Town of Veteran Historical Society
777 Ridge Road (Mailing address)
Horseheads, New York 14845
1 January 2014
Town of Veteran Historical
As set forth in the Charter, the Town of Veteran Historical Society is
exclusively for charitable and educational purposes. These purposes include:
To encourage and disseminate a greater knowledge
of the history of the State of New
York and particularly the area known
as the Town of Veteran. To maintain, preserve and
make available to the public the appropriate
collection of documents, objects and artifacts
relating to the Town of Veteran Historical
Society. To acquire by purchase, gift, devise
or otherwise the title to or the custody
and control of historic objects, sites and structures,
and preserve and
maintain such objects, sites and structures.
Location: The principal office of the Town of Veteran Historical Society shall be located
within or without the Town of Veteran, in the county of Chemung at such place as the
Executive Committee shall from time to time designate.
Membership shall consist only of the paid members of the Town of Veteran Historical
Society, regardless of race, color, creed, religion, national/ethnic origin,
orientation, age or with regard to the bases outlined in the Veterans
and the Americans with Disabilities Act. Membership shall
be accompanied by dues as
The amount of the annual member dues shall be detemined by the Executive Committee.
Dues will consist of three (3) types:
Regular Single Yearly Membership
Single Life Membership
(Couple/Partner)(living under one roof) Life Membership
Dues shall be
payable by January 1.
The Executive Committee shall consist of (at
least) the President, Vice President,
Secretary, Treasurer and Three (3) members
at Large and must be members in good
standing of the Town of Veteran Historical
The Executive Committee is responsible for overall policy and direction
of the Society,
and will delegate responsibility for day-to-day operations
of the society. The committee
shall have up to seven (7) and not fewer than
five (5) members. The committee receives
no compensation other than reasonable
The Executive Committee shall meet at least one (1) time per year
at an agreed upon time
and place. An official meeting requires that
each Committee member have written notice
at least two weeks in advance of the
Special meetings of the Executive Committee shall
be called upon request of the President
or one-third of the Executive Committee.
Notices of special meetings shall be sent out by
the Secretary to each Executive members
postmarked two weeks in advance.
Election of new committee members shall
occur as the first item of business at the annual meeting of the society.
Nominations may be received from the paid
members by the Secretary in advance of a regularly scheduled meeting.
These nominations shall be presented to the paid
members of the Society to be voted upon at the annual meeting.
Committee members will be elected by a majority
vote of the current paid membership attending the meeting. Each attending paid
shall have one (1) personal vote and no proxy shall be allowed.
to the Executive Committee members shall be filled by majority vote of the remaining members of the
Executive Committee. If
a committee member is elected to fill a vacancy it will be for the unexpired term of office.
A committee member may
be removed by a majority vote of the Executive Committee,at any regularly scheduled or
special meeting of the Society, whenever
in it's judgement the best interests of the Society would be served thereby.
committee member may resign at any time by giving notice in writing to the Executive Committee.
A quorum will consist of a majority of Executive
Committee Members. A quorum
must be in attendance before business can be
transacted or motions made or passed.
Each Executive Committee member is expected
to communicate with the Executive
Committee in advance of all meetings stating
whether or not he / she is able to attend
or participate in the meetings. Any
Executive member who is absent from three (3)
unexcused successive meetings or fails
to participate for a full year shall be deemed to
have resigned due to non-participation,
and his / her position shall be declared vacant.
Officers and Duties
There shall be four (4)
officers in the Executive Committee consisting of a President,
Secretary and Treasurer. Their duties are as follows:
The President shall convene regularly scheduled Society meetings, and shall preside
arrange for other members of the Executive Committee to preside
at each meeting in the
following order: Vice-President, Secretary
Vice-President will act as Auditor, chair committees on special subjects and take
the President duties if warranted.
The Secretary shall be responsible for keeping accurate records, overseeing the taking of
minutes at all meetings, sending out meeting announcements, distributing copies
minutes and the agenda to each member in attendance at each meeting,
membership dues and distributing membership cards.
The Treasurer shall be
responsible for safekeeping of the Town of Veteran Historical
including ensuring all appropriate fiscal records are kept and ensuring that
funds are recorded, spent and monitored consistent with funder requirements, legal
and sound financial management. Monies shall be paid out by numbered
signed by the Treasurer, drawn on a reliable banking company. The Treasuere shall
a financial report at each meeting and open the books for audit by the Vice President
the Annual Meeting. The Treasurer shall chair the Finance Committee.
Committee may create committees as needed, such as fundraising, housing, etc.
President appoints all committee chairs as directed by the membership.
Treasurer is the chair of the Finance committee, which includes three (3) other committee
The finance committee is responsible for developing and reviewing fiscal
a fundraising plan, and annual budget. The Executive Committee must approve the
and all expenditures must be within the budget. Any major change in the budget
be approved by the Executive Committee. The fiscal year shall be the calendar year.
reports are required to be submitted to the Society showing income, expenditures
pending income. The financial records of the organization are public information and
be made available to the membership, Executive Committee and the public.
and Membership Committee
The Program and Membership committee is responsible for arranging suitable programs;
for setting time, place and date of programs and volunteer projects. The committee is also
responsible for membership drives, processing new and renewal memberships,
contact with the membership regarding their membership status and
Historic Sites Committee of Historians will be appointed by the President.
