The name of this society shall be the Sangamon County Historical Society.
The purposes for which the corporation is organized are: to perpetuate and create interest in the history of Springfield and Sangamon County, and promote educational and literary purposes.
Membership shall be of four classes:
1. Individual active members - Any person interested in the purposes of the society shall be eligible.
2. Family — Persons of a single household.
3. Sustaining members - A person, and/or husband and wife, corporation or firm who makes a gift which is in addition to active membership fee or fees.
4. Life members - Life membership fee paid in one payment.
The annual meeting shall be held in June.
Section 1. The officers shall be a president, a vice-president, a secretary, and a treasurer, each of whom shall be elected for a term of one year; and fifteen directors, each of whom shall be elected for terms of three years. One third of the directors shall be elected each year.
Section 2. The officers and directors, and immediate past president, shall constitute the board of directors, together with such of the chairman of active committees (up to a maximum of six) as are designated to serve by the president. The past president shall automatically be a member of the board of directors for one year following the completion of term of office.
Section 1. All officers and directors, except the immediate past president and the committee chairman referred to in Article V, shall be elected by a plurality of votes cast at the annual meeting.
Section 2. A committee on nominations consisting of five members appointed by the president shall recommend a slate of candidates.
Section 3. In addition, nomination may be made by any member of the society at any time prior to balloting at the annual meeting. A candidate for election shall be an individual member whose dues are paid for the current year.
Section 4. Directors shall not be nominated for the same office until one year after the end of their terms.
Section 5. Officers and directors shall be installed at the close of the annual meeting at which they are elected and shall serve until their successors have been duly elected and installed. In the event of resignation or incapacity of any officer (except the president) or any director, the vacancy may be filled by a vote of the board of directors for the unexpired term of office. A person appointed to fill an unexpired term shall be eligible for reelection without having to wait a year.
Section 6. If a director fails to attend three (3) consecutive board meetings, that person shall be deemed to have resigned as a director unless the Executive Committee consents to such non-attendance for good and sufficient reason. The board of directors shall fill his/her unexpired term of office by their election.
This constitution may be amended at any regular or adjourned meeting of the members by a two-thirds vote of those voting, provided notice was given at the previous meeting, or it may be amended at a special meeting called for that purpose, with previous notice and a two—thirds vote of those voting. All proposed amendments shall be submitted in writing.
In case of dissolution, all remaining assets, after providing for all liabilities, shall be distributed to the Sangamon Valley Collection if it qualifies as a tax exempt organization; otherwise, the said assets shall be distributed by a court in such a manner as in the judgment of the court will best accomplish the general purposes for which the dissolved corporation was organized.
Last amended: 5/20/08
Section 1. Any person interested in the history of Sangamon County who applies for membership in any classification of membership and who tenders the necessary dues shall thereby become a member.
Section 2. Money from life memberships shall be segregated in a special fund and retained as an endowment. Interest or earnings from the life membership endowment fund shall be used to maintain life memberships.
Section 3. Annual dues shall be payable in the month of June, and members in arrears more than four months after payment is due shall be dropped from membership.
Section 1. Regular meetings of the society shall be held at least bi—monthly, except during July and August. Special meetings may be called by the president.
Section 2. The board of directors shall meet at least quarterly. Special meetings of the board of directors may be called by the president. At any meeting of the board of directors, seven board members shall constitute a quorum.
Section 3. Twenty members of the society shall constitute a quorum for meetings of the membership.
Section 1. The president shall have executive supervision over the activities of the society within the scope provided by these bylaws. He/she shall preside at all meetings. He/she shall report annually on the activities of the society. He/she shall appoint the members of committees and delegates not otherwise provided for.
Section 2. The vice—president shall assume the duties of the president in the event of absence, incapacity, or resignation of the president.
Section 3. The secretary shall keep the minutes of meetings of the board of directors. The secretary shall update the procedures manual as necessary.
Section 4. The treasurer shall be responsible for the safekeeping of society funds and for maintaining adequate financial records. The treasurer shall deposit all monies received with a banking company, selected by the board of directors, in the name of the Sangamon County Historical Society. Monies shall be paid out by numbered checks signed by the treasurer or president. The treasurer shall render an annual report based on the fiscal year June 1 to May 31.
Section 5. The board of directors shall have the power to conduct all affairs of the society. The board of directors shall decide questions of policy that for any reason cannot be acted upon at a meeting of the society and perform such other functions as designated in the bylaws or otherwise assigned to it.
The president shall preside at all meetings of the board of directors. The board of directors, through the president, shall render an annual report at each annual meeting. The officers of the society also will serve as members of the board.
Section 6. The secretary will keep the Certificate of Incorporation and all the amendments thereto, the exemption certificates from the Internal Revenue Service, and such other important records as he/she, or the president direct, in a bank safety deposit box, rented by the society, or in the Sangamon Valley Collection at Lincoln Library.
Section 7. The secretary shall forward all requests for historical information to the Sangamon Valley Collection librarians for reply.
Section 8. The secretary shall place documents produced by and for the Society in the Sangamon Valley Collection, the official repository of the Society, including board reports, minutes, periodicals received and other items for use by society members and board.
Section 9. The secretary shall place all items donated to the society in the Sangamon Valley Collection subject to the collection’s acquisition guidelines. The items shall include but not be limited to books, manuscripts, photographs, etc.
Section 1. The society shall have the following standing committees appointed by the president with the approval of the board of directors:
A. Executive Committee — consisting of the president, immediate past president, vice—president, secretary, treasurer, and chairman of the membership committee. This committee shall make any decisions which have to be made before there can be a meeting of the entire board of director subject to the subsequent approval of the board of directors. It shall also generally direct the operations of the society.
B. Membership Committee — responsible for membership drives, collecting dues and keeping membership records.
C. Program Committee — responsible for arranging suitable programs, including tours.
D. Publications committee - responsible for finding ways and means to publish research studies or books.
E. Nominations Committee — responsible for making nominations for officers and members of the board of directors.
F. Finance Committee — responsible for establishing a budget, raising funds when needed, and auditing accounts of the treasurer.
G. Editor — responsible for publishing newsletters on a regular basis.
H. Publicity Committee — responsible for arranging publicity for society events and publications.
I. Project Awards Committee — responsible for reviewing applications for funds and making recommendations to the board of directors.
Sections 2. Other committee, standing or special, may be appointed by the president with the approval of the board of directors.
Section 1. The rules contained in Robert’s Rules of Order shall govern the proceedings of the society except in such cases as are governed by the constitution or the bylaws.
Section 1. These bylaws may be amended at any regular or adjourned meeting of the board of directors by a two-thirds vote of those voting, or they may be amended at a special meeting called for that purpose, with previous notice and a two-thirds vote.