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THE THEODORE BURR
COVERED BRIDGE SOCIETY of PENNSYLVANIA, INC. CONSTITUTION
& BY-LAWS Completely revised 2019 Amendment
Revisions 6 March 2022 Constitution,
Article V: Officers, No. 2 Bylaws,
Article III: Election of Officers, No. 1, 2, and 3 Bylaws,
Article VII: Financial Procedures, No. 2 and 3 Amendment
Revisions 2 March 2025 Bylaws,
Article II, Number 2 Bylaws,
Article V, Number 1 Amendment
Revisions 12 October 2025 Constitution,
Article V, Number 1 Constitution,
Article VI, Number 1 Constitution,
Article IX, Number 1 Bylaws,
Article III, Numbers 3 and 4 Bylaws,
Article V, Numbers 3,4,5 and 6 Bylaws,
Article VIII, Number 1.o Bylaws,
Article XIII, Number 1 |
CONSTITUTION
ARTICLE
I: NAME
1.
The name of the organization shall be The Theodore Burr Covered Bridge Society
of Pennsylvania, Inc.
ARTICLE
II: PURPOSE
1.
The purpose of the Society is to promote the preservation and restoration of
the remaining historical covered bridges in the Commonwealth of Pennsylvania,
through educational programs for the members, as well as for the public at
large, for the interest and enjoyment of all, as well as succeeding
generations.
2.
The Society shall accumulate and record data as to
locations, physical features, and history of the timber bridges now standing,
and of those removed, both in the Commonwealth of Pennsylvania and in other
States. This information shall be used in the publications of the Society and,
with prior approval of the Executive Board, may be used as reference data in
other publications, provided that full credit is given to this Society. Records
also may be made accessible to serious historical researchers on an individual
basis through a designated member of this Society, without inconvenience to
that member.
3.
Society members are encouraged to share their collections of covered bridge
images and memorabilia at Society meetings, and, when requested, at meetings of
other interested organizations. The Society will host special speakers from
time to time, and will arrange Safaris as part of the
educational activities of the Society.
4.
A special effort shall be made each year to participate in and promote the
observance of "See Pennsylvania's Covered Bridges Week" proclaimed by
the Governor in accordance with the Act of May 9, 1969, P.L. 35, which
designates the period beginning on the first Saturday after the first Sunday in
May, to and including the third Sunday of that month, to be observed.
5.
The Society shall publish a newsletter and / or a
magazine, containing information and data about covered
bridges on a periodic basis, as determined by the Executive Board.
ARTICLE
III: MEMBERSHIP
1.
Any person may become a member of this Society who is
in accord with its ideals and purposes and who tenders the appropriate dues.
2.
The Society has six membership classes: Individual, Family, Group (club,
historical society, school, library, youth organization, etc.), Paid Life
Member, Honorary Life Member, and Corporate.
3.
There shall be no initiation fee.
ARTICLE
IV: ANNUAL MEETING
1.
The Annual Meeting of the Society shall be held on the first Sunday in October,
if practicable.
ARTICLE
V: OFFICERS
1.
The Society's officers are President, four Vice Presidents designated First
through Fourth, Secretary, Treasurer, and Historian.
(Amendment:
Revised to omit office of Corresponding Secretary / Program Director and change
title of office of Recording Secretary to Secretary effective October 12,
2025.)
2.
Officers shall be elected for two years by majority vote of the eligible
members present at the September Meeting. They shall assume office effective
October 1st of the same year and shall serve until their
successors are elected and installed. Officers that fail to perform the duties
of their respective offices, after due notice, may be removed by the Executive
Board.
ARTICLE
VI: EXECUTIVE BOARD
1.
The Executive Board consists of the eight elected officers listed in Article V,
Section 1. Editor(s) of the Society publications will serve on the
Executive Board as ex officio member(s), without vote. Past
Presidents of the Society shall be ex officio members of the Executive Board,
without vote, for one year after leaving office.
(Amendment:
Revised to indicate Executive Board consists of eight elected officers listed
in Article V, Section 1 based on the elimination of the Corresponding Secretary
/ Program director position and combining it with Recording Secretary and
renamed Secretary effective October 12, 2025.)
2.
The Executive Board shall administer the Society, with the Board's actions
subject to ratification by the Society membership at regular meetings, in
special or unusual matters as defined in the Bylaws.
3.
