“Fostering and Creating International Cooperation Between Traditional Healers and Surfers to Develop Sustainable Medicinal Plant Systems for Coastal Communities.”
SURFING MEDICINE INTERNATIONAL, a 501(c)(3) BYLAWS
This organization shall be known as Surfing Medicine International. Surfing Medicine International was incorporated as a 501(c)(3) charity in the State of Hawaii as recognized by the United States Internal Revenue Service on June 25, 2007.
PURPOSE AND DEFINITION:
Members and/or employees of ‘Surfing Medicine International’ will work towards the objective of creating and fostering international cooperation between traditional healers and coastal communities to provide and create sustainable medicinal plant systems for nations around the globe.
All members and/or employees of ‘Surfing Medicine International’ will promote and protect the rights of indigenous communities in which they agree to coordinate projects.
All research conducted by ‘Surfing Medicine International’ will be communicated and approved by the indigenous communities in which we work and this will be documented with Informed Consent Agreements that will be signed by all participants.
All members and/or employees associated with ‘Surfing Medicine International’ will strive to improve water quality in coastal communities by using natural sustainable plant systems.
The original Board of Directors of ‘Surfing Medicine International’ are: Summer Austin, Steve Bogle, and Guy Ragosta as organized by the original members.
‘Surfing Medicine International’ will work with and promote all peoples, regardless of race, sex, age, creed, and nation.
‘Surfing Medicine International’ and all of its affiliates strive to follow the ethical guidelines of the professional Society for Economic Botany as listed below:
If materials or information obtained from people involved in this venture can reasonably be expected to have a commercial payoff, Surfing Medicine International will arrange with participants for equitable economic compensation for those who have provided the information and/or plants and will do all in our power to ensure that compensation is paid.
Materials will not be submitted for fraudulent or harmful purposes.
We will communicate clearly and honestly to all whom we work with the objectives and possible consequences of their research, including potential commercial opportunities. We will use any and all materials generated from this project for educational and documentary reasons only.
We will comply with all rules and limitations that local people, their communities, or their institutions place on the research and will not “trick” people into revealing “secret” information. Surfing Medicine International will offer to supply any reports or materials resulting from our ventures.
We will respect any request for confidence made by those providing data or materials, provided that the maintenance of such confidence does not compromise other ethical considerations.
We will respect individuals’ right to anonymity and privacy of those they work with when it is requested.
All materials generated in this venture will strive to use the knowledge, skills, and training attained by persons involved to enhance the well-being of human kind.
We will not present as our own the work of others.
We will specifically refuse to work professionally on any research that in our knowledge or judgement will result in harm being done to anyone.
We will not engage in nor allow the dissemination of information about economic botany that is false, misleading, or exaggerated.
Directors, committees, officers, employees, and contractors shall conform to the following principles during their work with Surfing Medicine International:
(a) Perform their official duties and arrange their private affairs in such a manner that conserve and enhance public confidence and trust in the integrity, objectivity and impartiality of Surfing Medicine International;
(b) Have an obligation to act in a manner that will bear the closest public scrutiny, an obligation that is not fully discharged by simply acting within the law;
(c) Shall not knowingly take advantage of, or benefit from, information that is obtained in the course of their official duties and responsibilities with Surfing Medicine International and that is not generally available to the public;
(d) Shall not directly or indirectly use, or allow the use of, Surfing Medicine International property of any kind, including property leased to the Foundation, for anything other than officially approved activities;
(e) May apply to the Board of Directors for a determination and interpretation so as to determine whether or not his or her activities constitute a breach of this policy.
Membership in Surfing Medicine International shall consist of individuals, corporations, and institutions interested in Surfing Medicine International and in the promotion of research in this field. Each member shall have one vote in elections; each member present shall have one vote on motions before the Annual Business Meeting. Representatives of Institutional Members or Corporate Members may not vote both as an individual member and as a representative of an Institution or Corporation. Annual membership dues rates shall be determined by the Board of Directors. The following membership categories shall be recognized and members shall receive access to research, video, and audio related to Surfing Medicine International on our website and via newsletter:
1. Regular members. Persons who are interested in any aspect of Surfing Medicine International.
2. Student members. Students actively interested in Surfing Medicine International may apply for student membership at a reduced rate. Student membership shall be held only by bona fide undergraduate or graduate students. Student members shall have all privileges of regular membership.
3. Family members. Individuals who are husband and wife or domestic partners may receive the privileges of family membership. They shall pay dues at a lower rate than for two individual regular members.
4. Emeritus members. Individuals who are retired are eligible for the privilege of emeritus membership. Emeritus members shall have all privileges of regular membership.
5. Honorary members. Honorary members shall receive life membership and be exempt from annual dues payment. No more than five honorary members may be selected each year. Individuals are selected by the Board of Directors.
