BYLAWS

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ARTICLE I: DUTIES OF OFFICERS

Section 1. Governor

 

The Governor shall be the Chief Executive Officer of the State Society in all matters concerning its administration and operation; shall be the official representative of the State Society; shall preside at all membership and Board of Assistants meetings; shall be the custodian of the State Society Charter; shall have his/her signature on file with bank for all accounts of the Society's funds; and shall appoint a Parliamentarian and all standing and special committees.

 

Section 2. Deputy Governor

The Deputy Governor shall shall exercise all the functions of the office of Governor during his/her absence or disability,; perform such duties as requested by the Governor and/or Board of Assistants; and succeed to the office of Governor for the unexpired term in the event of a vacancy in that office.

 

Section 3. Secretary

The Secretary shall record the proceedings of all membership and Board of Assistants meetings; shall transmit whatever notices and communications may be required by the order of the membership, the Board of Assistants, or the Governor; maintain the roster of current members in a manner determined by the Board of Assistants; and shall be the custodian of all the State Society books, papers, and properties except those specifically assigned to other officers.

 

Section 4. Treasurer

The Treasurer shall collect and take charge of all funds belonging to the State Society; shall deposit said funds in an appropriate federally insured financial institution in the name of the State Society; shall keep suitable books of account; shall make all necessary disbursements as determined by the Board of Assistants; shall send out dues notices prior to November 1 of each year; shall prepare an interim report for each membership and Board of Assistants meeting; and shall close the Treasurer's books no less than 20 days in advance of the annual meeting in preparation for the annual audit; shall prepare a budget for each year based on receipts of the preceding year and present the same to the Board of Assistants at the Anniversary Meeting each spring; and shall file all reports required by the Federal or State government (such as Federal Form 990).

 

Section 5. Historian

The Historian shall examine the lineage papers for correctness; shall report on and have custody of the State Society's copy of the approved lineage papers; shall have charge of the issuing of worksheets and lineage papers and presenting certificates of membership; shall have custody of all historical documents and papers of the Society; and shall report on his/her duties at every meeting.

 

Section 6. Elder

The Elder shall, when called upon, officiate at any meeting of the membership; express appropriate condolences on behalf of the Society to the family of deceased members; and shall conduct a memorial service at the annual meeting for members who have died during the year. The Elder shall, when possible, be an ordained deacon, elder, minister, or bishop of a Christian Church, or a Rabbi.

 

Section 7. Captain

The Captain shall carry out all orders of the Governor, act as Marshal on all occasions of ceremony, shall display when appropriate the Colors, the Society Standard, and other flags belonging to the Society; and be the custodian of all meeting equipment.

 

Section 8. Surgeon

The Surgeon shall have been duly admitted to the practice of medicine; shall attend all meetings of the Society and Board of Assistants; and be available to perform such duties as may be requested by the Governor and Board of Assistants.

 

Section 9. Counselor

The Counselor shall be an Attorney at Law. He/she shall render legal aid and opinions upon matters pertaining to the State Society when requested to do so by the Governor or by the Board of Assistants.

 

Section 10. Parliamentarian

The Parliamentarian shall perform the duties as specified in the current edition of Robert's Rules of Order Newly Revised and shall attend all membership and Board of Assistants meetings.

Section 11. Assistants

The members of the Board of Assistants shall attend all meetings of the Society and Board of Assistants, give advice and render such services as they are qualified and willing to perform, and be available to take charge of and/or be a member of a committee if so requested by the Governor and approved by the Board of Assistants.

ARTICLE II: DUTIES OF THE BOARD OF ASSISTANTS

Since Society officers and board members are not professional investment portfolio managers, it is the policy of the Society  to liquidate contributions of stocks, bonds, and other non-cash assets upon receipt. This policy should be communicated to a potential donor to ensure that the donor will not be surprised or offended upon liquidation of the donation.

ARTICLE III: DUTIES OF THE COMMITTEES

Section 1. The Standing Committees and their duties shall be as follows:

 

a) The Arrangements Committee shall provide for meeting places and refreshments for all Society meetings and also for suitable decoration. This committee shall also advise and assist the Governor in providing suitable entertainment for the meeting.

b) The Auditing Committee shall examine the Treasurers books immediately prior to the Annual Meeting and shall submit a report at that meeting. It shall make audits at such other times as the Board of Assistants may direct.

c) The Nominating Committee shall name the candidates for the officers to be filled at the Annual Meetings of the Society.

Section 2. The special Committees shall receive and act upon all matters assigned to them.

Section 3. Matters requiring immediate committee action may be voted upon by electronic Mal, fax, mail, phone, or internet virtual meeting when the committee chairman deems it necessary. Each member of the committee shall be notified.

ARTICLE IV: DUES AND FEES

Section 1. Initiation Fee for Regular Members: The non-refundable initiation fee for those seeking admission as a Regular Member shall be the total of the $25 State Society entrance fee plus the amount of the General Society entrance fee.

Section 2. Initiation Fee for Junior Members: The non-refundable initiation fee for those seeking admission as a Junior Member shall be $6.

Section 3. Initiation Fee for Junior Members: The non-refundable initiation fee for an Oklahoma Junior Member seeking admission as a Regular Member shall be the then General Society fee.

Section 4. Annual Dues: The dues for a Regular Member shall be the total of $20 for State Society dues plus the amount of the then current General Society dues. No annual dues shall be required of an Oklahoma Junior Member.

Section 5. Transfer Fee: There shall be no transfer fee. There may be a charge at clerical cost for providing lineage papers and documentation as determined by the Historian.

Section 6. Supplemental Lineage Papers: The fee for supplemental lineage papers shall be $150 payable in advance to the Historian.

Section 7. Life Member Dues: Regular Life Member and Junior Life Member annual dues were paid in advance at the time of their admission to membership.

ARTICLE V: DONATIONS

Since Society officers and board members are not professional investment portfolio managers, it is the policy of the Society  to liquidate contributions of stocks, bonds, and other non-cash assets upon receipt. This policy should be communicated to a potential donor to ensure that the donor will not be surprised or offended upon liquidation of the donation.

ARTICLE VI: AMENDMENTS

 

These bylaws, which shall not be in any respect inconsistent with the Bylaws of the General Society, may be amended may be amended by a two-thirds vote of the members present at any Society meeting; provided that a notice of the proposed amendment shall have been published in the appropriate edition of the Oklahoma Society's Mayflower Messenger, which shall be mailed to all members a minimum of 20 days in advance of the meeting.