The Executive Board shall appoint the Editors of the Society publications. The
Editors, upon their appointments, are ex officio members of the Executive
Board, without vote, and shall continue as such as long as they continue as
Editors.
4.
If a vacancy occurs in the Executive Board, the remaining Board members shall
fill the vacancy, with the new member's term expiring at the next election.
5.
In addition to the Standing Committees mandated in the Bylaws of the Society,
the Executive Board shall establish such other Standing Committees and Special
Committees as it finds necessary, appointment thereto being made by the
President.
ARTICLE
VII: FINANCES
1.
The Treasurer shall pay all valid obligations of the Society in accordance with
the procedures prescribed in the Bylaws of the Society.
2.
Bequests, gifts, or grants from foundations, individuals, or other sources may
be accepted to further the work of the Society.
3.
Donations from the Covered Bridge Preservation and Restoration Fund shall be
made solely to further the preservation and restoration of covered bridges. In
any one fiscal year, the maximum amount of donations made for all covered
bridges shall be at the discretion of the Executive Board, with the welfare of
the Society in mind, and not to exceed 50% of the Society's monetary assets.
Donations to the Covered Bridge Preservation and Restoration Fund may be made
in memory of deceased members of the Society.
ARTICLE
VIII: DISSOLUTION
1. The
Society is a 501(c) (3) Nonprofit Public Charity
Organization, incorporated under the "Nonprofit Corporation Law"
of the Commonwealth of Pennsylvania, and the "corporation does not
contemplate pecuniary gain or profits, incidental or otherwise, to its
members" (see: Articles of Incorporation, paragraph 3), and no individual
member or group thereof shall have any personal claim, right, or benefit to or
from any of the assets of this corporation. In the event of the dissolution of
this Society, funds on hand, or deposited in a bank, or invested, shall be used
to pay all outstanding bills, any residue or remainder shall go to the
Historical and Museum Commission of the Commonwealth of Pennsylvania to be used
in the furtherance of the objectives of this Society. All other Society
property and historical collections shall go to and vest in that Commission.
ARTICLE
IX: AMENDMENTS
1.
Proposed amendments to this Constitution shall be submitted to the Executive
Board in writing, signed by not less than ten voting members. Executive
Board members may also submit proposed amendments, signed by not less than ten
voting members, but only one Executive Board member, (the
one presenting the proposal), can be one of the ten signers. The
Board shall then approve or disapprove the proposed amendments. The President
shall then submit the proposed amendments to the members at the next regular meeting
of the Society, under New Business. The Secretary shall read the proposed
amendments together with the Board's approval or disapproval. If the Executive
Board has approved the proposed amendments, then a majority vote of the voting
members present, including Executive Board members,
shall be sufficient to adopt the proposed amendments. If the Board has
disapproved the proposed amendments, then a two-thirds
vote of the voting members present, including Executive Board members, shall be
necessary for the adoption of the proposed amendments.
(Amendment:
Revised to indicate the Secretary, not Recording Secretary shall read the
proposed amendments together with the Board’s approval or disapproval. Since
the Corresponding Secretary position has been eliminated effective October 12,
2025.)
ARTICLE
X: EFFECTIVE DATE
1.
The provisions of this Constitution shall be effective as of 1 January 2020.
2.
This Constitution supersedes all previous Constitutions and Amendments thereto,
and any previous Bylaws and Amendments in conflict herewith.
3.
Proper legal acts of this Society and any of its officers under a prior
Constitutional provision shall continue to be valid hereunder.
BYLAWS
ARTICLE
I: MEMBERSHIP AND DUES
1.
Any person or group applying for membership in the
Society shall do so on the Application for Membership form approved by the
Executive Board.
2.
The classes of membership are defined as follows:
a.
Individual Member - Has full voting privileges, may hold office at age 18, and
shall receive one copy of each issue of Society publications for the current
year.
b.
Family - Each family member has full voting privileges, and
may hold office at age 18; however, the family shall receive only one copy of
each issue of Society publications for the current year.
c.
Group - Open to any group such as a civic club, historical society, etc., which
is in accord with the ideals and objectives of this Society. As privileges of
membership, the Group shall receive one copy of each Society publication for
the current year, and one vote. Individuals representing the Group Membership
may not hold office in the Society as such representative.
d.
Paid Life Member - Has full voting privileges and may hold office and shall
receive one copy of each issue of current Society publications. They shall be
exempt from the payment of any further dues for membership.
e.
