Fair Oaks Historical Society Bylaws






BYLAWS: FAIR OAKS HISTORICAL SOCIETY, INC.

Revision April, 2011



ARTICLE I: NAME

1.1  The name of this organization shall be FAIR OAKS HISTORICAL
     SOCIETY, INC.



ARTICLE II: OBJECT

2.1  To preserve the heritage of the area known as Fair Oaks,
     California 95628; that of its first inhabitants, the San Juan
     Rancho, the early settlers of the Sunset Colony and of
     succeeding generations.  

2.2  To preserve the historical record, and other materials arising
     from use by the people of the Fair Oaks area in the course of
     its history.  

2.3  To conduct research on the founders of Fair Oaks, and the
     agricultural, civic, religious and cultural activities
     throughout its history in an effort to provide an accurate and
     authentic interpretation thereof, and to keep authoritative
     and permanent recordings of the facts in a repository.  

2.4  To provide representation in regard to Fair Oaks history and
     culture by means of oral, written, pictorial and other methods
     prescribed by the Executive Board.

2.5  To establish, operate and maintain a  Fair Oaks  History
     Center for the general public, when possible. 
 


ARTICLE III: MEMBERSHIP

3.1  Membership in this society shall be open to any interested
     person regardless of race, sex, creed, or national origin; or
     to any organization or business having rendered support and 
     assistance in the study and dissemination of the history of
     Fair Oaks. Not less than sixty percent (60%) of the active
     members shall be residents of the Fair Oaks Postal District. 

3.2  There shall be two classes of membership:  active and honorary

     3.2-1     Active Memberships
 
               (a)  A person applying for active individual
                    membership shall be accepted upon completion
                    of application form and payment of annual
                    dues, and shall have all privileges including
                    voting rights.  

               (b)  An individual and spouse or two adults
                    applying for an active family membership shall
                    be accepted upon completion of application
                    form and payment of annual dues. Each shall
                    have all privileges including voting rights. 
 
               (c)  An organization or business applying for an
                    active supporting membership may be accepted
                    upon completion of application form and
                    payment of annual dues, and approved by the
                    executive board and a majority vote of members
                    present at a general meeting. The group shall
                    have all privileges, with only one vote, which
                    may be cast by the president or owner or their
                    representative. 
 
               (d)  Active Life Memberships 

                    1.   A person applying for individual life
                         membership may be accepted upon
                         completion of application, individual
                         life payment and approved by the
                         Executive Board .  They shall have all 
                         privileges including one voting right; 

                    2.   An individual and spouse or two adults
                         applying for family life membership may
                         be accepted upon completion of
                         application, family life payment and
                         approved by the executive board.  Each 
                         shall have all privileges including voting rights. 

     3.2-2     Honorary membership 

               (a)  An honorary membership may be conferred upon a
                    person who has rendered outstanding service to
                    the Society, whether or not a member.  
     
               (b)  This membership shall be approved by the
                    Executive Board and a majority vote of members
                    present at a general meeting. 
 
               (c)  This designation does not require the payment
                    of dues nor confer the right to vote nor hold
                    office but all other privileges shall prevail. 
                    
               (d)  An honorary member may also be an active
                    individual member. 



ARTICLE IV: MEETINGS AND DUES

4.1  The fiscal year shall be from January 1 through December 31. 

4.2  The last general membership meeting of the year shall be the
     Annual Meeting. 
 
4.3  Twenty Five (25) members shall constitute a quorum at the
     general meeting. 
 
4.4  There shall be four  (4) general membership meetings each
     year. These meetings are to be held on the fourth Tuesday of
     January, April, July and October. Additional Meetings may be
     scheduled by the Executive Board. 
 
4.5  Annual dues for Active Members shall be, effective January,
     2007: 
 
     1.   Individual membership:        $  15.00  
     2.   Family membership:            $  20.00  
     3.   Supporting membership:        $  40.00  
     4.   Individual Life Membership:   $ 150.00  
     5.   Family Life Membership:       $ 225.00  

4.6  Dues are payable on January 1 and shall become delinquent May
     1 of each year. Membership shall be terminated after June 1
     after written notification  of non-payment of dues.  



ARTICLE V: OFFICERS

5.1  The elected officers of this society shall be a president, a
     vice president, a secretary, and a treasurer. The most
     recent available immediate past president, an active member
     in good standing, shall hold office under that title. A
     parliamentarian shall be appointed by the president and
     selected from among the voting members.  

5.2  The term of office of all officers shall be for one (1) year
     commencing January 1 of each year.  
     
5.3  Duties of the Officers are as follows: 
 
     5.3-1     The president shall
 
               (a)  Supervise the activities of this society
                    within the scope provided by these bylaws and
                    by the directives of the general membership. 

