BARKHAMSTED HISTORICAL SOCIETY
Revised and Adopted September 10, 2006
ARTICLE I - Name and Organization
1) This organization shall be called the Barkhamsted Historical Society, Inc.
2) This Society is incorporated as a non-profit organization under the Laws of the State of Connecticut and is a non-sectarian, non-political organization.
3) The fiscal year of this Society shall be from July 1 to June 30.
ARTICLE II - Mission Statement
The goal of the Society is to preserve and disseminate the history and culture of the Town of Barkhamsted for current and future residents of the Town and for those who have an interest in Barkhamsted history. Objectives of the Society include:
1) To locate, procure and preserve documents, maps, pictures, relics, articles, craft skills and methods pertaining to the history and to the citizens of Barkhamsted.
2) To maintain and display for the public benefit and education a collection of historic items which have been and may be acquired by the Society through gift or purchase.
3) To identify, mark and seek to preserve such buildings, locations, and objects as are of historical interest within the area, and generally to work to preserve the natural and historic beauty of Barkhamsted from defilement and pollution.
4) To record and preserve those facts and traditions which now repose in the minds of our citizens.
5) To record current history for the benefit of future generations of Barkhamsted.
6) To gather, edit, publish and circulate information relating to the aforesaid objectives of this Society.
7) To arrange for the suitable observance of National, State and Town anniversaries, most particularly that of the incorporation of the Town of Barkhamsted, September tenth.
ARTICLE III - Membership
Section A - Membership in this Society shall be open to all persons who have an interest in Barkhamsted and its history.
Section B - Any such person shall be admitted to full membership upon application and payment of dues. Each member whose dues are current shall be entitled to one vote at meetings of the Society.
Section C - Honorary membership shall be awarded to persons who are nominated by the Board of Directors and elected by a majority of the members of the Society present at the annual meeting. This honor shall be given in recognition of special service to the Town of Barkhamsted or to the Society. Such membership shall be for life and shall entail no dues.
Section E - Any full time student may become an associate member of the Society with voice but no vote upon payment of a sum not to exceed one half of regular dues.
ARTICLE IV - Officers
Section A - The officers of this Society shall be President, Vice-President, Secretary and Treasurer, all of whom shall be members in good standing and who shall serve for one year, or until their successors are elected and qualified. No person shall be eligible for office in this Society or for membership on the Board of Directors who is not a resident of the Town of Barkhamsted or of one of the adjacent Towns of Colebrook, Hartland, Granby, Canton, New Hartford, Torrington, or Winchester.
Section B - Officers shall be elected at the annual meeting of the Society. The Nominating Committee shall present a slate of officers at the annual meeting; nominations may also be made from the floor. The members receiving a majority of the votes cast shall be declared elected to the respective offices. In case of no choice on the first ballot, balloting shall continue until a selection has been made. In the event of a vacancy of office, the Board of Directors shall have the power to fill said vacancy until the next annual meeting.
Section C - Duties of Officers
Paragraph 1 - It shall be the duty of the President to preside at all meetings of the Society and of the Board of Directors. The President shall call meetings of the Society or of the Board of Directors when he/she deems it necessary, or as hereinafter provided. At the annual meetings the President shall present a report of the work of the Society during the preceding year. The President shall, with the advice and consent of the elected members of the Board of Directors, appoint the chairmen of all standing committees; and with the advice and consent of the Board of Directors he/she shall appoint the chairmen of special committees. The President shall be a member ex officio of all committees except the Nominating Committee and Audit Committee, and must be notified of the time and place of all committee meetings at least forty-eight hours in advance of said meetings.
Paragraph 2 - The Vice-President shall assist the President, and in the absence of the President, shall perform the duties of the President.
Paragraph 3 - The Secretary shall serve also as Clerk of the Board of Directors and shall keep a record and minutes of all meetings of the Society and of the Board of Directors. The Secretary shall maintain the annual minutes book, placing the approved minutes of each meeting in the minutes book. The Secretary shall issue notices of all meetings and perform all duties usually pertaining to the office including such correspondence as necessary.
