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Sunday, February 05, 2012
About OCHS  

If you are interested in keeping and/or breeding reptiles/amphibians, please consider
meeting with us and joining our society........ 

 

                              THE OKLAHOMA CITY HERPETOLOGICAL SOCIETY

                              Website: www.okcherpsociety.com
                              Forum: http://herpforum.org
                              Photo Album: http://s333.photobucket.com/albums/m399/okcherpclub/
                                           

We meet the third Thursday each month. our meetings alternate between the Midwest City Metropolitan Library ; 8143 E. Reno in Midwest City and the Rosser Conservation, Education Building
at the Oklahoma City Zoo. ( At the east end of the zoo's parking lot.)

 Meetings start at 7:00 p.m. and usually last until 9:00 p.m.

 Meetings are very informal.

 There are no costs for membership and we do not pay dues.

 We encourage our members to bring their herps to any of our meetings.

 We try to have a program/guest speaker at most of our meetings, but we have some 
meetings set aside specifically for members to bring their favorite herps.
One of our December meetings is our " Christmas Supper " meeting; where we bring 
food, eat and just visit.

So How Do I Join.....

To get infrormation about joining OCHS or for the answer to any and all questions about the society simply email: Jostoy1@AOL.com with the Subject: OCHS

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LEGAL STUFF

 OCHS Bylaws
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BYLAWS OF THE OKLAHOMA CITY HERPETOLOGICAL SOCIETY

ARTICLE I - NAME, PURPOSE
Section 1: The name of the organization shall be The Oklahoma City Herpetological Society.

Section 2: The Oklahoma City Herpetological Society is organized exclusively for charitable, scientific and educational purposes, more specifically
to increase public awareness and education about reptiles and amphibians, the important roles they play in ecosystems, both locally and around the world, and the proper captive care and husbandry of these creatures. Furthermore, the society establishes a forum of communication between professional herpetologists and hobbyists in order to benefit the scientific pursuits of both groups through collaboration. The Oklahoma City Herpetological Society shall operate in accordance with all regulations listed for a not for profit corporation under section 501(c)(3) of the Internal Revenue Code, as now enacted or hereafter amended or the corresponding section of any future United States Internal Revenue Law.

ARTICLE II - MEMBERSHIP

Section 1: Membership shall consist of members and officers. 
Section 2: Members. Members shall be defined as persons who have an interest in reptiles and/or amphibians and have agreed to be listed in the society’s directory with at least 1 piece of contact information (email and/or phone number). All members have the right to suggest and submit changes to the way the society operates and to request a vote on any changes that are submitted. All members are eligible to vote on any issue brought before the society. Furthermore, some members may volunteer to take on specialized responsibilities which enhance the society, but are not legally required functions, including, but not limited to maintaining a website, administrating a forum, or photographing meetings and events. Members who choose to perform these special functions are still expected to comply with majority of the membership’s wishes, but cannot be involuntarily removed from the position they volunteered to fill. Members who volunteer for these special responsibilities do so on a purely volunteer basis, and receive no compensation for their efforts.
Section 3: Officers. Officers shall be defined as members who have volunteered to take on certain, legally necessary responsibilities within the society. Officers have identical rights to members. Officers have the additional responsibilities of implementing and monitoring any major changes that the majority of voting members have voted in favor of, and making sure that the society operates within the law at the local, state and federal levels. 

ARTICLE III - MONTHLY MEETING
Section 1: Monthly Meeting. At least 1 meeting will be held for every month of the calendar year. Meetings may be cancelled due to severe weather or other circumstances, but every attempt will be made to proceed with the meeting or contact members to notify them of the cancellation.

Section 2: Special Meetings. Special meetings may be called by any officer or member, but must be announced and open for all members to attend.

