Mission and Governance
The Mission of the Society is to preserve, promote, and educate the public about the history and cultural heritage of Claverack.
The affairs of the Society shall be governed by its Board of Trustees, while membership retains voting rights on matters specified in these bylaws.
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 bylaws.
Article 1 Membership and Dues
Section 1 Any person interested in the mission of the organization who applies for membership, in an appropriate classification, and who tenders the necessary dues shall become a member.
Section 2 The Membership Dues Schedule shall be established by the Board of Trustees as part of the Membership Dues Policy. It will be published on the Society webpage and social media outlets.
Section 3 Annual dues (see Dues Policy) shall be paid in January and members in arrears shall be considered inactive until their dues are paid.
Article II Schedule and Quorum for Meetings
Section 1 The Annual Meeting of the Society shall be held in June.
Section 2 The President may call a special meeting of the Society Board at any time. No business may be transacted at such a special meeting except the stated business.
Section 3 Regular meetings shall be held at least 10 times per year, the date and hour to be set by the Board at its annual meeting. Meetings may be conducted in person, electronically (zoom), or in hybrid format, as determined by the Board
If there is a change in the schedule of regular meetings, a notice will be posted on the Society website and social media platforms. In addition, an email will be sent to members stating the new dates, times, and places for the regular meetings.
All members and guests are welcome.
Section 4 A majority of the Board of Trustees shall constitute a quorum.
Section 5 Members can receive notices of a meeting or other documentation by e-mail.
Section 6 The Society may communicate with members and the public through print and electronic means including websites, e-mail, newsletters, and social media.
Article III Officers and Trustees
The Board of Trustees shall be made up of a President, a Vice President, a Secretary, a Treasurer and 3 Trustees. A majority of the Board of Trustees shall constitute a quorum.
Section 1 Officers and Trustees shall be elected at the annual meeting.
Section 2 Officers and Trustees shall serve 3 year terms and may be reelected. No person may serve as a trustee for more than three consecutive 3 year terms. After a lapse of one year, however, each person will then again become eligible for election to the Board.
Section 3 Vacancies occurring on the Board of Trustees or among the officers may be filled by majority vote of the Board until the next annual meeting.
Section 4 Any officer or trustee may resign by submitting written notice to the President or Secretary of the Society. Such resignation shall take effect upon receipt unless otherwise specified.
Section 5 Any officer or trustee may be removed for failure to perform the duties of the office, excessive absence, misconduct, or actions contrary to the interests of the Society by a two-thirds vote of the Board of Trustees. The officer or trustee shall be given notice and an opportunity to be heard prior to removal
Section 6 The President shall have executive supervision over the activities of the Society within the scope provided by these bylaws and shall preside at all meetings. The President shall report annually on the activities of the Society and shall appoint members of committees and delegates not otherwise provided for.
Section 7 The Vice President shall assume the duties of the President in the event of absence, incapacity, resignation, or removal of the President.
Section 8 The Secretary shall keep the minutes of meetings of the Society and of the Board of Trustees, maintain a list of members, and render an annual report.
Section 9 The Treasurer shall be chair of the finance committee whose function shall be the safekeeping of Society funds, for maintaining adequate financial records, and for depositing all monies with a reliable banking company in the name of the Society. Monies shall be paid out by numbered checks signed by the President or Treasurer. The Treasurer will collect all dues, and shall render a written report at each meeting along with financial statements.
Section 10 The Board of Trustees shall have the power to conduct all affairs of the Society. It shall select candidates for office, pursuant to the constitution.
Section 11 All actions of the Board will be of the Board as a unit. No Board member will act on behalf of the Board, on any matter, without prior approval of the Board.
Article IV Standing Committees
Section 1 The Society shall have the following standing committees:
- Collections & Archives
- Responsible for the collection, cataloging, repair and safekeeping of books and artifacts.
- Responsible for establishing the historic validity of sites proposed for marking as historic, and for arranging tours of these sites.
- Programming & Events
- Responsible for arranging suitable programs, for setting time, place and dates for the presentation of these programs.
- Responsible for working with schools and other organizations to arrange suitable educational programs: for setting time, place and dates for the presentation of these programs.
- Nominations – Responsible for making nominations for officers and members of the Board of Trustees.
- Membership Outreach – Responsible for membership drives and processing new candidates for membership.
- Finance Committee – Responsibilities as outlined in Article III Section 9 of these bylaws.
- Communications & Social Media
- Responsible for maintaining the Society’s public communications including newsletters, press releases, website content, and electronic communications.
- Responsible for managing and promoting the Society through social media platforms and other digital outreach efforts in support of the Society’s mission, programs, events, and membership activities.
- An electronic audit will be conducted once per year to review Society accounts including updating all passwords. It is mandatory that at least 2 members of the Board of Trustees have full admin access to each account.
- Fundraising & Development – Responsible for finding & raising funds and means for the publishing of research documents and newsletters.
Section 2 The President of the Board of Trustees shall appoint members and chairpersons of the standing committees.
Section 3 Other committees, standing or special, may be appointed by the Board of Trustees.
Article V Amendments to the Bylaws
These bylaws may be amended at any regular or special meeting by a two-thirds vote of the Board of Trustees, provided notice was given 30 days prior to the vote. All proposed amendments shall be submitted in writing.
Created 1/16/26 Amended 08/10/26