By-Laws
By-Laws
Article I
Name and Jurisdiction
Section 1 . This organization shall be known as the Southwest Ghost Hunter's Association (SGHA) Inc. and has been in existence under that name since November of 1984.
Section 2. The jurisdiction of this organization is worldwide with a special emphasis on the Southwest.
Section 3. The principal office of this organization shall be located in the County of Socorro , State of New Mexico . The organization may have such other branches either within or without the State of New Mexico as the Directors may require.
Section 4. The Directors of this organization shall be Cody Polston, Bob Carter and David Jubb. It shall be the Duty of the Directors:
A. To preside at all meetings of this organization and to preserve order therein. They shall appoint all committees and shall also have the right to serve on all committees by virtue of his office. They are the general managers of the entire organization.
B. To publish and edit and copyright findings and publications of the SGHA.
C. To appoint officers to the organization, create branches in other states and to have sole power to dissolve any branches, officers or the organization as a whole at anytime.
Article II
Objects
Section 1. Primarily, SGHA is a research organization. The objects of this organization shall be:
A. To scientifically and without prejudice explore the realm of the paranormal with a special emphasis on the effects of electromagnetic fields on consciousness.
B. To attempt to prove or disprove the existence of ghosts through on- site investigations at alleged haunted locations with the aid of special equipment.
C. To conduct research to validate or nullify hypotheses generated by this organization.
D. To receive, manage, invest, expend or otherwise use the funds and property of this organization to carry out the duties and to achieve the objectives set forth in these By-Laws and for such additional purposes and objects not inconsistent there with, as will further the interests of this organization and its members, directly or indirectly.
Article III
Eligibility for Membership
Section 1. Subject only to the specific conditions stated hereinafter, any person of good character who has an interest in the paranormal shall be eligible for membership at the discretion of the Directors and President. Quarterly we open up membership to the public (January, March, June, September, and December).
Section 2 . Anyone wishing to become more involved with the organization may become a Member by subscribing as either a Sustaining Member or a Contributing Member. Sustaining members are active investigators. This requires a certain amount of commitment and responsibilities as outlined below. Contributing members are members that contribute to the organization in one form or another. Applicants for both types of memberships must meet the following requirements:
A. All Members must be at least twenty-one (21) years of age and have a valid ID or driver's license prior to joining. Exceptions to this rule may be granted by the president.
B. He/she must fill out an Application for Membership. This also contains a questionnaire which is used as an aid in determining membership eligibility. The applicant is then given an interview by SGHA's Operation's Officer and at least one other Staff Officer.
C. He/she must attend a brief ten (10) minute one-on-one interview with the President or appointed officer prior to acceptance in the SGHA. Applications for membership are considered by the Staff Officers and voted into a 6 month probationary membership by a majority vote.
D. He/she must attend all training classes and pass SGHA's annual certification as outlined in our training and certification programs.
E. He/she must attend no fewer than 50% of all meetings, unless a waiver is granted by the President or State Coordinator.
F. Must perform a minimum of 10 hours a year in fundraising activities.
Section 3. No person shall be eligible for membership if:
A. He/she refuses to follow established protocols of the SGHA.
B. There is reason to believe that he/she may not adhere to and abide by the By-Laws and our rules and regulations.
C. He/she advocates race, religious, sexual orientation or class hatred.
D. His/her attendance to meetings, Field Excursions, Special or Haunted House investigations falls below 50% in any given six (6) month period. This applies only to Sustaining memberships.
Section 4. Your Active Membership can be permanently revoked if:
A. Divulging privileged or confidential information gathered at Investigations or Research with anyone outside the SGHA circle. Information that is confidential will either be posted as such, on the top line of a message or post, or verbally communicate by a Staff Officer.
B. Attempting to undermine the credibility of the organization in anyway.
C. Violating any portion of SGHA's by-laws or regulations.
Section 5 . Other membership points:
A. The President and Staff Officers have the exclusive right to deny Sustaining or Contributing Membership to anyone who does not meet with the high standards set forth by the SGHA.
B. All Members are given a trial period of six months and evaluated at the end of that time. It is then up to the State Coordinator whether or not the said member will be invited to renew as an Sustaining Member. Renewal points taken into consideration are: attendance to monthly meetings, Field Excursions, Investigations, Research, ability to learn and grow with the SGHA, neatness of appearance, willingness to contribute to the association as a whole and other general membership practices. The State Coordinator's decision must be supported by a majority vote from the Staff Officers.
