HENRY HENDRICKS FAMILY ORGANIZATION
BYLAWS
ARTICLE I – MEMBERSHIP
Section 1:
The Henry Hendricks Family Organization shall maintain two (2) classes of membership: a) descendants of Henry Hendricks or any of the allied families, and b) non-related persons interested in the ancestry and history of Henry Hendricks.
Section 2:
Membership shall be for households which consist of a) husband, wife, and all unmarried children under age 21, b) unmarried persons over 21, or c) persons or siblings living together in the same household.
Section 3:
Membership is available to all eligible persons upon submission to the Secretary or Treasurer the name and current mailing address of the head of household where such person resides. Rights and obligations of membership are thereby extended to all members of the household, regardless of the name(s) actually listed on the membership role for that household.
Section 4:
Eligibility may also be extended to other persons who are interested in the ancestry and history of Henry Hendricks or in the furtherance of the other purposes of this Organization.
Section 5:
Privileges of Membership include a) the right to participate in various meetings, activities, reunions, programs, and publications of the Organization as may be designated from time to time by the Board of Directors, b) the right to vote at any meeting of the Organization attended by a member, or c) the right to review any of the research or other materials and documents maintained by the officers of the Organization after coordinating and giving reasonable notice to do so, and d) the right to receive a copy of The Hendricks Herald newsletter whenever it is published, so long as a valid address is on file with the Organization.
Section 6:
With the approval of a majority vote of the members of the Board of Directors, the Board of Directors has the right to make exception to the privileges of membership.
Section 7:
The membership records shall be kept in a secure database. The Board of Directors shall designate one or more persons to administer and manage the membership records. The Board of Directors shall determine the level of access by others to the data as needed. .
ARTICLE II – DUES
Section 1:
The Board of Directors may at any meeting fix, change, amend, or adjust the dues and donations applicable to the classes of members enumerated in these Bylaws, without amending the Bylaws.
Section 2:
Voluntary annual membership dues may be paid by mail, at meetings, or electronically, and collected funds shall be submitted to the Treasurer of the Organization with a report of contributor name, amount, and method of contribution. Annual membership shall extend for one year from April 1 of each year for all members regardless of the date they signed up to be a member..
Section 3:
Voluntary contributions for research, reunions, publications, etc. may be made to the Organization in any amount at any time during the year. Such contributions (which may be tax deductible) shall be submitted directly to the Treasurer.
ARTICLE III – OFFICERS
Section 1:
The powers, business, and property of the Organization shall be exercised, conducted, and controlled by the Board of Directors and the Board of Directors shall have authority to act for the membership of the Organization in all phases of the activities of the Organization.
Section 2:
The Board of Directors of the Organization shall consist of the Chairman, President, President-Elect, Secretary, and Treasurer. No amendment of this Article shall reduce the number of Directors to less than three (3).
Section 3:
Additional members of the Board of Directors may be added or deleted per a majority vote of the Board of Directors. These additional Directors may include but not be limited to the Standing Committee or other Committee Chairpersons.
Section 4:
The Board of Directors may appoint such other officers, assistant officers, and committee chairpersons as may be deemed necessary.
Section 5:
The Board of Directors is responsible for the overall policy and direction of the Organization, and may delegate responsibility for the day-to-day operations to the Executive Council and Committees.
Section 6:
The Chairman of the Board of Directors shall a) be the official head and public spokesperson of the Organization, b) call to order, and preside at all meetings, c) be responsible for all resolutions being put into effect, d) be the immediate past President of the Organization, and e) perform all duties incident to the office of Chairman.
Section 7:
The President of the Board of Directors shall a) be responsible for the overall operation of the Organization, b) have authority, subject to such rules as may be prescribed by the Board of Directors, to appoint such agents and employees of the Organization as he or she shall deem necessary, to prescribe their powers and duties, and to delegate authority to them, c) conduct the affairs of the Organization when the Board is not in session, d) succeed to the office of Chairman at the conclusion of the term of office, and e) perform all duties incident to the office of President, and such other duties as may be prescribed by the Chairman of the Board of Directors.
Section 8:
The President-Elect of the Board of Directors shall a) in the absence of the President perform the duties of the President, and when so acting shall have all the powers of and be subject to all the restrictions of the President, b) be Chairman of the five-year reunion, c) succeed to the office of President at the conclusion of the prior President’s term of office, and d) perform all duties incident to the office of President-Elect, and such other duties as may be prescribed by the Chairman or President of the Board of Directors.
Section 9:
The Secretary of the Board of Directors shall a) keep a record of the actions of the Board of Directors, including overseeing the taking of minutes at each official meeting of the Organization, b) prepare the minutes for approval of the Board of Directors at each official meeting of the Organization, and c) perform all duties incident to the office of Secretary, and such other duties as may be prescribed by the Chairman or President of the Board of Directors.
