BYLAWS & CONSTITUTION
Updates approved on September 24, 2011
Maine Society Sons of the American Revolution
Constitution
Article I
Name
Section 1. The Name of this Society shall be THE MAINE SOCIETY OF THE SONS OF THE AMERICAN REVOLUTION.
Article II
National Society
Section 1. This Society is a part of the National Society of the Sons of the American Revolution. It recognizes all State Societies of the Sons of the American Revolution as co-equals entitled to receive from this Society such assistance and information as may best promote the objects for which these Societies have been organized.
Article III
Objects
Section 1. The objects of this Society are declared to be patriotic, historical and educational. Those objects are intended and designed to perpetuate the memory of those patriots who, by their services or sacrifices during the war of the American Revolution, achieved the independence of the American people; to unite and promote fellowship among their descendants; to inspire them and the community-at-large with a more profound reverence for the principles of the government founded by our forefathers; to encourage historical research in relation to the American Revolution; to acquire and preserve the records of the individual services of the patriots of the war, as well as documents, relics, and landmarks; to mark the scenes of the Revolution by appropriate memorials; to celebrate the anniversaries of the prominent events of the war and of the Revolutionary period; to foster true patriotism; to maintain and extend the institutions of American freedom and to carry out the purposes expressed in the preamble of the Constitution of our country and the inunctions of Washington in his farewell address to the American people.
Article IV
Membership
Section 1. Any male is eligible for membership in the society who, being a citizen of good repute in the community, is the lineal descendant of an ancestor who was at all times unfailing in loyalty to, and rendered active service in, the cause of American Independence either as an officer, soldier, seaman, marine, militiaman of minuteman, in the armed forces of the Continental Congress or of any one of the several Colonies or States; or as a Signer of the Declaration of Independence, as a member of a Committee of Safety or Correspondence, as a member of any Continental, Provincial, or Colonial congress or legislature; or as a foreign national who rendered service in the cause of American Independence, including but not limited to nationals of France, Germany, Poland, Spain, Sweden, or Switzerland; or as a recognized patriot who performed actual service by overt acts of resistance to the authority of Great Britain; provided, however, that no person advocating the overthrow of the Government of the United States by the use of force or violence shall be eligible for membership.
Section 2. Application for membership in the National Society shall be made in accordance with the forms and on the paper specified by the National Society. They shall be signed by at least two (2) members of the National Society, one as Sponsor, and the other as Co-Sponsor. A copy of the approved application returned by the National Society shall be retained by the Registrar of the Maine Society. Information about new members is to be shared with the President, Treasurer and Secretary. The classification of members shall be the same as those required by the National Society Constitution.
Article V
Officers
Section 1. The Officers of this Society shall be: President; Vice-President, not exceeding three (3) in number, and designated First, Second, and Third; Secretary, Assistant Secretary, Treasurer; Assistant Treasurer, Registrar, Auditor; Chancellor; Chaplain; Genealogist; Historian; Librarian; Surgeon; Chairman, Revolutionary Graves Committee; at least five (5) councilors; and such other officers as the Board of Managers (BOM) may by majority vote deem appropriate. On retirement an officer may be designated an "Emeritus Officer" by the BOM.
Section 2. A fidelity bond to cover the Treasurer shall be purchased by the Society with a value of $30,000.00.
Article VI
Terms of Office
Section 1. All Officers shall be elected for one (1) year. Except as provided in Section 2 below, the BOM shall fill all vacancies occurring among the Officers and delegates to the National Society on an emergency basis, the chosen replacement to serve the balance of the term. The BOM may hold an electronic meeting, using electronic means, including, but not limited to, telephone or e-mail to fill such vacancies. The electronic meeting is to be under the direction of the Secretary, with the assistance of the BOM as supervised by the President.
Section 2. The First Vice President shall assume the duties of a President who does not complete his term; if the First Vice President declines, the Second Vice President shall assume the duties of a President who does not complete his term; if the Second Vice President declines, the Third Vice President shall assume the duties of a President who does not complete his term; if the Third Vice President declines, the BOM shall elect a successor for the balance of the term of President. Any office vacated to assume the role of President shall be left vacant for the remainder of the term.
Article VII
Election of Officers
Section 1. Ninety (90) days prior to the Annual Meeting, the President shall appoint a Nominating Committee to consist of four (4) members of the BOM, one of whom shall be a Vice-President or a Past President of the Maine Society.
Section 2. After the Nominating Committee is appointed, the members shall choose a Chairman from among the members of the Committee by a majority vote. The Committee shall contact current office holders about their willingness to continue to serve in their office, or in another office. Within three (3) weeks of its appointment, the Committee shall select at least one (1) nominee for each office specified in Article V and the Chairman shall advise the BOM of the nominees. The Committee shall not endorse any candidate.
Section 3. Thirty (30) days' notice of the Annual Meeting shall be sent to all members by U.S. mail. The notice shall include a list of all the candidates nominated by the Committee, as well as spaces for write-in candidates for each office. The list of candidates shall serve as an absentee ballot. A special envelope with space for validating signatures on its outside shall be provided for return of absentee ballots and be included with the notice, along with instructions for its timely return.
