CONSTITUTION of the

ROCKY HILL HISTORICAL SOCIETY, INC.

Article I - Name 

The name of this society shall be the Rocky Hill Historical Society, Inc. (“Society”)

Article II - Purpose

The purpose of this society shall be to provide an assembly of people who are interested in the history of the Town of Rocky Hill so that through their cooperative efforts, there may be a better understanding and appreciation of the town, as well as our State, Nation and American heritage. 

Article III - Function

Section 1.

The function of this Society is to discover and collect materials of historical significance, including printed materials, manuscripts, pictures, photographs and material objects illustrative of life and activities in the town, both past and present.

Section 2.

The Society shall provide for the preservation of any collected artifacts and encourage the preservation of historic town buildings, monuments and markers.

Section 3.

The Society shall make efforts to make any collected artifacts accessible to those who wish to examine and study them.

Section 4.

The Society shall make efforts to disseminate historical information through meetings, events and publications.

 

Article IV - Membership

The Society shall offer Individual, Family and Contributing memberships.

 

Article V - Annual Meeting

The Society shall conduct an Annual Meeting during the month of May.

 

Article VI -  Officers and Executive Committee

Section 1.

The Officers shall consist of a President, Vice President, Recording Secretary, Corresponding Secretary, Treasurer and Museum Director.

Section 2.

The Executive Committee shall consist of the elected Officers and Chairpersons of the Finance, Membership, Program, Building and Publicity Standing Committees.

 

Article VII - Amendments

This Constitution may be amended at any regularly scheduled meeting of the Society by a two-thirds (2/3) vote, provided proper notice and a quorum of 25% of all active members in  good standing.

 


BY-LAWS of the

ROCKY HILL HISTORICAL SOCIETY, INC.

Article I – Membership and Dues

Sec. 1. The Society shall offer Individual, Family and Contributing memberships.

Sec 2. Each member shall be entitled to one (1) vote at any General Membership Meeting of the Society, with Family and Contributing memberships entitled to one (1) vote each for the unit represented.

Sec. 3. Applications for membership shall be made on the Society’s standard application form and signed and dated by the applicant or representative.

Sec. 4. Applications for membership shall be accompanied by the proper annual dues and presented to the Membership Committee for action.

Sec. 5. Annual dues shall be paid on or about the first of June.

Sec. 6. The payment of annual dues shall constitute a condition of membership, with the neglect or refusal to pay annual dues for the period of two (2) years after they become payable being deemed a withdrawal from the Society.

Sec. 7. The amounts of annual dues shall be set at the Annual Meeting.

Article II – Meetings and Quorum

Sec 1. General Membership Meetings shall be held quarterly, with the Annual Meeting being held in May.

Sec 2. Special Meetings may be called by the President or at the request of three (3) members of the Executive Committee.

Sec 3. A quorum of 10% of all active members in good standing (i.e. membership dues paid) is required to transact Society business at any General Membership or Special Meeting.

Sec. 4. Notice of ten (10) days, including time and location, must occur for all General Membership Meetings, Special Meetings and Executive Committee meetings.

Sec. 5. A quorum of five (5) members is required for an Executive Committee meeting.

Sec. 6. Standing Committee meetings may be called at the discretion of the individual committee’s Chairperson.

Sec. 7. A simple majority of members is required as a quorum for a Standing Committee meeting.

Sec. 8. Society meetings shall be governed by the latest version of Robert’s Rules of Order, except in those instances where the Constitution or these By-Laws prevail.

Article III – Eligibility and Election of Officers

Sec. 1. The Officers of the Society shall consist of a President, Vice-President, Recording Secretary, Corresponding Secretary, Treasurer and Museum Director.

Sec.2. Any member in good standing (i.e. dues paid in full) is eligible for election as an Officer of the Society.

Sec. 3. The election of Officers shall be governed by the following rules:

a. The Nominating Standing Committee shall present a slate of recommended Officers to the Executive Committee at their last regularly scheduled meeting preceding the Annual Meeting.

b. The President shall present the slate of recommended Officers at the Annual Meeting.

c. Following the presentation of the slate of recommended Officers, the President shall call for Nominations from the membership for each position on the slate.

d. Officers shall be elected by a plurality of votes cast at the Annual Meeting and serve for a term of two (2) years or until successors are elected.

Article IV – Duties of Officers

Sec. 1. President:  The President shall preside at all Society meetings, serve as Chairman of the Executive Committee and regularly report to the membership on the activities of the Society.  The President shall also appoint the Chairman of the Standing Committees, except the Finance Committee.  The President has the privilege to serve as an ex-officio member of the Standing Committees.  With the approval of the Executive Committee, the President may call together special committees as necessary to conduct the business of the Society.

Sec. 2. Vice-President:  The Vice-President shall assist the President in the carrying on the business of the Society.  In the event of the President’s absence, incapacity or resignation, the Vice-President shall assume the duties of the President until the election of a replacement.

Sec. 3. Treasurer:  The Treasurer shall be responsible for the maintenance of Society financial records and the safekeeping of Society funds.  The treasurer shall collect annual membership dues and donations, render quarterly financial reports to the Executive Committee and prepare a written report for presentation during the Annual Meeting.  The Treasurer shall also make payments on behalf of the Society with the authority of the Executive Committee.