Paragraph 4 - The Treasurer shall have custody of all moneys received from dues, donations bequests, and shall give a receipt when requested. He/she shall deposit said moneys in a bank, or otherwise invest them at the direction of the Board of Directors. The Treasurer shall make disbursements only on order of the Board of Directors, or upon the authorization of the President and will follow the disbursement procedures established by the Board of Directors. He/she shall keep an itemized account of all receipts, and expenditures, file vouchers of all payments, and render an account in writing of the finances of the Society at the annual meeting, and to the Board of Directors on request. The fiscal books of the Society shall be open for inspection at each meeting of the Board of Directors.
ARTICLE V - The Board of Directors
Section A - The Board of Directors shall consist of the duly elected officers of the Society, of the chairmen of all standing and special committees saving the Audit Committee, of the three Trustees elected by the members of the Society at the annual meeting, of the person holding the position of Barkhamsted Town Historian as appointed by the Barkhamsted Board of Selectmen and of the position of Past President if that position is occupied.
Section B - At least two-thirds of the members of the Board of Directors shall be residents of the Town of Barkhamsted.
Section C - The trustees shall be chosen at the annual meetings of the Society and shall serve for terms of three years, with one trustee elected at each annual meeting.
Section D - The position of Past President shall be occupied for the term of one year by an outgoing President in the year immediately following his/her last term of office. When not filled by an outgoing President, the position will be vacant.
Section E - The Board of Directors shall manage the affairs and funds of the Society and act generally in its behalf. It shall present a budget at the annual meeting of the Society for approval of the members.
ARTICLE VI - Meetings
Section A - There shall be an annual meeting of the Society on or about the tenth day of September for the purpose of hearing reports on the activities of the Society and of electing officers.
Section B - Special meetings may be called by the President at any time, and shall be called upon the written request of ten members of the Society or of a majority of the Board of Directors.
Section C - Meetings of the Society shall be called by the President, and notice of the time and place shall be given by notices mailed to each member at such time before the meeting as required by law.
Section D - The Board of Directors shall meet at least four times during the year and at such other times as may please the President, or upon request of five members of the Board. At least two days written or oral notice of meetings shall be given to each director.
Section E - Five members of the Board of Directors shall constitute a quorum. Ten members present at a meeting of the Society shall constitute a quorum of the Society.
ARTICLE VII - Committees
Section A - There shall be seven standing committees of the Society, to wit:
The President, the Board of Directors, or the Society may establish special committees when deemed necessary. The Chairman of all committees shall be appointed by the President, with the advice and consent of the Board of Directors, within one month following the annual meeting. They shall be members of the Board of Directors. All committees shall be appointed by their respective chairman, who shall notify the Secretary of such appointments following the annual meeting. Committees are subject to the call of their respective chairmen. Each committee chairman shall report the activities of his committee at the annual meeting and to the Board of Directors upon request. A committee's term of office shall expire at the annual meeting following its appointment.
Section B - Duties of Committees
Paragraph 1 - The Audit Committee, the chairman of which shall not be a member of the Board of Directors, shall examine at any time the accounts of the Society and will review financial record keeping and reporting procedures. The Audit Committee chairman shall certify in writing the annual report of the Treasurer and present the audit certification at the annual meeting of the Society. The Audit Committee shall advise the Board of Directors on ways to improve financial procedures.Paragraph 2 - The Building and Grounds Committee shall have custody of all real property owned or leased by the Society and of such chattels as may pertain thereto. It shall be responsible for the development and implementation of an appropriate plan of maintenance covering the upkeep, repair, cleaning, lighting and heating of any building owned or leased by said Society. The Chairman of the Building and Grounds Committee shall be the Chief Steward of the Society and with the approval of the Board of Directors will have the authority to enter into contracts relating to building and grounds projects and act as the "clerk of the works" for said projects.