Section 3: Notice. Notice of each meeting shall be given on the calendar located on the OCHS website no less than 5 days before the meeting. The Vice President shall be responsible for updating the calendar.
ARTICLE IV - OFFICERS
Section 1: Officer Number, Roles, and Compensation. The officers are responsible for day to day tasks and the implementation and monitoring of changes to the society. The officers shall consist of 3 members, the President, the Vice President/Secretary, and the Treasurer. Most of the duties of the officers are variable and may change at any time; however, the following basic functions must be performed by each of the three officers:
President: The President will preside over and direct the activities of monthly meetings at which he/she is in attendance. The President shall act as a point of contact for communication with other societies and conservation groups. The President may not make any changes to the society which the majority of the voting members have voted against.
Vice President/Secretary: The Vice President/Secretary shall be responsible for maintaining an accurate list of members, organizing the meeting calendar, and sending out meeting and activity announcements to the membership.  The Vice President/Secretary may not make any changes to the society which the majority of the voting members have voted against. The Vice President/Secretary shall also preside over and direct the activities of meetings at which the President is absent, and act as a point of contact for communication with other societies and conservation groups when the President is not available.
Treasurer: The Treasurer shall prepare the budget, help develop fundraising plans, maintain accurate accounting records, file all required tax documents, and provide a quarterly financial report to the entire membership. The Treasurer may not make any changes to the society which the majority of the voting members have voted against. The Treasurer shall also preside over and direct the activities of meetings at which both the President and the Vice President/Secretary are absent, and act as a point of contact for communication with other societies and conservation groups when neither of the other officers are available.
The officers perform their duties on a purely volunteer basis and receive no compensation.

Section 2: Elections. Election of new officers will occur when an existing officer resigns, dies, or is removed for not acting in accordance with the majority vote of the membership. If more than one member volunteers for the vacant position, there will be an election and the candidate with the majority of votes out of all voting members shall be given the position. If only one member volunteers, then that member shall be given the position and no vote will be required.

Section 3:
Terms. All officers shall serve until they voluntarily resign, die, or are removed for not acting in accordance with the majority vote of the membership.

Section 4:
Vacancies. When a vacant officer position exists, any member may volunteer to fill the position. If only one member volunteers, then that member will be selected for the position. If more than one member volunteers for the same vacancy, there will be an election.

Section 5:
Resignation and Termination. Any officer may resign at any time and for any reason. The only way an officer may be involuntarily removed is if the officer performs an action that the majority of voting members have voted against. If this happens, the officer will immediately be removed from office and the offending action will be reversed.

ARTICLE IV - AMENDMENTS
Section 1: These Bylaws may be amended when necessary by a majority vote of voting members.
These Bylaws were approved by a majority vote of the voting members of The Oklahoma City Herpetological Society on May the Fifth, 2011.
 OCHS Certificate of Incorporation
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CERTIFICATE OF INCORPORATION
(NOT FOR PROFIT)
 
TO:        OKLAHOMA SECRETARY OF STATE
2300 N. Lincoln Blvd., Room 101, State Capitol Building
Oklahoma City, Oklahoma 73105-4897
(405) 521-3912
 
The undersigned, for the purpose of forming an Oklahoma not for profit corporation under the provisions of Title 18, Section 1001, do hereby execute the following certificate of incorporation.
 
1. The name of the corporation is:
 Oklahoma City Herpetological Society
(Please refer to procedure sheet for statutory words required to be included in the corporate name.)
 
2. The name of the registered agent and the street address of the registered office in the State of Oklahoma is:
Michael Wilson                 3216 Beverly Drive           Edmond                                Oklahoma            73013-5366
Name                                     Street Address                      City                                        County                  Zip Code
(P.O. BOXES ARE NOT ACCEPTABLE)
 
3. In the event the corporation is a church, the street address of its location is:
___________________________________________________________________________________________
Street Address (P.O. BOXES ARE NOT ACCEPTABLE)                     City                                        Zip Code
 