Honorary Life Member - A member honored by the Society in recognition of
dedicated and outstanding service to the Society and to the furtherance of its
purposes over an extended period of time. A favorable
vote of three-quarters of the voting members present at any regular Society
meeting shall be required to confer Honorary Life Membership, following
favorable recommendation by the Executive Board.
Honorary Life members shall have all the rights and privileges of membership
and shall receive one copy each of current Society publications. They shall be
exempt from the payment of any further dues or fees.
f.
Corporate - Open to any business which is in accord with the ideals and
objectives of this Society. As privileges of membership, the business shall
receive one Corporate Membership card, one copy of each Society publication for
the current year, and one vote. Individuals representing the Corporate
Membership may not hold office in the Society as such representative.
3.
Annual dues for the various classes of membership shall be established by the
Executive Board and ratified by a favorable vote of three-quarters of the
voting members present at a regular Society meeting no later than the
Society’s June Business meeting. Changes in the dues schedule shall become
effective at the beginning of the next Society Year, provided that the changes
have been announced in at least one regular Society publication prior to the
effective date.
4.
Annual dues shall be payable in advance on or before October 1st. Dues
paid by a New Member before June 1st shall be credited as dues of the current Society Year. Dues paid by a New Member
on or after June 1st shall be credited to the next Society Year. A New Member
is one who has not paid Society dues for at least the preceding two years. Dues
notices shall be given to each member at least one month prior to October
1st each year, either by individual mailings or by inclusion of a notice in a
regular Society publication. A Final Reminder of dues payable will be sent,
when necessary, after the November meeting. Those who have not remitted their
dues by December 31st shall have their membership terminated. Reinstatement
shall be automatic upon payment of current dues. The Treasurer shall issue
Membership Cards, if so requested, to each member each year, except for LIFE
members, for dues received.
ARTICLE
II: SCHEDULE AND QUORUM OF MEETINGS
1. Regular
Meetings will be held on the first Sunday of each month except January and
February, if practicable. When the date of a Regular Meeting conflicts with a
major holiday weekend, such as Easter, the meeting normally will be held on the
following Sunday. Notice of meetings shall be given in advance. At every
Society meeting, including Special Events meetings (safaris, bridge paintings,
etc.), Society members and any guests will sign an attendance sheet (see
appendix C).
2.
The regular October meeting will constitute the Annual Meeting, marking the end
of the old Society Year and the beginning of a new one. The President shall
submit annually, by choice, a detailed written report, or an oral report (which
can be through a visual presentation) accompanied with a written summary on all
activities of the Society. Miscellaneous reports shall be submitted as
called for by the President and these reports also shall be available for
inspection by all members. A Memorial service will be held for Society members
who have passed away during the year.
(Amendment:
Revised to say only the President has to submit an annual report, either
written or oral. Removed all remaining officers have to
submit a report, effective March 2, 2025.)
3.
Fifteen members present at a Regular Meeting of the Society shall constitute a
quorum.
4.
Routine meetings of the Executive Board normally will be held either just
before or just after a regular Society meeting, at the call of the President;
however, special meetings of the Board may be convened at the direction of the
President or at the request of three Executive Board members.
5.
The Annual Meeting of the Executive Board will be held in October
immediately following the Annual Meeting of the Society or before the November
meeting of the Society, if deemed necessary, and at the discretion of the newly
elected Executive Board. Outgoing and incoming officers both
should attend the meeting to facilitate an orderly transition of
responsibilities.
6.
Five members present at a meeting of the Executive Board shall constitute a
quorum.
7. Each
year The Executive Board, as elected in September, shall agree upon a date to
meet to discuss the upcoming Society year (no later than January 31st of
the following year). At that gathering, the Vice Presidents shall discuss and
evaluate their committee chair assignments, and may reassign them,
in their sole discretion, as they see fit.
ARTICLE III: ELECTION OF OFFICERS
1.
The election of officers for the upcoming two Society Years will be held at the
regular meeting in September of year ending in odd numbers (2021, 2023, 2025,
etc.).
(Amendment:
Revised to indicate election will be held every two years in odd numbered years
retroactive to September 2021 for a two year term, not
every year in September for 1 year term.)
2.
