Article I – Name and Purpose
Section 1. The name of the organization shall be the “Big Bear Valley Historical Society”
A California nonprofit corporation, referred to hereinafter in the document as the “Society”.
Section 2. The purpose of the Society shall be:
- To increase the appreciation of the history of Big Bear Valley, preserve the historical artifacts and landmarks, and promote historical research in the valley.
- To obtain, maintain and operate a museum in which to display historical artifacts relating to the Big Bear Valley and the western United States, on a nonprofit basis.
- To support and sponsor activities in the Big Bear Valley which help preserve local history and traditions.
Article II – Members
Section 1. Membership in the Society is by calendar year, January 1st through December 31st. Member joining by September1st shall have their membership extended throughout the following year ending December 31. Notification of payment of dues, set by the Society Board of Directors, shall appear in the Tall Pines newsletter no later than the November issue. There shall be the following categories of membership.
- Regular Membership: The regular Membership (18 years or older) entitles the bearer to all rights and benefits of the Society.
- Single Member.
- Family Membership.
- Family is 2 adults, and the immediate family
- Business Membership: A Business Member is entitled to one representative from the business to have all rights of a regular member.
- Any business, corporation, or organization may become a member.
- A business member is entitled to one vote at General Meetings.
- Life Membership: Life Membership is granted after a one-time payment to the Society. The life member will have all rights and privileges of the Society until their death.
- Student membership:
- Students under 18 years old are eligible for membership.
- Students my not hold a Society office, nor have voting rights. They may serve on a Society Committee.
- Honorary membership:
- The Board of Directors may bestow an Honorary Membership on any individual or Business who has rendered notable services to the Society.
The membership shall be honored for one year from the date of issuance. The membership will include a membership card.
Section 2. A member in “good standing:
Has their annual dues paid-up and is eligible to vote at general meetings.
May serve as a Society officer, Committee Chair, Committee member, Museum Docent, or work party crew.
Article III- Election of Officers
Section 1. The Executive Board for the Society shall consist of the following:
President, First Vice President, Second Vice President, Secretary, Treasurer, and two Directors.
The term of each office is two years.
Section 2. At the August Board of Directors Meeting, the President will appoint a Nominating Committee to nominate candidates to fill upcoming end of term vacancies.
Each candidate must have agreed to be considered for the open position and understands the duties of that position.
Section 3. President, 1st VP, and one director shall be elected in the odd years.
2nd VP, Secretary, Treasurer, and one director shall be elected in the even years.
The Nominating Committee Chair, with the approval of the Executive Board, shall present the candidates for consideration at the general meeting in September. At that time, the President shall entertain additional nominations from the floor.
Section 4. The Officers shall be elected by ballot or by a voice vote if only one candidate is offered to the membership for each office.
Section 5. There shall be no proxy voting.
Section 6. If a Board position becomes vacant during the term of office, the Board of Directors may appoint a member in good standing to fill the remainder of the term. It will require a majority vote of the remaining Board Members.
Section 7. No member shall hold more than one office at a time.
Section 8. There are no term limits for any of the Board Position.
Section 9. Any former Officer or Director who has been removed from office per Article VI, section 10 is no longer eligible to hold any Society office.
Article IV – Duties of Officers
Section 1. President Shall:
- Preside at all meetings and affairs of the Society.
- Coordinate and oversee the mission of the Society.
- Appoint Chairpersons of the standing committees with the concurrence of the Board of Directors.
- Appoint a museum Curator, with the concurrence of the Board of Directors.
- Sign Membership Cards.
- Be an Ex-officio member of all committees except for the Nominating committee.
- Be the official spokesperson for the Society.
- May appoint a Parliamentarian.
Section 2. First Vice President Shall:
- In the absence of the President, perform the duties of the President.
- In case of a vacancy in the office of President, the First Vice President will assume the office of President for the remainder of the term.
- Serve on committees or projects as the President may direct.
- Oversee the Museum key inventory and assign keys as needed.
Section 3. Second Vice President shall:
- Be responsible for the Museum’s upkeep and Repairs.
- Coordinate all new construction and additions.
- Serve on the Museum Committee.
Section 4. The Secretary shall:
- Record the minutes of all Board of Directors meetings.
- Receive all correspondence to the Society.
- Maintain all records of the Society.
Section 5. The Treasurer Shall:
- Be responsible for a single entry set of books or computer program that shows all current receipts and disbursements for the Society.
Must seek approval from the Board of Directors for any expenditure exceeding $300 (Three Hundred) dollars, with the exception of normal monthly expenses or budget approved items.
- Pay all Society bills by check. All checks will be signed by the Treasurer and countersigned by an authorized Board member.
- Submit a written financial statement at each monthly meeting of the Board of Directors.
- Be responsible for ensuring all necessary information is given to the Tax preparer at the calendar years end.
- Prepare an annual budget for Board approval at or close to the last meeting in September each year.
Section 6. The Directors Shall:
- Support the Society as a voting member of Board of Directors.
- Serve on committees or Projects as the President may direct.
