East Point historical Society, Inc.
As revised March 1991, 2003, Jan 2008, April 2011, April 2012,
The name of this Society shall be East Point Historical Society, Inc.
The mission of this organization shall be to create, stimulate and maintain interest in all matters pertaining to the past and future history and well-being of the City of East Point, Georgia; to establish and promote educational and entertaining endeavors pertaining to same; to collect, preserve and display various properties, information and artifacts pertaining to same; to cooperate and interact with other similar group and public agencies toward these common goals.
Section 1. All persons interested in furthering the aims and goals of the Society, whether residents of East Point or not, are eligible for membership. Membership applications shall be in writing and shall be accompanied by payment of current dues.
Section 2. The Annual Membership classes shall be: Individual, Student (under 18), Family and Corporate.
Section 3. All Dues are due and payable on January 1st of each year and according to the following schedule:
Student (under 18) $ 5.00
Section 4. Life Memberships presently held will remain valid, however the category of further Life Memberships is hereby dissolved.
Section 5. The Treasurer shall send statements for Membership Dues by January 31 and any members whose Dues remain unpaid as late as March 31, shall be placed upon the inactive membership list and notified in writing of this action. Members so placed on the inactive list may be reinstated by payment of current Dues.
Section 6. New Memberships received in November and December shall have membership through the succeeding calendar year.
Section 1. The Officers of the Society shall be President, Vice President, Secretary, and Treasurer to be effective in 2012.
Section 2. A Curator and a Parliamentarian may be appointed by the President.
Section 3. All active adult members are eligible for elected office except students, and Corporate or honorary members.
Section 1. At least thirty days prior to the Annual Meeting, the President shall appoint a Nominating Committee. This Committee shall select a slate of officers and directors for the Society and this slate shall be offered to the Membership of the Society at the Annual Meeting in March. The proposed slate shall not preclude nominations from the floor. Election shall be by majority vote, a quorum being present. (See article VIII, Section 4.)
Section 1-a. The Immediate Past President shall automatically serve on the Board of Directors as an “Ex Officio” member for one year with vote and voice.
Section 1-b. The usual term for a Director is two years. Directors may serve the board beyond two years. Vacancies on the board will be filled as necessary to keep the number of Directors at the minimum ten (10). Directors shall be voted into office by the membership at the first General Membership Quarterly Meeting of the year.
Section 1-b-1. In the event of a vacancy on the board during the year, the existing board members shall nominate and approve a new board member to serve until the next annual meeting, at which time the Board Member Elect shall be elected by the General Membership.
Section 1-c. Directors who have served a two (2) year term, who wish to step down from the responsibilities of the board, while still remaining involved with EPHS, will serve on the Board of Directors as “Emeritus” members, in perpetuity, with no voting status.
Section 2. In the event of a vacancy in any office, the Board of Directors shall elect one of its members to serve the balance of the unexpired term of said office, except that the Vice President shall become President in the event of a vacancy of that office.
Section 3. The term of the Curator and Parliamentarian shall be at the pleasure of the President.
Duties of Officers
Section 1. The President shall preside at all meeting of the Society; shall assist all other Officers, Members and Committees in the performance of their duties; shall, at all times, seek to encourage the growth and usefulness of the Society; shall appoint any and all Special Committees; and shall perform other duties as may be required of him/her from time to time by the Society. The President shall not vote on any matter except to break a tie.
Section 2. The Vice President shall preside at all meetings in the absence of the President and shall perform such other duties as may be required by the Society from time to time. If the President and the Vice President are absent, the Society may designate a Past President to preside or there may be Nominations from the floor.
Section 3. The Secretary shall keep a record of all the meetings of the Society and attend to all correspondence including the mailing of Convalescent and Sympathy Cards and other duties as assigned by the President. Shall assist the Membership Committee in keeping and up-to-date mailing list.
Section 4. The Treasurer shall be the custodian of all monies past, present and future including bank accounts of any nature and financial records. These monies shall be disbursed as authorized by the Board of Directors under Article VII, Sections 4 and 5.
Section 4-a. The Treasurer’s Report shall run concurrently with the Bank Statement, “Closing Date to Closing Date”. This report shall be read at the following Board Meeting and will be read at the General Meeting when requested ONLY.