6. Sustaining members. Individuals may become sustaining members by the payment of dues exceeding the rate of standard membership categories.
7. Patrons. Individuals who support Surfing Medicine International by the payment of dues exceeding the rate defined for members.
8. Benefactors. Individuals who support Surfing Medicine International by the payment of dues exceeding the rate defined for Patrons.
9. Life members. Individuals who choose to be life members may become such by the payment of a single lifetime rate.
10. Electronic members. Individuals who elect to receive electronic access to Surfing Medicine International publications, video, and audio.
11. Other membership categories. Additional membership categories may be created by Surfing Medicine International as needed. These categories and annual dues rates will be recorded by Surfing Medicine International.
12. Institutional Membership. Institutions which support Surfing Medicine International by annual contribution.
13. Corporate Membership. Corporations which support Surfing Medicine International by an annual contribution.
1. Annual dues depend upon the type of membership as determined by the Board of Directors.
2. The fiscal year of Surfing Medicine International shall begin on the first day of January, with dues payable by that date.
3. Members whose dues have not been paid by March 31 shall be considered delinquent. They shall not be entitled to receive the publications, video, or other privileges of Surfing Medicine International until their dues are paid. The names of all members whose dues have not been paid for one year shall be dropped from as members of Surfing Medicine International.
4. Membership dues shall include a fair market value sum for the webpage and newsletter management and distribution as determined by the Board of Directors.
The officers of Surfing Medicine International shall be a President, President-Elect, (Immediate) Past-President, Secretary, and Treasurer. The duties of these offices are as follows:
1. President. The President shall preside at meetings of the Board of Directors, of committees, and of the Membership. The President shall make a report on behalf of Surfing Medicine International at the annual meeting, and do such other things as the Board of Directors may from time to time prescribe. The President shall have principal responsibility for conducting the affairs of Surfing Medicine International between annual meetings. The President shall be Chairperson of the Educational and Outreach Committee and the Program and Publicity Committee for the annual meeting held during his/her term of office, and shall be a member of the Endowment Committee.
2. President-Elect. The President-Elect shall succeed to the Presidency on the completion of the President’s term. The President-Elect shall serve as a member of all committees. In the event of the President’s death or incapacitation, the President-elect shall become president for the remainder of that term of office.
4. Secretary. The Secretary shall record the proceedings of Surfing Medicine International and maintain close contact with all committees, sections, and chapters established within Surfing Medicine International. The Secretary shall report annually to the Board of Directors. The Secretary shall keep on file a copy of the Certificate of Incorporation and shall comply with its requirements for good standing. The Secretary shall conduct all authorized mail ballots. The Secretary shall arrange for all business meetings of Surfing Medicine International. The Secretary or, with Board of Directors approval, his/her designee, shall keep a master list of all members and forward the names of new members to the President and President Elect. The Secretary shall forward the results of all elections and awards to the Board of Directors, and the newsletter.
5. Treasurer. The Treasurer is the chief fiscal officer (CFO) of Surfing Medicine International. Three Treasurers shall be responsible for the Society’s funds and endowments, financial records, and the development of its fiscal policies. The Treasurers shall be responsible for disbursement of all Society funds, including those for the costs of publications, video, and soundtrack. The President and Secretary are further authorized to handle monetary transactions when necessary. The Treasurers or, with Board of Directors approval, his/her designee, shall be responsible for the receipt of membership applications, the maintenance of the membership list, the notification of the President, Secretary, and Board of Directors of new members and other changes in membership, and the billing and receipt of dues and funds for other designated purposes. The Treasurers shall present a financial report and budget for the forthcoming year to the Board of Directors prior to the Annual Business Meeting for the Board of Director’s approval. No financial obligations against Surfing Medicine International shall be contracted by any officer or member except as specified in the annual budget or as provided for by special action of the Board of Directors.
1. Elections shall be held by postal and/or email ballot. Any individual member is eligible to hold office in Surfing Medicine International, but no individual shall hold more than one elective office simultaneously.
2. The Secretary shall mail or email ballots and a brief biographical sketch of each candidate to the voting membership at least two months in advance of the annual meeting and shall allow one month for their return, the due date being stated on the ballot. The Secretary as Teller shall tabulate and record the votes and shall notify the President of the election results. In the event that the election for any office should result in a tie vote, the members of the Board of Directors shall be polled by mail or email to resolve the tie. If only one person is nominated for an office or position on the Board of Directors, the ballot shall provide for a write-in vote for that position. The President shall notify the candidates for office and all members of the Board of the results, and shall announce the results at the Annual Business Meeting.
3. Terms of Office.
A. A President-Elect shall be elected annually. He/she shall take office at the close of the Annual Business Meeting immediately following the election and shall succeed to the presidency at the close of the Annual Business Meeting of the following year, and in a like manner succeed to the past-presidency the following year.