Section 4. Additional nominations may be made from the floor at the Annual Meeting. All members present, who have not voted by absentee ballot, may vote at the Annual Meeting. After the votes have been cast at the Annual Meeting, the absentee ballots shall be opened and tallied by the Nominating Committee members with the votes cast at the Annual Meeting.
Section 5. The results of the election shall be announced to the membership at the Annual Meeting, and reported in writing to the President and Secretary of the Maine Society by the Chairman of the Nominating Committee. The elected officers shall be installed at the Annual Meeting by the President.
Article VIII
Meetings
Section 1. The meeting for the election of officers and the transaction of business shall be held annually, at a date and place to be fixed by the BOM. Notice of this meeting shall be sent to all members in good standing thirty (30) days in advance of the date set. This meeting shall elect the Officers and Councilors of the Society and delegates to the National Society as specified by it.
Section 2. Seven (7) members shall constitute a quorum for the Annual Meeting.
Section 3. The BOM may call special meetings of the Society, though the presiding officer, except that seven (7) members may call such a meeting when the Board cannot be assembled. The business of a special meeting may be specified in the call, and notice of fifteen (15) days shall be given.
Section 4. Meetings of the BOM may be called by the presiding officer at any time, or on the written request of five (5) members of the Board. Any member of the Society, in good standing, may attend a meeting of the BOM. In instances where there is a need for immediate action, the BOM may meet electronically under the supervision of the Secretary, and any emergency action so taken shall be ratified at the next physical meeting of the BOM.
Section 5. Any business of the Society may be transacted at any meeting of the Society and of the Board, whether or not mentioned in the call of the meeting.
Section 6. Prior to the meeting of the National Society each year, the BOM shall nominate a Trustee and Alternate Trustee to the National Society, to be elected and to serve as provided by the National Society. The nominations shall be sent to the National Office forthwith.
Article IX
Local Chapters
Section 1. Fifteen (15) or more members of the Maine Society may petition to form a chapter. Its members shall choose its name, roster, officers, and by-laws as a subordinate unit, in accordance with the National Constitution and By-laws.
Section 2. All members of a chapter shall be members in good standing of the Maine Society.
Section 3. The President of each chapter shall be a member of the Board of Managers.
Article X
Colour Guard
Section 1. A Maine State Society SAR Colour Guard is authorized. Its purposes are to honor our patriot ancestors; to promote the Maine Society; and to inspire the community with the principles on which our nation was founded. Its activities are to include participation in historical, patriotic and educational endeavors.
Section 2. The Colour Guard shall have its own charter and by-laws approved by the BOM. The Colour Guard shall be directed by a State Commander who shall be appointed by the President of the Maine Society for a one (1) year term.
Section 3. The Colour Guard shall be funded from payments received for events ad by money received from donors who designate their contributions to go to the Colour Guard Fund. All such monies received and expended shall be handled and expended by the Treasurer of the Maine Society in accordance with the By-laws of such society.
Article XI
Ladies Auxiliary
Section 1. The formation of a ladies' auxiliary which shall be named "The Ladies' Auxiliary of the Maine State Society" is hereby authorized.
Section. 2. Such Ladies' Auxiliary shall have its own charter and bylaws. Membership shall be open to women who are related by marriage or blood to members in good standing of SAR.
Section 3. All costs of such Ladies' Auxiliary shall be borne by the membership of the Ladies' Auxiliary.
Section 4. Such Ladies' Auxiliary shall provide assistance to the Maine State Society to further the patriotic, historical and educational objectives and purposes of the National Society. The Ladies' Auxiliary may hold meetings in accordance with the schedule of the Maine State Society.
Article XII
Dissolution
Section 1. Although the period of duration of this Society is perpetual, if for any reason the Maine State Society votes to dissolve this Society, all funds and assets shall be turned in to the National Society of the Sons of the American Revolution or disposed of in accordance with directives from the National Society. No part of the property of the Maine State Society or any of the proceeds shall be distributed to or inure to the benefit of any of the officers and members of the Maine State Society.
Article XIII
Amendments
Section 1. This Constitution may be amended or repealed by the sequence specified. A resolution shall be presented to a meeting of the BOM. It shall be approved by a majority of the meeting. Ratification shall be made by a meeting of the Maine State Society which has been warned in the call of the meeting of the action to be presented.
______________________________________________________________________________Bylaws
Fees And Dues
Section 1. The application fee designated by the National Society shall be submitted with the application. In addition, the Maine Society through the Board of Managers (BOM) may designate a state application fee.
The BOM shall elect applicants to membership when all requirements have been met. In order to avoid a lengthy delay in processing an application, the BOM may elect a new member by electronic means, to be ratified at the next regular BOM meeting.
Information about the new member shall be provided to the President, Secretary and Treasurer in written form.
