Wallingford Historical
Society
WALLINGFORD HISTORICAL SOCIETY BYLAWS
UPDATED 2023
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ARTICLE I - NAME
The name of this corporation shall be The Wallingford Historical Society, Incorporated, hereafter referred to as the Society.
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ARTICLE II - PURPOSE
The Society is a 501(c)(3) nonprofit, volunteer organization that researches, collects and preserves Wallingford history exclusively for charitable, religious, educational and scientific purposes.
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ARTICLE III - MEMBERSHIP and DUES
III.1 - Membership
Any person who shall complete, sign and submit the usual form of application for membership accompanied by the amount of the annual dues shall be enrolled as a member of the Wallingford Historical Society.
III.2 - Types of Membership
A. Individual
B. Couple
C. Life
D. Honorary - A nonmember, chosen by Council, who has exhibited important public service to the cause of historical/scientific investigation, education or general literature or be a benefactor of this Society.
III.3 - Terms of Membership:
A. Individual and Couple:
1. Shall begin at submission of application and initial dues payment and expire September 30th.
2. Persons who join between September 1st and the Annual Meeting shall be considered members in good standing in the year of joining as well as the following year.
3. Is renewable annually.
B. Life and Honorary:
1. Shall have no expiration date.
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III.4 - Dues:
A. Dues shall be based on the type of membership as established by the Council.
B. Individuals and Couples shall pay dues annually.
C. The applicable dues shall be due by September 30th.
D. A notice of dues payable shall be mailed or emailed by September 1st .
E. Membership shall be forfeited if dues is not received by November 30th of that same year.
F. Life Members shall be exempt from paying dues after their payment as a Life Member.
G. Honorary Members shall be exempt from any payment of dues.
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ARTICLE IV - MEETINGS
​IV.1 - Regular Meetings:
A. Shall be held on the third (3rd) Wednesday of March, May and September at a time and place determined by the President. (Amended)
B. The Second Vice President shall secure a speaker to present a program pertinent to the
interests of the Society.
IV.2 - The Annual Meeting:
A. Shall take place on the third (3rd) Wednesday in October at a time and place determined by the President. (Amended)
B. Shall consist of the presentation of annual reports by the Officers and Standing Committees.
C. Shall conduct the election of Officers and Directors as prescribed in the Constitution, a majority vote electing.
D. The Second Vice President shall secure a speaker to present a program pertinent to the interests of the Society.
IV.3 - Voting:
Each membership type in good standing shall have the privilege of casting one (1) vote except an Honorary Member who shall have no voting privileges in finance matters or the election of Council Members.
IV.4 - Special Meetings:
May be called by the President or upon petition of seven (7) members of the Council.
IV.5 - Quorum:
Fifteen (15) members in good standing must be present to conduct the business of the Society, but a less number to adjourn.
ARTICLE V - COUNCIL
​V.1 - Council Positions:
The Council shall consist of eight (8) Officers - a President, three (3) Vice Presidents, a Treasurer, a Recording Secretary, a Corresponding Secretary, a Financial Secretary - and nine (9) Directors per the Constitution.
V.2 - Terms of Office:
A. The Officers shall hold office for one (1) year and until their successors are elected.
B. Directors shall serve a three (3) year term in a rotation as stipulated in the Constitution.
C. The out-going President shall, upon retirement, become a member of the Council for one (1) year.
V.3 - Nominations and Elections:
A. President shall appoint a Nominating Committee by September 1st .
B. Chairman of the Nominating Committee shall present the slate of officers at the Annual Meeting.
C. If there are no other nominations from the floor, the election shall proceed. The Recording Secretary shall cast one (1) vote for the nominees.
D. If there are additional nominations from the floor, a vote for each position shall take place.
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V.4 - Powers and Duties:
A. Shall have the power to conduct all affairs of the Society.
B. Shall form and appoint members to serve on all Standing Committees as stated in these bylaws and oversee their progress.
C. Shall create Standing Committees deemed necessary in addition to those stipulated in these by laws.
V.5 - Meetings:
Shall meet prior to the Annual Meeting and as deemed necessary by the President or a Vice President on behalf of the President at a time and place determined by the President.
V.6 - Vacancies:
Any vacancies occurring may be filled for the unexpired term at any meeting of the Council by a majority vote of the members present.
V.7 - Removal:
Any one (1) or all members of the Council are subject to removal from office for cause by a two-thirds vote of the members present at any Regular Meeting or Special Meeting called for that purpose.
V.8 - Quorum:
Seven (7) Council members must be present.
ARTICLE VI - OFFICERS
​VI.1 - President:
A. Shall preside at all meetings of the Society and the Council.
B. Shall call all meetings as needed by mail or email.
C. Shall deliver or make provision for a report or address at the Annual Meeting.
D. Is an ex-officio member of all committees.
E. Shall appoint ad hoc committees as needed.
F. Shall have the authority to sign checks when the Treasurer is unable to do so.
G. Empowered to spend up to $1,000.00 of the Society’s funds without approval from the Council.
VI.2 - First Vice President:
A. Shall perform all duties of the President when the President is unable to or vacates the chair.
B. Shall be authorized to be a third-party signer on checks if President and Treasurer cannot.
C. Shall Chair the Buildings and Grounds Committee.
VI.3 - Second Vice President:
A. Shall assume the duties of the President if the President and First Vice President are unable.
B. Shall be responsible for securing a speaker for Regular and the Annual Meetings.
VI.4 - Third Vice President:
A. Shall assume the duties of the President when the President, First Vice President, and Second Vice President are unable.