               (b)  Preside at all meetings of the general
                    membership and of the executive board. 
 
               (c)  Appoint  the parliamentarian, the auditor,
                    and the chairs or co-chairs of standing
                    committees,  with the exception of the
                    nominating and program committees. Appointees
                    shall be introduced at the first executive
                    board and general membership meetings of the
                    year or the first such meeting after
                    appointment. 
 
               (d)  Establish temporary committees and appoint a
                    chair. Temporary committees shall serve
                    during the fiscal year and may be
                    reestablished by the president after January
                    of each year. 
 
               (e)  Sign contracts ordered by the executive
                    board. 
 
               (f)  Represent this society at all invitational
                    events and accept courtesies for the
                    organization or appoint a representative. 
 
               (g)  Report as outgoing president on the
                    activities of the society for the preceding
                    year at the first general meeting of the new
                    year. 

               (h)  Select an official greeter who shall greet
                    current members, guests, and visitors at each
                    general meeting. 
 
               (i)  Secure insurance and hold the policy. 
 
     5.3-2     The vice president shall

               (a)  Act as an aide to the president and in the
                    absence of the president, shall perform the
                    duties of the president.  
     
               (b)  Serve as chair of the program committee. 

               (c)  Fill the unexpired term, in case of a vacancy
                    in the office of the president. 

     5.3-3     The secretary shall 

               (a)  Keep an accurate record of the proceedings of
                    all meetings of the society and of the
                    executive board.  The proceedings of the
                    general membership or the executive board
                    meetings are to be made available on request. 
                    
               (b)  Conduct the correspondence of the society by
                    direction of the president, issue all notices
                    required by the executive board and have
                    available at each general membership and
                    executive board meeting a current list of
                    members whose dues have been paid. 

     5.3-4     The treasurer shall 

               (a)  Receive all moneys of the society, keeping an
                    accurate account thereof in a permanently
                    bound book or in a computer. 
 
               (b)  Deposit  all moneys in the name of the
                    society in a bank approved by the executive
                    board. 

               (c)  Pay all bills that have been approved by the
                    executive board or the general menbership and
                    make a financial report at each meeting. The 
                    Treasurer may pay all bills for items included 
                    in the budget or approved by Committee Chairs.

               (d)  Be responsible for seeing that all financial
                    transactions shall have the required
                    signatures of the treasurer and either the
                    president or secretary. 

               (e)  Submit the treasurer's books to be audited
                    annually.  

               (f)  Submit a written report to the society at the
                    first general meeting of the year and provide
                    a report to be included in the notices of
                    each of the general membership meetings. 

               (g)  Submit to the executive board, prior to the
                    first general meeting of the year, a proposed
                    budget for the forthcoming year. 



ARTICLE VI: EXECUTIVE BOARD

6.1  The membership and voting rights are 

     6.1-1     Members of the executive board shall be the
               president, vice president, secretary, treasurer,
               immediate past president, and the chairs of the
               standing committees. 

     6.1.2     They shall have one vote each.  Each committee 
               shall have one vote.  

6.2  Duties include 

     6.2-1     Meeting at least once, no fewer than twenty four
               (24) days prior to a general meeting.

     6.2-2     General supervision of the affairs of the society
               between its general meetings and perform such
               other duties as are specified in these bylaws.  
     
     6.2-3     Selecting an active member to fill, for the
               unexpired term, all vacancies in elective offices
               except that of president. 
     
6.3  Meetings 

     6.3-1     Be held at the call of the president 

     6.3-2     Seven (7) members, two (2) of whom shall be elected 
               officials, shall constitute a quorum.  

     6.3-3     Special meetings may be held at the call of any
               three (3) board members provided notification is
               made one week in advance of such meeting, limiting
               action to a specific purpose.
     
     6.3-4     In between the required general membership and
               executive board meetings the president may poll
               the executive board members by phone to secure
               approval of actions or expenditures.  
     
               (a)  Approval of actions or expenditures requires
                    approval of seven (7) members, two (2) of which 
                    shall be elected officers, of the executive board
                    members.  
     
               (b)  Any action or expenditure so approved shall
                    be submitted, for the record, to the
                    executive board at the next meeting.  
     


ARTICLE VII: COMMITTEES

7.1  There shall be the following standing committees. 

     7.1-1     Dinner - decorating, setup, social hour, serving,
               and cleanup. 

     7.1-2     Historical - society history, vignettes,
               newsletter articles, and annual report. 

     7.1-3     Liaison Representative - attend functions of other
               historical societies and report to this society.  
     
