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PCFA Bylaws

 
The Pierre Chastain Family Association (PCFA) was established to document, compile and preserve information about descendants of the Huguenot immigrant Pierre Chastain, born 1659. Information will be shared in order to assist and educate family members researching the family.
 
Article I, Meetings
The Pierre Chastain Family Association shall conduct an Executive Board Meeting and a General Membership Meeting and such other meetings as may be approved by the Executive Board. These meetings shall be conducted according to the Robert's Rules of Order currently in effect at the time the meetings are held.
 
The Annual Meeting shall be held at a time and place determined by a vote of the majority of the Executive Board present at the preceding year’s Annual Meeting.
 
The Agenda of the Executive Board meeting to be held during the annual reunion shall be prepared by the President of the Pierre Chastain Family Association and shall include any necessary election of officers and presentation of business matters, supplemented by such other general activities as may be desired by the Executive Board.  The tentative agenda for the Executive board meeting will be posted in a prominent place at the start of the General Membership Meeting and may be updated until the start of the Executive Board meeting.
 
A quorum shall be defined as at least 50 percent of the elected and appointed officers.  Emeritus Members are not a part of the determination of a Quorum.
 
Board Members who are unable to attend the reunion in person but wish to participate in the Board meeting should make arrangements in advance with another Board Member to join via phone or other media connection.
 
In the event that a quorum cannot be established at the annual Board Meeting, voting will be postponed. Discussion of any proposed action may be held later either via telephone conference call or e-mail exchanges where votes may be taken when appropriate. Other issues may also be discussed and voted on during the year via telephone conference call or e-mail exchange, if necessary.  At least 50 percent of the board members are required to vote in order for the vote to be valid.
 
Article II, Officers
The election and appointment of officers shall be held during even-numbered years at the annual meeting. The elected officers of the Pierre Chastain Family Association shall consist of President, Vice President, Membership Secretary, Recording Secretary and Treasurer. The terms of office shall begin at the close of the general membership meeting in which the officers are elected and shall cover a period of two years. All officers are eligible for re-election; however, the President is limited to three consecutive terms.  The office of president can only be filled by an elected member of the PCFA who has been an active member for at least three years and has served either as a member of the board or participated in PCFA committees.  If a reunion is cancelled, a general family meeting cannot be held. If the PCFA family cannot vote to approve new officers, the new Board Members approved by the Board shall serve in a temporary capacity until the next annual meeting when they can be voted on during the general family meeting.  Failure to hold an annual meeting or any election of officers shall not disorganize the Pierre Chastain Family Association.
 
Upon resignation or due to the loss or absence of an officer limiting the ability to conduct the Association business, that officer position will be filled by vote of the Executive Board until an election can be held at the next annual meeting.
 
The appointed officers of the Pierre Chastain Family Association shall consist of:  Genealogist, Historian, Editor of The Chestnut Tree, Publicity Chairperson, Internet Coordinator, and Librarian.  These officers are appointed and approved by a majority vote of the Executive Board and shall serve on an indefinite term basis at the will of the Executive Board.
 
All officers, whether elected or appointed, must maintain membership in the PCFA. All of the elected and appointed officers named above shall constitute the Executive Board.
 
ARTICLE III, EXECUTIVE BOARD
The Executive Board may set up committees and make special assignments as necessary in administering the programs of the Pierre Chastain Family Association. Committee appointments may include, but need not be limited to Nominating Committee, Membership Committee, Reunion Committee, Internet Committee, Publicity Committee and Bylaws Committee. Committee appointments and special assignments shall be temporary or permanent, but such appointments and assignments shall be considered as fulfilled when new elections of officers are held.
 
The Executive Board shall be empowered to make contracts and conduct other business necessary to the aims of the Pierre Chastain Family.  These contracts will be binding upon the entire association.
 
ARTICLE IV, AMENDMENTS
 
The Bylaws committee may propose amendments to the Bylaws. The proposed amendments should be reviewed and voted on by the Executive Board members. If approved, the amended version of the Bylaws shall be shared with members of the Pierre Chastain Family Association for comment and final approval.
 
ARTICLE V, DUTIES
Section 1. Executive Board.   It shall be the duty of the Executive Board to represent the Pierre Chastain Family Association during the interval between Annual Meetings; to determine the order of business and approve the program for the Annual Meeting; to fill official vacancies until the next Annual Meeting; to appoint a nominating committee for officers at least 30 days in advance of a given election; to establish policies and procedures as outlined in the PCFA Standing Rules; and to perform such other work as may be delegated to the Executive Board of the Pierre Chastain Family Association.
 
