OKIC By-Laws

Adopted August 21, 2004

Mission Statement:

Our goal is to serve as a forum for communication between geocachers in the Tri-State Area (Ohio, Kentucky, and Indiana), the general public, and land management officials, in an effort to promote the sport of geocaching as an approved and desirable activity in our parks and other public places.

Meetings:

General business meetings for the total membership will be held a minimum of once per year in June for the purpose of electing officers and conducting other business. Additional meetings may be called as needed by the Steering Committee. Business meetings shall be announced on the OKIC website at least one week in advance.
Steering Committee meetings may be called as needed by the Chairman of the Steering Committee. These meetings may be open or closed to the general membership, depending on the nature of the meeting, at the discretion of the Chairman.
Meetings of other committees may be called by the chairman of that committee as needed.

Membership:

  1. General Member. Membership in OKIC shall remain open to all interested persons who support the goals as described in the Mission Statement. Each applicant for membership shall be required to register online at the OKIC website, thereby providing the Organization with information deemed necessary, to be used strictly for contact and identification of a member, and is not to be given out for any other purpose. Each member must also maintain an active account on Geocaching.com or another recognized caching website, either individually or as part of a team. Currently recognized sites are Geocaching.com, Navicache.com, and GPSGames.org. Once the applicant has provided the above information, the applicant shall be considered a member of OKIC.
  2. Voting Member. Any General Member who is at least 18 years of will be eligible to vote.
  3. OKIC has no official dues or monetary charges for membership. In the future, dues may be established as deemed appropriate and voted on by the Steering Committee.

Structure:
This Association will elect officers who will hold office for a term of one year, from the date of the June meeting in one year to the date of the June meeting in the next. Only one member of a household may hold office during any one term.

Officers:
The elected officers shall be Chairman, Secretary, Event Coordinator, and Park Liaison. These officers will comprise the Steering Committee. The Steering Committee will be empowered to handle any important business during the time between meetings and will be in charge of setting agenda for upcoming meetings and events. The duties of these officers are as follows:

Chairperson

  1. Oversee operations of Steering Committee.
  2. Moderate Steering Committee and Business Meetings.
  3. Be a liaison between OKIC and other geocaching related groups, i.e. geocaching.com
  4. Assist other Committee members with their duties.
  5. Perform as a tiebreaker in committee and general membership voting.
  6. Listen to geocaching related concerns of OKIC members.
  7. . Receive and respond to calls and other communications not specific to another position.

Secretary

  1. Write an Agenda for the next meeting at least 1 week before the meeting and submit them to the Webmaster for publication.
  2. Write meeting minutes and submit them to the web master within 1 week of any meeting.
  3. Send thank you notices to all pertinent parties for services rendered, use of spaces, financial or product donations, etc.
  4. Assume the duties of Chairperson in the event the Chairperson is unable to attend a meeting.

Event Coordinator:
The event coordinator organizes multiple events or gatherings through out the year to promote camaraderie among geocachers or to provide service to the community.

  1. Coordinate park contacts with Park Liaison
  2. Set up events
  3. Coordinate clean up efforts
  4. Coordinate Sponsorship or donations for the events
  5. Ensure that events are coordinated to minimize overlapping dates with other local geocaching, letterboxing, and orienteering groups.

Park Liaison
The Park Liaison shall enhance geocaching and to promote it as an activity within the SW Ohio/ Northern Kentucky/ SE Indiana area by:

  1. Liaising with local and state land-owning bodies
  2. Negotiating mutually beneficial guidelines with fore-mentioned bodies so that caching on parkland is approved and encouraged.
  3. Ensure that other geocaching, letterboxing, and orienteering groups are advised of any negotiations and invited to participate.
  4. Helping all associates to enjoy the activity without falling foul of the civil and criminal laws of the land.
  5. Establishing good caching practices by accepting advice from land, environmental, archaeological and historical bodies.
  6. Acting as an intermediary and be the first point of call for all interested parties in our area regarding park-related matters.
  7. Seek positive and appropriate publicity opportunities for the promotion of geocaching.
  8. Developing a definitive set of geocaching guidelines specific to our area.
  9. Developing a reference system to summarize laws and other issues which impact geocaching.

Procedure for the election of officers:
Nominations for the next year’s officers will be taken prior to the June meeting. An individual may be nominated by volunteering or by being nominated by another member. Elections will be held at the June business meeting, and those individuals elected will immediately take office. The voting process will be accomplished by repeated polling until a single candidate has a majority of the votes. The Secretary shall be responsible for posting a ballot on the OKIC website at least 1 week prior to the date of the June meeting. The members present at the June meeting will complete the voting process. Proxies will not be allowed.

Procedure for the removal of an officer:
Any officer who fails to attend two consecutive business meetings can be removed and replaced. A special election to elect a replacement will be held at the next general business meeting. A Committee member may ask to be removed from the Committee, or they may be asked to leave by the existing Committee or the general membership. Committee members may be removed by a two-thirds vote of the members of the Committee or by a three-fourths vote of the general membership. Examples of conditions under which a Committee member may be removed include, but are not limited to, breach of confidentiality, failure to disclose a conflict of interest, failure to exercise the duties of a Committee member, or failing to attend two consecutive Committee meetings. The Committee member in question is not eligible to vote in their own dismissal, regardless of the situation in which they are leaving.

Finances:
Funding for OKIC events and programs will be on a donation basis, handled by either the events coordinator or the member in charge of the event or program. Excess funds will be applied to the next event or program.

Committees:
Committees will be formed and charged with responsibilities at the discretion of the Steering Committee.