Sec. 4. Recording Secretary: The Recording Secretary shall keep the minutes of the meetings of the Society and the Executive Committee.  The Recording Secretary shall also maintain a current list of the Society membership, including lists of committee members.  The Recording Secretary shall also be responsible for notifying the membership of Society meetings.

Sec. 5. Corresponding Secretary: The Corresponding Secretary shall carry on all the general correspondence of the Society and assist the Recording Secretary as necessary.

Sec. 6. Museum Director: The Museum Director shall maintain the control of all Society files, records and documents, including the Ethel Miner Cooke Historical Library, together with all printed materials, manuscripts, pictures, photographs, material objects and exhibits belonging to or deposited with the Society collection.  The Museum Director shall also serve as  Chairperson of the Museum Committee Standing Committee and call upon members for assistance in the performance of the aforementioned duties.  The Museum Director shall also prepare a written report for presentation at the Annual Meeting.

Article V – Executive Committee

Sec. 1. The Executive Committee shall consist of the six (6) Officers of the Society together with the five (5) Chairpersons of the Finance, Membership, Program, Building and Publicity Committees.

Sec. 2. The Executive Committee shall have the general charge of the affairs and activities of the Society, including the approval of all disbursements of the Society funds and the disposition of Society property.

Sec. 3. Upon the vacancy of an Officer position, except for President, the Executive Committee shall appoint a replacement until the next election at the Annual Meeting.

Sec. 4. Upon the vacancy of the office of the President, the Executive Committee shall call for a Special Meeting for the express purpose of electing a new President.

Sec. 5. The Executive Committee shall have the authority to authorize the purchase or disposition of printed materials, manuscripts, pictures, photographs and material objects for inclusion or dispersion from the Society collection.

Sec. 6. The Executive Committee shall have the authority to authorize the payment of expenses necessary to conduct the routine business of the Society.

Article VI

The Society shall have the following Standing Committees:

Sec. 1. Finance Committee. The Finance Committee shall be comprised of three (3) members that are appointed by the President at the Annual Meeting.  The Finance Committee shall make recommendations regarding the fiscal affairs, including insurance matters, of the Society to the Executive Committee for action.  The fiscal affairs that the committee shall include the acceptance, acquisition, administration, investment/reinvestment of donations, gifts, bequests, endowments and grants of money and property to the Society.

Sec. 2. Membership Committee. The Membership Committee shall be comprised of members that are appointed by the President at the Annual Meeting.  The number of members on the Membership Committee shall be determined by the President, and adjusted as necessary throughout the year.  The Membership Committee shall be responsible for the processing and approval of membership applications.  The Membership Committee shall also be responsible for increasing and retention of Society membership, which may include membership drives, direct solicitation and public awareness initiatives.

Sec. 3. Program committee. The Program committee shall be comprised of members that are appointed by the President at the Annual Meeting.  The number of members on the Program Committee shall be determined by the President, and adjusted as necessary throughout the year.  The Program Committee is charged with the arrangement and presentation of education programs.

Sec. 4. Building Committee. Shall be comprised of members that are appointed by the President at the Annual Meeting.  The number of members on the Building Committee shall be determined by the President, and adjusted as necessary throughout the year.  The Building Committee shall be responsible for building maintenance and provide recommendations for building construction, stabilization and/or renovation.

Sec. 5. Publicity Committee. The Publicity Committee shall be comprised of members that are appointed by the President at the Annual Meeting.  The number of members on the Publicity Committee shall be determined by the President, and adjusted as necessary throughout the year.  The Publicity Committee is charged with the preparation of public announcements, the Society newsletter and website updates, with ultimate approval for the aforementioned resting with the Executive Committee.

Sec. 6. Museum Committee. The Museum Committee shall be comprised of members that are appointed by the President at the Annual Meeting.  The number of members on the Museum Committee shall be adjusted as necessary throughout the year.  The Museum Committee is charged with collecting, cataloguing and the storage of all Society artifacts, including necessary cleaning and repairs.  The Museum Committee shall also arrange museum exhibits and collaborate with the Building, Program and Publicity Committees as necessary.  The Museum Committee shall also set the compensation structure for the Museum Custodial Staff.

Sec. 7. Audit Committee. The Auditing Committee shall be comprised of two (2) members who are elected at the Annual Meeting.  The Audit Committee shall regularly review and approve the Treasurer’s records and reports.

Sec. 8. Nominating Committee. The Nominating Committee shall be comprised of three (3) members who are elected at the Annual Meeting.  The Nominating Committee is charged with presenting a slate of recommended Officers to the Executive Committee at their last regularly scheduled meeting preceding the Annual Meeting.

Article VII – Financial Benefit

Sec. 1. No member of the Society shall receive any financial benefit from the Society, except as noted in Section 2 below.

Sec. 2. The Executive Committee may approve the reimbursement of expenses incurred in connection with Society business, including payment for services rendered by the Museum Custodial Staff.

Sec. 3. Should the Society dissolve by a two-thirds (2/3) vote of the Executive Committee, all Society assets shall be donated to an appropriate historical organization.

Article VIII – Amendments

These By-Laws may be amended by submitting any proposed amendments in writing to the President at a regularly scheduled and duly noticed meeting of the Society.  Proposed amendments shall be added to the agenda of the next regularly scheduled meeting of the Society where it may be adopted by a two-thirds (2/3) vote.


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