The Historians will be responsible for establishing
the historic validity for sites proposed
for marking; for marking historic sites;
for arranging tours of the sites.
Other committees, standing
or special may be appointed by the Executive Committee
President as directed
by the membership of the Society or Executive Committee. Such
have the power and duties designated by the Executive Committee and
shall give advice
and make non-binding recommendations to the Society.
The rules contained in Robert's Rules of Order shall govern the
proceedings of the Town of
Veteran Historical Society except in such cases
as are governed by the constitution or the
Special Meetings of the Executive Committee may be called by the President, or by a
majority two-thirds of the Executive Committee.
Fiscal year of the Society shall be the calendar year or such other period as may be
fixed by the Executive Committee.
and Other documents
Executive Committee may authorize the President, Vice President, Secretary and
to enter into contracts or to execute and deliver other documents and
on the Society's behalf. Such authority may be invested in other officers or
of the Society from time to time for specific purposes.
Committee may authorize the Historians, as well as the Executive Committee
accept on behalf of the Society any contribution, gift, bequest, or devise for the
of the Town of Veteran Historical Society.
All funds of the
Society shall be deposited to the credit of the Society in such banks,
companies, or other depositories as the Executive Committee may from time to
Books and Records to be kept
The Town of Veteran Historical Society shall
keep correct and complete books and
records of account, minutes of the proceedings
of the Society and any committee
having any of the authority of the Executive
Committee, and a record of the names
and addresses of the Society members
entitled to vote. All books and records of the
Society may be inspected by any member
having voting rights or his / her legal agent
or attorney, for any proper purpose
at any reasonable time.
Amendments of Articles and Bylaws
These bylaws may
be amended at any regular or special meeting of the membership
by a two-thirds
vote of those voting, provided notice was given at least one month in
The wording of the proposed amendment shall be included in the notice.
Unless otherwise prohibited by law, the Town of Veteran Historical Society shall
any Executive Committee member, any former Executive Committee member,
person who may have served at its request as a Executive Committee member,
for-profit or Not-for-Profit, and may by resolution of the Executive Committee,
any member against any and all expenses and liabilities actually and necessarily
by him / her or imposed on him / her in connection with any claim, action, suit, or
(whether actual or threatened, civil, criminal, administrative, or investigative,
appeals) to which he / she may be or is made a party by reason of being or
been such officer, or member; subject to the limitation, however, shall be adjudged
such claim, action, suit, or proceeding to be guilty of a criminal offense or liable to the
for damages arising out of his / her own negligence or misconduct in performance
a duty to the Society. An Executive Committee member can obtain his / her own
b) The provisions
of this Article shall be applicable to claims, actions, suits or proceedings
or commenced after the adoption hereof, whether arising from acts or omissions to act
before or after adoption hereof.
c) The indemnification provided by this Article shall not be deemed exclusive to
any other rights to which such officer, or member may be entitled under any statute,
Bylaw, Agreement, vote of the Executive Committee, or otherwise and shall not
restrict the power of the Society to make any indemnification permitted by law.
d) (Protection of bylaws
from suit) If any part of this Article shall be found in any action,
or proceeding to be invalid or ineffective, the validity and the effectiveness of the
parts shall not be affected.
Upon the dissolution of the Town of
Veteran Historical Society, any assets remaining after
the payment of
debts and other liabilities shall be distributed to other not for profit
organizations that are exempt under the provisions of section 501c (3) of
Bylaws were approved at a meeting of the Executive Committee of the Town of
Historical Society on 13 November 2014.
Gloria Campbell – President
Shirley Lant – Secretary
Rick Smith – Treasurer
By-Law Approved Amendments
22 May 2015
Amendment pertaining to Section 4.01 changing Executive Committee from seven (7) and
not fewer than three (3) members to:
The committee shall have up to seven (7) and not fewer than five
9 January 2018
Amendment pertaining to Section 3.02 Dues, adding three (3) types of membership.
single year membership
Single Life Membership
Family (Couple / Partner) (living under one
roof) Life Membership
10 January 2019
Amendment pertaining to Section 4.04 election of new committee members:
Election of new committee members shall occur as the first item of business at the annual meeting
of the society.
Nominations may be received from the paid members by the Secretary in advance of a regularly scheduled
These nominations shall be presented to the paid members of the Society to be voted upon at the annual meeting.
Committee members will be elected by a majority vote of the current paid membership attending the meeting.
paid member shall have one (1) personal vote and no proxy shall be allowed.
to Section 4.05 vacancies to the Executive Committee:
Vacancies to the
Executive Committee members shall be filled by majority vote of the remaining members
of the Executive Committee. If a committee
member is elected to fill a vacancy it will be for the unexpired term of office.
A committee member may be removed by
a majority vote of the Executive Committee,at any regularly scheduled or special
meeting of the Society, whenever in
it's judgement the best interests of the Society would be served thereby. A committee
member may resign at any
time by giving notice in writing to the Executive Committee.