B. A Secretary and three Treasurers shall be elected annually, and shall be eligible for immediate re-election for one additional term. They will take office at the close of the Annual Business Meeting immediately following the election.
C. If for any reason the President shall be unable to carry out the duties of the office, the President Elect will serve the remainder of the term. Vacancies in the other offices will be elected by vote of the Board of Directors, and appointed individuals will serve out the remainder of the terms.
E. In the event the Annual Business Meeting is not held, newly elected officers and Board members shall take office on 1 January of the year following the election.
Board of Directors:
1. The Board of Directors shall consist of at least 8 members (at least 5 uncompensated, 3 compensated) with equal voting power. The Board will consist of a President, President-Elect, Secretary, Treasurer, Traditional Healers, PhDs, Editors of relevant science journals, Editor of the Newsletter, and others that represent the community at large.
2. A majority of Board of Directors shall constitute a quorum.
3. The President shall be Chairperson of the Board and shall preside at the meetings, or in his/her absence the President-Elect shall preside; if neither is present, the Board shall elect a Chairperson from among those elected officers present.
4. The Board shall be the governing body of Surfing Medicine International. It shall be responsible for matters of policy and procedure. It shall have jurisdiction over finances and publications. It shall meet prior to the Annual Business Meeting. It shall consider proposals from any member of Surfing Medicine International. It shall receive and act on the annual budget prepared by the Treasurers. It shall fix the time and place of the annual meeting.
5. The actions of the Board of Directors may be amended at the annual meeting of the Surfing Medicine International by a two-thirds vote of the members present.
6. On request of the President, the Secretary shall send to each member of the Board of Directors pertinent information about matters of concern. Between annual meetings the Board of Directors may vote by mail ballot, by telephone or by electronic mail with subsequent confirmation in writing, on matters deemed by the President to require immediate action. A majority of those responding shall be required for the passage of any action by mail ballot.
7. Board of Director members may call council meetings at any time. A quorum is required to conduct business. Participants may attend council meetings through conference telephone calling, or other approved communication technologies.
Surfing Medicine International will create and maintain committees. The following is a list of potential committees which shall be determined as herein directed by the Board of Directors. They shall be provided with such needed financial support, to be designated in the budget, as the funds of Surfing Medicine International permit.
Archives Committee: The committee shall oversee the acquisition, maintenance, organization, and accessibility of Surfing Medicine International archives.
Auditing Committee: The committee shall complete an examination of the Treasurer’s report prior to the annual Board of Directors and business meetings of Surfing Medicine International.
Bylaws and Protocol Committee: The committee shall receive proposed amendments to the Bylaws or Polices and Procedures and prepare these for submission to the Board of Directors. The Committee may also initiate recommendations for changes in the Bylaws or Polices and Procedures.
Editorial Board: The Editorial Board shall assist in the editorial process and shall volunteer or give advice on requests concerning Surfing Medicine International research.
Education and Outreach Committee: The committee shall bring to the attention of the public and scientific communities significant accomplishments and events related to Surfing Medicine International and promote educational programs involving plants useful to people.
Endowment Committee: The committee shall seek to raise monies to create endowments for awards and other purposes authorized by the Board of Directors.
Ethics Committee: The committee shall examine ethical questions relating to economic botany and the Surfing Medicine International in particular. The committee will develop recommendations for the Guidelines of Professional Ethics.
Executive Committee: During the interim between annual meetings, the committee shall execute all powers not delegated by the Board of Directors to committees or to specified officers. The Executive Committee shall act as a body and reach its decisions by majority vote, except as these powers may be specifically restricted by the Board of Directors. It may not modify or rescind instructions from the Board of Directors or from the membership as decided by vote in a regular meeting.
Finance Committee: The committee shall recommend investment policies for Surfing Medicine International’s funds and changes in dues structure, maintain oversight for special funds and endowments, and arrange for independent audits of the Surfing Medicine International’s financial records, as called for by the Board of Directors.
Membership Committee: The committee shall be to solicit new members for the Society, encourage retention of membership, and review membership applications in order that the Society may be kept informed of the nature of its growth.
Newsletter Committee: The committee shall be responsible for developing the layout, design and content of the newsletter.
Nominations and Awards Committee: The committee shall be responsible for nominations for the offices of President-Elect, Secretary, Treasurer, and members-at-large of the Board of Directors, and annually shall select a nominee for the Distinguished Traditional Healer Award, subject to confirmation by the Board of Directors. It shall obtain written consent to serve from all nominees before their names are placed on the ballot.
Web Site Committee: The committee shall be responsible for the Surfing Medicine International web site which will serve as a communication and information venue for the Surfing Medicine International and its members. The committee shall have operational authority for design and content of the site and for supervision of the Web Editor who may be accorded such freedom of action as the committee may delegate.