All matters brought before the Executive Board as authorized in the Bylaws of the Pierre Chastain Family Association shall be determined by a majority vote of the members of the Executive Board, and in the case of a tie vote, the presiding officer shall have the deciding vote.  The status quo will be followed if the chair has already voted and there is a tie. In order for a vote to pass, more than 50 percent of the votes must be in favor of the motion. If there is a tie, then this requirement is not met and the vote cannot pass. For example, if the board consists of eight people including the chair, with four votes in favor and four against, the tie remains and the motion cannot pass.
 
Section 2. President.  It shall be the duty of the President to preside at all meetings of the Pierre Chastain Family Association, to preside at all meetings of the Executive Board, and to exercise general supervision over the Pierre Chastain Family Association. It shall be the duty of the President to call special meetings of the Executive Board as necessary for the purpose of carrying on the work of the Pierre Chastain Family Association during the period between Annual Meetings.
 
The president shall be an Ex Officio member of all committees.
 
The President shall provide guidance or advice when requested by other officers or members of the Pierre Chastain Family Association.
 
The President shall submit a report of all official acts of the Executive Board to the Pierre Chastain Family Association at the Annual Meeting, together with any other information and recommendations he/she may deem important. The President will accomplish, or delegate to another officer, the necessary I.R.S. E-Filing during the first quarter of each fiscal year.
 
Section 3. Vice President.  It shall be the duty of the Vice President to carry out the policies of the Pierre Chastain Family Association by developing and administering specific programs as assigned by the President or Executive Board. The Vice President should serve on all committees as an ex officio member. The Vice President shall also assist the President with other responsibilities as needed.​  It shall be the duty of the Vice President to act on behalf of the President in his/her absence. Upon resignation or demise of the President, the Vice President shall automatically advance to the position of President Pro Tempore until the next regular Annual Meeting of the Pierre Chastain Family Association.
 
Section 4. Membership Secretary.  The Membership Secretary shall keep a complete register of the members of this Association, together with their contact information, along with basic lineage of each.  It shall be the duty of the Membership Secretary to provide membership mailing information as needed by the Editor of The Chestnut Tree.
 
Section 5. Recording Secretary.  It shall be the duty of the Recording Secretary to keep accurate minutes of the proceedings of all meetings of the Pierre Chastain Family Association and of the Executive Board. The Recording Secretary shall submit a copy of the minutes of the Executive Board Meeting to the President before the General Meeting.  He/she shall submit a copy of the minutes of the Executive Board Meeting and the General Meeting to the Editor of The Chestnut Tree following the annual reunion.
 
Section 6. Treasurer.   It shall be the duty of the Treasurer to manage the financial affairs of the Pierre Chastain Family Association.  The Treasurer shall receive and keep an accurate record of all dues, contributions, and other monies received by and on behalf of the Pierre Chastain Family Association. The Treasurer shall deposit all monies received in the name of the Pierre Chastain Family Association in such banks, trust companies or other depositories as shall be approved by the Executive Board. All expenditures and disbursements for and on behalf of the Association shall be through the Treasurer and only on a documented order of the President, or in his/her absence the Vice President.  If desired by the Executive Board, the Treasurer shall be bonded at the expense of the Association.
 
Section 7. Genealogist.  It shall be the duty of the genealogist to supervise and direct the compilation of complete and accurate genealogical records of the ancestors and descendants of Pierre Chastain.
 
Section 8. Historian.  It shall be the duty of the Historian to supervise and direct the compilation and writing of the biographical records, family histories, and personal stories pertaining to both the ancestors and descendants of Pierre Chastain and collateral lines.
 
Section 9. Librarian.  It shall be the duty of the Librarian to maintain copies of all publications, books, The Chestnut Tree, and etc. for the Pierre Chastain Family Association.  The Librarian is responsible for storing and maintaining all copies of PCFA publications, books and past issues of The Chestnut Tree; as well as maintaining a current inventory.
 