C. The President is not obligated in anyway to retain any individual that doesn't meet with the above mentioned criteria and others deemed necessary by the President.
Article IV
Officers
Section 1. The Staff Officers of this organization shall consist of a State Coordinator, Research Officer, Administrative Officer, Strategic Officer, Operations Officer and Logistics Officer. Other appointed officers in the SGHA include SHIELD Team leaders. The Staff Officers are the managerial center for all SGHA charter operations.
Section 2 . Eligibility to hold an appointed office shall be governed solely by the State Coordinator and the provisions of the By-Laws.
A. All officers are appointed by the President with the exception of the Administraive Officer, Logistics Officer and the Strategic Officer which are elected for two year terms by a general election of the charter. A majority vote from the current Staff Officers is required to revoke their status and office and may be done at any time.
B. Staff officers have a slightly higher ranking than members and are offered some special privileges such as access to sensitive information and priority on investigation schedules.
C. Any Active Member may apply for any vacant Officer position (Elected or Appointed) anytime after their one (1) year anniversary date. You must maintain a better than average attendance to all meetings and Field Excursions. Exceptions can be made by a decision of the President.
Section 3. It shall be the State Coordinator:
A. To preside at all meetings of charter and to preserve order therein. He shall appoint all committees and shall also have the right to serve on all committees by virtue of his office. The State Coordinator must have 8 years of field experience to be eligible for this office, unless waived by the Directors. He/she acts as a general manager of the charter.
B. To submit findings and research data to the Directors of the SGHA.
C. To appoint officers to the charter and to have sole power to dissolve any branches, officers or the charter as a whole at anytime with the approval of the Directors.
D. To organize Field Excursions, Special or Haunted House Investigations for the membership and be in charge of such.
Section 4. It shall be the Duty of all Staff Officers:
A. To preside at all meetings in the absence of the State Coordinator. He/she shall perform such other duties and render such assistance as may be directed by the State Coordinator.
B. Must have at least 2 years of field experience to be eligible for the position, unless waived by the State Coordinator.
C. Coordinate and execute field investigations and ensures that the investigation or research is proceeding within the established protocols.
Section 5 . It shall be the Duty of the Administration Officer:
A. Responsible for Charter records. This means that the Admin Officer must be organized in his/her approach, and organizational records must be kept up to date and in good order. The Admin Officer's organization record file should include the following:
Bylaws
SGHA Guidebook
Minutes of all club meetings-regular and board meetings
Committee reports
List of committee chairs and members
Charters' past achievement reports
Charters' past monthly reports
Charters' roster having the following information for each member:
Members full name, home address, and e-mail address
Telephone number
Date of birth
Date of joining Charter
Committee assignments and offices held in Charter
Names and addresses of present Charter Staff officers
Complete set of printed material and SGHA literature
B. The Admin Officer's Role during Meetings
Writing Minutes
Minutes are the journal for the proceedings of a meeting. Minutes should record the action taken at the meeting, not what was said by the members. The minutes should never reflect the Admin Officer's opinion on anything said or done.
Contents of the Minutes
The first paragraph of the minutes should contain the following information:
The Admin Officer should record the following about each regular meeting:
C. Keep minutes of all meetings of the Staff Officers. Help the State Coordinator prepare an agenda for each of these.
D. Handle all Charter correspondence, and especially give prompt attention to communications from the Directors and Staff offices.
E. Maintain official club records.
F. Send names, addresses, and phone numbers of newly elected officers to the SGHA President and Directors.
Section 6. It shall be the Duty of the Research Officer:
A. The Research Officer serves as Chief Scientist for SGHA Charter. He or she is responsible for experimental design, research coordination, data analysis, statistical hypothesis testing, submission for peer review, and final publication of all scientific research carried out under the state charter, whether conducted by the membership or the staff of SGHA, Inc.
B. The Research Officer is responsible for all research conducted for the charter throughout the year. He or she coordinates with other members of the SAGE Executive Board to assure that meaningful and productive research is completed and used in decision making. In addition, the Research Officer acts as a historian, which includes, but is not limited to, ensuring that a scrapbook of past events is up to date. The Research Director is responsible for supervising any ad hoc committees assigned to him or her.
