Friends of the Archives Historical & Preservation Society
105 College St. Suite 10
Madisonville, Monroe Co., Tennessee
A non-profit organization
Bylaws
1. Organization purpose:
The Friends of the Archives Historical & Preservation Society (hereafter referred to as FAHPS) is organized for charitable, educational, restoration and preservation of the history of Monroe County, Tennessee historical records within the meaning of Section 501-c-3 of the Internal Revenue Code.
2. Mission Statement:
Our mission is to preserve and restore historical records in order to make information more accessible to everyone both within our archives and on the internet for the purpose of historical and genealogical research.
3. Registered Office:
FAHPS shall maintain an office in Monroe County Tennessee as required.
4. Membership:
a. Any person may become a member of FAHPS upon payment of dues. The officers shall determine and change classifications by a majority vote.
b. Membership dues structure and amounts may be determined and changed by a majority of the officers and membership. Any member who fails to pay annual dues will be deleted from membership roll within 60 days of fiscal year ending.
c. Membership year is determined by fiscal year of organization which is May 1 thru April 30.
d. Meetings of the membership will be held within the geographical area of the Monroe County Court house, Madisonville, Tennessee. Occurrence of meetings will be posted by secretary on society’s website no less than 14 days prior to each meeting. This notice shall state the place, day and time of meeting and important agenda items.
e. Members shall have one vote each. Each member will be issued a membership number that must accompany each vote. Ballots for each election will be furnished by the current officers as well as regulations for said election. All members and officers will be eligible to vote if membership follows above state guidelines.
f. Volunteers for Monroe County Tennessee Genealogy Website, Monroe County Tennessee Local History Network website, Monroe County Archives or FAHPS will be offered discounted membership dues whenever possible.
5. Officers:
a. All officers will be members of FAHPS. These will consist of President, Vice President, Treasurer, Secretary and Historian.
b. Each officer shall be elected by the membership bi-annually. This election shall occur by the last Tuesday in April meeting. Nominating period will occur for two weeks, to occur no less that four weeks prior to election date. Voting period will be for fourteen (14) days only. Notification will be sent to nominees by the secretary with inquiries of willingness to serve submitted by nominee to two officers
c. Each term will be for two (2) years beginning Fiscal Year 2009, immediately. Officers elected terms in the initial period will end April 30, 2011.
d. New officers will be placed at the beginning of the fiscal year bi-annually. All officers will be required to attend meetings in Madisonville, Monroe County, Tennessee.
e. The resignation of any officer should be submitted to no less than two other officers at least one month before resignation taking effect.
f. Removal of any officer or appointed position may occur by a majority vote of the other officers and sixty-six percent (66%) of voting membership.
g. No officers shall be compensated in any way.
h. Vacancies of office shall be filled by appointment by other officers. The Vice-President shall be appointed President if vacancy occurs. A new vice-president shall be appointed to complete the term of office.
i. All officers will be required to aid in conducting the business of FAHPS.
6. Duties of Officers
a. President - The President shall be the Chief Executive Office of FAHPS and shall be responsible for the execution of the policies and business of FAHPS. The President shall have general supervision over the Officers and membership and shall perform all acts inherent to the office of the President. The President is authorized to sign, in the name of FAHPS, contracts and other instruments authorized by other officers and membership of FAHPS. The President shall preside at the meetings of the membership and the officers. The President will report on the state of FAHPS annually and shall appoint committees as needed to conduct the business of FAHPS. The President is the Chairperson of all committees unless otherwise stated by the President. In this case the appointed Chairperson of each committee will report directly to the President and officers at each meeting. Dissolution of each committee will be achieved by the President and officers.
b. Vice-President – The Vice-President shall act as assistant to the President and shall assume the duties of President in the absence of the President. The Vice-President can serve as a committee Chairperson when appointed by the President and officers to do so.
c. Treasurer – The Treasurer shall maintain all financial records, make payments in accordance with the budget needs and requirements using usual and approved methods of accounting. Normal rules of debit and credit accounting will be used and maintained. Financial records will be made available to officers on a regular basis and upon request of officers. Financial records will be made available to the membership annually via a website. Location of said website will be made available to all members. An inventory of all permanent/fixed assets or property of FAHPS will be recorded and maintained by the Treasurer on a semi-annual basis. This inventory shall be maintained within the files of FAHPS located at 105 College St., Ste 10, Madisonville, TN 37354
d. Secretary - The Secretary shall record attendance and shall maintain the minutes of all meetings of FAHPS. The Secretary will notify members and officers of all meetings in accordance with these bylaws. The Secretary will insure that communications between the Officers and the Membership be within reasonable expectations…making all efforts to see that all are informed of business and actions taken.
e. Historian – The office of Historian shall always be the Monroe County Tennessee Archivist as long as the position remains viable. This office shall be considered on an equal basis with any other office. This officer shall act as liaison between the of Monroe County Archives and FAHPS. The Historian will establish the needs of the Archives and submit same to officers of FAHPS.
7. Appointed positions -
a. Webmaster - Duties of webmaster are to maintain FAHPS website. The meeting minutes shall be posted on FAHPS website within fourteen (14) days of each meeting. Election notifications, election ballots, membership applications, FAHPS purpose, mission statement and other like data is to be placed and maintained on this website.
b. News Editor / Journalist – The duties of this position are to either compose articles of historical interest for the membership/website or solicit same from membership or community and to edit and document accuracy of same. Said articles/newsletters are considered an important outreach of FAHPS. This position will also be responsible for outreach into the community by means of articles placed in local newspapers and other publications of this type.
8. Robert’s Rules of Order, revised, shall be used at all meetings of FAHPS, which will control any terms not expressly stated herein.
9. Fiscal Year – The FAHPS Fiscal Year will be from May 1 to April 30
10. Amendment of Bylaws – Any amendment or changes of these bylaws may be put forth by a request or petition of no less than ten percent (10%) of current membership including officers. This petition will be presented to the full membership and officers for a vote at the time of the next election or no more than 120 days of date of submission of said petition…whichever comes first. Any member or officer may submit a change or amendment. Within the first 12 months of FAHPS formation, beginning February 24, 2009 and ending February 23, 2010, bylaws may be changed, amended or corrected as needed by current officers as need arises in order to conduct business fairly and equitably. Any bylaw changes, amendments or corrections shall be added to these bylaws in the form of an attached, written document signed by no less than three (3) current officers.
11. Dissolution – Dissolution of FAHPS will be in accordance with the Non-profit regulations & laws of the State of Tennessee and County of Monroe, Tennessee. Upon dissolution all liabilities of FAHPS will be established and payment shall occur. Upon satisfying these liabilities all assets shall become the property of the Archives of Monroe County at Madisonville, Tennessee to remain as such perpetually. The semi-annual inventory maintained by the treasurer shall determine assets.
These bylaws were established by the officers of Friends of the Archives Historical & Preservation Society, Madisonville, Monroe County, Tennessee on March ___. 2009.
_______________________________President
_______________________________Vice President
_______________________________Treasurer
_______________________________Secretary
_______________________________Historian