA Archivist is a Lifetime position. Archivist may hold other offices at his / her discretion. The Archivist will NOT be considered an OFFICER as outlined in Article 4.
     C) In the event of the resignation of the Archivist, or failure of health (Including Death), then a New archivist will be appointed by the ICCA President, and will become the lifetime replacement.
     D) Distribution of the ICCA Files outside the guidelines listed below will be at the sole discretion of the ICCA President or Vice-President.
     E) President, Vice-President and Archivist have full access to all ICCA related files / materials. No Officer, Chairperson, Leader or Member of the ICCA may refuse access to files requested by the aforementioned. Violations will result in impeachment from office and possibly expulsion from the ICCA as determined by the President of Referee.


ARTICLE 7: Files Policy

             Section 1: Intention

                It is the intention of this article to construct a filing system for all ICCA Forms and related materials for purposes of accuracy and availability.

Section 2: Definition

                An ICCA Form is any document recognized by the ICCA as an official ICCA Document. Some examples include: Membership Application, Liability agreement, Member Registration, Cave/Pit report, Trip Report, Treasury Report, Project Report, ect. ICCA Forms also include any internal distribution from any ICCA Officer, Chairperson,  or Leader.

Section 3: Filing of Forms

                All forms dealing with Membership, or Member information will be placed in the ICCA Archives. All forms must be released to President in original completed format, photocopies may be distributed to the ICCA Archives and other parties to who material is intended.

                All forms dealing with New Caves / Pits will be filed in original completed format, and filed in ICCA Archives. Photocopies may be made for other parties for whom the material is intended.

                All forms dealing with Cave Trips will be filed in the Archives. Original version of form must be filed. Photocopies may be made for other parties and for newsletter purposes.

                A copy of all Project Reports will be filed in ICCA Archives.
 Original version of form must be filed. Copies will be available to only those involved with the project until completion of project, or unless otherwise stated by project director.

                The ICCA Archivist, at his / her discretion may store files in Original format, may scan and store electronically, or may database any and all electronic files, including scanned copies. Archivist may store files in any format as desired.

Section 4: Offense

                It becomes an offense of this article if ICCA Officers and Members fail to return any ICCA Form that is completed to the Archivist for filing purposes in their Original Form. The ICCA Archives are the set of files that are to ALWAYS remain with the ICCA

ARTICLE 7: Materials Policy

Definitions: To be used in this policy: Member is anyone who is outlined as a Regular, Associate, Trial or Life Member as stated in the ICCA Membership Policy. Non-Member is any person who does not meet the criteria as a member, as outlined in the ICCA Membership Policy.  Material is any information or documentation kept on file in the ICCA Presidents office, including  that which is  presented to members in newsletters or survey requests.  This covers ALL forms of ICCA & Cave related information, as well as electronic files and fax files.

SECTION 1: MEMBER DISTRIBUTION

                Information may be released to Members of the ICCA as seen fit by the Officer / Member in charge of said material. Large, or bulk quantities of files or data requires written approval for release from either the ICCA Vice-President or the ICCA President.

SECTION 2: NON-MEMBER DISTRIBUTION

                Issuance of  ICCA materials is strictly forbidden  unless the following is completed.....

                Non- Member has written permission from ICCA President or Vice-President, and that the written permission is filed in the  ICCA Presidents office  PRIOR to release of any materials. The exception to this rule, the ICCA Director, President or Vice-President may at their discretion release material in small quantities only to non-ICCA members via the ICCA Website (including e-mail). Materials may be released limited to 3 cave  descriptions, locations and surveys per  permission letter.

                Materials  released must be requested by non-member by NAME of cave or cave area.

                No more than 3 caves in a cave area or quadrangle section may be released at one time to a non-member.

SECTION 3: ICCA AFFILIATION MEMBER DISTRIBUTION

                Issuance of  ICCA Material to an ICCA affiliated group will be the same system as issuance to an  ICCA member. Written permission is not necessary  for an affiliated group member.

SECTION 4: OMISSION FROM POLICY

                Public oriented letters, flyers, and brochures are omitted automatically from this policy. Membership applications, and Liability agreements are also omitted from this policy.

                Any other omission must first be approved by the ICCA President, and filed as permissible in the ICCA President’s office.

ARTICLE 8: Liability

Section 1 : Definitions

Member – Any person who has completed a membership application and has had application approved.

Non-Member - Any person whom has not completed a Membership Application, or, any person who has completed a membership application that has not yet been approved.

Meeting - Anytime a group of more than 3 ICCA. members gather to discuss ICCA Topics.

Group Related Trip- Any time more than 2 ICCA members attend a trip together.

Outting - Anytime 2 or more ICCA. members gather for any purpose.

Section 2 : Members Liability

                Anytime a ICCA. Member attends any ICCA related activity, they do so at their own risk.

