Hubbardton Historical Society

By Laws [DRAFT]

Hubbardton Historical Society. By-Laws [DRAFT 2025/05/15]

Article 1. Name

The nanme of the organization shall be the “Hubbardton Historical Society”, herinafter, for the purposes of brevity, referred to has “Society”. The principal place of business of the Society shall be at Hubbardton, Vermont.

Article 2. Purposes

The purposes of the Society shall be: a non-profit organization operated to collect, preserve, record, and exhibit whatever relates to the history of the Town of Hubbardton, Vermont; to promote educational and cultural interest of its members; and to provide a united action on issues of concern.

Article 3. Office

The registered office of the Society shall be located at 5568 Monument Hill Road, Town of Hubbardton, and State of Vermont.

Article 4. Membership Dues and Voting Rights

Section 1. Membership.

(a.) Any person at least eighteen (18) years of age, interested in the history of Hubbardton, Vermont, may become a member of the Society by completing the following:

  1. Paying the annual membership dues and
  2. Completing an application form.

(b.) Memberships shall be valid during the Society’s calendar year, January 1 to December 31. A valid Membership Card will be issued upon payment of the annual membership dues.

(c.) Honorary Membership may be conferred upon the signed recommendation of a member, seconded by another member, and by a majority vote by ballot at the Annual meeting or any regular meeting.

Section 2. Dues.

Annual membership dues shall be determined at the Annual Meeting.

Section 3. Voting Rights.

Each member in good standing shall be entitled to one vote on each matter submitted to a vote of the members. To be in good standing, a member must attend a minimum of three (3) regular meetings in the calendar year of the Society.

Section 4. Termination of Membership.

The trustees and Officers, hereinafter referred to as the Board, by affirmative vote of the majority of all the member os the Board, may suspend or expel a member for cause after an appropriate hearing, and, by a majority vote of those present and voting at any regularly constituted meeting, may terminate or suspend or expel any member whose actions are deemed detrimental to the good of the Society. The process shall be carried out in good faith. At least fifteen (15) days prior written notice shall be given to the member to be expelled or suspended, or terminated. Said notice shall state the reasons for the action, and shall give the member an opportunity to be heard, orally or in writing, not less than five (5) days before the effective date of the proposed expulsion, suspension, or termination, so as to allow the Board sufficent time to decide whether the action shall take place. Written notice of the proposed action shall be given by first class or certified mail and sent to the member’s last address. 11B V.S.A. ยง 6.31

Article 5. Meetings

Section 1. Annual Meeting.

The Annual Meeting of the Society shall be held during the month of October for the purpose of electing the President, Vice President, Recording Secretary, Corresponding Secretary, Treasurer, Trustees, and other Officers as deemed necessary; and to conduct any other business that may properly come before the Society. Notice stating the place, day, and hour of the meeting shall be made thirty (30) days prior to the Annual Meeting.

Section 2. Regular Meetings.

Regular meetings of the Society will be held monthly.

Section 3. Quorum

A minimum of three (3) voting members shall constitute a quorum at a regularly scheduled meeting.

Section 4. Calendar Year.

The Calendar Year of the Society shall run from January 1 to December 31.

Section 5. Fiscal Year.

The Fiscal Year of the Society shall run from October 1 to September 30.

Section 6. Order of Business.

The Order of Business for each meeting of the Society, be it regular, special, or annual, shall be as follows:

  1. Call the meeting to order
  2. Reading of the minutes of the last meeting
  3. Reading of the Treasurer’s report
  4. Reports of standing committees
  5. Reports of special committees
  6. Communications
  7. Bills and accounts
  8. Unfinished business
  9. New business
  10. Adjournment of meeting

Article 6. Officers and Trustees

Section 1. Officers

The Officers shall be President, Vice President, Recording Secretary, Corresponding Secretary, Treasurer, and three Trustees and any Officers as deemed necessary by the Society.

Article 7. Election and Terms of Officers and Trustees.

Section 1. Election.

All Officers and Trustees shall be elected by a plurality of votes at the Annual Meeting and assume office immediately.

Section 2. Nominations.

Any voting member of the Society at the Annual Meeting may make nominations.

Section 3. Qualification.

A candidate for election shall be a voting member of the Society.

Section 4. Term.