The Nominating Committee shall present its proposed slate of officer candidates
for the upcoming two Society Years at the two Regular Meetings preceding the
Annual Meeting. Each officer position may contain more than one candidate. The
Nominating Committee shall request and accept nominations for all officer
positions from the floor at those two Regular meetings, as well as the Annual
Meeting. The list of officer candidates shall be posted on the Society Website,
and, if practicable, in the Society newsletter.
(Amendment:
Revised to indicate nominees will be for two years in odd numbered years, not one year, retroactive effective 2021)
3.
The Nominating Committee will formally report its slate of officer candidates
for the upcoming two Society Years at the September Meeting of year ending in
odd numbers. If no nominations are made from the floor, the Secretary shall
cast a unanimous ballot for the new officers.
(Amendment:
Revised to indicate nominees will be for two years in odd numbered years, not one year, retroactive effective 2021)
(Amendment:
Revised to indicate the Secretary shall cast a unanimous ballot for the new
officers, since the Recording Secretary has been renamed Secretary effective
October 12, 2025.)
4. When
there is competition for any offices, these officers shall be elected by secret
ballot of the voting members present and the voting results will be counted by the
Secretary and a member at large and verified and announced by the President. The
Secretary shall cast a unanimous ballot for unopposed candidates.
(Amendment:
Revised to indicate the Secretary and a member at large will verify and cast a
unanimous ballot…..….since the Recording Secretary has
been renamed Secretary effective October 12, 2025.)
ARTICLE
IV: QUALIFICATIONS OF OFFICERS
1.
The President of the Society shall be a resident of the Commonwealth of
Pennsylvania.
2.
All officers must be at least 18 years of age.
3. All
officers shall be members of the Society, with dues paid for upcoming year or
they may not take office effective October 1st.
ARTICLE
V: DUTIES OF OFFICERS
1. President - The President shall be the general executive officer of the
Society. The President shall preside at all meetings and shall preserve order.
The President shall appoint the chairs of all committees (other than the
Standing Committees in Article VI, paragraph 2, below), with the approval of
the Executive Board, and shall have the authority to create new committees,
with the approval of the Executive Board, as needed from time to time. The
President shall not appoint him / herself as chair of any committee. The
President shall be an ex officio member of all committees, with a vote. The
President shall have no vote in Executive Board meetings, except in the event
of a tie vote, nor shall the President have the authority to introduce a
motion. The President shall submit a annually on all
activities of the Society (see Article II, Number 2). For one year after the
President leaves office, he or she shall serve on the Executive Board in an
advisory capacity, without vote.
(Amendment:
Revised to say the President shall submit an annual report, not just a
"written" report and reference to see Article II, Number 2, effective
March 2, 2025.)
2.
Vice Presidents - The major duties of the Vice Presidents are twofold:
a. to
report pertinent information at the Society’s monthly
meeting on covered bridges visited; and
b.
to chair a standing committee of the Society: Membership, Publicity,
Auditing, or Welcoming.
In
the absence or disability of the President, a Vice President shall perform the
duties and functions of the office of President. The First Vice President shall
be called first and, in his / her absence, the Second Vice President and so on
until an officer is found to act as chairman. It also shall be the duty of
these officers to promote interest in the Society, build up its membership,
and, in all ways, represent the Society.
3.
Secretary
a.
The Secretary shall record the minutes of all regular and special meetings of
the Society and of the Executive Board. He / she shall maintain the official
copy of the Constitution and Bylaws, together with the approved amendments
thereof, and shall perform such other duties as pertain to this office and
shall keep the various Officers' Annual Reports available for inspection by the
members.
b.
The Secretary shall reply to all communications received by the Society and
shall write such other letters as are necessary, except when personal response
by the President or other officer is essential. The Secretary shall maintain a
file of the correspondence of the Society.
(Amendment:
Revised to combine Recording Secretary with Corresponding Secretary Duty of
Officers with the elimination of the Corresponding Secretary position and refer
to the office as Secretary effective October 12, 2025.)
4.
Treasurer
a.
The Treasurer shall have supervision over the funds of the Society. All funds
of the Society shall be turned over to the Treasurer promptly. He / she shall
pay all approved bills, invoices, statements or other valid obligations of the
Society. He / she shall retain in file such bills, invoices, statements and
other documents, or copies thereof, and shall make records in the checkbook and
account book of the Society, setting forth sufficient description of the
expenditures. He / she shall keep proper books of account which shall be
tendered to the Auditing Committee each January for that Committee's audit.
b.
