BY-LAWS OF THE SURRATT SOCIETY
Clinton, Maryland
The name of this organization shall be the Surratt Society.
Section 1. The objectives of the Surratt Society shall be to aid the Historian and Curator of The Maryland-National Capital Park and Planning Commission (M-NCPPC), Prince George's County, Maryland, in the preservation and interpretation of the Surratt House Museum, Clinton, Maryland. The Society will accomplish these objectives by:
(a) Training volunteers (age 18 & over) to act as:
(1) docents of the Surratt House Museum who will be capable of relating the history of the Surratt House and family, the architectural details, and the antique furnishings and artifacts in a gracious and friendly manner.
(2) Hostess/host at the Surratt House Visitor's Center who will be capable of handling monies from tour fees and gift shop purchases, and monitoring activity in the exhibit area, and fielding questions, if necessary, in a gracious and friendly manner.
(b) Supporting the continued preservation of the Surratt House Museum with projects to raise funds for the restoration or acquisition of antique furnishings and artifacts appropriate to the 1852 House or for acquisitions of support structure(s) and purchases appropriate to the structure's purpose.
(c) Carrying on research about the House, the furnishings and artifacts, the Surratt family, the community life of the period, and the particulars of the Lincoln assassination.
(d) Familiarizing the public with the objectives of the Society and increasing general interest in the study and preservation of the Surratt House through special events, such as depicting living history of the period and other appropriate programs.
Section 2. The organization will operate on a non-profit basis, and all monies realized will be used to assist the M-NCPPC in the preservation of the Surratt House Museum and The James O. Hall Research Center; and to carry out the objectives of the Society.
Section 1. There shall be five kinds of membership: Volunteer, General, Life, Honorary, and Complimentary.
(a) Volunteer Membership - any adult 18 years of age or older, upon payment of a one time fee and undergoing training and accepting the responsibilities of the volunteer as outlined in the training guidelines, will become a voting member. No further membership dues shall be required as long as a volunteer remains active in the program.
(b) General Membership - any person who wishes to support the Society by means other than through the volunteer program may become a voting member upon payment of annual dues.
(c) Life Membership - any person who wishes to support the Society on a continuing basis by means other than through the volunteer program may become a voting Life Member upon payment of a Life Membership fee.
(d) Honorary Membership - any person who has distinguished him/herself in pursuing the objectives of the Society may be elected to Honorary Membership. This membership will have all the rights and privileges of General Membership but will not be required to pay dues.
(e) Complimentary - any individual or group which is beneficial for public relations purposes (i.e. publications, etc.) may be added to the membership rolls at the discretion of the Executive Committee. There shall be no voting privileges.
Section 1. The officers of the Society shall be a President, Vice-President, Secretary, and Treasurer.
Section 2. All officers shall be elected at the annual meeting for a one-year term and stand for re-election. The president shall not be elected to more than three consecutive terms.
Section 3. Vacancies in office shall be filled by presidential appointment until a special election is held at the next regular society meeting. The President shall appoint a Nominating Committee for the office at the time of the interim appointment.
Section 1. All officers shall have a thorough knowledge of the history of the Surratt House and family, the community life of the Victorian period, and the Lincoln assassination, and shall have actively participated in Society programs. All officers shall be familiar with the by-laws before taking office.
Section 2. The President shall preside at all meetings of the Society and the
Executive Committee. In the event a vacancy exists in the office of
President, the Vice-President shall assume the office and title of President
during the remainder of any unexpired term.
Section 3. The Vice-President shall perform all duties of the President in his/her absence or inability to perform the duties of that office. The Vice-President shall become familiar with the affairs of the Society and shall cooperate with the President to further the objectives of the Society, performing special assignments as required by the President.
Section 4. The Secretary shall keep the attendance at meetings of the Society and of the Executive Committee, and record and preserve the minutes of such meetings. Minutes of the Executive Committee and the Society meetings shall be forwarded to all members of the Executive Committee and to the Site Manager within ten days of the respective meetings. The Secretary maintains an accurate record of all official Society correspondence.
Section 5. The Treasurer shall receive and collect all monies of the Society, establish and maintain appropriate bank accounts, maintain financial records in accordance with established procedures, and present a financial report at each meeting. The Treasurer shall have books ready for an annual audit at a date decided by the President.
Section 6. All officers shall maintain records of their activities while in office, and turn such records over to incoming officers at the end of their term of office, orienting new officers in their duties, prior to the next scheduled Executive Committee meeting.
Section l. The Executive Committee will be the only Standing Committee. The Executive Committee will further the objectives of the Surratt Society.
(a) Executive Committee - This Committee shall be composed of the President, Vice-President, Secretary, and Treasurer. The Executive Committee shall be an administrative body which will carry out the normal business transactions of the Society. This Committee shall meet monthly throughout the year.
Section 2. Ad Hoc committees shall be appointed by the president as deemed necessary by the Executive Committee.
Section 1. Regular Surratt Society meetings shall be held in April and September. The September meeting shall be considered the annual or election meeting.
Section 2. Special meetings may be called at the discretion of the President, or upon the request of ten members of the Society. Such meetings shall have the same standing as a regular meeting. Twenty-five voting members shall constitute a quorum at regular or special meetings.