Web page: The Association shall obtain and maintain a domain name. The owner of this domain name shall be OKIC. A website for OKIC shall be created and maintained, as directed by the Steering Committee. The Webmaster and Forum Moderators shall be appointed by the Steering Committee

Voting:

  • The Chairman of the Steering committee shall not vote, except in order to break a tie.
  • Other Steering Committee members shall be permitted to vote in both Steering Committee meetings and General Membership meetings. In order for an issue to be accepted, a simple majority of eligible members present is necessary.
  • By-Laws may be adopted or amended by a 2/3 vote of eligible members present.
  • Disciplinary action against a member requires a 2/3 vote of eligible members present.

Disciplinary Action against members:
Any member whose actions are deemed to run counter to the best interests of OKIC or the sport of geocaching shall be subject to disciplinary action. Disciplinary actions that may be taken include, but are not limited to, temporary or permanent revocation of an individual’s membership, revocation of forum privileges, and loss of the privilege of attending OKIC events.

In order for any disciplinary action to be taken against a member, a member of the Steering Committee must bring a motion before a business meeting. The member to be disciplined shall have been contacted to ensure that the member can have an opportunity to speak in his or her defense if he or she chooses. A 2/3 vote of eligible members present is required to impose disciplinary action against a member.

Forum rules
I. General Rules

  • Posts are to be made in the relevant forum. Users are asked to read the forum descriptions before posting. Users consistently posting to the wrong forum may be given a warning (see policing below).
  • Members should post in a way that is respectful of other users. Flaming or abusing users in any way will not be tolerated and will lead to a warning.
  • Members should remember this board is aimed at a general audience. Posting pornographic or generally offensive text, images, links, etc. will not be tolerated and will lead to a warning.
  • Members should respect the bandwidth of other users and sites. The use of inline ([img][/img]) image tags pointing to data stored on third party systems for which the user has not received permission to link to may be removed.
  • Members should post in a way consistent with “normal writing”. That is users should not post excessive numbers of emoticons, large, small or colored text, etc. Similarly users should not SHOUT or use excessive punctuation (e.g. ! and ?) in topic titles or posts. Users consistently abusing this will be warned.
  • Members should use an appropriate, descriptive title when posting a new topic. Examples of bad titles include; “Help me!” “I’m stuck!” etc. Examples of good titles include; “I need help with my new GPS”, “XXXX cache help”, “Ranger Rick is against Geocaching in Suchandso Park” etc.
  • Spam is not tolerated here under any circumstance. This includes offering hosting services (charged and free), installation services, etc. Users posting spam will be warned and their post removed. See specific item on spam and 3rd party linking for more information.
  • We reserve the right to edit or remove any post at any time. The determination of what is construed as indecent, vulgar, spam, etc. as noted in these points is up to the Forum Moderators and not users.
  • The above forum rules where applicable also apply to private messaging. Abuse of the private messaging system may lead to warnings (as above) and/or the revocation of private messaging.
  • Signatures may contain up to five lines (one line being that displayed on a browser opened to 800px width) of text (of small or normal size) and/or one image, valid combinations include; a single image of no more than 60px high, 468px wide and 6KB in size. Signatures containing an image this large may also include one line of small size text. Signatures containing an image of 30px high may include up to three lines of small size text or two lines of normal size text. Images of 15px height or less may allow up to three lines of normal size text or four lines of small size text.
  • Text sizes should be between 9 and 12 (small and normal). Text in signatures is subject to the same conditions as posts with respect decency, warez, emoticons, etc.
  • Links are permitted in signatures. Such links may be made to non-OKIC material, commercial ventures, etc. Links are included within the text and image limits above. Links to offensive sites may be subject to removal.
  • Users abusing these rules will be warned.
  • Avatars: Users are permitted to utilize a gallery avatar or to link to one of their own (subject to previous points on misuse of bandwidth). User defined avatars are to be no larger than 90 pixels square, contain no image which attempts to portray the user as having an official status here (e.g. mimicking ranks or copying avatars of committee members), may not exceed 6KB in file size and have a consistently high availability (i.e. links to images on slow servers or those prone to failure may be removed). Avatars are subject to the same conditions as posts with respect decency, etc. Users abusing these rules will be warned and/or may lose their avatar privileges.
  • Any polls in the forum are non-binding and are for informational purposes only.

II. Policing

  • The OKIC forum operates a three-strike policy. Users will be warned a maximum of three times for any and all offences in a three month period. If the need arises for a fourth warning a temporary ban will be put in place of between 1 to 7 days.
  • Arguing with Forum Moderators after having received a warning will lead to an immediate additional warning. Should this exceed three strikes a temporary ban will be put in place as above.
  • If the forum abuse continues after a temporary ban has expired, additional bans of up to three months may be implemented.
  • Users who feel they have been unfairly warned are welcome to contact the OKIC Liaison. If he/she feels you were treated badly they can remove a warning. If you feel their decision is also unfair you may contact the OKIC Chairman. That decision is final.
  • Contacting Committee members over warning matters should be done so as a very last resort.
  • Any attempt to circumvent a temporary ban may lead to that ban being made permanent. Circumvention includes re-registering under a non-banned username, changing IP addresses to evade an IP ban, registering a new email account of evade an email ban. Circumvention includes posting as an anonymous user.
  • An exception to the three-strike rule applies when users contact team members personally via private messaging or other resources on the OKIC website and post insulting, indecent or vulgar material. Such users may be subject to an immediate permanent ban.
  • Personal emails or messages not involving OKIC resources are not subject to the three-strike rule.
  • Permanent bans are a last resort and thought is given before implementing them. While the OKIC may consider lifting permanent bans from time to time this is a rare occurrence.

 

Ratification of the By-Laws:
These By-Laws will take effect immediately and from that time forward upon ratification by a 2/3 majority vote of the eligible members present.
All current officers shall retain their positions until the next general election.