Annual membership dues of the Society shall be
tendered to the Treasurer, who shall issue annual membership cards, if so requested, upon receipt of the dues. The Treasurer
shall furnish an accurate list of the current membership, with
complete and latest addresses, for mailing labels and membership lists.
c.
The Treasurer shall render Financial and Membership Reports at each regular
business meeting of the Society and an Annual Report, in writing held by the Recording Secretary, for all members to
examine at the Annual Meeting covering the entire preceding Society Year
(See Appendix B). He / she also shall furnish special reports to the Executive
Board and / or the Auditing Committee when requested.
d.
The Treasurer shall deposit all funds received, from whatever source, in the
appropriate account in the Society's name in an approved bank. The Treasurer
shall maintain accounts for three Society funds designated General Fund,
Covered Bridge Preservation and Restoration Fund, and Country Store Fund, as
specified in subparagraphs 5e, 5f, and 5g, below.
e.
The General Fund shall consist of income from dues, bequests, gifts, grants and
similar sources, excluding contributions made to the Covered Bridge
Preservation and Restoration Fund. The General Fund shall be used for current
operating expenses, publications expenses and such other purposes as directed
by the Executive Board.
f.
The Covered Bridge Preservation and Restoration Fund shall consist of the
following: (1) contributions received in memory of one or more deceased
members; (2) other contributions received especially for this fund; and (3)
funds transferred to the Covered Bridge Preservation and Restoration Fund at
the direction of the Executive Board. The Covered Bridge Preservation and
Restoration Fund shall be administered by the Treasurer at
the direction of the Executive Board. When donations are made from the fund in
the name(s) of deceased member(s) of the Society, the Treasurer shall advise
the recipient in whose memory the donation is being made.
g. The
Country Store Fund shall consist of receipts from the sale of merchandise, and
applicable taxes thereon, and deposited in an acceptable financial institution
in the name of the Society. It shall be administered by the Treasurer at the direction of the Executive Board.
h. The
Treasurer shall carry each of the foregoing Funds as a separate item in each
Financial Report (see Appendix B).
i. The Treasurer's books,
records, accounts and funds from the preceding Society fiscal year shall be
audited by the Auditing Committee beginning no later than the following
January, and at any other time that the Society has a change in Treasurers.
5.
Historian –
(Amendment:
Revised numbering from number 6 to number 5 with the elimination of the
Corresponding Secretary position effective October 12, 2025.)
a.
The Historian shall keep a hard copy of all of the
Society’s publications, bylaws and proclamations. The Historian will also have
an electronic version of all publications. The Historian will
provide an electronic version of all of our
publications to the Archives 0f the Historical and Museums Commission of the
Commonwealth of Pennsylvania.
b.
The Historian shall assist the Editors of Society publications by providing
data on covered bridges and by checking facts and dates pertaining to the
material to be published, so that the material will be as accurate as possible.
He / she also shall assist the Publicity Committee in compiling information on
covered bridges for distribution to the general public
in the form of pamphlets, brochures, or press releases.
6.
Editors - The Editors of Society publications shall be appointed by the
President, with approval of the Executive Board, and shall serve as ex officio
members of the Executive Board, without vote. The Editor of the Society
magazine and the Editor of the Society newsletter may each appoint a staff,
subject to the approval of the Executive Board, to assist in accumulating
information, editing and publication. It shall be the duty of each Editor to
ensure that the facts and dates to be published are accurate.
(Amendment:
Revised numbering from number 7 to number 6 with the elimination of the
Corresponding Secretary position effective October 12, 2025.)
ARTICLE
VI: COMMITTEES
1.
The Society shall have the following Committees:
a.
Auditing Committee - Shall be responsible for auditing the accounts and records
of the Treasurer and of the Country Store for the Society Year which began
October 1 of the preceding year, and shall make an
audit report at or before the May meeting.
b.
The Country Store Committee - There shall be a year-round, fundraising project,
the Country Store, at which covered bridge materials may be sold for the
benefit of the Society only. He / she also shall have charge of items of
covered bridge lore purchased by the Society or received as gifts, such as
books, magazines, slides and postcards, for resale by the Country Store.
(1)
The President shall appoint a Storekeeper, with the approval of the Executive
Board, to have charge of items and sales and be responsible for the presence of
the Store at regular and special meetings. At the Storekeeper's discretion, the
Country Store Committee may be a committee of one, namely, him or herself.
