By-Laws
Article 1. Membership and Dues
Section 1. All persons interested in the purpose of the Society are welcome to join when they pay the necessary dues.
Section 2. The Board of Trustees shall fix the amount of membership dues and/or assessments (if any) for all membership classes each year and reserves the right to adjust membership classifications as well as membership dues and assessments annually to meet the needs of the Society.
Section 3. Annual dues shall be payable on June 1 of each calendar year. Members in arrears more than one year after payment is due shall be dropped from membership.
Section 4. A non-voting Honorary Life membership, proposed by the board and approved by a two-thirds vote of the members present at the annual meeting, shall be granted a person who has performed outstanding service or made a substantial contribution of material or financial assistance.
Section 5. Only current dues-paying members are permitted to vote.
Article 2. Schedule for Meetings
Section 1. Regular meetings of the Society shall be held the third Wednesday of the month from September through November and January through April. The annual meeting shall be in May.
Section 2. Special meetings may be called by the President.
Section 3. The Board of Trustees shall meet every other month from September through May on the second Wednesday of the month. Special meetings of the Board of Trustees may be called by the President.
Section 4. The Secretary of the Society shall notify all the members of date, time and place of the regular meetings by reasonable means.
Article 3. Duties of the Officers and Trustees
Section 1. The President shall have executive supervision over the activities of the Society within the scope provided by these By-laws and shall preside at all meetings. The President shall report annually on the activities of the Society and shall appoint the chairpersons of standing and special committees not otherwise provided for.
Section 2. The Vice-President shall assume the duties of the President in the event of absence, incapacity, resignation, or removal of the President. He/she will also work with the program committee to assure a full schedule each year.
Section 3. The Secretary shall keep the minutes of the Society and the Board of Trustees, maintain a list of Members and render an annual report. The Secretary shall have authority to designate a member of the Society to assist him or her in the discharge of his or her duties.
Section 4. The Treasurer shall be responsible for the safekeeping of Society funds, for maintaining adequate financial records and for depositing all monies with a reliable banking company in the name of the Society. Monies shall be paid out by numbered checks signed by the Treasurer and the President. The Treasurer will collect dues, and shall render an annual report based on the fiscal year. He/she will look into grants and investment possibilities for excess funds.
Section 5. The Board of Trustees shall have the power to conduct all affairs of the Society. The Board of Trustees shall decide questions of policy that for any reason cannot be acted upon at a meeting of the Society and perform such other functions as designated in these By-laws or otherwise assigned to it by the membership at large or the four Officers of the Organization. The Board of Trustees shall have the general control and supervision of the funds and property of the Society, set its policies, and review all acquisitions and de-accessions. All non-budgeted, non-emergency items in excess of $50 shall be brought to the membership for approval.
Section 6. At any meeting of the Board of Trustees, seven (7) trustees shall constitute a quorum. The Board of Trustees, through the President, shall render an annual report at each annual meeting. The Board shall consist of no less than seven (7) but no more than fifteen (15) members. Each shall serve a two-year term.
Article 4. Committees
Section 1. The Society shall have the following standing committees:
a. Archival -- responsible for collecting, cataloging, caring for and arranging all two-dimensional materials. Duties shall also include arranging and repairing books, manuscripts, newspapers and other historical source materials.
b. Collections -- responsible for collecting, cataloging, cleaning, repairing and storing all three-dimensional historical objects.
c. Programs -- responsible for arranging suitable programs and special programs as opportunities become available.
d. Membership -- responsible for membership drives and campaigns to expand membership.
e. Nominating -- responsible for making all nominations for officers and members of the Board of Trustees.
Section 2. The President of the Board of Trustees shall appoint the chairpersons of all standing committees except the nominating committee. Its chairperson shall be appointed by the Board of Trustees.
Section 3. Other special committees may be created by the President as directed by the Society or Board of Trustees.
Article 5. Fiscal Year
The fiscal year of the Solvay-Geddes Historical Society shall be January 1 to December 31.
Article 6. Amendment to the By-laws
These By-laws may be amended at any regular meeting or special meeting by a two-thirds vote of those voting, provided notice was given at the previous meeting or 21 days ahead of the time of the vote. Or they may be amended at a special meeting called for that purpose, with previous 10-day notice and a two-thirds vote. All proposed amendments shall be submitted in writing to the full membership at least 30 days in advance of the vote.
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