4. The duration of the corporation is: Perpetual
(Perpetual unless otherwise stated)
 
5. The purpose or purposes for which the corporation is formed are:
 
ARTICLE I:   PURPOSE
The purpose of this organization is to engage in any lawful act or activity for which corporations may be organized under the general corporation law of Oklahoma.
This corporation is organized exclusively for charitable, scientific and educational purposes, more specifically to increase public awareness and education about reptiles and amphibians, the important roles they play in ecosystems, both locally and around the world, and the proper captive care and husbandry of these creatures. Furthermore, this corporation establishes a forum of communication between professional herpetologists and hobbyists in order to benefit the scientific pursuits of both groups through collaboration. To this end, the corporation shall at all times be operated exclusively for charitable, scientific, and educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code, as now enacted or hereafter amended, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under Section 501(c)(3) of the Internal Revenue Code, as now enacted or hereafter amended or the corresponding section of any future United States Internal Revenue Law. All funds, whether income or principal, and whether acquired by gift or contribution or otherwise, shall be devoted to said purposes.
  
ARTICLE II - EXEMPTION REQUIREMENTS
At all times shall the following operate as conditions restricting the operations and activities of the corporation:
1. No part of the net earnings of the corporation shall inure to the benefit of, or be distributable to, any of its members, trustees, officers or other private persons, except that the corporation shall be authorized to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the exempt purposes.
2. No substantial part of the activities of the corporation shall be the carrying on of propaganda or otherwise attempting to influence legislation and the corporation shall not participate in, or intervene in (including by publication or distribution of statements), any political campaign on behalf of, or in opposition to, any candidate for public office.
3. Notwithstanding any other provision of these articles, the corporation shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code or the corresponding section of any future federal tax code, or (b) by a corporation, contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code, or the corresponding section of any future federal tax code.
ARTICLE III - MEMBERSHIP/OFFICERS
The corporation will have members and officers, as provided in the corporation’s bylaws. The management of the affairs of the corporation shall be vested in officers. Officers are permitted to act only as directed by the majority of the members, as defined in the corporation’s bylaws. No officer shall have any right, title, or interest in or to any property of the corporation.
The founding officers shall serve until they voluntarily resign or are removed and replaced by another volunteer as provided in the corporation’s bylaws.
ARTICLE IV - PERSONAL LIABILITY
No member or officer of this corporation shall be personally liable for the debts or obligations of this corporation of any nature whatsoever, nor shall any of the property of the members or officers be subject to the payment of the debts or obligations of this corporation.
ARTICLE V – DISSOLUTION
Upon the winding up and dissolution of the corporation, after paying or making provisions for the payment of all debts, obligations, liabilities, costs and expenses of the corporation, the remaining assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code.
 
6. This corporation does not have authority to issue capital stock.
 
7. This corporation is not for profit, and as such the corporation does not afford pecuniary gain, incidentally or
otherwise, to its members.
 
8. The number of trustees or directors to be elected at the first meeting is: 3
 
 
9. The name and mailing address of each person who will serve as a trustee or director are:
Name                                                                     Mailing Address                   City                        State       Zip Code
Russ Gurley (President)                                    PO Box 321                         Ada                        OK         74821-0321
 
Larry Daniel (Vice President/Secretary)     1128 W. Peebly Drive            Midwest City       OK         73110-1539
 
Michael Wilson (Treasurer)                           3216 Beverly Drive           Edmond                OK         73013-5366
 
10. The names and mailing addresses of the undersigned incorporators:
Name                                                                     Mailing Address                  City                        State       Zip Code
Russ Gurley (President)                                    PO Box 321                         Ada                        OK         74821-0321
 
Larry Daniel (Vice President/Secretary)     1128 W. Peebly Drive            Midwest City       OK         73110-1539
 
Michael Wilson (Treasurer)                           3216 Beverly Drive           Edmond                OK         73013-5366
 
INCORPORATORS MUST SIGN BELOW <--Will be signed when filed.
WE, THE UNDERSIGNED, for the purpose of forming a not for profit corporation under the laws of the
State of Oklahoma, certify that the facts herein stated are true, and have accordingly hereunto set our hands this
_____________day of__________________________________________, _______.
 