Section 5. The Curator shall oversee the displays, the exhibits, books, magazines and Resource Files.
Section 6. The Parliamentarian shall advise and interpret rulings pertaining to the Bylaws with authority from Robert’s Rules of Order.
Board of Directors
Section 1. The Board of Directors shall consist of no less than 10 members. The elected offices shall be the President, Vice President, Secretary and Treasurer and will be filled by Board Members. The other Directors shall be elected as stipulated in Article V, Section 1-b.
Section 2. The Board of Directors shall meet monthly. All Committee Chairmen, or their designated Committee Member, shall always meet with the Board of Directors on the second Thursday of each month.
Section 3. A special meeting of the Board of Directors may be called by the President or upon the request of four members of the Board of Directors upon a written notice being given members at least three days before the meeting.
Section 4. The Board of Directors shall formulate all contracts for and on behalf of the Society, control the expenditures of its funds and transact all business matters on behalf of the Society.
Section 5. The Board of Directors shall submit to membership referendum all contracts or agreements involving the acquisition of or disposal of property of any nature, all single expenditures of more that $400.00, and all extra-ordinary business matters, unless otherwise directed by vote of the Society at a regular called meeting, after such as been approved at the Board of Directors meeting preceding the regular meeting.
Section 6. Five members of the Board of Directors shall constitute a quorum of the Board of Directors. A majority vote of the quorum shall prevail.
Section 7. Directors are required to attend eight (8) monthly board meetings out of eleven (11) meetings a year, there being no meeting in December. Directors are required to pay dues annually every January Board Meeting.
Section 1. The Annual Meeting of the Society shall be the February or March meeting, or when soon as practical, the hour and place to be designated by the President. If the meeting should be changed, ten days written notice shall b given to the membership.
Section 2. Special meetings of the Society may be called by the President or any four (4) members of the Board of Directors or at the written petition of ten (10) members. Ten days written notice of a Special meeting and of its purpose shall be given to the membership.
Section 3. Four regular meetings of the Society shall be held each year. All meetings shall begin at 3:00 P.M. on the fourth Sunday of February or March, May, August and the third Sunday in November. These meeting dates may be changed by the Board of Directors provided ten days notice has been given to the membership.
Section 4. Seven (7) members shall constitute a quorum at regular or duly called special meetings, and a majority of the quorum shall be empowered to transact the business of the Society.
The business and fiscal year shall correspond with the calendar year.
Section 1. Committees shall be in existence for a one year term and shall be appointed on an as needed basis by the President.
Section 2. Committees for special purposes may be appointed by the President and will report to the Board of Directors while Committee functions. The President shall also appoint the Nominating Committee as in Article VI, Section 1.
Duties of Standing Committees
The Board of Directors shall assist the President in appointing the Committees, if so desired.
Contracts, expenditures and business matters submitted to Membership Referendum by the Board of Directors, in accordance with Article VII, Section 5, shall become valid and binding on the Society only if approved by the same vote as prescribed for a Bylaws change, XIII.
These Bylaws may be amended or revised at any regular meeting, a quorum being present, upon two-thirds (2/3) vote of all members present provided the motion for such amendment or revision has been offered on the floor of the immediately prior regular meeting.
The rules contained in the current edition of Robert’s Rules of Order, Newly Revised, shall govern the Society in all cases to which they are applicable and in which they are not inconsistent with these Bylaws and any special rules of order the Society may adopt. This Article shall also apply to the meetings of the Board of Directors.
Section 1. No one shall solicit money for any purpose using the name of the East Point Historical Society, Inc. without proper written approval and credentials.
Section 2. No property of any nature belonging to the Society is to be removed from the Society premises for any purpose unless approved by the Curator who will keep a signed receipt.
Section 3. Any property removed shall be properly accounted for with signed information including date, name, address and telephone number. This information shall also include the assigned number or description of the property to be removed and recorded or filed at the Society headquarters.
Flowers or Memorials, up to $25.00, sent for deaths of officers, Board of Directors or Committee members shall be paid for by the Treasurer of the Society.