(2) The Treasurer shall maintain a separate fund for the Store out of which the
Storekeeper may purchase items for resale, including ceramics, jewelry, linens,
maps, books, stationery, notepaper, etc. The choice of items offered for sale
shall be within the sole discretion of the Storekeeper. The Executive Board may
also establish a maximum value of the inventory that can be held by the Store.
(3)
Cash on hand in excess of the amount required for
operation of the Store shall be turned in to the Treasurer at the next regular
meeting of the Society. The Treasurer shall keep a separate record in his
account book of receipts from the Country Store. Pennsylvania State sales taxes
on items sold from the Store normally shall be paid from
the receipts of the Store. The Storekeeper shall keep
records of purchases and sales and shall submit a report to the Society at the
Annual Meeting and at such other times that the President directs.
(4)
The Storekeeper shall be bonded in the amount of $2,500, the Society paying the
premium.
(5):
The Country Store Keeper will be reimbursed for
expenses incurred while raising funds for the Society at Festivals/Shows relative to hotel stays, vehicle rental, fuel and toll costs
(Appendix D). The Executive Board will annually review the reimbursement amount
allowed relative to hotel rooms. Fuel reimbursement will be
determined by the actual mileage and the amount allowed per mile under IRS
guidelines at the time of the reimbursement request. Tolls and
vehicle rental are reimbursements by actual amounts spent. A
reimbursement form along with all receipts will be submitted by the Country Store Keeper and signed by the President or 1st Vice
President of the Society. The Country Store Keeper
will use proper discretion when requesting reimbursement.
c.
Membership Committee - Responsible for promoting membership
at all times, conducting drives, and contacting delinquent members.
d.
Publicity Committee -
(1)
Responsible for coordinating the activities of the Society in disseminating
information on covered bridges to the general public,
and in promoting interest in covered bridge preservation.
(2)
With the assistance of the Historian, the Committee shall compile covered
bridge information for distribution in the form of pamphlets and brochures,
setting forth covered bridge data, statistics and other information. The
Committee shall prepare articles on covered bridges for release to local,
regional, and statewide newspapers and magazines. The Committee also shall
prepare material suitable for use on radio and television local interest programs, and shall advise producers of such programs of its
availability.
(3)
Responsible for coordinating the Society's activities celebrating the annual
"See Pennsylvania's Covered Bridges Week," including providing the
Governor's Office with current covered bridge information for use in the
Governor's "See Pennsylvania's Covered Bridges Week" proclamation.
e. Welcoming Committee - Responsible for meeting and greeting new members and
guests at the Society’s monthly meeting and special events.
2.
Each Vice President shall chair one of the Standing Committees: Auditing,
Membership, Publicity, and Welcoming; and the Vice Presidents shall determine
among themselves and in their sole discretion the chair assignments at the
annual Executive Board planning meeting. The President, in consultation with
the various Committee chairs, shall appoint members of the Committees.
3.
The President may appoint other committees as needed, or as directed by the
Executive Board.
4.
Each Committee chair shall report at regular Society meetings on the work and
progress of his or her Committee, and shall submit a
written report at the Annual Meeting.
ARTICLE
VII: FINANCIAL PROCEDURES
1.
Officers, Committee chairs, and publication Editors are authorized, with prior
approval from the Executive Board, to make expenditures and to approve payments
for bills, invoices, and other valid obligations relating to the specific
Society activities under their jurisdiction. No officer or member of the
Society may obligate the expenditure of Society funds except by prior
authorization of the Executive Board. In exceptional cases, the Board may, at
its discretion, approve an obligation made without its prior authorization.
2.
All Society checks normally shall be signed by the Treasurer and countersigned
by the President. In the absence or disability of the Treasurer or the
President, but not both, the First Vice President or another designated officer
is authorized to sign or countersign the checks of the Society. In the event
the President and the Treasurer are residing in the same household, or are
related, only one of them can sign a check. The second signer must be the
First Vice President or another designated officer of whom neither can be
related to the Treasurer or President.
(Amendment:
Revised to add a fourth signer for checks and also to
stipulate that two signers on a check cannot be from the same household or
related to each other.)
3.
The President, First Vice President, Treasurer and a fourth signer of checks
shall be bonded in the amount of $15,000, the premiums being paid by the
Society.
(Amendment:
Revised to include the fourth signer of checks)
4.
