Bylaws

Calkins Family Association, Inc.

Bylaws

Article I. Name and Definition

  1. The name of this organization shall be the Calkins Family Association, Inc.
  2. The organization shall be incorporated as a nonprofit public benefit corporation.
  3. The Corporation is organized exclusively for education and other nonprofitable purposes, substantially all the activities of which are for such purpose, pursuant to section 501(c)(3) of the United States Internal Revenue Code or corresponding section of any future federal tax code.
  4. The Corporation shall not be operated for profit and no remainder or residue from dues or donations to the organization shall inure to the benefit of any member or individual.

Article II. Purpose

  1. To promote genealogical and historical research relating to persons and families bearing the name Calkins or one of its variations and to descendants of such families.
  2. To collect and preserve genealogical and historical information including pictures and photographs relating to persons bearing the name Calkins or one of its variations and to their descendants.
  3. To make available the results of such activities to the membership and to other interested parties and organizations.

Article III. Membership

  1. Any natural person who either carries the name Calkins or one of its variations, or is descended from a person with such name, or who has an interest in Calkins history or genealogy and desires to participate in the activities of the Corporation may become a member.
  2. There shall be one class of membership: Voting. All voting members shall have the same rights and privileges. Spouses of voting members shall have all the benefits of membership, but cannot vote unless they too are members of the Calkins Family Association. Within the class of voting membership, there shall be two types of memberships: Regular, and Lifetime.
    1. A regular member is one who is current with annual dues as defined below.
    2. Lifetime members have paid a lifetime membership fee. They are exempt from paying annual dues and remain a member in good standing the duration of their natural life. Lifetime membership is not transferable.
    3. Honorary membership shall be open to libraries providing genealogical data which are 501(c)(3) organizations as defined by the Internal Revenue Codes. Honorary members may not vote. Honorary membership may be conferred by the Board of Directors upon an individual, or non-profit organization as defined above, who has made distinguished contributions to the Corporation.
    4. Voting may be in person at the triennial meeting or by a written vote or electronic vote submitted to the Board of Directors prior to the meeting.
    5. Any person who pays the registration fee for attending a regularly scheduled reunion of the CFA shall be given membership for one up to one year effective as of the date of payment of reunion registration costs and ending with 31 December of the year of that reunion, so that all paid attendees of a reunion will be considered as members of the Corporation. Membership will not continue without the payment of dues for the year following that reunion.
  3. Persons given membership by registering for one of the CFA reunions will be deemed to be qualified for membership under paragraph 1 above, of these By-Laws in that by their registration they are showing “an interest in Calkins history or genealogy and desires to participate in the activities of the Corporation”.
  4. Liability of Members. No member of this association shall be personally or otherwise liable for any of the debts, liabilities or obligations of this association, excepting only the obligation to pay dues, late fees or special assessments.
  5. Any member in good standing, after notice in writing is given to the President, or the BOD, shall be entitled to review and inspect all records of the Association.
  6. The members shall designate and authorize the officers to sign contracts, checks, notes or other instruments evidencing indebtedness of the Association. Association checks for payment of expenses, together with the related invoices, shall be seen by at least two (2) board members as a review each year prior to the annual Board of Directors meeting.

Article IV. Dues

  1. The fiscal year of the Corporation is the calendar year, January 1 through December 31.
  2. Annual dues for regular members shall be set by the Board of Directors and approved by the membership. Dues are due and payable on January 1 of each year. Payment within a three (3) month grace period following January 1 (before April 1) will insure continuation of membership benefits. A new member who pays dues after October 1 shall be deemed to have paid in full for the following year.
  3. Honorary members shall be exempt from paying annual dues.
  4. Members shall be reinstated upon payment of current dues.

Article V. Removal of members

A member may be expelled for specific and willful infractions of the Bylaws or polices of the Corporation if the Board of Directors, by majority vote, so determines. Expulsion means forfeiture of all rights and benefits of membership in the Corporation. An expelled member may be reinstated only by majority vote of the Board of Directors.

Article VI. Meetings

  1. There shall be a triennial meeting of the voting members, generally in the spring of the year. In the 21st century, the triennial meeting shall be in the years 2015, 2018, 2021, 2024, 2027 etc. Notice of such meeting shall be given to all members through the newsletter at least 6 months before the meeting.
  2. A quorum for conducting business at a triennial meeting of the voting membership shall be not less than 20 voting members.
  3. The Board of Directors shall hold an annual meeting during the second quarter of each calendar year to conduct the business of the Corporation. Additional meetings of the Board of Directors may be called by the President at any time. Meetings of the Board of Directors may be held by conference telephone or by email/electronic conference. A quorum for conducting the business of a Board meeting shall be a majority of the Board excluding ex-officio (non-voting) members. The Board of Directors shall select the location of the next triennial meeting. Voting at the annual meeting shall be by voice vote in a conference call or by electronic vote if the meeting is by email.
  4. Other meetings of the members may be called as necessary by the officers or board members or by written request of five (5) or more members.