C. To report directly to the State Coordinator.
D. To research and investigate new leads as directed by the State Coordinator and to report such findings to the State Coordinator without exception using a Report Form.
E. To assist other members on scheduled Field Excursions and Special or Haunted House Investigations.
F. To preside at any meetings in the absence of both the State Coordinator or as directed by the State Coordinator.
G. To have top seniority over the Staff Officers and any other Active Members or Field Investigators.
H. Maintain research records and data bases.
Section 7. It shall be Duty of the Strategic Officer:
A. To report directly to the State Coordinator.
B. The Strategic Officer is responsible for coordinating all written and verbal communication between the SGHA Charter and the general public especially through news and media outlets. His or her responsibilities include writing press releases, updating an event hotline as well as any other information outlets, and sending weekly event updates to student organizations and list services. To coordinate and organize any affairs with regards to public relations and SGHA's image. This includes publicity opportunities, fundraisers and media appearances directly under the supervision of the President.
C. To preside as the general manager of all charter fundraisers.
D. To work directly with the other officers in regards to maintain SGHA's image and creditability.
E. Organizes and conducts separate membership meetings to organize and further fundraising projects.
Section 8. It shall be the Duty of the Operations Officer:
A. The Operations Officer is responsible for coordinating and recruiting new members to the SGHA Charter. This includes coordinating monthly General Body meetings, overseeing the committee structure, and maintaining list services for events and for members. The Operations Officer helps members of the Fundraising committee to effectively supervise the manpower for which they are responsible. He/she also assists in locating haunted locations for investigations and research.
B. Ensure that SGHA's By-laws, regulations and protocols are being complied with at all times.
C. Organize and execute all scheduled Field Excursions, investigations and manpower for research in the charter and acts as the Team leader in the absence of the State Coordinator.
D. Responsible for training members in the operational aspects of the SGHA investigative process.
E. Coordinate all media events through the Directors and Strategic Officer.
Section 9. It shall be the Duty of the Logistics Officer:
A. Keep an accurate inventory of equipment and instrumentation of the charter and perform routine maintenance.
B. Assist the Operations Officer in training members on proper use and maintenance of equipment and instrumentation.
C. Submit a monthly report, verbal or written, to the State Coordinator detailing the state and readiness of equipment and instrumentation. Identify problems and trouble shoot.
D. Research new equipment and potential upgrades to present instrumentation. Advise the State Coordinator on these items.
Section 10 . It shall be the Duty of the SHIELD Team Leader:
A. To report directly to the State Coordinator which is turn reports directly to the President.
B. To assemble data in all forms and pass that information up to the State Coordinator.
C. Assist in gathering research material for planned Field Excursions authorized by the State Coordinator and/or President.
D. Organize and conduct meetings of SHIELD members within the charter.
E. Assist the Operations Officer in training involving SHIELD techniques.
F. Organize and execute SHIELD investigations of private residences (if tasked by charter). Report all findings to the State Coordinator.
Article V
Officers - Generally
Section 1. All officers of this organization when installed after appointment may be required to take the following obligation for office: “
I. ________________________________ do most sincerely promise, upon my honor, that I will truly and faithfully, to the best of my ability, perform the duties of my office, as prescribed in the By- Laws of this organization.”
Section 2. All officers in the performance of their duties shall adhere to the terms of these By-Laws.
Article VI
SGHA Investigative and Research Procedures
Section 1. Procedures
A. Procedures for conducting SGHA Research and Investigations are listed in appropriate SOPs (Standard Operating Procedures) that have been certified by the Directors.
Article VII
Member regulations
Section 1. Code of Conduct / Regulations.
As a member of SGHA, it is your duty to remember that before, during, and after an official investigation, you are not only representing yourself, but your team and the entire organization as well. Failure in following the codes as set forth by the Directors will result in the termination of your membership. Also be aware that an official SGHA function cannot be performed without the expressed written/verbal consent of the State Coordinator or the President.
