TOWN OF VETERAN HISTORICAL SOCIETY BYLAWS
As set forth in the Charter, the Town of Veteran Historical Society is organized 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, sex, sexual orientation, age or with regard to the bases outlined in
Readjustment Act and the Americans with Disabilities Act. Membership shall be accompanied
by dues as specified herein
The amount of the annual member
dues shall be determined by the Executive Committee.
Dues shall be payable by January 1.
The Executive Committee shall consist of (at least) the
President, Vice president, Secretary, Treasurer and Three Members at Large (and must be members in good standing of the Town
of Veteran Historical Society.)
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 expenses. (Changes 5/14/15 as per accepted
The Executive Committee shall meet at least 1 time
per year at an agreed upon time and place.
official meeting requires that each Committee member have written notice at least two weeks in advance of the meeting.
meetings of the executive committee shall be called upon the 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 member postmarked two weeks in advance.
Election of new committee members or election of current members,
to a second term, 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 regular 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 member shall have one personal vote and no proxy shall be allowed.
Terms of Office
All Executive Committee members shall
serve a 2 year term, but are eligible for re-election for another 2 year term. At least 1year break in office shall apply
before a third term.
Vacancies shall be filled by majority vote of the remaining members of the Executive committee for the
unexpired term. If a committee member is elected to fill a vacancy it will be for
the unexpired term of the 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 its judgment 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.
A quorum will consist of (a majority
of Executive Committee Members) at least four (4) Executive Committee Members.
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 s/he is able to attend or participate in the meetings. Any
Executive member who is absent from three 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 4 officers in the Executive
Committee consisting of a President, Vice-President, secretary and Treasurer. Their duties are as follows:
The President shall convene regularly scheduled Society
meetings, and shall preside or arrange for other members of the Executive committee to preside at each meeting in the following
order: Vice-President, Secretary and Treasurer.
The Vice-President will act as Auditor, chair committees on special subjects and take over the President duties
The Secretary shall be responsible for keeping accurate records, overseeing
the taking of minutes at all meetings, sending out meeting announcements, distributing copies of minutes and the agenda to
each member, and assuring that records are maintained. Keeping a record of members in attendance at each meeting, collecting
membership dues and distributing membership cards.
The Treasurer shall be responsible
for safekeeping of the Town of Veteran Historical Society funds, including ensuring all appropriate fiscal records are kept
and ensuring that all funds are recorded, spent and monitored consistent with funder requirements, legal requirements, and
sound financial management. Monies shall be paid out by numbered checks signed by the treasurer, drawn on a reliable banking
company. The Treasurer shall make a financial report at each meeting and
open the books for audit by the Vice President before the Annual Meeting. The Treasurer shall chair the Finance Committee.
The Executive Committee may create committees as needed, such as fundraising, housing, etc. The President appoints all committee chairs as directed by the membership.
The treasurer is chair of the Finance committee, which includes three other committee members.
The finance committee is responsible for developing and reviewing fiscal procedures, a fundraising plan, and annual budget.
The Executive committee must approve the budget, and all expenditures must be within the budget. Any major change in the budget
must be approved by the Society or the Executive committee. The fiscal year shall
be the calendar year. Annual reports are required to be submitted to the Society showing income, expenditures and pending
income. The financial records of the organization are public information and shall be made available to the membership, Executive
committee members and the public.
Program and Membership Committee.
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 membership, maintaining
contact with the membership regarding their membership status and depositing dues received
Historic Sites Committee
Historic Sites Committee of Historians will be appointed by the President.
will be responsible for establishing the historic validity for sites proposed for marking; for marking historic sites; for
arranging tours of the sites.
committees, standing or special may be appointed by the (The Executive
Committee) President as directed by the membership of the Society or Executive Committee.
Such committees shall 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 bylaws.
Special meetings of the Executive Committee may be called by the President,
or by (a majority) two-thirds of the Executive Committee.
The fiscal year of the Society shall be the calendar year
or such other period as may be fixed by the Executive Committee.
Contracts and Other documents
The Executive Committee
may authorize the President, Vice President, Secretary and Treasurer to enter into contracts or to execute and deliver other
documents and instruments on the Society’s behalf. Such authority may be invested
in other officers or agents of the Society from time to time for specific purposes.
Executive Committee may authorize the Historians, as well as the Executive Committee to accept on behalf of the Society any
contribution, gift, bequest, or devise for the purpose of The Town of Veteran Historical Society.
funds of the Society shall be deposited to the credit of the Society in such banks, trust companies, or other depositories
as the Executive committee may from time to time select.
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 advance. The
wording of the proposed amendment shall be included in the notice.
Indemnification and Insurance
Unless otherwise prohibited
by law, the Town of Veteran Historical Society shall indemnify any Executive Committee member, any former Executive Committee
member, any person who may have served at its request as a Executive Committee member, whether for-profit or Not-for-profit,
and may, by resolution of the Executive Committee, indemnify any member against any and all expenses and liabilities actually
and necessarily incurred by him/her or imposed on him/her in connection with any claim, action, suit, or preceding ( whether
actual or threatened, civil, criminal, administrative, or investigative, including appeals) to which s/he may be or is made
a party by reason of being or having been such officer, or member: subject to the limitation, however, shall be adjudged in
such claim, action, suit, or proceeding to be guilty of a criminal offense or liable to the Society for damages arising out
of his/her own negligence or misconduct in performance of a duty to the Society.(A Executive Committee
member can obtain his/her own insurance)
The provisions of this Article shall be
applicable to claims, actions, suits or proceedings made or commenced after the adoption hereof, whether arising from acts
or omissions to act occurring before or after adoption hereof.
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.
(Protection of bylaws
from suit) If any part of this Article shall be found in any action, suit, or proceeding to be invalid or ineffective, the
validity and the effectiveness of the remaining 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 Historical organizations that
are exempt under the provisions of section 501c (3) of the IRS Code.
These Bylaws were approved at a meeting
of the Executive committee of The Town of Veteran Historical Society on ____________, 2013