Every donation by the Society to the restoration or maintenance of a covered
bridge shall first be approved by the Executive Board and then submitted to the
members for their approval.
ARTICLE
VIII: ORDER OF BUSINESS
1.
The following shall be the order of business at each meeting of The Theodore
Burr Covered Bridge Society of Pennsylvania, Inc., as applicable:
a.
Call to order, Pledge of Allegiance
b. Introduction of new members and guests
c. Distribution of minutes
d. Treasurer's Report
e. Reports from the floor by members
f.
Reports of Officers
g.
Reports of Committees
h.
Reports on illness or death of members
i. Old Business
j. New Business
k. Memorial Service (Annual Meeting in October)
l. Elections (September Meeting)
m. Announcement of next meeting date, place, and program
n. Intermission, followed by Approval of Minutes
o. The Program
p. Adjournment
(Amendment:
Revised letter “o” to simply say The Program since the Corresponding
Secretary /Program Director position is eliminated effective October 12, 2025.)
ARTICLE
IX: FORMS AND FORMATS
1.
Forms and formats used by this Society, its Officers, Chairs, Committees, etc.
in the performance of objectives of the Society may be subject to approval of
the Executive Board. After such approval, a form or format shall not be altered
or changed without prior approval of the revisions by the Executive Board. All
approved forms and formats shall be made an Appendix to these Bylaws.
ARTICLE
X: OFFICIAL BIRD
1.
The Official Bird of the Society is the Phoebe, because of its preference for
covered wooden bridges as nesting and feeding places.
ARTICLE
XI: PUBLICATIONS
1.
Society publications shall contain this notice: "The material herein shall
not be reproduced without prior written permission from the Society."
ARTICLE
XII: PARLIAMENTARY AUTHORITY
1.
The proceedings of the Society shall be conducted in accordance with the
current revised edition of Robert's Rules of Order, except when provided
otherwise in the Constitution and Bylaws of the Society.
ARTICLE
XIII: AMENDMENTS
1.
Proposed amendments to these Bylaws shall be submitted to the Executive Board
in writing, signed by not less than ten voting members. Executive Board members
may submit proposed amendments, signed by not less than ten voting members, but
only one Executive Board member, (the one presenting
the proposal,) can be one of the ten signers. The
Board shall then approve or disapprove the proposed amendments. The President
shall then submit the proposed amendments to the members at the next regular
meeting of the Society, under New Business. The Secretary shall read the
proposed amendments together with the Board's approval or disapproval. If the
Executive Board has approved the proposed amendments, then a majority vote of
the voting members present, including Executive Board
members, shall be sufficient to adopt the proposed amendments. If the Board has
disapproved the proposed amendments, then a two-thirds
vote of the voting members present, including Executive Board members, shall be
necessary for the adoption of the proposed amendments.
(Amendment:
Revised to refer to Recording Secretary as Secretary since combining the two
positions of Recording Secretary and Corresponding Secretary with the
elimination of the Corresponding Secretary position effective October 12,
2025.)
APPENDIX
B, C, and D shown as follows. (There is no Appendix
A.)