The dues of the National Society and of the Maine Society for the first year shall be submitted with the application. Annual dues shall be requested to be paid before the end of November to the Treasurer. The Maine Society of the Sons of the American Revolution shall have a fiscal year beginning April 1 and ending March 31. Members who have not paid by that time shall be dropped for non-payment of dues. Members dropped for non-payment of dues may be reinstated by the BOM by written application after payment of current dues.
An active member may become a National Society member for life in accordance with the procedure set forth by the National Society. Under this system, no further National Society dues are required.
The BOM may authorize the payment of dues on behalf of individuals in the event of hardship, illness, advanced age or other special circumstances.
President
Section 2. The President shall fulfill the customary duties of the office and shall maintain general supervision, inform the membership of Society activities and appoint committees to execute programs proposed by the State Society. He shall preside at meetings. Officers and Chairmen of committees shall keep him informed of their activities and those of their committees in writing when possible.
Vice-Presidents
Section 3. The Vice-Presidents shall assist the President in fulfilling his duties and shall preside in the temporary absence of the President, or in his inability to serve.
Secretary
Section 4A. The Secretary shall have charge of the records of the State Society and under the directions of the President shall give notice of all meetings and shall keep an accurate written record of the proceedings of all such meetings. He shall sign all application papers. A Corresponding Secretary may be elected to receive and acknowledge correspondence. Otherwise, these functions shall be performed by the Secretary or a professional office secretary. The Secretary may request assistance from the BOM to distribute notices and messages to the membership by electronic means where possible.
Section 4B. The Assistant Secretary shall assist the Secretary in the performance of his duties as requested by the Secretary and be familiar with the duties of the Secretary. In the event of a vacancy in the office of Secretary between elections, the Assistant Secretary shall assume the duties of the office of the Secretary.
Treasurer
Section 5A. The Treasurer shall collect the dues and fees from various events, deposit them in a repository approved by the BOM and have custody of the funds of the State Society. He shall be responsible for the transmittal of per capita dues to the National Society, as specified in the bylaws of the National Society.
Section 5B. The Assistant Treasurer shall assist the Treasurer in the performance of his duties as requested by the Treasurer and be familiar with the duties of the Treasurer. In the event of a vacancy in the office of Treasurer between elections, the Assistant Treasurer shall assume the duties of the office of the Treasurer.
Registrar
Section 6. The Registrar shall examine all applications for membership and, if found acceptable, approve them before submission to the National Headquarters for final approval and registration. A duplicate copy of each application shall be retained by the State Registrar for the archives of the State Society.
Auditor
Section 7. The Auditor shall examine and report on the records of the Secretary and the Treasurer before each Annual Meeting.
Chancellor
Section 8. The Chancellor should be an attorney-at-law, and shall give opinions on legal matters affecting the Society when such questions are referred to him by the proper officers.
Chaplain
Section 9. The Chaplain, preferably an ordained clergyman, shall pronounce the Invocation and Benediction at State meetings and ceremonies, and shall furnish the membership with spiritual guidance. He shall conduct and religious services relative to State functions.
Genealogist
Section 10. The Genealogist shall assist applicants with problems of inaccuracy or incompleteness in their applications.
Historian
Section 11. The Historian shall keep records of all facts which concern the Society, which may be of historical value. He shall make a report at each Annual Meeting, and shall prepare the Society history submittal to the National Society. He shall oversee the submittal of Society news and photos to the National Magazine.
Librarian
Section 12. The Librarian shall have custody of all historical, geographical, and genealogical books, papers, manuscripts, and relics of which the Society may become possessed. He shall maintain liaison with the National Society Librarian.
Surgeon
Section 13. The Surgeon shall be concerned with the health and well-being of the members.
Chairman, Revolutionary Graves
Section 14. The Chairman, Revolutionary Graves, shall be responsible for administering the marking of the graves of the Revolutionary soldiers in Maine, keeping a clear and accurate record of the placing of these markers and shall report at each Annual Meeting. He shall also cooperate with the web-masters of the Communications Committee in the listing of Revolutionary War Graves in Maine.
Councilors
Section 15. The Councilors shall function to assist the President and the BOM on matters of policy affecting the general membership and in such other duties as the President of the BOM may direct.
Board of Managers
Section 16. The Sponsor shall review the qualifications of applicants for membership, and when found qualified, recommend the candidates to the Board of Managers to be elected to membership.
The conduct of the affairs of the Society shall be under the general control of the BOM.
The BOM shall have the power to suspend or expel a member for cause, on the vote of two-thirds of those present and voting, and after such member has been sent notice of this action.
Amendments
Section 17. These Bylaws may be altered, amended, or repealed by a written proposal to a meeting of the BOM, which shall refer the proposal to a meeting of the Society. Said meeting shall be warned of this action in the call of the meeting, and may adopt or defeat by majority vote. Record shall be kept of the members proposing and seconding the action.
Rules of Order
Section 18. Except as otherwise provided, Robert's Rules of Order, Newly Revised shall govern the proceedings of the Maine Society.