___________________________________________
Russ Gurley (President)
 
___________________________________________
Larry Daniel (Vice President/Secretary)
 
___________________________________________
Michael Wilson (Treasurer)
(SOS FORM 009-REVISED 11/99)

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 OCHS Conflict of Interest Policy
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Conflict of Interest Policy for The Oklahoma City Herpetological Society
 
Article I
Purpose
The purpose of the conflict of interest policy is to protect this tax-exempt organization’s interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of the organization or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.
 
Article II
Definitions
1. Interested Person
Any director, principal officer, or member with governing powers, who has a direct or indirect financial interest, as defined below, is an interested person.
2. Financial Interest
A person has a financial interest if the person has, directly or indirectly, through business, investment, or family:
a. An ownership or investment interest in any entity with which the organization has a transaction or arrangement,
b. A compensation arrangement with the organization or with any entity or individual with which the organization has a transaction or arrangement, or
c. A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which the organization is negotiating a transaction or arrangement.
Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial.
A financial interest is not necessarily a conflict of interest. Under Article III, Section 2, a person who has a financial interest may have a conflict of interest only if the appropriate governing board or committee decides that a conflict of interest exists.
 
Article III
Procedures
1. Duty to Disclose
In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the officers and members considering the proposed transaction or arrangement.
2. Determining Whether a Conflict of Interest Exists
After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall be excluded from the email voter list while the determination of a conflict of interest is discussed and voted upon by the rest of the membership. The remaining members shall decide if a conflict of interest exists.
3. Procedures for Addressing the Conflict of Interest
a. An interested person may make a presentation to the membership, but after the presentation, he/she shall be excluded from the discussion of, and vote on, the transaction or arrangement involving the possible conflict of interest.
b. A disinterested member, may, if appropriate, investigate alternatives to the proposed transaction or arrangement.
c. After exercising due diligence, the membership shall determine whether the organization can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest.
d. If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, a majority vote of disinterested members shall decide whether the transaction or arrangement is in the organization’s best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination the corporation shall make its decision as to whether to enter into the transaction or arrangement.
4. Violations of the Conflicts of Interest Policy
a. If the any member has reasonable cause to believe another member has failed to disclose actual or possible conflicts of interest, he/she shall inform the membership of the basis for such belief. The membership shall afford the member in question an opportunity to explain the alleged failure to disclose.
b. If, after hearing the member’s response and after making further investigation as warranted by the circumstances, the membership determines the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.
 
Article IV
Records of Proceedings
The minutes recording each case shall include:
a. The names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or
possible conflict of interest, the nature of the financial interest, any action taken to determine whether a conflict of interest was present, and the governing board’s or committee’s decision as to whether a conflict of interest in fact existed.
b. The names of the persons who participated in discussions and votes relating to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection with the proceedings.
 
Article V
Compensation
a. A voting member who receives compensation, directly or indirectly, from the organization for services is precluded from voting on matters pertaining to that member’s compensation.
 
Article VI
Annual Statements
Each officer shall annually sign a statement which affirms such person:
a. Has received a copy of the conflicts of interest policy,
b. Has read and understands the policy,
c. Has agreed to comply with the policy, and
d. Understands the organization is charitable and in order to maintain its federal tax exemption it must engage primarily in activities which accomplish one or more of its tax-exempt purposes.
 
Article VII
Periodic Reviews
To ensure the organization operates in a manner consistent with charitable purposes and does not engage in activities that could jeopardize its tax-exempt status, periodic reviews shall be conducted each year. The periodic reviews will be conducted by the treasurer, and shall, at a minimum, include the following subjects:
a. Whether compensation arrangements and benefits are reasonable, based on competent survey information and the result of arm’s length bargaining.
b. Whether partnerships, joint ventures, and arrangements with management organizations conform to the organization’s written policies, are properly recorded, reflect reasonable investment or payments for goods and services, further charitable purposes and do not result in inurement, impermissible private benefit or in an excess benefit transaction.
 
