Colonel Benjamin Cleveland Chapter
BYLAWS OF THE BENJAMIN CLEVELAND CHAPTER, TNSSAR
(November 8, 2007 as updated)
ARTICLE I MEMBERSHIP
Membership in this organization shall consist of members in good standing within the Tennessee Society of the Sons of the American Revolution herein called the TNSSAR. This shall include those persons that have dual membership in the TNSSAR and another Society of the National Society, Sons of the American Revolution, herein called the NSSAR. Dues shall be payable prior to December 31 for the next ensuing year.
Application for membership shall be processed through the appointed Registrar/Genealogist of the Benjamin Cleveland Chapter on the forms approved by the NSSAR.
ARTICLE II MEETINGS
The Benjamin Cleveland Chapter TNSSAR shall hold an Annual Meeting each year at a date in the month of December to be selected by the President, and to be held in a location selected by him.
The President or action of the Board of Directors shall call a special meeting of the Benjamin Cleveland Chapter, with not less than 10 days prior written notice to all members of the Benjamin Cleveland Chapter prior to the meeting date.
A monthly general membership meeting will normally be held. At the meeting a quorum will consist of 10% of the total general membership.
ARTICLE III BOARD OF DIRECTORS
The Board of Directors herein called the Board shall include only members in good standing in the Benjamin Cleveland Chapter and shall consist of those “elected” officers and past Chapter Presidents, as set forth in Article IV, Section 1. Past Chapter Presidents shall sever a term of four years, after the initial institution process* of this amendment.
This initial process is as follows: The first Chapter President shall serve one year, the second Chapter President shall serve two years, the third Chapter President shall serve three years and the fourth and all following thereafter past Presidents, shall serve four years.
A Board Meeting may be held immediately after the adjournment of the Annual Meeting as so announced by the newly installed President. The President may call meetings of the Board of Directors, and shall be responsible for designating the date and place of meeting. In addition, the Board will meet quarterly each year, time, date and location to be determined by the President, to review finances, projects, committee’s progress, and other ongoing functions, so as to maintain focus on goals for continuity of the Chapter’s objectives.
A majority of the entire Board shall constitute a quorum, at any meeting of the Board. All board members shall be contacted for any meeting.
Each member of the Board shall be entitled to
one vote. Proxy voting shall not be permitted.
It will be the responsibility of the Past Presidents to determine the annual recipient of the Chapter’s Stanley A Evans Award. This award will be presented at the Annual Meeting, (Article II, Section 1), to the Chapter Member who has made the most significant contributions in the year to the Chapter, as determined by the Past Presidents.
The officers of the Benjamin Cleveland Chapter who shall serve following their installation and until their successors assume office shall be: President, 1st Vice-President, 2nd Vice President, Secretary, Treasurer, Registrar/Genealogist, Chaplain, Sergeant at Arms, Historian, Editor and immediate Past President. The elected officers are the President, 1st Vice President, 2nd Vice President, Secretary and Treasurer. The President shall appoint the remaining officers, with the exception being the Past President, who is automatically an office of the Chapter.
No later than the October monthly meeting of each year, the President shall appoint a Nominating Committee of three members, one of whom shall be named the Chairman, which committee shall select candidates for office, and shall make a report of such selection no later than the November monthly meeting. The committee shall obtain from each nominee his consent to serve in the position for which he is to be nominated. Nominations for any office may be made from the floor, but if no such nominations are received, then the presiding officer shall call for a voice vote to elect the slate of nominees as presented by the Nominating Committee. If nominations have been made from the floor, ballots shall be distributed so that the members in attendance may vote secretly for all contested officers. The person receiving a simple majority of votes cast for any office shall be declared elected. Nobody shall be entitled to vote for the election of officers who is not at the time a member in good standing of the Benjamin Cleveland Chapter.
Officers so elected to the Benjamin Cleveland Chapter shall be installed at the Annual Meeting in December.