              Upon becoming an ICCA member, every person automatically waives liability for all ICCA related activities. Liability is automatically released against the ICCA it’s associates, it’s members, it’s leaders, it’s employee’s, it’s instructors, and all persons affiliated with the ICCA by each individual member, as well as each members family, assigns, associates, and guardians.

                There is NO AGE LIMITATIONS to become an ICCA member, nor, shall any age limits apply in this liability policy, all persons of all ages are affected by this policy. If under age 18, parents must agree to this policy as well.

Section 3 : Non-Members Liability

                Anytime a Non-ICCA member attends a group related activity, they do so completely at their own
risk. This includes Meetings, Cave Trips, Project Work days, Outtings, ect.

                Non-ICCA members are required to complete a waiver of liability agreement. This is commonly known as ICCA form 108. The liability agreement MUST be filed in the ICCA President’s office PRIOR to non-member attending any group related activity.

                This agreement is only a pre-caution taken by the ICCA to notify Non-Members that they are attending all activities strictly at their own risk.

                This agreement DOES NOT REQUIRE a parent or guardian signature if Non-Member is aged 18 or older. All Non-Members under age 18 requires a parent or guardian signature.

Section 4 : Exemptions

                The only exemption from this policy shall be in the sole event that ICCA Members are attending a trip, event, ect. That is being sponsored, lead, or held by another organization.

Section 5 : Lifespan of Agreement

                Once becoming an ICCA member, you relieve liability for the remainder of your natural life, whether you  discontinue your membership or not., as well as whether you are discharged from the ICCA or not, as well as whether your membership expires or not.

                Once completing a Membership Application or Liability agreement, you shall be bound by the terms of this liability clause for the rest of your life, and the life of your heirs, assigns, ect.

Article 9: Privacy Protection (As Amended 2003)

Article 9 Privacy Protection Policy:

Section 1: Member Private Information Defined

As defined in this policy, Member Private Information means Individual Telephone Number, Street Address (Excluding City & State), Work Number and e-mail address.

Section 2:  Why This Policy has been designed

This policy is intended to protect members from un-wanted mail, telephone calls, and spam e-mail, and is required to be in place by articles of incorporation for becoming a conservancy of the National Speleological Society, Inc, as well as required by non-profit organizations within the state of Indiana.

Section 3:  Exemptions From the Provisions of this policy

Unless specified in Membership Application, or otherwise in writing by any individual ICCA Member, Applicant, or friends (Including members of fellow cave related organizations), there is No Exemption to this policy.
If in the event any person (aforementioned in this section) wishes to allow their private information to be used outside the guidelines listed in section 4, they must check the appropriate field on their Membership Application, or on the Member registration forms, or, person(s) may send a letter in written or electronic form to the ICCA which states that  they consent to use of their personal information outside the guidelines stated in section 4.

Section 3:  Guidelines for Personal Information Use

1) Member information shall be held in strict confidence. The following Personal Information shall be the only publicly displayed information for any member…
   A) Member Name
   B) City of Residence
   C) State of Residence

2) The ICCA Officers may use personal information for use in Trip / Event invitations. Invitations are commonly made in e-mail or Letter formats. On occasion a Telephone invitation will be made. Invitations require the following guidelines be met:
   A) Permission to contact Members using Personal information found within the ICCA Members database, website, excel worksheets, members list, or paper format must be obtained from either the ICCA President, Vice-President or Director of Internal Business prior to use of member personal information.
   B) A copy of permission (Letter or electronic format (ie:e-mail)) must be forwarded to the ICCA President for verification and filing. Permission letter may be scanned and stored electronically, or may be placed in the Member file for whom requests to use personal information.

3) The ICCA Main office may use personal information for use of distribution of ICCA Newsletters. No additional requirements are necessary for this purpose.

Section 3:  Guidelines for Personal Information Use (Continued)

4)The ICCA Main office may use personal information for use of notification of Membership status changes, renewal, termination, grievances, or termination of membership. No additional requirements are necessary for this purpose.

5) ICCA Internal Communications for Committee Members require that ONLY members of the committee may be contacted using personal information. This is verifiable by committing to following the guidelines set fourth in ICCA Policy IN 10-14-96 (if repealed, the ICCA Files Policy and any representations thereof).
Records of individual being a member of said committee must be provided in the ICCA Presidential files for verification.

6) Means of contacting members without the use of their personal information have been provided by the ICCA. Mail Lists, Discussion forums, Trip Invitations, and Newsletters are available for sending out Non-Spamming / non-irritating communications to members. The use of these have their own specified requirements for use, however, because Personal Information is not included within these methods, no additional requirements are made by this policy.
7) Any additional use of Member Personal Information will be determined on a case-by-case basis. To get permission for additional use, requestor must:
   A) Send letter (e-mail) to ICCA President / Vice-President explaining their need.
   B) President and or Vice-President shall grant or deny permission for use. If granted:
   C) Copy of approval letter (e-mail) must be sent to the ICCA President for filing purposes. At that time, ICCA President shall determine the means of accessing Personal information that requestor may use, whether it be in a Written or electronic form. President shall either supply this directly to requestor, or, may direct the Director of Internal Business to supply said information.

