Name of Corporation
The name of the corporation shall be the Halifax County Historical Society, Inc., located in Halifax County, Virginia.
The Society¹s mission is to bring together those people interested in preserving historical facts, artifacts, and structures of Halifax County, Virginia.
The Society proposes to acquire significant, historical information and disseminate it to the public.
The society intends to collect primary materials representing all periods of Halifax County¹s history.
The Society proposes to provide for the preservation materials collected.
The Society will provide guidance to ensure preservation of records, archives, and structures.
The society exists to interpret, collect, and make available evidence of the past, and to provide leadership on furthering knowledge and appreciation of the history of Halifax County, Virginia.
Annual dues of individual active members shall be $15.00. Annual dues for husband and wife shall be $25.00. Annual dues for sustaining members shall be $25.00.
Life time membership shall be $250.00.
Student membership shall be $8.00 for full time students.
Corporate dues shall be $30.00.
Annual dues shall be payable by the first of October each year.
Renewals not paid within six months after payment is due shall be dropped from membership.
The membership year shall begin September 1 and ends August 31.
There shall be an annual meeting of the society in the fall.
Board of Directors
The Board of Directors shall be elected by the membership at the annual meeting which is held in the fall of each year.
The Board of Directors shall consist of no more than fifteen members to serve a three-year term.
Terms shall be staggered, electing 1/3 of the board every year.
Prospective members of the board will be drawn from the existing membership.
The Board reserves the right to appoint a member to the Board if a member is not able to complete his/her term.
The Board of Directors shall meet the third Monday of each month (unless notified otherwise).
A special meeting may be called by the president or three members of the Board.
The Board of Directors shall have the power to conduct all affairs of the Society, to decide questions of business that for any reason cannot be acted upon at a meeting of the society and shall perform such other functions as designated in the Bylaws or otherwise assigned to it by the Society.
The officers of the Board of Directors shall be President, Vice-president, Secretary, and Treasurer.
The officers shall be elected by the Board of Directors at its organizational meeting in the fall and will serve a one-year term.
Duties of the officers
The President shall have executive supervision over the activities of the society within the scope provided by the Bylaws.
The President shall preside at all meetings, appoint members of committees not otherwise provided for and report annually on the activities of the Society.
The president shall appoint the chairman for each standing committee and a nominating committee.
The President (or an appointee) shall represent the organization on the Board of the Prizery.
The Vice-president shall assume the duties of the President in the event of absence, incapacity or resignation of the President, or when asked to do so. The Vice-president is the program chair.
The Secretary shall keep accurate minutes of all meetings of the Society and the Board of Directors, maintain an accurate list of the officers, conduct the general correspondence as directed by the society, issue notices of all meetings, read all letters and have custody of them.
The Treasurer shall be responsible for collecting all dues, for the safekeeping of society funds and for maintaining accurate financial records. The treasurer shall deposit all moneys received with a reliable banking company in the name of the Halifax County Historical Society Incorporated. The treasurer shall dispense funds from the checking account on his or her signature. In the absence or incapacity of the treasurer, the president is empowered to dispense funds on his or her signature. Any expenditure over $500.00 will require the approval of the treasurer and one other officer of the Society. The treasurer shall render a written report at each meeting and a yearly report at the annual meeting, based on the fiscal year.
Committees and Duties
The Society shall have the following standing committees:
Finance and Fund Raising Committee: This committee will be chaired by the treasurer and be responsible for all finances and fund raising activities.
Program Committee: This committee will be responsible for all programs and the Society’s annual meeting.
Membership Committee: The chair shall keep an accurate membership list. He or she shall send notices to members in arrears for dues.
Public Relations Committee: The chair shall be responsible for handling all sources of public information for the Society, including all material concerning the press, radio or television, and web site.
Preservation and Research Committee: This committee is responsible for collecting, cataloging, the care, arrangement and repair of books, manuscripts, newspapers, and other historic source material. Hospitality Committee: This committee shall be responsible for greeting people and furnishing refreshments at all events.
Other committees may be appointed by the president or as directed by the society or the Board of Directors.
Roberts’ Rules of Order, (suggested: “the latest revision”) Revised, shall be the authority in all questions of parliamentary law, not covered by the constitution and Bylaws.
The Bylaws may be amended at any regular meeting by a majority vote of those voting, provided the proposed amendment has been submitted in writing to the Board of Directors and recommended by the Board of Directors to the society. (Roberts’ Rules of Order requires a two-week notification.)
Amended October 13, 2010
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