ARTICLE V DUTIES OF OFFICERS AND APPOINTEES
The President shall be the principal elective officer of the organization, shall preside at meetings of the Chapter and of the Board of Directors, and shall be ex-officio, with right to vote on all committees except the Nominating Committee. He has neither command nor veto authority. He shall enforce strict observance of the Chapter Bylaws of the Benjamin Cleveland Chapter, and of the Bylaws of the TNSSAR and NSSAR. He is responsible for the appointment of all committee chairmen, and he may remove the same whenever he thinks it is in the best interest of the Benjamin Cleveland Chapter to do so, providing he names a new chairman at once. The President shall conduct himself at all times so that by his actions, he shall cast honor upon the name of the Sons of the American Revolution. In case of the resignation or death of a President, the 1st Vice-President shall become President, the 2nd Vice-President shall become 1st Vice-President and the office of 2nd Vice President shall be left vacant until the next election of officers.
The 1st Vice-President shall preside in the absence of the President. He is the Chairman of the Membership Committee, when one is appointed. The 1st Vice-President shall select an Auditing Committee, which shall audit the Benjamin Cleveland Chapter’s financial records in March of each year.
The 2nd Vice-President shall preside in of the absence of both the President and 1st Vice-President. He shall perform the 1st Vice-President’s duties in his absence. He is responsible for providing programs for the monthly meetings. In this capacity he will make arrangements with the guest speakers and restaurant management, and any other party necessary. In his absence, the 1st Vice-President will perform these duties.
The Secretary shall record and preserve the minutes of the meetings of the Benjamin Cleveland Chapter and of the Board; he shall conduct all correspondence of the Benjamin Cleveland Chapter except where specifically provided for by another officer; he shall retain and file copies of essential correspondence; he shall maintain the official Chapter membership card files (or equivalent), and he shall prepare and submit to the TNSSAR reports as necessary.
The Treasurer shall receive all monies from whatever source derived for the Benjamin Cleveland Chapter and pay all just bills, keeping accurate clear accounting of the same; he shall record the payment of all dues and keep a list of delinquent members; and he shall foresee that the Benjamin Cleveland Chapter has an adequate supply of medals and awards, application forms, work sheets, membership promotion brochures, and such other forms and applications as are required. He shall maintain custody of this inventory.
The Registrar/Genealogist shall receive, review and process applications for membership in the NSSAR; he shall maintain copies of the various applications for membership, youth and supplemental and he shall submit all applications to the TNSSAR Registrar. He shall assist prospects for membership in meeting the genealogical requirements of the Society.
The Chaplain shall be responsible for all religious services of the Benjamin Cleveland Chapter; he shall give the invocation and / or benediction; and he shall have charge of all Memorial Resolutions and Services initiated by the Benjamin Cleveland Chapter.
The Sergeant-at-Arms shall maintain custody of the flag sets and charter, deliver them to, and install them at the Chapter meeting place; he shall maintain custody of any chapter uniforms, firearms or other Color Guard equipment, when they are acquired; and he shall also serve as Marshal by escorting individuals, as required, during meetings.
The Editor will prepare and publish monthly the Chapter newsletter, and distribute copies to the members of the Benjamin Cleveland Chapter, when this service is initiated. The Editor communicates events and announcements and is in liaison with all local media.
The Historian shall maintain the History and Archives of the Benjamin Cleveland Chapter; he shall do such historical research as is assigned him by the President from time to time; he shall compile each year a record of the Officers of the Benjamin Cleveland Chapter, the names of all members at the beginning of the year, those deceased during the year or removed from active membership, new members, and all activities of the Benjamin Cleveland Chapter worthy of mention; and he shall maintain the Chapter Scrapbook.
ARTICLE VI CHAPTER COMMITTEES
The President shall after his election appoint members who shall serve for one year or until their successors are appointed, for the following Chapter Committees:
Swift/West - Joseph Rumbaugh Oration Contest Committee
This committee is responsible for the promotion of the High School Oration Contest to all sophomores, junior and senior classes in the public, parochial, home and private schools of the counties served by the Benjamin Cleveland Chapter. The Committee shall conduct all the eliminations necessary to reduce the number of contestants to three, and shall present three contestants at the Benjamin Cleveland Chapter Meeting each year prior to the TNSSAR Annual Meeting.
Knight Essay Contest Committee
This committee is responsible for the promotion of the Knight Essay Contest to juniors and seniors in the public and private schools of the counties served by the Benjamin Cleveland Chapter. The Committee will conduct the grading of essays submitted to determine a Chapter winner each year prior to the TNSSAR Annual Meeting.