Section 10. Editor of The Chestnut Tree.  The official publication of the Pierre Chastain Family Association shall be identified as The Chestnut Tree. It shall be the duty of the Editor to present worthwhile association and genealogical news to the membership through the publication. The Editor of The Chestnut Tree shall coordinate with the Membership Secretary to enable a timely distribution of The Chestnut Tree.  It is the responsibility of the Editor to work with a printer or publisher to coordinate timely distribution and mailing of The Chestnut Tree.
 
Section 11. Publicity Chairperson.  It shall be the duty of the Publicity Chairperson to maintain a contact list with mailing and/or email addresses for Historical and Genealogical Societies, libraries, and media contacts; also to utilize other forms of communication to publicize the Pierre Chastain Family Association’s activities and notices of annual reunions.
 
Section 12. Internet Coordinator.  It shall be the duty of the Internet Coordinator to supervise maintenance, operation, and content management of the PCFA web site, the PCFA Facebook group, and any other Internet outlets the association may use to communicate with others.  The Internet Coordinator can be administrator of any or none of these.
 
Section 13. Nominating Committee.  The Executive Board shall appoint a Nominating Committee of no less than three (3) members, thirty days (30) in advance of a given election, which Committee will screen qualifications of members for holding offices in the association. The Chairperson of the Nominating Committee will present the names to the members at the Annual Meeting for the purpose of nominations and subsequent election or re-election by the members of the association present at the Annual Meeting.
 
ARTICLE VI, MISCELLANEOUS
Section 1. Written Reports. It shall be the duty of all elected and appointed Board Members to annually prepare a written report of all activities they have done on behalf of the PCFA.  The written reports should be submitted to the President thirty (30) days prior to the Annual Meeting.  The President will then distribute copies of these reports to Board Members at the Annual Meeting.
 
Section 2. Annual Dues.  The annual dues per member of the Pierre Chastain Family Association shall be as determined by the Executive Board. Additional contributions may be requested according to the financial needs of the Pierre Chastain Family Association in administering its programs. Dues shall be payable annually on a calendar year basis. The lifetime membership, available to members of the Pierre Chastain Family Association, is a family membership and will continue for the lifetime of the spouse after the death of the descendant member.
 
Section 3. Monetary Remunerations.  All officers and members of committees, whether elected or appointed, shall perform the duties and/or assignments without receiving any monetary remuneration whatsoever, except the association shall be authorized and empowered to repay monies actually expended for and in behalf of the Pierre Chastain Family Association. The Executive Board is also authorized to make payments and distributions which are in furtherance of the objectives of the Pierre Chastain Family Association set forth in Article II thereof. The Executive Board may accept on behalf of the Pierre Chastain Family Association any contribution, gift bequest or device for the general purposes or for any special purposes of the association.
 
Section 4. Rules of Committees.  The Executive Board and each committee may adopt rules for its own government not inconsistent with the Bylaws of the Pierre Chastain Family Association
 
Section 5. Propaganda.  The Pierre Chastain Family Association shall not promote any political candidate or engage in any political activity or carry on any other activities not permitted to be carried on by an association exempt from Federal Income Tax under Section 501©7 Family association of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law).
 
Section 6. Dissolution.  In the event of the dissolution of the Pierre Chastain Family Association, the Executive Board shall, after paying or making provision for the payment of all of the liabilities of the association, dispose of all the assets of the association exclusively for charitable, educational, religious or scientific purposes as shall at the time qualify as an exempt organization or organizations under Section 501©7 Family association of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law) as the Executive Board may determine. Any such assets not so disposed of shall be disposed of by the Court of Common Pleas of the County in which the principal office of the Pierre Chastain Family Association is located, exclusively for such purposes or to such organization or organizations, as said Court shall determine which are organized and operated exclusively for such purposes.
 
Section 7. Fiscal Year.  The fiscal year of the Pierre Chastain Family Association shall begin on the first day of January and end on the last day of the following December each year.
 
Section 8. Annual Executive Board Meetings.  Any member of the Chastain Family Association may attend the Annual   Executive Board meeting; however, that person may not monopolize or interfere with the business of the Executive Board nor is that person allowed to vote on issues presented by the Executive Board. Comments, if important to the business being discussed, will be allowed at the discretion of the President or presiding official. (See Section 9. Agenda below.)
 
Section 9. Agenda. Any member wishing to discuss a matter at the Executive Board meeting will be required to furnish that information in writing to the PCFA President at least 14 days prior to the Executive Board meeting at the annual reunion so the President can consider allowing time during the agenda.
 
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