APPENDIX
B: SAMPLE TREASURER'S REPORT
TREASURER'S
ANNUAL REPORT FOR 20XX - 20XY
October 1, 20XX to September 30, 20XY
GENERAL
FUND
BALANCE
ON HAND: October 1, 20XX
Checking Account # XXXXXXXXXX586 $5,722.66
Savings Account # XXXXXXXXXX442 $935.46
Total $6,658.12
RECEIPTS:
Membership Dues $4,370.00
Donations $55.00
Country Store Proceeds $9,156.00
Miscellaneous Merchandise Sales $108.09
Auction $660.00
Interest on checking and savings accounts $16.23
Christmas and Anniversary Dinners $2,144.58
Total $16,509.90
DISBURSEMENTS:
Wooden Covered Spans Printing and Postage $1,643.55
Pennsylvania Crossings Printing and Postage $1,005.67
Printing, miscellaneous $56.87
Supplies, miscellaneous postage, box rent, etc. $926.13
Rental: Meeting Room and Storage Locker $847.22
Christmas and Anniversary Dinners $2,022.06
Transferred to Preservation and Restoration Fund $2,500.00
Total $9,001.50
BALANCE ON HAND: September 30, 20XY
Checking Account #XXXXXXXXXX586 $6,889.54
Savings Account $7,276.98
Total $14,166.52
PRESERVATION
& RESTORATION FUND
BALANCE
ON HAND: October 1, 20XX
Savings Account #XXXXXXX229 $5,140.07
RECEIPTS:
Interest $11.45
Transferred from General Fund $2,500.00
Donations $185.00
Total $2,696.45
DISBURSEMENTS
Academia Bridge (PA-34-01), Juniata County, Restoration $2,000.00
Guy Bard Bridge (PA-36-13). Lancaster County, Reconstruction $2,000.00
Total $4,000.00
BALANCE
ON HAND: September 30, 20XY
Savings Account # XXXXXXX229 $3,836.52
COUNTRY
STORE FUND
BALANCE
ON HAND: October 1, 20XX
Checking Account #XXXXXXXXXX587 $5,123.68
RECEIPTS
Sales of merchandise $17,076.98
Pennsylvania State sales tax collected $223.46
Total $17,300.44
DISBURSEMENTS
Pennsylvania State sales tax paid to PA Treasury $223.46
Merchandise purchased for resale $6,456.78
Supplies and equipment $856.23
Transferred to General Fund $9,156.00
Total $16,692.47
BALANCE ON HAND: September 30, 20XY
Checking Account #XXXXXXXXXX587 $6,079.70
TOTAL
OF GENERAL, PRESERVATION & RESTORATION and COUNTRY STORE FUNDS
BALANCE
ON HAND: October 1, 20XX $24,616.16
BALANCE
ON HAND: September 30, 20XY $32,178.81
Note:
All funds are invested in the XYZ National Bank of Pennsylvania.
TOTAL
MEMBERSHIP: October 1, 20XX 481
September 30, 20XY 462
Submitted
by _________________________, Treasurer, October 1, 20XY
The Theodore Burr Covered Bridge Society of Pennsylvania, Inc.
Event
_______________________________________________________________________________
Date
___________________________
As
a participant in this event of The Theodore Burr Covered Bridge Society of
Pennsylvania, Inc. ("TBCBSP"),
I
am fully aware that I could become injured or ill as a result
of this event, or I could be injured by an accident
not
related to this event. Therefore, I will not hold TBCBSP, including its
directors and officers, nor any host sites,
responsible
for any injuries or illnesses that occur while I am participating in this
event.
Name Hometown
1. ____________________________________________ ______________________________
2. ____________________________________________ ______________________________
3. ____________________________________________ ______________________________
4. ____________________________________________ ______________________________
5. ____________________________________________ ______________________________
6. ____________________________________________ ______________________________
7. ____________________________________________ ______________________________
8. ____________________________________________ ______________________________
9. ____________________________________________ ______________________________
10.
____________________________________________ ______________________________
11.
____________________________________________ ______________________________
12.
____________________________________________ ______________________________
13.
____________________________________________ ______________________________
14.
____________________________________________ ______________________________
15.
____________________________________________ ______________________________
16.
____________________________________________ ______________________________
17.
____________________________________________ ______________________________
18.
____________________________________________ ______________________________
Appendix
C Theodore Burr Covered Bridge Society of Pennsylvania, Inc. Bylaws
TBCBSP
Country Store Keeper Travel Reimbursement Form
Event
Location ___________________________________________________________________
Event
Date(s) ___________________________________________________________________
HOTEL # of
nights _____X total cost ($______ max) per night __________= _______________
MILEAGE # of miles round-trip _______________ X IRS rate __$? = _______________
TOLLS actual cost incurred ________ + ________ + ________ +
________ = _______________
RENTAL
VEHICLE # of days _______ X
total cost per day _____________ = _______________
TOTAL
REIMBURSEMENT REQUESTED = _______________
Please
attach all receipts and supporting documents.
See
TBCBSP Country Store Keeper Travel Reimbursement
Policy for details.
Submitted
by (print name) ___________________________________________________________
Signature _______________________________________________ Date ___________________
Approved
by ____________________________________________ Date ___________________
(President
or 1st Vice President)
Date
Paid _____________
Check
# ______________
Memo:
The amount allowed for Hotel Reimbursement is reviewed annually. The
current rate is $80 per night.
The
amount allowed for fuel reimbursement is determined by the IRS charity rate at
the time of the reimbursement request ($.?).
Appendix
D Theodore Burr Covered Bridge Society of Pennsylvania, Inc. Bylaws
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