Section 10:
The Treasurer of the Board of Directors shall a) have the responsibility for handling all funds and securities of the Organization, including tax records, forms, and filings, and for handling all monies due and payable to the Organization in such banks, or other depositories as shall be selected with the approval of the Board of Directors and in accordance with the provisions of these Bylaws; b) prepare financial reports for approval of the Board of Directors at Official meetings; c) maintain a record of all properties and tangible assets of the Organization, their location, and the person having custodial responsibility for the same, and d) perform all duties incident to the office of Treasurer, and such other duties as may be prescribed by the Chairman or President of the Board of Directors.
ARTICLE IV – COMMITTEES
Section 1:
The Standing Committees of the Organization shall be three (3) in number, and the title of the Chairpersons shall be Research Director, Archivist, and Intra-Family Coordinator.
Section 2:
The Chairpersons of the Standing Committees shall be appointed by a majority vote of the Board of Directors. Each chairperson shall perform all duties incident to the office of Standing Committee Chairperson, and such other duties as may be prescribed by the Chairman or President of the Board of Directors.
Section 3:
Each Standing Committee Chairperson shall attend Official meetings called by the Chairman of the Board of Directors and shall give a report of the activities and accomplishments of the Committee.
Section 4:
Other Committee Chairpersons may be appointed by the Board of Directors to represent the diverse aspects and needs of the Organization, such as Computer Specialist, Webmaster, Newsletter, Mailing List Coordinator, Temple Work Coordinator, Project Coordinator, and Publications Coordinator and shall give a report of the activities and accomplishments of the Committee at the Official meetings of the Board of Directors.
ARTICLE V – REPRESENTATIVES
Section 1:
The role of the Henry Hendricks Family Organization is to promote the research and memory of the ancestors and descendants of Henry Hendricks, born 20 June, 1730, in Middletown, Monmouth, New Jersey. Research and other projects attempt to expand the knowledge of this family’s history and heritage. This Organization supports the publications, advertising and dissemination of this information.
Section 2:
Intra-family Organizations are those branches of the family who descend from a common ancestor or descendant of Henry Hendricks and who have a formal or informal Organization in place. These Organizations are recognized as members of the Henry Hendricks Family Organization and are invited to delegate one or more representatives to participate in the meetings of the Board of Directors of this Organization and may host reunions and other meetings as desired to fulfill the purposes of this Organization.
Section 3:
Cousins or persons within a close geographic area may be organized formally or informally, shall be recognized as members of the Henry Hendricks Family Organization, and may host meetings to fulfill the purposes of this Organization. One or more representatives may be delegated to participate in the meetings of the Board of Directors of this Organization.
Section 4:
Representatives at meetings of the Organization may participate as voting members of the meetings in which they are present.
ARTICLE VI – EXECUTIVE COUNCIL
Section 1:
The Executive Council shall be comprised of the Chairman and/or President, at least one member of the Board of Directors, and at least one Standing Committee Chairperson. No less than three (3) persons shall comprise the Executive Council.
Section 2:
Except for the power to amend the Constitution and Bylaws, the Executive Council shall have all of the powers and authority of the Board of Directors in the intervals between Board meetings, but shall be subject to the direction and control of the Board of Directors.
ARTICLE VII – TERMS OF OFFICE
Section 1:
Each Director shall hold office for a term of five (5) years commencing from the close of the Official meeting of the entire membership held in conjunction with the five-year reunion at which the election was held. Appointed officers and Committee Chairpersons shall serve during the term of the Directors by whom they were appointed. Officers shall be eligible for election and/or appointment for more than one term.
Section 2:
Exchange of materials and authority between old and new officers shall occur immediately following the election meeting held, and prior to the next Official meeting of the Board of Directors.
Section 3:
At the conclusion or termination of office, any Director, Committee Chairperson, or Representative shall return to the Organization all records, notes, manuscripts, and materials obtained for or in behalf of the Organization. These materials are and must remain the property of the Organization.
ARTICLE VIII – MEETINGS
Section 1:
Official meetings of the Organization shall consist of 1) meetings for the entire membership, 2) five-year reunions, 3) area open houses, 4) Board of Directors meetings, 5) Executive Council meetings, 6) Standing Committee meetings, 7) other Committee meetings, and 8) Intra-family Organization reunions and meetings. These reunions and meetings are held to fulfill the purposes of the Organization.
Section 2:
Meetings for the entire membership shall be held in conjunction with the five-year reunions or at such time and place as selected by the Board of Directors. Elections for vacant Board of Director offices shall be held at this Official meeting. Notification shall be given in writing of each such meeting to all members of the Organization at least ten days prior to the meeting, and shall be deemed to have been given upon mailing of such notices to the last address provided to the Organization. A quorum shall be deemed to be present at this meeting, regardless of the number actually present.