The President, Vice President, Recording Secretary, Corresponding Secretary, Treasurer, Trustees and any Officers as deemed necessary by the Society shall be elected annually and shall hold office until the next Annual Meeting. The same person may hold the Recording Secretary and Corresponding Secretary offices.

Section 5. Vacancies.

A Vacancy in any office, other than President, because of death, resignation, or otherwise, may be filled by the voting members of the Society at any regular or special meeting.

Section 6. Removal.

The Board, by affirmative vote of majority of all the members of the Board, may remove from office any Officer failing to fulfill the duties of the office to which they were elected.

Article 8. Duties of Officers and Trustees.

Section 1. President

The President shall have executive supervision over the activities of the Society within the scope provided by these By-Laws. The President shall preside at all meetings, shall have general oversight over the Society, shall appoint all necessary Committees and delegates not otherwise provided for , and shall report annually on the activities of the Society. The President shall act Ex-officio as a member of all committees.

Section 2. Vice President.

The Vice President shall actively participate in all matters of the Society and shall assume the duties of the President in the event of absence, incapacity, or resignation of the President.

Section 3. Secretary.

The Recording Secretary shall: keep the minutes of the meetings of the Society; shall record all votes; shall be responsible for the issuing of purchase orders. The recording Secretary shall assume the duties of the Corresponding Secretary when the Corresponding Secretary is absent.

The Corresponding Secretary shall conduct the general correspondence of the Society under the supervision and at the direction of the President. The Corresponding Secretary shall assume the duties of the Recording Secretary when the Recording Secretary is absent.

The same person may hold the Recording Secretary and Corresponding Secretary offices.

Section 4. Treasurer.

The Treasurer shall be responsible for the safekeeping of Society funds and for maintaining financial records. The Treasurer shall deposit all monies received with a Bank in the name of teh Hubbardton Historical Society, Inc. The Treasurer shall render an annual report incorporating all financial activities of the Society in writing. And audit of this report shall have been made before the end of the fiscal year. The Treasurer shall be bonded.

Section 5. Trustees.

The Trustees. shall have the power of arbitration and shall work in conjunction with the Officers when preforming the duties outlined in Article 3, Section 4.

Section 6. Officers.

The President, Vice President, Recording Secretary, Corresponding Secretary, and Treasurer shall have the power to act in an emergency situation on behalf of the Society between regularly scheduled meetings.

Article 9. Standing Committees.

Section 1. Committees

The Society shall hae the following Standing Committees:

  • Museum. The Museum Committee shall be responsible for collecting, cataloging, reparing, and preserving all material related to the history of the Town of Hubbardton, Vermont; shall be responsible for preparing museum exhibitionsl and shall be responsible for keeping the Town’s history curernt. The Chairperson shall be the Society Historian.

  • Historic Sites. The Historic Sites Committee shall be responsible for establishing the historic validity for sites proposed for marking, for marking of historic sites, and for arranging historical tours.

  • Publicity. The Publicity Committe shall be responsible for publicity and newsletters to the members.

  • Program. The Program Committe shall be responsible for programs.

  • Membership. The Membership Committee shall be responsible for acquiring members of the Society and keeping a record of the names of the members and their places of residence.

  • By-Law. The By-Law Committee shall be responsible for keeping the by-laws of athe Society current.

  • Buildings and Grounds. The Buildings and Grounds committee shall be responsible for the care and maintence of all buildings and grounds entrusted to teh Society.

  • Photography. The Photography Committee shall be responsible for visual recording recording the history of the Town of Hubbardton.

  • Vermont History Expo. The Vermont History Expo committee shall be responsible for creating an exhibit showing various aspects of the history of the Town of Hubbardton, Vermont.

  • Refreshments The refreshment Committee shall be responsible for attaining refreshments at meetings, special events, and as good will at State sponsird functions at the Vistor Center.

  • Fund Raising. The Fund Raising Committee shall be responsible for raising funds to support the Society.

Article 10. Parliamentary Authority.

The rules contained in “Robert’s Rules of Order” shall govern the proceedings of the Society except such as are governed by the aArticles of Incorporation or the By-Laws.

Article 11. Amendment to the By-Laws.

These By-Laws may be amended, repealed or altered in whole or in part, by a majority vote of the members voting, provided that notice was given at a previous meeting or by advance mail to all members, All proposed amendments must be submitted in writing.