BYLAWS
CURRENT REVISION ~
OCTOBER 2001
(ORIGINAL ~ JUNE 1970)
PROPOSED CURRENT
BYLAWS
CURRENT REVISION ~
OCTOBER 2001
(ORIGINAL ~ JUNE 1970)
PROPOSED CURRENT
ARTICLE I
Purpose
The
Chester Historical Society shall promote interest in the history of the Town of
ARTICLE II
Membership and Dues
Section 1. Any person who submits a Society membership form and pays
the required dues shall be enrolled as a member.
Section 2. Membership shall be divided into the following
classifications:
Student
Individual
Family
Benefactor
Life
Corporate/Business
ARTICLE I
Purpose
The Chester Historical
Society shall promote a general interest in the history of the Town of
ARTICLE II
Membership and dues
Section 1. Any person whose application for membership is
accepted shall be enrolled as a member upon payment of the required dues. A
majority of the membership shall be residents of the Town of
Section 2. Membership shall be divided into the following
classifications:
Student
Individual
Family
Sustaining
Life
Corporate/Business
Section 3. The dues shall be established by the Board of
Trustees and modified from time to time as the Board deems fit. A Life
Membership may be subscribed to by no more than two specifically named
individuals. A Corporate/Business membership does not extend membership to the
company’s employees.
Section 4. The membership year shall begin on July 1, and
membership dues – with the exception of Life Membership dues – shall be paid
annually.
ARTICLE III
Officers
Section 1. The Officers of the Society shall comprise a
President, a Vice President, a Secretary, and a Treasurer. Officers need not be
Trustees of the Society, but must be Society members. The Executive Committee
shall comprise the Officers, plus a Historian, a Curator, and an Archivist. The
President shall be the Chair of the Board of Trustees, the Chair of the
Executive Committee, and an Ex Officio member of all Society Committees.
Section 2. The Officers of the Society shall be elected at the
Annual Meeting to which all members have been invited (Annual Membership
Meeting) by a majority of the members present. The officers shall assume office
upon election and shall serve for two years or until their successors are
elected.
Section 3. The President shall be Chief Executive Officer of the
Society. The President shall arrange for, call, and preside at the Annual
Membership Meeting, all Board of Trustee Meetings, and all Executive Committee
Meetings. The President shall see that all orders and resolutions of the Board
of Trustees shall be carried into effect. A written report summarizing the
activities of the Society and the Board of Trustees during the previous year shall
be prepared and distributed to the members by the President at least ten days
prior to the Annual Membership Meeting.
Section 3. The dues shall be established by the Board of
Trustees and modified from time to time as the Board deems fit. A Single Life
Membership may be subscribed to by no more than two (2) individuals.
Section 4. Dues shall be payable annually in advance at the
beginning of the fiscal year of the Society, which is July 1- or as otherwise
determined by the Board of Trustees. The Board of Trustees shall from time to
time remove non-paying members from the membership.
ARTICLE III
Officers
Section 1. The Officers of the society shall consist of a
President, two or more Vice Presidents as determine by the Board of Trustees, a
Secretary, an Assistant Secretary, a Treasurer, and a Historian. Officers need
not be Trustees of the Society. The President shall be Chair 0f the Board of
Trustees and Ex Officio member of all committees.
Section 2. The Officers of the Society shall be elected by a
majority of the members present at an Annual Meeting, shall assume office upon
election and shall serve for two years, or until their successor is elected.
Section 3. The President shall be chief executive officer of the
Society. The President shall arrange for, call and preside at all meetings of
the Society, including Trustee meetings. The President shall see that all
orders and resolutions of the Board of Trustees shall be carried into effect.
The President shall be an ex-officio member of all Standing Committees. A
written report shall be prepared and distributed to the members by the
President at least ten days prior to the Annual Meeting of the Society
summarizing the activities of the Society and the Board of Trustees during the
previous year.
Section 4. The Vice President shall assist the President and
shall perform the duties and exercise the powers of the President whenever the
President is absent or disable.
Section 5. The Secretary shall record the minutes of all Annual
Membership Meetings, all Board of Trustee Meetings, and all Executive Committee
Meetings and, at least ten days prior to the next meeting, shall distribute a
written copy of the minutes to all Society members, Board members, or Executive
Committee members respectively for their approval.
Section 6. The Treasurer shall collect all Society dues and
funds, pay all Society bills, and ensure that the Society’s financial policies
are enforced. The Treasurer shall deposit all funds in the banks and accounts so
designated by the Board of Trustees. The Treasurer shall submit a written financial
statement in understandable form at the end of each fiscal quarter and each
fiscal year to the Board of Trustees for approval. The Treasurer shall also
present a preliminary (if final numbers are not available) fiscal year-end
financial statement in understandable form to all members present at the Annual
Membership Meeting. Account withdrawals shall be made upon the signatures of
the President or Treasurer or such other person or persons as authorized by the
Board.
Section 7. The Historian shall be a resource of local and
general history. The Historian shall be appointed by the Board and shall serve
until a successor is appointed.
