BY-LAWS
LAST REVISED: 16 Jun
2012
Article I - Membership
Section
1 -
Applicants for membership in the Kentucky Society shall
meet all the requirements for membership in the National
Society, Sons of the American Revolution, and shall make
application on the form required by the National Society.
Section
2 - The
National Society, Sons of the American Revolution,
recognizes annual members, life members, youth members, and
memorial members. Life membership is available in the
National Society only, not in the Kentucky Society
Section
3 - All new
applicants shall join the Kentucky Society through a
chapter. After approval at the chapter level, the
application shall be forwarded to the Kentucky Society
Secretary in duplicate, together with the appropriate fees.
The Secretary shall sign both copies and forward them to
the Registrar. The Registrar shall check the application
for errors or omissions, sign it, and forward one copy to
the Registrar General of the National Society.
Section
4 - Upon
receipt of notification from the Registrar General of
acceptance, the applicant shall be recognized as a member
of the Kentucky Society, his state and national numbers
entered by the Secretary, and his name entered upon the
role of the Kentucky Society. The Treasurer shall issue to
the new member his membership card. The Secretary shall
notify the chapter secretary of such approval.
Section
5 - In the
event an application is rejected or withdrawn, notification
shall proceed in the same manner. Dues submitted with the
application shall be returned, but the admission fees shall
be retained to cover the costs of processing the
application.
Section
6 - A
Certificate of Membership shall be provided each new member
as part of the admission process. Replacement certificates
for members in good standing may be obtained through the
Secretary from the National Society.
Section
7 - Whereas
the National Society provides for Life Membership, the
Kentucky Society no longer does so. Hence, a member may
become a Life member of the National Society, but must
continue to pay annual state and chapter dues. Provisions
of these by-laws concerning life membership apply to those
already holding this status, and to future life members in
the National Society, and to the Life Membership Trust Fund
established to administer their dues.
Article
II - Dues and Fees
Section
1 - Annual
per capita dues consist of national, state, and chapter
dues. National dues are set by the National Society, state
dues are set by the Kentucky Society, and chapter dues are
set by each chapter.
Section
2 - Annual
dues are payable to the Treasurer no later than December 15
of each year. A dues notice shall be mailed to all annual
members no later than sixty (60) days prior to the due
date, with a second notice sent to those who have not
responded no later than thirty (30) days prior to the due
date. A list of delinquent members shall then be provided
to the chapter secretaries to enlist the help of the
chapters in collecting delinquent dues. Chapters which wish
to send out the dues notices to their members shall so
notify the Treasurer no later than thirty (30) days prior
to the date on which the first dues notices are to be sent
out.
Section
3 - The
Treasurer shall send to each chapter a roster of all
members in good standing, as well as a list of those who
have been dropped from the rolls for non-payment of dues,
within fourteen (14) days after a final report has been
submitted to the National Society. He shall remit to each
chapter a check for the chapter dues of those annual
members in good standing. He shall also remit for each life
member, from the Life Member Trust Fund, an amount not to
exceed the regular chapter dues determined by the Life
Member Trust Fund Committee.
Section
4 - The
Treasurer shall remit to the Treasurer General of the
National Society the per capita national dues for all
members in good standing, by the date, and in the manner,
set by the National Society.
Section
5 - The
fiscal year for the Kentucky Society and its chapters shall
be the same as that of the National Society.
Section
6 - Fees for
applications for membership, transfer of membership from
another Society to the Kentucky Society, reinstatement
after having allowed membership to lapse, and supplemental
applications shall be those of the National Society plus
those of the Kentucky Society as set by the Board of
Governors and approved at an annual meeting of the Society.
The Treasurer shall prepare and distribute to all chapters
at each annual meeting a schedule of such current fees.
Section
7 -
Membership applications received from the son, grandson,
brother, nephew, or grandnephew of an SAR or DAR member, or
the son of an SR member, or from a member of CAR under the
age of 22, shall be charged fees in keeping with the
provisions of the by-laws of the National Society.
Section
8 - New
members shall not be required to pay state or chapter dues
for the fiscal year in which their applications are
approved by the National Society.
