BYLAWS - Revised March 2020


BYLAWS OF

East Point historical Society, Inc.

As revised March 1991, March 2003, Jan 2008, April 2011,
April 2012, November 2013, March 2020


Article I

Name

The name of this Society shall be East Point Historical Society, Inc.


Article II

Mission

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.


Article III

Membership

Section 1.  All persons interested in furthering the Mission of the Society, whether current residents of East Point or not, are eligible to become a member of our Facebook group: East Point Historical Society.  


Article IV
Officers

Section 1.  The Officers of the Society shall be President, Vice President, Secretary, and Treasurer.

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.


Article V

Elections

Section 1.  Officers are elected bi-annually, starting in 2020. At least thirty days prior to the February Meeting, the President shall appoint a Nominating Committee.  This Committee shall select a slate of officers for the Society and this slate shall be offered to the Board of Directors at the first Meeting in February.  Election shall be by majority vote of the Board of Directors, a quorum being present. 

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. The President may choose to remain on the Board under the provision set forth below in Section 1-b. 

Section 1-b.  The usual term for a Director is two years. Directors may serve the board beyond two years, subject to a quorum vote of the Board of Directors, held yearly thereafter.  Vacancies on the Board will be filled as necessary to keep the number of Directors at the minimum ten (10). Directors will be voted into office by the current Board Members at the first Quarterly Board of Directors 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 currently serving Board Members.

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.


Article VI

Duties of Officers

Section 1.  The President shall preside at all meetings 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 assign the roles for the Admins and Moderators of the EPHS Facebook Groups and Pages, and our Instagram Account, all created in the name of the East Point Historical Society. 

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. He/she shall manage and delegate tasks having to do with the day-to-day operations of the House and Grounds as required. If thePresident 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, Sympathy Cards and other duties as assigned by the President, such as emailing and posting to our Facebook EPHS Board and Admins. Group, announcements to the BOD. The Secretary or Treasurer shall regularly pick up the mail from the Post Office box and distribute as needed to the proper Directors.
Section 4.  The Treasurer shall be the custodian of all moniespast, 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. The Secretary or Treasurer shall regularly pick up the mail from the Post Office box and distribute as needed to the proper Directors.

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.

Section 5.  The Curator shall oversee the displays, the exhibits, books, magazines and Resource Files. The Curator shall also oversee the scanning and organizing of the Society’s photo and document collection in pursuit of our goal to digitize the entire collection for eventual on-line access.

Section 6.  The Parliamentarian shall advise and interpret rulings pertaining to the Bylaws with authority from Robert’s Rules of Order.


Article VII

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 quarterly.  All Committee Chairmen, or their designated Committee Member, shall always meet with the Board of Directors on the second Saturday of February, May, August and November. 

Section 2-a. Communication and discussions of projects and issues will be conducted using emails, texts and phone calls and our private Facebook Group - EPHS Board and Admins. It is imperative that Directors be able to use all these means of communication in a professional manner to move projects forward between quarterly meetings in a timely manner

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 a vote, all contracts or agreements involving the acquisition of or disposal of property of any nature, all single expenditures of more than $400.00, and all extra-ordinary business matters, at any regularly scheduled Board Meeting. Any and all expenses will be reimbursed once original receipts have been presented to the Treasurer. Prior approval must be obtained if funds are needed before making any expenditure on behalf of EPHS.

Section 6.  A majority of Directors of the Board shall constitute a quorum of the Board of Directors.  A majority vote of the quorum shall prevail.
Section 7.  Directors are required to attend four (4) quarterly Board Meetings out of four (4) meetings a year, unless absence is due to extenuating circumstances.


Article VIII

Meetings

Section 1.  The Annual Meeting of the Society will be the February meeting, or as soon after the first Board Meeting as is practical, at EPHS Headquarters, 1685 Norman Berry Drive.  If the meeting should be changed, ten days written notice will be given to the membership.

Section 2.  The Society will hold four events each year.  These meetings will begin at 1:00 P.M. on the third Sunday of February, May, August and November, also at EPHS Headquarters, 1685 Norman Berry Drive.  The meeting dates and/or location may be changed by the Board of Directors provided ten days’ notice has been given to the membership.


Article IX

Fiscal Period

The business and fiscal year shall correspond with the calendar year.


Article X

Committees

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.


Article XI

Duties of Standing Committees

The Board of Directors shall assist the President in appointing the Committees, if so desired.


Article XII
Amendments
These Bylaws may be amended or revised at any Board of Directors meeting, a quorum being present, upon two-thirds (2/3) vote of all Board members present, provided the motion for such amendment or revision has been distributed to the Board in writing a minimum of three (3) days prior to the meeting.


Article XIII

Parliamentary Authority

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.


Article XIV

Restrictions

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, email address, street 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.


Standing Rules  

A total donation of $50 will be made to EPHS in remembrance of recently deceased Officers, Board of Directors and their spouses and will be split between and paid for by the current Directors of the Board. 
EPHS Social Media Venues and Voices and accounts

Facebook Groups
         
East Point Historical Society – East Point Ga – Group created January 21. 2009, with currently over 1700 worldwide members. In this group, Administrators have two voices to choose from when posting and making comments under posts. The President and the Secretary shall welcome all new members to this group to facilitate reconnecting former East Point residents. Admins’ roles in this group are to act as watchdogs and conversation starters, posting old photos etc. Other roles may be assigned by the President. The voice of EPHS’ posts and comments must use the pronoun “we”. 

Friends of East Point Historic Complex – Group created February 6, 2020. Voices should be used in the same manner as detailed above in this group. This is our newest Facebook group created for a more local audience who wants to participate and volunteer to help at the Historic Complex. Posts in this group will relate to upcoming volunteer opportunities and “thank you for helping” posts. 

EPHS – Board and Admins – Group created March 30, 2019. This is a private group for EPHS BOD and all acting moderators of other EPHS groups. The President will admin this group and designate other Admins as necessary.

Facebook Page

East Point Historical Society – This is our Corporate Business page. East Point Historical Society is the “Page Owner”. The page is for sharing current Community and Civic Events and Announcements pertaining the City of East Point. We also share or author posts here to announce when we are open and upcoming EPHS events. Voice should most always be the voice of EPHS and not include the pronoun “I”. There are four Admins of this page.

Instagram - eastpointhistoricalsociety – This account was established August 22, 2012. Slowly evolving presence on this app, which is owned by Facebook. There is a minimum of two Admins to manage this account which uses the voice of EPHS only.

www.eastpoinths.org - This is our website presence created using blogger.com around 2009. It is a place where EPHS can create separate pages (tabs) with reference information and chronologies about East Point and EPHS History. There is a minimum of two content creators for this venue.

Paypal – EPHS established a 501c non-profit Paypal Account to enable receipt of electronic donations made by individuals and payments from sales made on the EPHS Ebay account. This account is managed by two Board Members.

Ebay – EPHS established a 501c non-profit account with Ebay for the purpose of selling deaccessioned donated items as appropriate. This account is managed by two Board Members.