Scott County Historical Society
Scott County, Virginia
Constitution and By-laws
Section I The name of the society shall be The Scott County Historical Society.
Section II The geographical area covered by this Society shall consist of Scott County, Virginia.
Section I The purpose of the Society shall be the promotion of historical studies, the preservation of cemeteries, historical sites, documents, manuscripts, photographs, and records, and for kindred interest concerning Scott County history, regional history, tourism, and history of Virginia and of America.
Section I Membership in the Society shall be divided into three classes:
A. Active Members Any person of good character who is interested in the purpose of this Society shall be eligible for active membership and shall be deemed an active member upon payment of annual dues. Active members shall be eligible to hold office and to vote in all business meetings of the Society. The amount set for annual dues shall be reviewed and established for the following year at the Regular October meeting, based on a majority vote of the eligible members in attendance. Dues payments per family, for cohabiting family members, shall not exceed the amount established for two memberships.
B. Honorary Members Honorary members may be elected by the members upon nomination by the Council (see Article V). Such nominations shall require unanimous approval of the Council members. Nominees shall be considered based on distinguished service to the purpose for which the Society is organized, or in recognition of historically related scholarship, or for extraordinary contribution to historically related public affairs. Honorary members shall not be required to pay annual dues, shall be eligible for selection as a Director and to vote in all business meetings of the Society, but shall be ineligible for selection as an Officer.
C. Student Members Any high school or college student who is attending a school in Scott County, or, is a legal dependent of a Society member, or, is a legal dependent of a Scott County resident, may be elected by the members upon nomination by any member. Student members shall not be required to pay annual dues, and shall not be eligible to hold office or to vote in business meetings of the Society.
Section II Non-Member Relationship.
A. Any person of good character who is interested in the purposes of this Society shall be welcome to attend any Regular meetings of the Society as a Visitor. Visitors may change their status at any time, if desired, by meeting the criteria for Active Membership. Visitors shall be not eligible to vote in the business meetings of the Society.
Section I The Officers of this Society shall be a President, a Vice-President, a Secretary, and a Treasurer. A group of Directors (not less than 5 nor more than 10) shall provide consultation and guidance to the Officers.
Section II The Officers of the Society shall have such duties and perform such functions as are customarily attached to their respective offices, or as may from time to time be prescribed by the Council (see Article V).
Section III - The Officers and Directors shall be elected bi-ennually by eligible members as follows:
The President shall appoint a Nominating Committee that consists of at least two Directors as well as two selected active members. The President shall normally serve as the Chairperson for the Nominating Committee unless otherwise announced, wherein the President shall appoint a Chairperson from the Council (see Article V) members. The list of recommended nominations for each elective office shall be presented to the members by the Chairperson at the last business meeting of the year. Additional nominations for any elected office may be made from the floor by any eligible member. The resulting list of nominees shall be considered by the eligible members present and votes taken in accordance with procedures agreed to at the meeting. The nominee with the highest vote count for each office shall be declared the winner for that office. In case of a tie vote for any office, the President shall declare the winner by using a lot process agreed to by the voting members.
Section IV - The terms for the Officers and Directors elected at the last business meeting of the year shall be for
two (2) years, beginning on the next January 1 and ending on December 31 of
the following year.
Section V The President in consultation with the Council (see Article V) shall appoint Chairpersons to coordinate and oversee Special and Standing Committees that have been authorized in accordance with the votes of the eligible members.
Section VI The Society shall meet at a frequency set by the membership, with a minimum of four quarterly meetings per year, to present programs and conduct business. The quarterly meetings shall normally be held on the third Saturday in January, April, July, and October, in a location to be specified by the coordinating Officer (normally the President). In addition, Special meetings may be called by the President with the agreement of three members of the Council (see Article V).
Section VII In the event that the office of the President becomes vacant, the Vice- President shall thereupon become the President. Vacancies occurring in other offices shall be filled by the Council (see Article V).
Section I There shall be a Council composed of all of the elected Officers and Directors, chaired by the President, to oversee, consult on, and direct the activities of the Society, and to execute the Constitution and By-Laws of the Society.
Section II There shall be an Executive Committee composed of the President, Vice-President, Secretary, and Treasurer, to coordinate and execute the normal business of the Society.
Section I The By-Laws attached here-to shall become effective as of the date of the adoption of this Constitution.
Section I Amendments to this Constitution and By-Laws may be submitted for consideration, by the majority vote of eligible members present at any Regular or officially called meeting, or, by a majority vote of the Council. Amendments shall be adopted when approved by majority vote of eligible members attending any Regular or officially called meeting of the Society.
Article I - Committees
Section I The President, in consultation with the Directors, shall recommend Special
ad hoc and Standing committees necessary to conduct the projects and associated business of the Society, to the members for consideration and approval in accordance with established business rules. Each committee shall have a Chairperson appointed by the President. The Chairperson shall coordinate and oversee the activities of the committee. The Chairperson shall recruit volunteers from the members to participate on the committee.
Section II Committees designated and approved under Section I above shall be reviewed and re-authorized for continuation, annually. Major changes to committee posture or responsibilities, as determined by the committee Chairperson, shall be presented to President for review and appropriate action.
Section III The Chairperson of any Committee designated and approved under Section I above shall report committee status and activities at Regular business meetings, and, on request, to the President.
Article II Proceedings
Section I The Secretary shall keep a record of the proceedings of each meeting of the Society in a permanent media. The records shall normally be provided to members having electronic capabilities through designated Internet means. All records shall be made available to any active or honorary member upon demand.
Section II Papers produced for and/or read before the Society at Regular meetings shall constitute a part of the proceedings of the Society and may be recorded and printed as such. Copyrighted materials are accepted.
Article III Donations of Material
Section I All material donated to the Society is accepted with the understanding on the part of the donator that the material may be re-printed in any way that the Society shall deem appropriate (copyrighted materials are accepted). The Secretary shall keep records of the material received, and its stored location in a permanent media, and shall control dissemination and/or preserve the donated material as appropriate. All records shall be made available to any active or honorary member upon demand.
Article IV Order of Business
Section I The order of business at any Regular Program/Meeting shall be as follows:
B. Business Meeting
a. Reading of Minutes
b. Report by the Treasurer
c. Reports of Standing Committees
d. Reports of Special Committees
e. Unfinished Business
g. New Business
h. General Discussion
Article V Individual Publishing
Section I Members of the Society wishing to privately publish a book or pamphlet under the name of the Society may do so providing that the Society is not obligated for the cost of such publication in any way. Permission to use the name of the Society shall be obtained in writing from the Executive Committee, signed by the President. A copy of any Permission documentation shall be filed with the Secretary. Approval to issue any other literature or documents under the name of the Society must be approved in advance by the Council, signed by the President, and appropriately filed with the Secretary.
The Secretary shall keep a record of all related documentation in a permanent media. All records shall be made available to any active or honorary member upon demand.