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Pope County Historical Association Constitution
 

Article I - Name

 

The name of the organization shall be the Pope County Historical Association (PCHA).

 

 

Article II - Purpose

 

The Association was established in October 1948 as the Arkansas Valley Historical Society and was renamed in December 1966 the Pope County Historical Association.   The purpose of the organization is to preserve and promote the history of Pope County and surrounding areas.

 

Article III - Members

 

Membership is open to anyone anywhere who is interested in supporting the Constitution and Bylaws or wanting to stay abreast of the historical happenings in Pope County, Arkansas.

 

Article IV - Officers

 

Officers are elected on an annual basis and shall consist of the President, Vice-President, Treasurer, Recording Secretary, and Historian.  The officers shall make up the executive committee.

 

Article V - Meetings

 

The association shall hold ten regular monthly meetings per calendar year at a time and place set by the membership.

Article VI - Amendment of the Constitution

Amendments to this Constitution may be made as determined necessary.  Amendments may be proposed by the membership at a regular scheduled meeting.   All members will be notified of the proposed amendments, and a vote will take place at the next scheduled business meeting.  Amendments will be approved with a two-thirds majority vote of the members present.  

 

Pope County Historical Association ByLaws

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Bylaw I - Membership

 

Membership will consist of these categories:

  • Single membership (entitles one vote). Dues-$25 annually.

  • Family membership (entitles two votes). Dues-$40 annually.

  • Student membership (entitles one vote). Dues-$15 annually.

  • Sustaining membership (entitles one vote, special recognition). Dues-$100 annually.

  • Business/Sponsorship membership (no voting rights, but special recognition). Dues-$200 annually.

  • Single lifetime membership (entitles one vote). Lifetime membership is no longer available, but previous lifetime members are grandfathered in.

 

The membership/fiscal year runs January 1st through December 31st. Dues are payable at the beginning of the fiscal year, and a 90-day grace period will be afforded all. Dues are set and changes made by a vote of the members at a regular meeting. There shall be no prorated membership dues.

 

A member in good standing is a paid member and afforded voting rights.

 

Bylaw II - Meetings

 

Meetings will be held on the first Tuesday of each month at 6:30 p.m. except in December and January. After Association business is conducted, scheduled presentations may follow. 

 

Reminders will be sent each month for regularly scheduled meetings.  Any changes to place or time will be as widely publicized as possible.

 

Bylaw III – Officers

 

Officers are elected for a one-year term, and may run for re-election.  Elections are held in November and officers assume duties on January 1st.  Any member in good standing is eligible to hold office. 

 

Officers:

  • President

    • The President shall preside over all meetings. Roberts Rules of Order may be used as a guide in conducting meetings.

    • Appoint committees and act as ex-officio member of all committees.

    • Appoint ad-hoc committees as needed.

    • Prepare the meeting agenda and notify members of said meeting.

    • Call executive committee meetings as needed.

    • General supervision and direction over activities of the Association.

    • Perform any other duties pertaining to this office in the interest of the Association.

  • Vice President/Program Chair

    • The Vice President will assume the duties of president if the latter is absent.

    • Chair the program committee, arranging for speakers, and introducing them at meetings. Works with the Membership/Outreach committee to publicize the meetings.

    • Perform any other duties pertaining to this office in the interest of the Association.

  • Treasurer

    • The Treasurer shall be responsible for the collection of dues, and for receipt and deposit of financial contributions and income into accounts at such banks and financial institutions as the executive committee shall direct.

    • Keep accurate records of monies received and expended and shall make a financial report at each board meeting and provide a copy to the secretary.

    • Be responsible to make readily available the Association's financial records for a review/audit as requested by the executive committee.

    • Work with the Publishing Committee to distribute Association publications and collect any associated fees.

    • Maintain an accurate record of paid members.

    • Perform any other duties pertaining to this office in the interest of the Association.

  • Recording Secretary

    • The Recording Secretary shall be responsible for keeping accurate minutes of meetings of the Association and providing those minutes to the executive committee for review before the next meeting. 

    • Perform any other duties pertaining to this office in the interest of the Association.

  • Historian

    • The Historian shall collect records, documents, papers and other historical property in both digital and hard copy forms.

    • Make the history available to the membership as requested.

 

Vacancies

Any vacant offices will be appointed by the executive committee to serve the unexpired term within 30 days of the vacancy. 

 

Bylaw IV – Finances

 

At all times three members of the executive committee (including the treasurer) shall be designated as signators on all Association bank accounts. 

 

The treasurer is authorized to write checks to conduct the regular business of the Association.

 

The Executive Committee will have the power to decide on a single and pressing expenditure of up to but not to exceed $100.00.

 

No member may incur a financial obligation on behalf of the Association, except as authorized herein or decided by the motion and voting process during regular meetings.

 

Bylaw V – Committees

 

Committees

  • Executive Committee

    • The Executive Committee shall consist of the elected officers.

    • A meeting of the committee may be called by the current president for any day between meetings as well as immediately before or following a regular meeting.

    • The presence of at least three at an Executive Committee meeting shall constitute a quorum.

    • A report of the meeting shall be made at the next regular meeting of the Association.

  • Membership/Outreach

    • Maintains social media accounts for the Association.

    • Develop ways to promote the Association and increase membership.

  • Publishing

    • Accumulate and/or coordinate all items to be published by the Association. 

    • Digitizes past Association publications and history.

    • Works with the Membership/Outreach Committee to create promotional materials.

    • Assists Treasurer in distribution of publications.

  • Program

    • Chaired by the Vice President.

    • Assist in the recruitment of presenters for Association meetings for the education and interests of the membership.

  • Scholarship

    • Organizes the Pope County Historical Association Historical Essay contest.

  • Nominating

    • Appointed by the President.

    • Chair reports the committee’s recommendations for candidates for the next terms elected officers at the November meeting.

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