Section 3. Parliamentary procedures shall be in accordance with the latest revised edition of Robert's Rules of Order.
Section l. There shall be a Nominating Committee of no less than three and no more than five members, with a chairman appointed by the President.
Section 2. The Nominating Committee shall present a slate of qualified nominees in the August Surratt Courier inviting any member to nominate in writing an alternate nominee and stating that the election will be held at the September meeting. The Surratt Courier is mailed to all Society members.
Section 3. The Nominating Committee shall present at the September meeting a list of qualified nominees for office as indicated in Article V, Section l, of these by-laws. Nominations may be made from the floor at the September meeting. The consent of all nominees must be obtained prior to nomination.
Section 4. The election of officers will be held at the September meeting and shall be by a written ballot, unless the slate of proposed officers is unopposed, in which case, electoral procedure will be governed by Article VIII, Section 6. Election shall be by the majority of members voting. Term of office shall begin at the close of the meeting at which they are elected.
Section 5. Absentee ballots containing the slate of officers presented at the September meeting will be mailed by the Nominating Committee to all members outside the Washington area, unless the slate of proposed officers is unopposed, in which case, electoral procedure will be governed by Article VIII, Section 6.
Section 6. When the proposed slate of officers is unopposed, election will be at the September meeting by a majority of members who will vote by a show of hands.
Section 1. The order of business at the Executive Committee meeting shall be as follows:
1) Call to order.
2) Reading and approval of minutes.
3) Reading and approval of Treasurer’s Report.
4) Report by the Site Manager.
5) Old business.
6) New Business.
7) Adjournment.
Section 2. Any appeal for official endorsement and/or financial support shall be submitted to the Executive Committee for approval prior to any consideration at a regular or special meeting. No assessment shall be permitted to be placed upon the membership of the Surratt Society.
Section 1. Termination of membership for non-payment of dues becomes effective on November 30.
Section 2. Volunteer resignation shall be by written notice to the Executive Committee.
Section 3. Any member who by personal or business conduct violates the objectives of the Surratt Society may be censured or expelled from membership by the unanimous vote of the Executive Committee. The member shall have been given ten days notice in writing of such pending action together with a copy of the complaint against the member, and shall be given an opportunity for a full and fair hearing. Legal action may be taken if deemed necessary by the Executive Committee.
Section 1. These by-laws may be amended by a majority vote of the voting members at any regular meeting of the Society, after recommendation of the Executive Committee. Written notice of such proposed amendments shall have been sent to all voting members at least 30 days prior to the meeting.
Section 1. Upon unanimous vote of the membership to terminate operation of this Society, all assets records and monies shall be turned over to the Prince George's Maryland National Capitol Park and Planning Commission, Department of Parks and Recreation, Natural and Historical Resources Division, to be used for the study and preservation of the Surratt House.
Section 1. These by-laws supersede all previous by-laws and amendments thereto, and shall take effect and be in force upon their adoption by majority vote of the membership at a regular meeting.
Section 1. Officers
All officers shall have knowledge of the Society's by-laws and Standing Rules.
Section 2. Meetings
The regular meetings of the Surratt Society shall be held in the months of April and September at a location designated by the Executive Committee.
Section 3. Membership and Dues
(a) Volunteer membership fee shall be a one-time fee of $5.00. No further dues shall be required as long as the volunteer is active in the interpretive or hosting program. Volunteer spouse and other family members residing at the same address shall pay annual dues of $3.00 each. A $100 stipend towards a docent’s first costume will be paid by the Society upon request. If the volunteer should leave the program before two years of continuous service, either the costume or the $100 must be returned to the Surratt Society.
(b) General Membership fee shall be $7.00 per year. For additional family members residing at the same address the fee shall be $3.00 per person per year. Membership renewal fee is due in September each year. Members whose dues remain unpaid after November 30 shall be considered as having withdrawn from the Society.
(c) Life Membership dues shall be a one-time payment of $125. For an additional family member residing at the same address the dues shall be a one-time payment of $75.
(d) Honorary members shall pay no dues.
(e) Complimentary membership is at the discretion of the Executive Committee and offered to any individual or group which is beneficial for public relations purposes (i.e. publications, etc.).
(f) Children of docents or members under the age of 12 shall pay no dues. Children 12 and over shall be treated as adults as far as dues are concerned.
(g) A copy of the by-laws and Standing Rules will be posted on the organization website.
Section 4. Voting
The election of officers will be held at the September meeting.When appropriate the President counts the written ballots for the election of officers.
Section 5. Records
(a) All material pertinent to official Surratt Society business is the property of the Society and will be placed on file at the Surratt House.
(b) File material should be reviewed by the Executive Committee each year. After three years, material which has no permanent value may be destroyed.
Section 6. Expressions of Sympathy
The Secretary is responsible for sending an appropriate expression of sympathy in case of illness or death of members, or member's immediate family. The value shall not exceed $50.
Section 7. Approval and Amendment
(a) These Standing Rules will be approved by the Executive Committee and submitted at the next regular meeting for approval by the membership. Approval and amendment shall be by majority vote of those present and voting.
(b) The Secretary shall be responsible for bringing to the attention of the Executive Committee and action taken at an Executive or general meeting which should be included in these Standing Rules.
Submitted by By-laws Committee
Adopted Date