This committee is responsible for the promotion of the National Society’s efforts to promote the principles of freedom and liberty for all Americans. This includes dissemination of NSSAR programs and resolutions relating to the Declaration of Independence, the Constitution, and the Bill of Rights, and the promotion of the observation of National Allegiance Sunday. The Committee will promote the Americanism programs and contests, the Patriotic Education Tool Kit, and the Americanism Poster Contest in the public, parochial, home, and private schools of the counties served by the Benjamin Cleveland Chapter. The Committee will conduct the grading of posters submitted to determine a Chapter winner each year for the Poster Contest prior to the TNSSAR Annual Meeting.
Eagle Scout Committee
This committee is responsible for contacting the Boy Scout Council Office (or State Committee representative) for a list of Eagle Scouts for the membership period, and send out application packets to each candidate. This committee to determine the Chapter winner for this SAR Scholarship, to be submitted to TNSSAR by December 15, will review all candidates.
Medals and Awards Committee
This committee is responsible for the presentation of the Emergency Medical Services, Law Enforcement, Heroism and Fire Safety Commendation Medals as directed by the Chapter President. This committee will also be responsible for the awarding of other medals and awards until like committees are established to accommodate them. The Committee is responsible for contacting the applicable parties for the gathering of information on the candidate chosen to receive the award, and working with the Chapter President arranging for the Chapter Meeting best for the awarding of the Commendation Medal.
This committee is responsible for supporting local veteran organizations, veteran hospitals and clinics, and maintaining contact with the Veterans Affairs Office in our community. The Committee will gather and maintain data accrued by Chapter members to qualify the Benjamin Cleveland Chapter for the USS Stark and General William C. Westmoreland Awards; and for the individual member to qualify for the Service to Veterans Medal.
DAR Liaison Committee
This committee is responsible for establishing and maintaining a firm relationship with members of the Daughters of the American Revolution (DAR). The Committee is encouraged to enter into joint efforts with the DAR with a view toward membership exchange, and general assistance in any other important matters of mutual interest.
Graves and Landmarks Committee
This committee is responsible for seeking out and researching Revolutionary Graves and Landmarks, and endeavoring to furnish and arrange for the dedication of appropriate markers by the Benjamin Cleveland Chapter. The Committee is encouraged to work with appropriate historical, genealogical and patriotic organizations and sources, to locate Revolutionary Graves and Landmarks.
Color Guard Committee
This committee is responsible for the organization of a Color Guard unit within the Benjamin Cleveland Chapter for use in appropriate ceremonial events. The Committee should research and gather literature regarding Color Guards, flag protocol, and ceremonial protocol from the State and National Committees.
This committee is responsible for the notification of members as directed by the President. The Committee may use various means to contact chapter members, including postal mail, e-mail, telephone or personal contact. Reasons for notification of members will normally be for monthly meetings, special meetings, dues notice, or any other reason deemed necessary by the President.
Committee Chairmen shall be responsible for the proper and timely functioning of their committees, and in the absence of committee members shall request the President to make temporary appointments, to assure that the functions of their committee shall not be nullified.
The Board of Directors may suspend the operation of any of the foregoing committees, or add new committees, which the Board feels are needed to further the purposes of the Benjamin Cleveland Chapter, the TNSSAR, and the NSSAR.
ARTICLE VII ORDER
The rules contained in the current edition of Robert’s Rules of Order shall govern in all cases in which they are applicable. In cases in which they are inconsistent with these Bylaws, and then the special Rules of Order developed by the Benjamin Cleveland Chapter will stand.
ARTICLE VIII FINAL AUTHORITY
Final authority in the affairs of the Benjamin Cleveland Chapter shall be in the membership, provided there is no conflict with the Bylaws of the TNSSAR or NSSAR.
ARTICLE IX AMENDMENTS
The Bylaws of the Benjamin Cleveland Chapter may be altered or amended by affirmative action of the active members in a regular or special meeting by simple majority affirmative action of the majority of members present, providing the proposed amendments be presented in writing to the membership at least 10 days prior to the meeting in which the changes are to be voted on.
08 November 2007 Updated