Sebring Historical Society

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BY-LAWS OF THE SEBRING HISTORICAL SOCIETY, INC.


These By-Laws shall replace all previous sets of By-Laws not known and others that may be in existence.

ARTICLE I    Name

The name of this non-profit corporation shall be The Sebring Historical Society, Incorporated.  Located at 321 West Center Avenue, Sebring, Highlands County, Florida 33870.


ARTICLE II    Purpose

Section 1.  To bring together those people interested in history, and especially in the history of Sebring and Highlands County, Florida.  Understanding the history of our community is basic to our democratic way of life, gives us a better understanding of our state and nation, and promotes a better appreciation of our American heritage.

The major function will be to discover and collect any material which may help establish or illustrate the history of the area; its exploration, settlement, development, and activities in peace and war; its progress in population, wealth, education, arts, science, agriculture, manufacturing, trade and transportation.  It will collect printed material such as directories, newspapers, pamphlets, catalogs, circulars, handbills, programs, and posters; manuscript materials such as letters, diaries, journals, memoranda, reminiscences, rosters, service records, account books, charts, surveys, and field notes; and museum material such as pictures, photographs, paintings, portraits, scenes, aboriginal relics, and material objects illustrative of life, conditions, events, and activities of the past and present.

The Society will provide for the preservation of such material and for its accessibility as far as may be feasible, to all who wish to examine and study it, to cooperate with officials in insuring the preservation and accessibility of the records and archives of the county and of its cities and institutions.

The Society will disseminate historical information and arouse interest in the past by publishing historical material in the newspapers and otherwise; by holding meetings, with pageants, addresses, lectures, discussion, and by using the media or radio and television to awaken public interest.

The Society will cooperate with other organizations having similar interests in promoting interest and understanding of local history.  It will, on suitable occasions, promote and sponsor gatherings and/or reunions of residents (both former and present) and of such groups as school alumni and service clubs.

If the Society becomes inactive, it shall be the duty of the last Board of Directors to turn over all records, materials and funds to a suitable public body such as the Sebring City Council for safe keeping until a proper reorganization of a Historical Society can be established.


ARTICLE III    Membership

Section 1.  Any person interested in the history of Sebring and Highlands County who applies for membership and who tenders the designated dues, shall hereby become a member.

Section 2.  The annual dues shall be set by the Board of Directors.


ARTICLE IV    Meetings

Section 1.  Regular meetings of the Society shall be held quarterly at the time and place selected by the Board of Directors. Special meetings may be called by the President.

Section 2.  Regular meetings of the Board of Directors shall be held at the time and place selected by the Board. The first organizational meeting shall be held as soon as practical after election at the fall meeting for new Board members to become acquainted with the By-Laws and Policies of the Society.  Special meetings of the Board may be called by the President.

Section 3.  Ten (10%) percent of the members shall constitute a quorum at any meeting of the membership.

Section 4.  The Annual Meeting shall be held in the month of October of each and every year.


ARTICLE V    Board of Directors

Section 1.  The business, property and affairs of this non-profit Corporation shall be managed by a Board of Directors.  The Board shall be composed of no less than eight (8) and no more than twelve (12) persons plus the immediate Past-President; if said immediate Past-President has then completed his/her regular term of office, he/she would be the 13th Director of that year.  Each Director shall serve a three (3) year term or until their successor is elected.  At least four (4) directors shall be elected at each annual meeting.

Section 2.  The Board of Directors at the Annual Meeting following the election of the new Board members and after the adjournment of the regular meeting of the membership shall elect officers of the Corporation to serve one (1) year terms. These officers shall be a President, Vice-President, Recording Secretary, and Treasurer.

Section 3.  The Board of Directors shall transact all business of the Corporation and shall approve the expenditure of all sums of monies from the funds of the Corporation.

Section 4.  The Board of Directors may authorize any Officer of the Corporation to enter into any contract or execute any instrument in the name of and on behalf of the Corporation and such authority shall be general or convened to specific instances.  Unless so authorized by the Board of Directors, no Officer, agent, or other persons shall have the power or authority to bind the Corporation by any contract or engagement or to pledge its credit or to render it liable for any purpose or to any amount.

Section 5.  A quorum to transact business at any meeting shall be 40% of the membership of the Board of Directors.

Section 6.  The regular meetings of the Board of Directos shall be held monthly in a timely and orderly manner at a time and date decided by the Board of Directors.  All meetings shall be held at the Historical Society building or at a place designated b the Executive Committee.  Notice of special meetings shall be sent to all Directors approximately two (2) days before said meeting.  Meetings of the Board of Directors may be called by the Immediate-Past President, the President of the Corporation or any two (2) Directors.

Section 7.  Vacancies on the Board of Directors shall be filled by election by the remaining Directors.  Each person so elected shall serve the term of the Director whom he/she replaced.

Section 8.  Any Director or Officer of the Corporation may be removed by the Board of Directors whenever, in the judgment of the Board, the best interests of the Corporation will be served thereby.

Section 9.  The Board shall review the By-Laws, policies and procedures annually.  Updated and current policies and procedures shall be contained in a manual for convenient accessibility.