     7.1-4     Membership - roster maintenance,  including names,
               phone numbers, addresses and emails, guest and new
               member sign-in sheet, and submitting of membership
               list to the secretary,  treasurer and newsletter
               committee chair.  
     
     7.1-5     Newsletter - editor, printing, mailing; 

     7.1-6     Program -  the vice president as program chair is
               responsible for the general membership meeting
               program and speakers.  
     
     7.1-7     Publicity - news releases and public relations.  

     7.1-8     Way and Means - sale of publications, raffles, and
               any other fund raising activities. 

     7.1-9     History Center Operations- schedule docents and
               assemble displays, 

     7.1-10    History Center Preservation - care, inventory,
               storage, acceptance and gifting of articles. The
               disposal, sale and purchase of articles shall be
               done within the limits set by the executive board
               or with approval of the executive board.  
          
     7.1-11    Technology - webmaster, automation, computer care,
               data entry , and digitizing items. One member of
               this committee shall serve on the History Center
               Preservation committee.  
          
7.2  The chairs of standing committees shall review, maintain or
     create a list of duties for submittal to the President at
     the start of each year.  
     


ARTICLE VIII: NOMINATIONS AND ELECTIONS

8.1  The election of officers shall be held at the annual
     meeting.  

8.2  Nominations:  

     8.2-1     A nominating committee consists of three (3)
               active members, one of whom must be a member of
               the executive board and shall be selected at the
               July general membership meeting.  
          
     8.2-2     The nominating committee shall present a slate of
               consenting candidates' names to the secretary who
               shall include this report with October meeting
               notice;  
          
     8.2-3     The chair of the nominating committee will present
               the slate of candidates to the membership at the
               annual membership meeting, at which time the
               president will call for nominations  from the
               floor prior to the election.  
          
     8.2-4     To be a nominee for the office of president or
               vice president, a candidate shall have served as a
               voting member of the executive board for at least
               one year or shall have been an active member of
               the society for at least three (3) years.  
          
     8.2-5     The installation shall take place at the first
               general membership meeting in January, although
               the newly elected officers shall commence their
               official duties on January 1. 
          


ARTICLE IX: PARLIAMENTARY AUTHORITY

9.1  Robert's Rules of Order, Newly Revised, shall be the
     authority governing all society procedure when not in
     conflict with these bylaws.  
     
9.2  The parliamentarian should be present at all general and
     executive board meetings and act in an advisory capacity to
     the president, executive board and the society.  
     


ARTICLE X: AUDITOR

10.1 The auditor shall

     10.1-1    Serve only for the period necessary to conduct the
               audit.  
     
     10.1-2    Audit the treasurer's books annually after the
               end of the fiscal year.  
     
     10.1-3    Submit a report of the audit to the president and
               the treasurer prior to the first General Membership
               meeting of the year and to the Society at the
               first general membership meeting.  
          


ARTICLE XI: AMENDMENTS

11.1 These bylaws may be amended by a two-thirds (2/3) vote of
     the Active members present at a general membership meeting,
     provided that written notice of the proposed amendment(s)
     and those relevant portions if the bylaws were mailed to the 
     voting members no less than fourteen (14) days in advance of 
     the general meeting.



ARTICLE XII: DISSOLUTION

12.1 Upon the dissolution of the Fair Oaks Historical Society
     Inc.,  all assets, including the sale of assets, remaining
     after the payment, or provision of payment, of all debts and
     liabilities, shall be transferred to the existing Fair Oaks
     Recreation and Park District 
     
12.2 If the Fair Oaks Recreation and Park District is not In
     existence, or does not accept all the assets, the remaining
     assets are to be transferred in the following order to:  
     
     -    the Fair Oaks Cemetery District; 
     
     -    a qualified non-profit organization which is interested
          in the cultural and historical preservation of records
          and artifacts relating to Fair Oaks 
          
     -    the Fair Oaks Chamber of Commerce; 

     -    current or past Fair Oaks Historical Society members; 

     -    any Fair Oaks business or resident..




ACTIVITY       REVIEW COMMITTEES
--------------------------------------------------
Adopted          March 28, 1977     June Melvin
Incorporated   March 3, 1979       Edward Eubanks
Amended        (no date listed)      Donald Kenmouth
Revised           April 30, 1989        Iva Langness
Amended        January 25, 1989  June Melvin, Parliamentarian
Amended        July 27, 1993         Harry Voth
Amended        April 23, 1966
Amended        January, 1999
Amended        October, 2006       Joe Dobrowolski
Amended        April, 2007             Joe Dobrowolski
Amended        January, 2011        Ralph Carhart
Amended        April, 2011             Joe Dobrowolski