Section 4. The President shall designate a Vice President who
shall perform the duties and exercise the powers of the President during the
absence or disability of the President. In the event that the President fails
to do so, the most senior Vice President shall preside.
Section 5. The Secretary shall record the minutes of all
meetings of the Society, including Trustees meetings, and at the next
subsequent meeting shall submit a written
copy of the minutes for approval.
Section 6. The
Treasurer shall collect all Society dues and funds and shall pay bills of the
Society. The Treasurer shall deposit funds as authorized by the Trustees in
such bank, and accounts as they may authorize. The Treasurer shall submit a written
financial statement in understandable form to the Society at the Annual
Meeting. The Treasurer shall submit a financial statement at the end of the
fiscal year to the Board of Trustees. The Trustees shall cause to be verified
from time to time the actual balance of the various accounts and books but at
least biannually. Withdrawals shall be made upon the signatures of the
President or Treasurer or such other person or persons as authorized by the
Board.
Section 7. The Historian shall prepare such materials of
historical value as may be pertinent and relate to the aims and objectives of
the Society.
Section 8. The Curator shall care for and preserve the Society’s
collection of artifacts, including textiles, tools, books, furniture, and other
items. The Curator shall work with the Archivist to care for and preserve the
Society’s archives, including records, manuscripts, photographs, scrapbooks,
and other ephemera. Both Curator and Archivist shall work with those
responsible for exhibits and displays to make the collections accessible. The
Curator shall be appointed by the Board and shall serve until a successor is
appointed.
Section 9. The Archivist shall care for and preserve the
Society’s archives, including records, manuscripts, photographs, scrapbooks,
and other ephemera. The Archivist shall work with the Curator to make the
collections accessible to those responsible for exhibits and displays and to
scholars. The Archivist shall be appointed by the Board and shall serve until a
successor is appointed.
ARTICLE IV
Trustees
Section 1. The Board of Trustees shall consist of twenty-one Society
members, each of whom shall serve a three-year term provided, however, that the
terms shall be staggered so that one third of the Trustees’ terms expire each
year. The Trustees shall be elected at the Annual Membership Meeting. No
individual shall be elected to more than two consecutive terms. This shall not
preclude in any way an individual serving additional terms after a one year
hiatus.
.
ARTICLE IV
Trustees
Section 1. The Board of Trustees shall consist twenty one
members, each of whom shall serve a three-year term provided, however, that the
terms shall be staggered so that one third of the Trustees’' terms expire each
yea The Trustees shall be elected at the Annual Meeting. No individual shall be
elected to more than two consecutive terms. This shall not preclude in any way
an individual serving additional terms after a one year hiatus. All present
Trustees may complete their present term to which they were elected plus an
additional consecutive term.
Section 2. The President of the Society shall be Chairman of the
Board of Trustees and the Secretary its Secretary.
Section 2. A simple majority of the Trustees shall constitute a
quorum
Section 3. The Board of Trustees shall exercise general
supervision over the property and affairs of the Society and ensure that the
Society is fiscally responsible. The Board shall make and alter standing rules from
time to time, including financial policies, and keep accurate minutes of its
transactions. The Board shall authorize all necessary purchases and
expenditures in accordance with its financial policies and receive and audit
the accounts of the Treasurer and other officers and committees. The Board
shall examine into the general finances of the Society and cause to be verified
from time to time, but at least biannually, the actual balance of the various
accounts and books.
Section 4. The Board of Trustees may declare vacant the place of
any Officer or Trustee who shall be absent without acceptable excuse from three
consecutive meetings of the Board of Trustees, and any vacancies among the
Officers or the Trustees may be filled by the Board for the unexpired term.
Section 5. No later than four months prior to the Annual
Membership Meeting, the President shall propose and the Board of Trustees shall
appoint a Nominating Committee of five members drawn from the Board of Trustees
and the Officers of the Society. At a Board meeting to be held not later than
60 days prior to the Annual Membership Meeting, the Nominating Committee shall present
for Board approval a written list of nominees for Officers and Trustees to be
filled at the Annual Membership Meeting. Such nominations shall not preclude,
however, the presentation of other nominees for the same positions from the
floor at such Annual Membership Meeting.
Section 3. A majority of the Trustees shall constitute a quorum.
Section 4. The Board of Trustees shall exercise general
supervision over the property and affairs of the Society; authorize all
necessary purchases and expenditures, receive and audit the accounts of the
Treasurer and other officers and of committees; examine into the general
finances of the Society~ make and alter standing rules from time to time~ Keep
accurate minutes of its transactions and make its own rules.
Section 5. The Board of Trustees may declare vacant the place of
any Officer or Trustee who shall be absent without acceptable excuse from three
consecutive meeting of the Board of
Trustees, and any vacancies among the Officers or the Trustees may be filled by
the Board for the unexpired term.
Section 6. Four months previous to the Annual Meeting the Board
of Trustees shall appoint a Nominating Committee of five members drawn from the
Board of Trustees and the Officers of the Society who shall report in writing
at a Trustees' meeting, not later than thirty days prior to the Annual Meeting,
a list of nominees for Officers and Trustees to be filled at such Annual
Meeting. Such nominations shall not preclude, however, the presentation of
other nominees for the same offices from the floor at such Annual Meeting.