ARTICLE VI    Duties of Officers

Section 1.  The President shall have executive supervision over the activities of the Society and the Board of Directors within the scope provided by these By-Laws.  He/she shall preside at all meetings of the Board of Directors, make all committee appointments, designate a chairperson for each committee and insure that the legal requirements for maintaining a non-profit status be accomplished.

Section 2.  The Vice-President shall perform the duties of the President when that officer is absent, incapacitated, or resigns.

Section 3.  The Recording Secretary shall record the minutes of all meetings including the regular membership meetings and meetings of the Board of Directors.

Section 4.  The Treasurer shall be responsible for handling all income and disbursements of the Corporation.  He/she shall render an itemized statement at the annual meeting, properly attested by an audit/audits as determined necessary by the Finance Committee. The President, Vice-President and Treasurer shall be signers on all accounts, certificate of deposits, or loans of the Corporation.  Any two (2) of these signatures shall be required on the above.

Section 5.  The Immediate Past-President shall serve in an advisory capacity, assisting the President and the Executive Committee.


ARTICLE VII    Committees

Section 1.  An Executive Committee shall consist of the President, Vice-President, Recording Secretary, Treasurer and Immediate Past-President.  This committee shall make recommendations to the Board of Directors.

Section 2.  A Nominating Committee of three (3) members shall be appointment by the President at least one (1) month prior to the annual meeting to submit a slate of Directors at said meeting.  Namination for Directors also may be made from the floor at the annual meeting.

Section 3.  The President shall appoint the following committees as well as any other committees which may be needed to conduct the business of the Corporation.

1.  Finance and Budget
2.  Bylaws and Policies
3.  Hostess
4.  Program
5.  Membership
6.  Calendar
7.  Volunteers
8.  Assessions
9.  Memorials
10. Events
11. Publicity
12. Ways and Means


ARTICLE VIII    Rights and Liabilities of Directors

Section 1.  No Director of the Corporation shall have any right, title or interest in or to, any property or assets of the Corporation.

Section 2.  Private property of the Directors shall be exempt from liability for any debts of the Corporation and the Directors shall not be liable for any debt or liability of the Corporation.


ARTICLE IX    Fiscal Yea
r

The Fiscal year of the Corporation shall be from January 1 to December 31.


ARTICLE X    Amendments

These By-Laws may be amended at any regular membership meeting by a majority of members present and voting provided written notice was presented prior to the regular meeting stating the proposed changes.






SEBRING HISTORICAL SOCIETY, INC.
POLICIES


1.  GENERAL

a.  The Sebring Historical Society, Inc. will follow international copyright laws.
b.  The researcher to the original source will be given written credit when items are reproduced.
c.  Researchers who publish a work based on materials belonging to the Society will donate a copy of their work to the Sebring Historical Society, Inc.


2.  FISCAL YEAR

a.  The fiscal operating year of the Sebring Historical Society, Inc. will be based on the calendar year January 1 through December 31.


3.  HOURS OF OPERATION

a.  Hours of operation of the Archives are Monday-Thursday, 9:30am to 5:00pm.
b.  The Sebring Historical Society, Inc. will be closed on all holidays recognized by the Tenth Judicial Circuit Court of the State of Florida Court System.
c.  During operating hours, the front doors will be accessible to the public.
d.  Hours of operation will be posted on the front doors.
e.  Volunteers unable to work will contact the Archivist as soon as possible.
f.  The Board of Directors of the Sebring Historical Society, Inc. will approve any change in hours of operation.


4.  PHOTOCOPYING

a.  The Society will provide copies for a scheduled fee.
b.  The Society will not copy items that may be damaged by the photocopying process.


5.  RESEARCH ROOM

a.  Researchers are not permitted to take materials outside of the research room.
b.  Researchers are not allowed in the workroom, unless approved by the Archivist.
c.  A staff member will supervise the research room when in use by outside persons.


6.  LOANS

a.  Only newspaper reporters or governmental representatives, known to the Archivist, may borrow items from the Archives to reproduce, display, etc. for one day to seven days, except those placed in government building displays, which may be for longer periods of time.
b.  An "On Loan" form describes the material(s) borrowed, date borrowed, date due, borrower's signature, and Archivist's signature must be completed before materials leave the Society building.  Archivist will give a copy of the loan form to the borrower.
c.  Completed "On Loan" forms will be kept on file in the Archivist's office.

7.  SUPERVISION

a.  The supervision of the Archivist will be under the direction of the Sebring Historical Society, Inc. Board of Directors.



Submitted March 19, 2012 to Board for Review and Approved by vote
of the Sebring Historical Society Board of Director
s



Addendum to the Sebring Historical Society's Policy Regarding publication of The Historian


The Sebring Historical Society claims and requires the first right of publication of any article authorized to be written for The Historian.  Any and all articles written specifically for The Historian, a publication of the Sebring Historical Society, Inc. (having copyright), by authorized members, writers or others shall not be copied or disseminated to any person or group of persons prior to publication in The Historian.

In addition, any and all such articles submitted to interviewees or others for the purpose of "proofing" to ensure technical accuracy shall not be copied or disseminated to any person or group of persons prior to publication in The Historian.

After publication of such article(s) in The Historian, articles may be so disseminated only under the name of the author of the article, with the designation/credit to the Sebring Historical Society publication called "The Historian".

Approved by the Board of Directors
October 3, 2013

 
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