Student Network Committee: The committee shall plan, organize, and develop a network to foster open channels of communication and facilitate dialog among student colleagues.
Special (ad hoc) committees may be authorized by the Board of Directors. The Board shall review the need for each special committee annually and may authorize its continuance or dissolution.
New committees may be established or existing committees dissolved by the Board of Directors. The specific responsibilities of new committees shall be determined as defined by the Board of Directors.
Surfing Medicine International shall hold an annual meeting, the time and place of which shall be determined by the Board of Directors. The annual meeting shall consist of a scientific program, a business meeting, and other activities.
The President or his/her substitute shall report to the membership at the business meeting.
Any member present may offer a resolution to be moved, seconded, amended, debated, and voted upon at the business meeting. If the resolution shall be equivalent to an amendment to the Bylaws, or is in apparent violation of the Bylaws thus affecting the government of the Surfing Medicine International, action must be postponed until the resolution has been distributed to the membership at least 60 days before the date of the next annual meeting.
MEDIA AND PUBLICATIONS:
The official media and publications of Surfing Medicine International will be research published in peer reviewed science journals, on video, on our website, and a soundtrack.
The permanent file on the business affairs and historical documents of Surfing Medicine International shall be preserved in an appropriate repository identified by our Board of Directors and the communities we work in.
SECTIONS AND CHAPTERS:
1. Sections may be organized to promote the various special interests of Surfing Medicine International. Each section shall be approved by vote of the Board of Directors. Each section shall elect its own officers. Each section shall present a written report on its activities to Surfing Medicine International at its annual meeting. If any constitution or bylaws are established by the section, they shall be subject to approval by Surfing Medicine International. A section may be discontinued by action of the Board of Directors.
2. Chapters may be organized on a local basis. The purpose of these chapters is to encourage interest in the fields of interest of Surfing Medicine International and to enhance communication between its sections, and its members. Each Chapter shall be approved by vote of the Board of Directors and of Surfing Medicine International members. Each Chapter shall itself elect its own officers, and shall present a written report on its activities to Surfing Medicine International at its annual meeting. If any constitution or bylaws be established by the chapter, they shall be subject to approval by Surfing Medicine International. A chapter may be discontinued by action of Surfing Medicine International.
The rules contained in the current edition of Robert’s Rules of Order shall govern Surfing Medicine International in all applicable cases.
The Bylaws may be amended by a two-thirds majority of those voting, either at an annual meeting of Surfing Medicine International, or in a mail or email ballot, provided that in either case notice of the proposed action shall have been sent to each voting member of the Society at least 60 days before the date of the vote. Amendments shall become effective immediately following their acceptance by Surfing Medicine International.
Lobbying or activities specifically designed to influence legislation are not among the objectives of Surfing Medicine International and no official group within Surfing Medicine International shall engage in such activity.
Notwithstanding any provision of the Bylaws which might be susceptible to a contrary construction:
Surfing Medicine International shall be organized exclusively for scientific, educational, and related purposes.
Surfing Medicine International shall be operated exclusively for scientific, educational, and related purposes.
No part of the net earnings of Surfing Medicine International shall or may under any circumstances inure to the benefit of any private shareholder or individual.
No substantial part of the activities of Surfing Medicine International shall consist of carrying on propaganda, or otherwise attempting to influence legislation.
Surfing Medicine International shall not participate in, or intervene in (including the publishing or distributing of statements) any political campaign on behalf of a candidate for public office.
Surfing Medicine International shall not be organized or operated for profit.
Surfing Medicine International shall not:
Lend any part of its income or corpus, without the receipt of adequate security and a reasonable rate of interest.
Pay any compensation, in excess of a reasonable allowance for salaries or other compensation, for personal services actually rendered.
Make any part of its services available on preferential bases.
Make any purchase of securities or any other property, for more than adequate consideration in money or money’s worth.
Engage in any transaction which results in substantial diversions of its income or corpus to: any officer, member of the Board of Directors, or substantial contributor to Surfing Medicine International.
The prohibitions contained do not imply that Surfing Medicine International may make such loans, payments, sales or purchases to anyone else, unless such authority be given or implied by other provisions of the Bylaws.
DISTRIBUTION ON DISSOLUTION:
Upon dissolution of Surfing Medicine International, the Board of Directors shall distribute the assets and accrued income to one or more organizations, or community groups as determined by the Board of Directors.
These Bylaws supersede all previous constitutions and bylaws of Surfing Medicine International, and become effective immediately upon adoption.
Surfing Medicine International Bylaws are enacted on April 2, 2007 as signed by the current Board of Directors*:
Summer Austin, Board of Directors
Steve Bogle, Board of Directors
Guy A. Ragosta, Board of Directors