Paragraph 3 - The Collections Committee shall have charge of the Society s artifact collection, including collection activities and policies relating to acquisition, deaccession, loans, preservation, storage, cataloging, use and access. It shall undertake the acquisition of printed materials, manuscripts and other documentary materials of interest to the Society. It shall have charge of all pictures, maps, relics, articles and personal property owned and held temporarily by the Society, save such as would customarily fall to the care of the Building and Grounds Committee. It shall receive all gifts or loans of such materials. It shall be responsible for the safe keeping of said materials, shall keep a list or catalog of the same and shall work with the Education Committee to arrange for their proper display or circulation to the Public. The Collections Committee will recommend policies and policy updates covering its activities to the Board of Directors and will implement those collection policies adopted by the Board of Directors.
Paragraph 4 - The Education Committee shall strive to expand the body of knowledge of Barkhamsted history and culture. It will develop and implement methods, techniques and practices that effectively present this knowledge to the public. It shall be responsible for:
a) developing and coordinating research activities;
b) expanding the Society s historical knowledge and resources;
c) identifying and prioritizing preservation efforts;
d) exhibiting historic resources to enhance understanding of Barkhamsted history and culture;
e) disseminating information on Society activities;
f) conducting outreach programs to educate and inform
Paragraph 5 - The Finance Committee shall devise and direct plans for raising money, including grants, endowments and special fundraising events, for carrying on the work of the Society. The Finance Committee will work with the Treasurer to:
a) recommend investment and funds management options;
b) coordinate the preparation of the annual budget;
c) prepare long range financial planning that will help meet current and future needs of the Society.
Paragraph 6 - The Membership Committee shall strive to expand the membership in the Society. It shall receive all applications for membership and payment of dues, maintain an active roll of all members and their addresses and shall issue certificates of membership as appropriate. It shall prepare a roster of paid members with addresses in duplicate and forward one copy to the Secretary, one to the Treasurer and one to the annual minute book. It shall forward all monies collected to the Treasurer. At a time approved by the Board of Directors, the Membership Committee shall notify those members whose dues for the current year are in arrears.
Paragraph 7 - The Nominating Committee shall prepare a slate of candidates for the elective offices of the Society and shall present said slate to the Society at its annual meeting.
ARTICLE VIII - Removal of Property
No property of the Society or in its custody may be removed, exchanged, sold or otherwise disposed of unless meeting all applicable procedures as stated in the deaccession policy adopted by the Board of Directors.
ARTICLE IX - Dues
Annual dues for membership in the Society shall be set by the Board of Directors.
ARTICLE X - Parliamentary Authority
The rules of parliamentary procedure as laid down in "Roberts' Rule of Order, Revised" shall govern the Society in all cases to which they are applicable, and in which they are not inconsistent with the By-Laws or Special Rules of Order of this Society.
ARTICLE XI - Amendments
These By-Laws may be amended at any regular or special meeting of this Society, notice of the proposed changes having been appended to the call for the meeting at which action is to be taken. A three-fourths vote of those present shall be necessary for adoption.
ARTICLE XII - Activities and Dissolution
Notwithstanding any other provisions of these by-laws, the Society is organized exclusively for one or more of the following purposes: charitable, literary, or educational pursuits within the meaning of Section 501 (c) (3) of the Internal Revenue Code of 1954.
No substantial part of the activities of the Society shall be carrying on propaganda, or otherwise attempting to influence legislation (except as otherwise provided by Internal Revenue code Section 501 (h), or participating in, or intervening in (including the publication or distribution of statements), any political campaign on behalf of any candidate for public office.
No part of net earnings of the Society shall inure to the benefit of any member, trustee, director, officer of the organization, or any private individual (except that reasonable compensation may be paid for services rendered to or for the organization), and no member, trustee, director or other officer shall be entitled to share in the distribution of any of the assets upon dissolution of the Society.
In the event of dissolution of the Society, the assets of the organization shall be distributed to the Town of Barkhamsted. If the Town is unable, or unwilling, or ineligible to receive the assets, they will be distributed to one or more organizations in the State of Connecticut operating for a public purpose and exempt under Section 501 (c) ( 3 ) of the Internal Revenue Code.
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