Article
III - Duties of Officers
Section
1 - The
President shall preside at all meetings of the Kentucky
Society and of the Board of Governors, and shall exercise
the usual functions and duties of a presiding officer. He
shall perform such other duties on behalf of the Society,
either in person, by correspondence, or by electronic
means, as the Society or the Board of Governors may from
time to time specify. He shall be responsible for the
enforcement of the Constitution and By-Laws. He shall be a
member ex officio of the Executive Committee, of the Life
Member Trust Fund Committee, and of all other committees
except the Nominating Committee. He shall be responsible
for the program of the meetings of the Society and the
Board of Governors.
Section
2 - The
President Elect shall act as President in the absence of
the President, and shall serve as chairman of the
Nominating Committee and as a member of the Life Member
Trust Fund Committee, and shall perform such other duties
as may be entrusted to him by the Society or the Board of
Governors.
Section
3 - The
Vice-President shall act in the absence of the President
Elect, shall serve as chairman of the membership committee,
and as chairman of the Kentucky Society Awards Program.
Section
4 - The
Secretary shall conduct the general correspondence of the
Kentucky Society. With the President, he shall certify all
acts of the Society, and shall have charge of the records
of the Society. He shall give timely notice of the time and
place of all meetings of the Society and the Board of
Governors, and shall attend the same. He shall keep fair
and accurate records of all proceedings and orders of the
Society, and shall give notice to the several officers of
all votes, orders, resolutions, and proceedings of the
Society affecting them or pertaining to their respective
duties. He shall certify the credentials of Society
delegates to National Congresses.
Section
5 - The
Treasurer shall collect and be responsible for all funds
and securities of the Society. He shall deposit such funds
in accounts with financial institutions in the
Commonwealth, and shall make withdrawals from those
accounts only as authorized by the Board of Governors. He
shall make such payments to the National Society as are
authorized by these By-Laws. He shall be a member of the
Life Member Trust Fund Committee. He shall keep a current
roster of members, and report changes from any and all
causes at each meeting of the Board of Governors.
Section
6 - The
Registrar shall examine all applications for membership,
and, if found acceptable, sign them and forward them to the
Registrar General. He shall retain one copy of each
application and proofs for the archives of the Kentucky
Society,
Section
7 - The
Chancellor shall give opinions on legal matters affecting
the Society, and shall have charge of the seal and
certificate of incorporation of the Society.
Section
8 - The
Historian shall, from time to time, make recommendations to
the officers and Board of Governors for the collection and
preservation of historical and genealogical material, shall
cooperate with the historians of the chapters in collecting
and recording information in reference to historical sites,
and other kindred matters.
Section
9 - The
Chaplain shall, if possible, be a regularly ordained
minister, and shall conduct such religious services as
usually appertain to that office, at all functions of the
Kentucky Society.
Section
10 - The Surgeon shal be a member of the medical profession licensed in the Commonwealth of Kentucky. He shall offer advice on good health to the members, and be available during meetings if required by members.
Article
IV - Elections
Section
1 - In all
Society elections, as provided in Article VI of the
Constitution, where there are two or more nominees for the
same office, voting shall be by written ballot, with
successive ballots being taken until a nominee receives a
majority of votes cast.
Section
2 - All
officers of the Kentucky Society and all members of the
Board of Governors and the various committees of the
Society shall, from the time of their election or
appointment, continue in their respective offices until
their respective successors shall have been duly chosen and
installed.
Article
V - Board of Governors
Section
1 - The Board
of Governors shall conduct the affairs of the Society
between meetings.
Section
2 - The Board
of Governors shall meet at the same date and place as the
annual meeting, but in separate session, at least two other
times during the year, and any other times it may desire,
or upon call by the President, or at the request of any
three members.
Section
3 - The
Secretary shall record and maintain minutes of each meeting
of the Board of Governors, in the same manner as those of
meetings of the Society.
Article
VI - Society Meetings
Section
1 - There
shall be a fall, spring, and summer meeting of the KYSSAR
each year, held in different parts of the State. The annual
meeting of the Kentucky Society shall be held in accordance
with Article IX of the Constitution, in the spring of each
year. Every effort shall be made to involve chapters in the
area where the meeting is to be held in the planning and
conduct of the annual meeting.
Section
2 - Notice of
meetings must clearly state the date, time, and place of
the meeting, and should be signed by the Secretary.
Section
3 - Expenses
of meetings shall be paid for by registration and other
fees collected by the Treasurer. Where possible, the host
chapter(s) shall supply personnel to assist with
registration and other necessary arrangements.