Article VIII
Use of Outside Experts
When conducting the periodic reviews as provided for in Article VII, the organization may, but need not, use outside advisors. If outside experts are used, their use shall not relieve the organization of its responsibility for ensuring periodic reviews are conducted.
 
 
 
This policy was adopted by a majority vote of the voting members
On May the Tenth, 2011.
Zoo Meeting Guidlines

 

The following is the statement given to the society from the Oklahoma City Zoo. Following these guidelines will ensure good relations with the zoo, so let's do our best to do so.

Overview

The Oklahoma City Zoo is willing to support the Oklahoma City Herpetological Society and it's educational programming. This support is in the form of providing meeting space, at no charge, to the Herpetological Society in the zoo's Education facility, permitted that space is available and not being rented by other parties. This document was drafted to set up guidelines that the Herpetological Society will need to follow in order to take advantage of a free meeting room at the zoo. Failure to follow these guidelines may result in the loss of facility use at the zoo.

Staffing

The Oklahoma City Zoo requires that all after hour functions on zoo property have a zoo employee present for the duration of the activity. The Herpetological Society will be required to find a volunteer from the zoo to attend the meeting, such as a keeper from the Herpetarium. Keepers from the Herpetarium can be reached at 425-0237. If a volunteer from the zoo staff is not available, a catering employee can be hired to be present during the meeting, and the cost for their hourly time must be covered by the Herpetological Society. To schedule a catering employee, please call 425-0289. A volunteer or catering employee to attend the meeting will be determined by the Herpetological Society no later than 7 days before the meeting at which they are being requested to attend. At no time can after hours meetings take place at the zoo without a zoo employee present and any meeting that does not have one present will not be allowed to occur.

Scheduling

Each monthly meeting must be scheduled at least one week, but no more than three weeks, in advance of the upcoming meeting. A representative can call 425-0218, the Education Center at the zoo, and schedule the meeting room. The name and a contact phone number for the representative of the Herpetological Society scheduling the meeting will be requested so that the zoo has a point of contact for that month's meeting should something come up that requires a change. Please also leave the name of the volunteer or that a catering employee has been arranged when scheduling the meeting room. Free meeting space will only be provided if there is space available. Priority is given to paid rentals for meeting space and is thus not guaranteed to be available to the Herpetological Society. If media equipment is needed, it must be requested at the same time the meeting is scheduled. There is no guarantee that media equipment will or can be provided.

Content

In order for the Oklahoma City Zoo to provide free meeting space we do require that there is an educational component to what the Herpetological Society is doing. This includes presentations by professionals, group discussions, etc. We realize that there is a strong social component to this type of society as well and encourage that along with the educational component.

Meeting Room

If items (chairs, tables, room set up) are needed the zoo staffer in attendance will be responsible for getting them and returning them to their original location. If the room is already set up, it must be left in the configuration & set up that it was in before the herp meeting. Many times, rooms are pre-set by education or catering staff for events that are occurring early the next day.

Live Animals

The Oklahoma City Zoo recognizes that live animals at the Herpetological Society meetings help draw attendees and provides an enriching experience for all, particularly children, in attendance. To that end, the zoo is willing to allow live animals to be brought to meetings on zoo grounds within the following guidelines:

-No venomous snakes or lizards are allowed.

-No large constrictors allowed over 10 feet in length unless prior approval from the zoo is received. This will be discussed on a case by case basis. A request to have a large constrictor must be placed to the Curator of Reptiles and Amphibians at 425-0232 no later than 7 days before the meeting is scheduled to take place.

-All animals must arrive in containers and should never be removed from their containers outside of the meeting room that is provided.

-The only place animals may be taken out and handled is within the meeting room.

-The Oklahoma City Zoo is not responsible for any injuries to humans or animals brought to meetings.

Selling Animals

At no time is it permitted to sell, barter, or exchange animals on the property of the Oklahoma City Zoo, including the parking lot. There are no exceptions.

 

  
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