All investigators performing investigations must be dressed in appropriate attire for both the physical and social environment of the site. This means comfortable, but safe footwear, dark non reflective clothes and jewelry, and no loose objects such as wallet chains. Please refrain from revealing, torn or ragged attire as you represent not only yourself, but the entire group as well. We also ask that all long hair must be tied back or under a hat so as not to interfere with photographic data if you are taking pictures. Dress code for individual investigations is at the State Coordinator's discretion. Members must obtain at least one official SGHA shirt as is part of the standard uniform.
A. The State Coordinator or designated representative makes all decisions concerning the investigation. Failure to follow directions and SGHA policies is grounds for termination
B. All investigations must be performed in a courteous and professional manner.
C. No illegal drugs. If you take prescription medication, please inform your team captain before the investigation begins so as to avoid future complications.
D. All investigators must respect the privacy of the people, families and places we are investigating for.
E. No matter what, please direct all questions from the media, police and others to the State Coordinator unless otherwise briefed prior to the start of the investigation.
F. No obscene, foul, or abusive language near clients
G. All investigators are to respect the site of investigation. No littering at site of investigation and no obscene, foul, or abusive language near clients. No pranks or practical jokes at investigation site and no handling of objects without owner's permission.
H. Other policies listed in the SGHA by-laws
Article VIII
Membership Activities
Section 1. Field Excursions, Investigations and Research projects.
A. All Active Members are required to attend all meetings especially those prior to regularly scheduled Field Excursions or eligibility to the same is void.
B. Investigations and Research projects will be offered only to the Sustained and Contributing Members whose attendance to Field Excursions and meetings is better than average and whom showed promise at past Field Excursions and have attended at least one Field Excursion in the past. SGHA does not pay or cover the costs for its members to participate in hunts or investigations. Incurred expenses are paid by the members volunteering to participate in the outing.
C. All Members who attend Field Excursions, Ghost hunts, Research projects or Out-of-State Research Trips assume full responsibility and agree to relieve the SGHA and the President of any liability as far as personal injury, legal action or anything deemed as an Act Of God(s).
D. SGHA and its members are not allowed to use psychics or mediums in investigations. An exception can be made in ghost hunts but only if the psychic is brought in by a third party.
E. All outings are for SGHA Members only! Please do not bring wives, friends, or relatives unless permission is granted directly by the President or the State Coordinator assigned to the case.
F. All information obtained during SGHA sponsored outings should remain within the SGHA circle and not shared with anyone not already a member. SGHA holds exclusive copyright of any material presented, investigated or obtained during or afterwards. This would include: photographs, video or audiotapes, and research reports and any other data generated by SGHA.
G. All Members are expected to arrive on time with the proper equipment discussed at the previously scheduled meeting.
H. If a member cannot make a scheduled Field Excursion, Investigation or Research project, it shall be his/her responsibility to phone in advance to the President or person in charge of the investigation. In the cases of an emergency, some notification as soon as possible would be appreciated.
Article VIV
Meetings
Section 1 . Annual Meetings shall be held in January at a designated location and are subject to change. Monthly meetings for Members only will be held on the first Sunday of the month but are frequently subject to change. Check the forum or consult a Team captain or Staff Officer for the proper date and location.
Section 2. Attendance is encouraged for all members of this organization. Length of meetings is usually two (2) hours with a five (5) minute break midway through.
Section 3 . Schedule of meetings:
A. Opening comments or last meetings minutes. Staff Officer reports.
B. Case reviews from Teams, slides or audio presentations.
C. Projected activities and events.
D. Reading of interesting letters or newspaper articles.
E. Five minute break.
F. Open floor discussion or question/answer time.
G. Video presentations.
H. Closing comments.
I. Adjournment.
Section 4. The President upon reasonable notice to the membership may call meetings of this organization for Active Members or Staff Officers.
Article X
Fiscal Year
The fiscal year of this organization shall be from 01 January to 31 December .
Article XI
Official Logos and materials
Section 1 . All logos on this organization's business cards are copyrighted and remain the property of the SGHA. This would also include cover designs on the Website, manual and all special interest directories. These designs and logos cannot be reproduced without expressed written consent from the President and the Directors of the SGHA.
Section 2 . The designs on this organization's membership cards and photo identification cards are also copyrighted and cannot be duplicated under penalty of law.
Section 3. All SGHA generated manuals, compact discs and other written material, electronic or otherwise, is copyrighted and cannot be used or duplicated without permission.