Section
4 - The Order
of Business at the meetings of the Society shall be that
provided by the parliamentary authority supplemented by
ceremonies appropriate to the Sons of the American
Revolution.
Article
VII - Chapters
Section
1 - It shall
be the special duty of this Society and its officers to
promote the establishment of chapters throughout the
Commonwealth, and to encourage their programs and
activities. The President shall visit each chapter at least
once during his term of office.
Section
2 - Chapters
form the foundation of the Kentucky Society. No person
shall be a member of a chapter who is not a member of the
Society.
Section
3 - Each
chapter shall file current copies of its constitution and
by-laws with the Secretary, and shall inform him of any
amendments to them.
Section
4 - Each
chapter is required to submit an annual report listing its officers and reporting on its activities to each annual meeting of the Society. The report shall be submitted in writing. However, the person representing the chapter at the annual meeting may present an oral report. Consist failure to comply with this requirement may result in the withdrawal of the chapter's charter. Each chapter is invited to send representative to each meeting of the Society and the Board of Governor.
Section
5 - The
chapter secretary is responsible for notifying the State
Secretary of any known changes in chapter membership
through death or otherwise, and of any changes in the
mailing address and telephone numbers of chapter members.
Section
6 - In the
event a chapter becomes inactive, or for any reason should
cease to meet and fails to elect officers, the President
shall have the authority to call a meeting of the chapter,
and if necessary preside at a meeting, for the election of
chapter officers and to conduct such other business as may
be necessary to reactivate the chapter.
Section
7 - Pending
such a meeting, the President or his designate may appoint
such temporary officers in the chapter as he may deem
desirable, when the regular officers have for any reason
ceased to function, and such temporary officers shall
perform the duties of their offices and conduct the
business of the chapter until a meeting can be held to
reactivate the chapter.
Section
8 - In the
event all efforts to reorganize an inactive chapter fail,
then, on the recommendation of the President, the Board of
Governors shall revoke the charter of the chapter and it
shall cease to exist. In such a case, the property of the
chapter shall become the property of the Kentucky Society,
and its members shall become members of another chapter,
preferably the nearest one.
Section
9 - Members
of the Kentucky Society may hold membership in more than
one chapter. In such a case, the member shall designate one
chapter as his primary chapter, and only that chapter shall
report the member to the Society for purposes of collecting
dues. It shall be the responsibility of the member to pay
chapter dues in any secondary chapter.
Section
10 - Upon
formation of a new chapter, the Kentucky Society shall
provide that chapter with the sum of fifty dollars
($50.00), such sum to be used by the chapter for its
activities during the interim before it collects dues.
Article
VIII - Committees
Section
1 - Each
standing committee of the Kentucky Society shall be
described in the By-Laws of the Society as to its purposes
and composition.
Section
2 - Chairmen
and members of ad hoc committees shall be appointed by the
President, but must be approved at the next meeting of the
Board of Governors.
Section
3 - Chairmen
of all committees shall make a report at all meetings of
the Board of Governors.
Section
4 - Audit
Committee: The Audit Committee shall consist of three
members from three different chapters, and shall be
appointed by the President immediately after assuming
office. This committee shall conduct an audit of the
general fund, the Life Member Trust Fund, and the Endowment
Fund prior to the next annual meeting, and render its
report at that meeting. Should there be a change in the
office of Treasurer during the course of the year, an audit
shall also be conducted of all accounts at that time. In
addition to ensuring the accuracy of the Society's
accounts, the committee shall also assure that proper
procedures are being followed in all financial matters.
Section
5 - Awards
Committee: An Awards Committee shall be appointed by the
President shortly after assuming office. The Vice-President
shall serve as chairmen of this committee, which shall
include representatives of at least three chapters. This
committee shall advise the Board of Governors on
appropriate awards to be made in the name of the Society.
Section
6 - Budget
Committee: Shortly after assuming office, the President
shall appoint a Budget Committee consisting of the
Treasurer and four other members, representing at least
three chapters. This committee shall prepare an annual
budget, advise on the expenditure of funds, and report the
same to the Board of Governors.
Section
7 - Executive
Committee: An Executive Committee, consisting of the
President, President Elect, Vice-President, Secretary, and
Treasurer shall assume responsibility for the activities of
the Kentucky Society between meetings of the Board of
Governors. It shall select the delegates of the Society to
the National Congress.