ARTICLE V
Committees
Section 1. There shall be the following Standing Committee:
Robbie Collomore
Music Series Committee (RCMSC) – This Standing Committee shall plan, promote,
and produce concerts. This committee, which may have its own officers,
is authorized to have its own checking account and shall be responsible
for the management of the Burton Cornwall Cultural Endowment Fund that has been
established to support the Robbie Collomore Music
Series. The RCMSC shall have the authority to transfer funds from time to
time between its checking account and the Burton Cornwall Cultural Endowment
Fund for the purpose of managing the allocation of assets under control of the
RCMSC. As provided for in the Endowment Fund Agreement, an Investment
Oversight Committee, comprising the Society President and Treasurer and the
RCMSC Chairman and Financial Officer, shall review and approve on an annual
basis the activities of the RCMSC in regards to its management of its financial
assets. The RCMSC shall make its financial records available in a timely
manner to the Society Treasurer and shall provide any information necessary for
the Treasurer to perform his/her duties.
Section 2: The President
shall also establish Committees to address, at a minimum, the following:
Archives
and Collections
Building
and Grounds
Educational
Programs and Initiatives
Finance
Grants
Long-range
Planning
Membership
Publications
Publicity
and Public Relations
Social
and Fundraising Events
Volunteers
ARTICLE V
Committees
Section 1. There shall be the following Standing Committees:
Archives
Collomore Series
Finance
Hospitality
Membership
Programs
Publications
The President may establish
such additional Committees as may be necessary from time to time.
Section 3. All Committee members must be Society members. Each
committee shall elect its chairman. No individual shall serve more than three
consecutive terms as chair without the concurrence of the Trustees.
ARTICLE VI
Meetings
Section 1. The Annual Membership Meeting for the election of
Officers and Trustees shall be held as soon as possible after the close of the
fiscal year at such place and time as determined by the Board of Trustees.
Section 2. Special Membership Meetings may be called by the
President or the Board of Trustees. The order of business for these meetings
shall be established by the President or Board respectively. At such meetings,
no business shall be transacted except as sha1l be specified in the notice
thereof.
Section 3. Notice of all Membership Meetings and all Board of
Trustee Meetings shall be given through the regular mail or by electronic mail
to all Members and Trustees respectively at least ten days in advance of the
meeting. The President may call an Executive Committee Meeting at any time.
Sections 4. At any Membership Meeting of the Society, those
members present shall constitute a quorum, provided that the required notice
shall have been duly given. At all other meetings, a simple majority shall
constitute a quorum.
The President may establish
and appoint such additional committees as may be necessary from time to time.
Section 2. All Standing Committees shall be appointed for a
two-year term by the President. Each committee shall consist of at least three
members who shall elect their chairman. No individual shall serve more than
three consecutive terms as chair without the concurrence of the Trustees.
ARTICLE VI
Meetings
Section 1 The Annual Meeting
fur the election of Officers and members of the Board of Trustees shall be held
as soon after the close of the fiscal year at such place and time as determined
by the Board of Trustees.
Section 2. Special meetings of the Society may be called by the Board
of Trustees. At such meetings no business shall be transacted except as sha1l
be specified in the notice thereof.
Section 3. Notice of all meetings of the Society at which a vote
is to be taken shall be given through the regular mail or by electronic mail to
all members at least ten days in advance of the meeting.
Sections 4. At any meeting of the Society thirty members shall
constitute a quorum.
ARTICLE VII
Order of Business
Section 1. At all Membership Meetings (excepting Special Membership
Meetings called by the Board), all Board of Trustee Meetings, and all Executive
Committee Meetings, the order of business shall be established by the
President.
Section 2. The order of business may be changed at any meeting
by vote of a majority of the members present and, except as otherwise provided, Robert's Revised Rules of Order shall govern the
proceedings.
ARTICLE VIII
Seal
Section 1. The Seal of the Society shall contain thereon the
name of the Society and the year of its incorporation, 1970.
ARTICLE IX
Amendment
Section 1. These By-Laws may be amended by a majority vote of
the Trustees at any Board of Trustees meeting and a majority vote of members
present at the following Annual or Special Membership Meeting. Copies of any
proposed amendment shall be made available upon request to all Society Members
at least ten days before the meeting.
ARTICLE VII
Order of Business
Section 1. At any and all meetings the order of business shall
be established by the President.
Section 2. The order of business may be changed at any meeting
by vote of a majority of the members present and, except as otherwise provided, Robert's Revised Rules of Order will govern the
proceedings.
ARTICLE VIII
Seal
Section 1. The Seal of the Society shall contain thereon the
name of the Society and the year of incorporation, 1970.
ARTICLE IX
Amendment
Section 1. These By-Laws may be amended at any meeting of the
Society by a majority vote of the Board of Trustees, followed by a majority
vote taken at a meeting of the general membership for that purpose. Copies of
any proposed amendment shall be available to the members of the Society at
least ten days before the meeting upon request.