B. Shall Chair the Publicity Committee.
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VI.5 - Recording Secretary:
A. Shall have charge of the seal and records of the Society and act as Secretary to the Council.
B. Shall keep an accurate record of the proceedings of all meetings.
C. Shall give notice by mail or email of the time and place for all meetings of the Council and the Society, when called upon by the President.
D. Shall conduct for the Society such correspondence as may be required by the President, Council and duties of the office.
VI.6 - Corresponding Secretary:
A. Shall take care of correspondence such as acknowledgement of gifts or condolences.
B. Shall give an account of all acquisitions at the Annual Meeting that were added to the Society’s collections since the last Annual Meeting.
VI.7 - Treasurer:
A. Shall be the custodian of all funds and securities of the Society.
B. Shall consult with the President and prepare an annual budget to be approved by the Council and the membership at the Annual Meeting.
C. Shall work with the Finance Committee respecting the care and investment of funds of the Society in conjunction with an outside firm, if deemed necessary.
D. Shall pay all bills against the Society.
E. Shall keep a true account of receipts and expenditures.
F. Shall present a report of income, expenditures and all financial account balances at each General, Annual, and Council Meeting and when called upon by the Council. A written copy will be made available upon request.
G. Shall be responsible for the preparation and filing of State and Federal tax returns.
H. Shall be bonded at the expense of the Society in a sum such as the Council shall direct in a reliable Surety Company.
VI.8 - Financial Secretary:
A. Shall keep an accurate account between the Society and its members; including name, address, email address and membership anniversary.
B. Shall be responsible for taking attendance at each meeting, listing members and guests separately.
C. Shall notify all members by September 1st using mail or email if their dues payment will come due September 30.
D. Shall provide a report listing all members in good standing to the President and Recording Secretary at the Annual Meeting.
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ARTICLE VII - COMMITTEES
​VII.I - Types and Terms:
A. There shall be three (3) appointees per committee. One (1) shall be designated as Chair to coordinate duties and report to the Council.
B. The term of each Standing Committee expires in one (1) year and is renewable.
C. Ad hoc Committees shall be formed as necessary whose term shall not exceed the term of the appointing President.
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VII.2 - Standing Committees:
A. Building and Grounds:
1. Shall consist of three (3) members.
2. General Maintenance.
3. Capital Projects.
B. Finance:
1. Shall be comprised of three (3) members.
2. Shall advise with the Treasurer respecting the care and investment of funds of the Society.
3. Shall be standing auditors of the accounts.
4. Shall inspect and audit the Treasurer’s and Financial Secretary’s books.
5. Shall report the results of both audits in writing at the Annual Meeting.
C. House:
1. Shall consist of three (3) to five (5) members plus the President and Recording Secretary as ex-officio members.
2. Shall receive or decline gifts or short-term loans of articles as additions to the collections of the Society.
3. Shall have the duty to ascertain as far as possible the authenticity of all articles.
4. Archivist/Librarian:
i. Shall catalogue all current acquisitions.
ii. Shall maintain a complete and accurate inventory.
iii. Shall maintain research materials.
iv. Shall report all acquisitions to the Corresponding Secretary.
5. Staging:
i. Shall determine an appropriate location for each item.
ii. Shall arrange artifacts for viewing.
iii. Shall prepare a written description of each article.
6. Cleaning
D. Nominating:
1. Shall consist of three (3) members.
2. Shall nominate Officers and three (3) Directors whose terms are expiring and fill any vacancies which have arisen.
3. Present the slate for vote at the Annual Meeting.
E. Promotion/Publicity:
1. Publicity:
i. Product development and sales.
ii. Promote upcoming events.
iii. Advertise current undertakings.
2. Electronic Media (i.e., Facebook, Instagram).
3. Webmaster.
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ARTICLE VIII - ELECTRONIC MEETING and VOTING
​VIII.1 - Meetings of the Council, the Society and Committees may be conducted by the use of an internet meeting service designated by the President. The service shall support voting and visible displays identifying those present and show the results of the vote.
VIII.2 - The business meeting of the Society may be conducted by telephone or other electronic means if an occasion arises that the Council cannot meet in person. Under these circumstances a majority of the Council must participate and agree to the change.
VIII.3 - If the Council votes by email, the motion is sent by the President addressed “to all” and Council Members shall “reply all” with their aye or nay vote.
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ARTICLE IX - PARLIAMENTARY AUTHORITY
The rules contained in Robert’s Rules of Order – Revised (latest edition), shall govern the proceeding of the Society except in such cases as are governed by these bylaws.
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ARTICLE X - NONDISCRIMINATION
The Wallingford Historical Society is committed to equal employment and volunteer opportunities without regard to age, ancestry, disability, national or ethnic origin, race, religious belief, sex, sexual orientation, gender identity, marital status, political belief or veteran status.
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ARTICLE XI - AMENDMENTS
These Bylaws may be amended as recommended by the Council at any meeting of the Society, notice having been given in the call of the meeting.
AMENDMENT 1
Article IV.1.A. amended to read as follows:
"Shall be held during the third (3rd ) week of March, May and September at a time and place determined by the president."
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Article IV.2.A. amended to read as follows:
"Shall take place during the third (3rd ) week of October at a time and place determined by the president."
Approved unanimously at a properly notified regular meeting of the Wallingford Historical Society on March 15, 2023.
Certified by:
Robert N. Beaumont
President
Respectfully submitted:
Bylaws Committee 2023
Kathy Bryson, Chair
Jane Reed
Noma Beaumont
02/2023