Section 3:
Other reunions and meetings may be called and held by the Intra-family Organizations at any time and place within the scope of the purposes of the Organization.
Section 4:
Annual or semi-annual meetings of the Board of Directors of the Organization may be called by the Chairman or President of the Board of Directors. Such meetings may be held at such time and place as required. Notification for such meetings may be verbal or written. These meetings shall include the Executive Council, the Board of Directors, the Standing Committee Chairpersons, and any other designated Representatives. Reports of the activities and conditions shall be presented by each Director, Committee Chairperson, or Representative.
Section 5:
Special meetings of the Organization may be called by the Chairman of the Board of Directors or the Executive Council at any time or place and for any purpose or purposes. Notice of Special meetings may be given by oral or written notice and the purpose of the meeting shall be specified in the notice.
Section 6:
Committee meetings may be called by the Chairman of the Board of Directors, the Executive Council, or the Committee Chairperson.
Section 7:
Any or all members of the Board of Directors may participate in regularly scheduled Official, Special, or Committee meetings. Any meeting where business is conducted may be held in a physical location with members present, or through the use of telephone or any other means of communication by which either a) all participating meeting members may simultaneously hear each other during the meeting, or b) all communication during the meeting is immediately transmitted to each participating member, and each participating member is able to immediately send messages to all other participating members.
Section 8:
A Director, Standing Committee Chairperson, or Representative participating in a meeting by any means described in the above section is deemed to be present in person at the meeting.
Section 9:
The Executive Council shall constitute a minimum quorum at meetings of the Organization and must have a unanimous vote for the transaction of business. If less than a majority of the Board of Directors is present at a meeting, the Executive Council may transact business and adjourn the meeting without further notice. No official business requiring action of the Directors or Executive Council may be conducted in the absence of a quorum.
Section 10:
A majority vote of the Board of Directors may override any decision made by the Executive Council. This vote may be taken during a meeting or by written vote during the interim between meetings.
ARTICLE IX – ELECTIONS
Section 1:
The President shall be responsible for developing nominations for the election of vacant Directors.
Section 2:
Elections shall be held every five (5) years at an Official meeting open to the entire membership of the Organization held in conjunction with the five-year reunion, or at another time and place as set forth by the Board of Directors.
Section 3:
Any member of the Organization shall be eligible to cast one vote per office and as stated in Article VIII, Section 2, a quorum shall be deemed to be present at this meeting, regardless of the number actually present. The nominee receiving a majority vote of those present shall become the newly elected officer.
ARTICLE X – VACANCIES
Section 1:
When a vacancy of any Director or Chairperson exists, because of death, resignation, removal, disqualification or otherwise, nominations for a new officer may be received from present Board members.
Section 2:
A majority vote of the Board of Directors of the Organization shall be taken, and the newly elected officer shall fill the unexpired portion of the term.
ARTICLE XI – REMOVAL OF OFFICERS
An officer may be removed from office as both an officer and Director with or without cause by a majority vote of the other Directors of this Organization.
ARTICLE XII – FUNDS
Section 1:
An accurate record of all monies received and disbursed by and in behalf of the Organization shall be maintained by the Treasurer in accordance with Article III, Section 10.
Section 2:
The fiscal year of the Organization shall be from August 1st to July 31st.
Section 3:
The Treasurer is forbidden to invest monies in speculative issues, perform any unauthorized transactions, or divert funds for any personal or business use by any member(s) of the Organization that is not related to the purposes of the Organization.
ARTICLE XIII – LEGISLATION
This Organization shall conduct business according to Robert’s Rules of Order – Newly Revised.
ARTICLE XIV – RATIFICATION
These Bylaws shall be ratified upon a majority vote of the members present at an Official meeting of the entire membership of the Henry Hendricks Family Organization.
ARTICLE XV – AMENDMENTS
Section 1:
These Bylaws may be amended in whole or part, or repealed and new Bylaws may be adopted by the general membership of the Organization. Proposed amendments may be submitted by any member of the Organization to one of the Directors so that it may be presented at the next meeting of the Board of Directors.
Section 2:
After receiving a majority vote of the Board of Directors, a proposed amendment shall be presented for approval by a majority vote to the general membership of the Organization.
Section 3:
Any action taken or authorized by the Board of Directors or members, which would be inconsistent with the Bylaws then in effect, but is taken or authorized by affirmative majority vote so that the Bylaws would be consistent with such action, shall be given the same effect as though the Bylaws had been temporarily amended or suspended so far, but only so far, as is necessary to permit the specific action so taken or authorized.