Section
8 - Life
Membership Trust Fund Committee: The Life membership Trust
Fund Committee shall be composed of the President,
President Elect, Treasurer, and four life members of the
Kentucky Society, who shall be elected to four-year
staggered terms at the meeting prior to the annual meeting.
This committee shall administer the Life Membership Trust
Fund.
Section
9 -
Membership Committee: This committee shall be chaired by
the Vice-President, and shall be responsible for increasing
the membership in the Kentucky Society.
Section
10 -
Nominating Committee: The Nominating Committee shall be
composed as provided in Article VII, Section 1, of the
Constitution. It shall identify qualified members for all
elective positions in the Society and present them for
nomination at the meeting prior to the annual meeting.
Section
11 - Youth
Programs Committee: Shortly after assuming office, the
President shall appoint a Youth Programs Committee, which
shall consist of one member who will be responsible for the
Rumbaugh Oratory Contest, one member who will be
responsible for the Knight Essay Contest, one member who
will be responsible for the Eagle Scout Program, one member
who will be responsible for the ROTC and JROTC Program, and
one member who will be responsible for the Americanism
Poster Contest. Reports shall be given at each meeting of
the Board of Governors and at the annual meeting on the
status of each of these programs.
Section
12 - Color Guard: A color guard committee shall be appointed by the President and shall include representatives from at least three Society Chapters. The Vice-President shall serve on this committee, but is not the chair by default. A chairman and color guard commander shall be elected by majority vote from active state color guard members. Their tenure shall be for two years and they may succeed themselves. The color guard committee shall oversee, administer and schedule cross-chapter participation, under the inclusive banner of KYSSAR, in local, state, regional, or national historic and patriotic events. The color guard committee will also devise and provide common insignia for committee participants.
Article
IX - Awards, Contests, and Programs
Section
1 - There
shall be established from time to time awards and evidence
of appreciation to members for outstanding work on behalf
of the Society.
Section
2 - The
Society shall also recognize, by appropriate means,
outstanding citizens and acts of constructive citizenship
of and by Kentuckians.
Section
3 - The
Society shall encourage annual participation and
sponsorship of the competitive contests of the National
Society at both the chapter and the state levels. The
Society may offer prizes and financial incentives to
encourage participation, to be paid from the state treasury
and from individual gifts designated for that purpose, and
shall encourage the chapters to do the same.
Article X - Endowment Fund
Section 1 - There shall be an Endowment Fund, which shall
be composed of gifts and bequests made to the Society, and
which shall be administered by the Executive Committee.
Section
2 - The
Endowment Fund shall be invested in such securities, funds,
obligations, and instruments as are permitted for
investment by fiduciaries under the laws of Kentucky. The
income from said fund shall be used for purposes of the
Kentucky Society as shall be determined by the Executive
Committee. The principle of said fund may not be expended
for any purpose, except upon approval of three-fourths vote
of the members of the Society present and voting at an
annual meeting; provided that, upon dissolution of the
Society, said fund shall be distributed with other funds of
the Kentucky Society
Article
XI - Legal Notice
Service of notice under the Constitution or By-Laws upon
any member of the Kentucky Society, addressed to him at his
last recorded place of residence or post office address,
and forwarded by mail, shall be deemed sufficient service
of notice, unless any member has in writing notified the
Secretary of a change of address.
Article
XII - Quorum
Section
1 - A quorum
for the meetings of the Kentucky Society shall consist of a
minimum of ten members in good standing and representing
three chapters.
Section
2 - Three
members of the Board of Governors, representing two
chapters, shall constitute a quorum for the transaction of
business.
Article
XIII - Parliamentary Authority
Meetings of the Kentucky Society, the Board of Governors,
and the committees of the Society shall be governed by
Robert's Rules of Order, Newly Revised on all matters of
parliamentary procedure.
Article
XIV - Definitions
Section
1 - In this
Constitution and By-Laws, the term "Society" shall mean the
Kentucky Society, Sons of the American Revolution, and
reference to any officer, such as President, Secretary,
Treasurer, etc. shall mean that officer in the Kentucky
Society, except where herein otherwise specified.
Section
2 - In this
Constitution and By-Laws, the term "ex officio" is used in
the sense specified in our parliamentary authority.
Article
XV - Amendment
These By-Laws may be amended by a majority vote of those
delegates present and voting at any meeting of the Society,
provided notice of any proposed amendments shall have been
sent to each chapter not less than ten days prior to the
date of the meeting.