Article VII. Board of Directors

  1. The Corporation shall be governed by a Board of Directors. The Board of Directors shall be composed of up to nine members including officers elected by the membership at the triennial meeting of voting members, and the immediate Past President of the Corporation. The Editor of the Newsletter, the Genealogy Recorder, the Membership Chairperson, the Historian/Librarian, and the Y-DNA Project Administrator, if not also an elected member of the Board of Directors, shall be an exofficio (non-voting) member.
  2. An officer/director may resign from the board if he/she submits his/her resignation from their position of office to the Board of Directors.
  3. Each elected Director shall serve for a term of three years until the next triennial meeting of the voting members. The Past President shall continue as a member of the Board of Directors until a new President is elected, creating a new immediate Past President.
  4. Vacancies on the Board of Directors shall be filled at the option of the remaining members of the Board by appointment by the Board. The term of any Director appointed to an elected slot shall expire at the next triennial meeting of the voting members.
  5. If, due to vacancies, the number of Directors falls below five, the remaining members of the Board shall appoint replacement(s) such that the minimum number of voting members of the Board of Directors is five.
  6. The number of Directors may be increased or decreased, and responsibilities established or modified, pursuant to the Bylaws as provided for in h4 Article X, Amendments.

Article VIII. Officers

  1. Elected officers of the Corporation shall be elected by the voting members of the Corporation at a triennial meeting.
  2. The term of each elected officer shall be three years, until the next triennial meeting of the voting membership.
  3. The office of president and treasurer may only serve two consecutive terms then must take a break from that office for one term before being elected to that office again.
  4. The elected officers shall be:
    1. President. The President shall preside at the triennial meeting of the membership and at all meetings of the Board of Directors. The President shall make appointments and call meetings of the Board as needed. The President shall be the legal representative of and signer for the Corporation in legal matters. The President shall be the alternate approved signer on the Corporation checking account.
    2. Vice President. The Vice President shall perform the duties of an absent President and other such duties as may be assigned by the President.
    3. Secretary. The Secretary shall record minutes of the triennial meeting of voting members and meetings of the Board of Directors. The Secretary shall handle the correspondence of the Corporation, and shall keep and update these by-laws as necessary.
    4. Treasurer. The Treasurer shall receive all dues and payments due the Corporation, maintain a list of all members and their status with dues and life memberships, and maintain the financial records of the Corporation. The Treasurer shall maintain and be the primary signer on the Corporation checking account and shall pay all authorized bills of the Corporation. The Treasurer shall provide an annual report of the Corporation finances. The Treasurer shall provide lists of new member names and addresses to the Newsletter Editor, and to other pertinent officers quarterly. For oversight on the books see Article III, section 8.
  5. Appointed officers shall be appointed by the President and approved by the Board of Directors. Any voting member of the Corporation, including but not limited to elected directors, is eligible for appointment to one of these positions.
  6. The term of each appointed officer shall be indefinite, but as agreed by the Board of Directors and the appointed officer.
  7. The appointed officers shall be:

    1. Newsletter Editor. The newsletter editor shall assemble, edit, publish and mail to all members the Newsletter, "Calkins World", each quarter, or may assign tasks to a designated person(s) as needed.
    2. Genealogy Recorder. The genealogy recorder shall maintain a database of Calkins genealogical information, and provide outputs from the database to members in response to their queries. The genealogist shall attempt, as far as is possible, to resolve conflicting information provided by members.
    3. Historian/Librarian. The Historian shall collect, organize and preserve books, articles, photographs and other records pertaining to the history of the Calkins family and of the Corporation, and shall make such records available to all members of the Corporation.
    4. Y-DNA Project Administrator: serves as administrator or co-administrator for the Calkins Surname project hosted at Family Tree DNA and World Families, suggesting areas for further test, and answering queries.
    5. Membership Chairperson. The Membership Chairperson shall preside over the Membership Committee, which will design new member packets for mailing to new members, design a packet to be e-mailed to persons signing the CFA Guest Book, or asking for information from members. The Membership Chairperson will keep track of members and maintain the membership database and maintain up-to-date records on all membership information. The Membership Chairperson will share an up-to-date list of the Membership to pertinent officers on a regular basis as changes occur. The membership chair shall ensure that members who are due for renewal of annual dues are notified of same.

Article IX. Committees

Special committees may be appointed by the President from time to time. Examples are the organizing committee for each triennial meeting (reunion) of the membership and a nominating committee for candidates for the Board of Directors to be voted on by the membership at the triennial meeting.

Article X. Amendments

These Bylaws may be amended or revised by a majority vote of the Board of Directors at any time. Any Bylaw that is inconsistent with the Definition or Purpose of the Calkins Family Association as enumerated in Article III of the Articles of Incorporation or Articles I and II of these Bylaws shall not be binding on any Officer, Director, or member of the Corporation and shall not affect the continued validity of the remaining Bylaws.

Article XI. Dissolution

In the event of dissolution of the Calkins Family Association, Inc., the Board of Directors shall, after paying or making provision for the payment of all of the liabilities of the Corporation, dispose of all remaining assets by contribution to another non-profit organization(s) under section 501(c)(3) of the United States Internal Revenue Code, or corresponding section of any future tax code, that exist for similar purposes. An example of such an organization might be a historical society or library that has some interest in Calkins family history.

Approved June 18, 2017 via the annual CFA Board Meeting, updating the June 13, 2015 by-laws

Approved June 13, 2021 via the annual CFA Board Meeting updating the June 18, 2017 by-laws.

Nanette

Nanette Armstrong

President, Calkins Family Association