Section 1 Unless otherwise directed by the Board of Directors, the Board of Directors Meeting and the regular General Society Meeting will be held on the Second Thursday of the month.
Section 2 The General meeting held in October shall be known as the Society’s Annual meeting. The purpose of the meeting is to amend the Society’s Bylaws, elect officers and receive annual reports from the officers and committees.
Section 3. Special meetings may be called by the President upon the written request of at least 10 members of the Society. The purpose of the meeting shall be stated in the written request. Exception would be in the case of an emergency, where only three days’ notice would be required. That notice can be delivered by phone, E-mail, written or personal contact.
Section 4 There must be at least 20 society members in good standing at a general meeting to hold any type of general membership vote.
Article VI- Board of Directors
Section 1. Officers of the Society constitute the Board of Directors.
Section 2. The business of the Society, a nonprofit corporation, shall be conducted by the Board of Directors, excluding election of officers.
Section 3. The Board meeting will be held on the second Thursday of the month at a place and time designated by the President.
Section 4. Special meetings may be called by the President or at the request of three Board members.
Section 5. Five Board members constitute a quorum.
Station 6. Each Board member shall have an equal vote.
Section 7. Electronic voting shall not be permitted.
Section 8. Each member of the Board of Directors shall disclose in writing to the Board of Directors any conflict of interest which may arise in connection with their respective board duties. If there is a vote that might be considered a conflict, the board member shall abstain from the vote.
Section 9. Resignation and or Termination of Board Officers.
- Board Officers may be removed from office by the Board of Directors for malfeasance or dereliction of duties or lack of ethical conduct, as defined by the bylaws of the society.
3 or more unexcused absences in a row from Board of Directors meetings shall be grounds for review by the Board of Directors for possible dismissal from the Board.
- A motion for dismissal of a Board member must have a 2/3 vote of the full Board to approve the motion to dismiss.
- Board Members and Chairpersons may be dismissed for misrepresenting the Society, acting contrary to the bylaws, or violation of any federal, state or local laws.
- A resigned or dismissed Board Member or Chairperson must return all Society/Museum property within (10) days of their resignation or dismissal. The said property may include, but not be limited to:
Keys, locks, manuals, notebooks, checkbooks, financial reports, correspondence, membership records, computers, software, audiovisual equipment, books, periodicals, tools, equipment, artifacts.
Article VII- Committees
Section 1. Standing Committees shall be:
- Museum Committee: Curator, 2nd VP, Docent Chair ,Gift Shop Chair
- Gift Shop
- Field Trips
- Fund Raising/Special Events
- Tall Pines/distribution
- Raffles / Opportunity Drawings
- Web Master
Section 2. The Chairpersons of the standing committees are appointed by the President and confirmed by the Board of Directors. They shall attend the monthly Board meeting to report their committee’s activities. They are not voting members of the Board.
Section 3. There shall be special committees created as deemed necessary to carry on the work of the Society.
Section 4. The committees of the Society are to advance the functions of the Society. A work plan for each committee shall be submitted to the Board of Directors for review and concurrence.
Section 5. The Curator shall keep an accurate accession record, in duplicate, of all gifts/donations received and agreements made. A dated and signed copy of the receipt shall be given to the donor. The curator will keep an inventory of the collection approved by the Board of Directors.
Article VIII- Dissolution
In the event of the Dissolution of the Big Bear Valley Historical Society, the real property of the corporation, located at 800 B Greenway Drive, Big Bear City, California, will be transferred to the Big Bear Recreation and Parks department, per the agreement in the Deed of Trust dated June 4, 2008. All personal property remaining and historical artifacts of the museum shall be distributed to one or more qualified historical nonprofit organization(s) which operate exclusively for charitable purposes, and which have established their tax exempt status under section 501(c) 3 of the Internal Revenue Code.
Article IX – Museum calendar/ Fiscal year and IRS Number
Section 1. The calendar year for the museum to be opened for business shall be:
- Opens Saturday of Memorial Day Weekend.
- Open every Wednesday, Saturday and Sunday including holiday Mondays from 10am to 4pm.
- Closes the Sunday after Labor Day Monday.
Section 2. The fiscal year for the Society shall begin October 1st and shall end September 30th of the following year.
Section 3. The IRS employer identification Number for the society is 23-7108993
Article X- Parliamentary Authority
The rules contained in the latest edition of the Robert’s Rules of Order, Newly Revised, shall govern the Society in all cases to which they are applicable, and not inconsistent with these Bylaws and any special rules of order which the Society may adopt.
Article XI- Amendment of Bylaws
The Bylaws may be amended by 2/3 vote of the membership at any regular or special meeting of the Society, provided that the amendment has been submitted in writing at the previous meeting and submitted to the Tall Pines at least 30 days prior to the meeting.
Certification: I, the undersigned, do hereby certify that I am the duly elected Secretary of the Society, and that the forgoing Bylaws constitute the Revised Bylaws of the Society, as duly adopted at the meeting of the Board of Directors and by a meeting of the membership held on______________________
Big Bear Valley Historical Society