   D) If Denied by President and / or Vice-President, requestor may seek permission from the other. If both deny, then requestor may seek permission by a majority vote of membership attending the next ICCA Group Meeting.

Section 4: Violation (s):
Any violation to this policy will be handled within the ICCA Grievance system, and disposition will become sole discretion of the Referee presiding. Referee may suspend, demand apology letter(s), suspend and terminate membership as he/she finds fit for level of violation.

ARTICLE 10: Officer Elections (As Amended 2000)
     A) Officer Elections will be held for all offices between the 1st day of JUNE and the 30th day of JUNE every year.
     B) All officers will hold a term of 1 year, except President and Vice-President, who shall hold offices for 2 year terms. All Officer terms begin on the first day of JULY each year following election.
     C) Previous Officers are expected to supply new officer with all files, materials and property associated with Office Position by the 15th day of JULY following elections.
     D) President and Vice-President shall be elected each EVEN Numbered Year (2002, 2004, 2006, ect).
     E) There shall be no set term limits for any office.
     F) Nominations shall be conducted in the fashion stated in ARTICLE 10 POLICY : Nominations

ARTICLE 10 NOMINATION POLICY:

Section 1: REQUIREMENTS TO BECOME NOMINATED

                                A) Person (s) must be paid members for duration of office term they are nominated to.

                                B) Person(s) seeking office must be at least 14 years old, except Treasurer, President and
                                  Vice-President, where person must be at least 18 years of age.

                                C) Person(s) cannot have any pending Grievances, or any grievances which are being

                                     Held in Member Profile. (This may be acceptable if both President and Vice-President

                                     Agree.)

                                D) Person(s) must be able to attend Officer Meetings (At least 75 % of all officer

                                     Meetings. Person may attend most officer meetings via the Internet (WWW) if they

                                      Have Capabilities to do so.)

                                E) Person(s) must be able to attend at least 25 % of all Member Meetings. (Again, they

                                     May attend most member meetings via the Internet (WWW) if they have

                                     Capabilities to do so.)

                             F) Person is required to be a member of the ICCA for  A period of 90 days (3 Months)
                                  to be eligible to be nominated for an office.  Associate Members nominated to hold                
                                  office must present a application for Regular Membership to the ICCA President,
                                  requesting a waiver of time requirement prior to February of election year. If
                                  Membership up-grade is not possible or completed prior to Officer Election, then
                                 Associate Member will be removed from the elections and cannot hold office.

Section 2:Application of Policy

                This policy applies to ALL person(s) nominated, or wishing to be nominated to run for any official position within the ICCA.

Section 3:Overview

                The ICCA believes that by implementing the above listed requirements, we will be able to elect officials into Offices within the CCA that will take an active interest in completing the duties of offices they are running for… and elected to.

ARTICLE 11: Expulsion / Suspension

     A) Members may be expelled or have membership rights suspended  or revoked for any of the following reasons:
     1) Automatic revocation of membership will occur for non-payment of dues.
     2) Willful misuse of ICCA Materials, Files, Equipment or property.
     3) Willful disregard for his / her own safety or the safety of others while attending any ICCA related
         activity, including trips, meetings, conventions, ect.
     4) Conduct detrimental to the Indiana Cave Conservation Association.
     5) Willful disregard of Cave Conservation guidelines set fourth in ICCA Policy.
     6) Distribution of any ICCA Files, equipment, materials and / or property without the
          express written consent of the ICCA President or Vice-President.

ARTICLE 12: Amendments
     Amendments to the ICCA Constitution require a Majority Vote among Regular and Lifetime Members of the ICCA that are in attendance of the Meeting where changes are discussed. A Two Week notice to Regular and Lifetime Members shall be required for election of an Amendment to the ICCA Constitution.

     Amendments to the By-Laws of the ICCA may be made by a Majority Vote of ICCA Officers. This may be done in several formats, including Passing policy to each officer for approval (E-mail / Electronic approvals will be printed and attached to Amendment in the ICCA Archives), Vote at Officer Meeting. All Amendment changes to the By-Laws will require that Officers sign (In Person or Electronically) the Amendment or attachment to Amendment (E-Mail or Electronic Approvals).

The ICCA By-Laws were enacted on July 18, 1987 by:
Robert Jarboe : President
Brandon Billings : Vice-President
Frank Trout : Treasurer
Craig Billings : Board Member

Amendments to the By-Laws have been made by proper authority .