BY LAWS of THE NORFOLK CHAPTER of THE VIRGINIA SOCIETY Sons of the American Revolution
Adopted as amended September 17, 2013 by vote of the members of Norfolk Chapter SAR.
The President shall maintain general supervision over the business and affairs of the chapter; he shall serve as the primary representative of the chapter to the National and Virginia Societies, other organizations, and the public; he shall assure that reports required by the Virginia Society or government agencies are properly submitted; he shall appoint all Committee Chairmen, unless otherwise provided for; and shall be Chairman of the Board of Managers and a member of all appointive committees. He shall preside at all meetings and official activities of the chapter or appoint an appropriate replacement, and he shall have a casting vote.
The Vice President
The Vice President shall preside at meetings in the absence of the President; and shall undertake such other duties as may be prescribed by the President and/or the Board of Managers.
Section 1. The Chancellor shall advise the President, Board of Managers, and General Membership as to the compliance of all chapter activities and proceedings with the chapter Constitution and By Laws.
Section 2. The Chancellor shall preside at meetings in the absence of both the President and the Vice President; and shall undertake such other duties as may be prescribed by the President and/or the Board of Managers.
The Secretary shall scribe and maintain the minutes of the proceedings of meetings of this Chapter and of the Board of Managers. He shall maintain the roster of members, together with their contact information. He shall give all notices to members and others as may be provided by these By Laws. He shall transact the normal correspondence of the Chapter incident to his office; and shall perform such other duties as may be prescribed by the President and/or the Board of Managers. He shall publish and distribute all records of this Chapter not specifically charged to other officers, including the Chapter Constitution and By Laws. He shall provide all new members copies of the current Chapter Constitution and By Laws.
Section 1. The Treasurer shall collect the dues from members and all general funds due this Chapter, and shall duly keep safe, deposit and account for the same. He shall transmit or cause to be transmitted such portions of fees and dues as are due to the Virginia and National Societies to such bodies. He shall make available a financial report at each stated meeting of the Chapter, and an annual report at each Annual Meeting for members in good standing upon request. He shall submit his annual report and accounts to the Financial Review Committee for annual review.
Section 2. The Treasurer shall cause to be sent statements of dues and other monies due the Chapter to members in October. He shall notify in November those delinquent in their dues. By the thirtieth day of November he shall notify the President and Secretary of those delinquent in their dues.
Section 3. The Treasurer shall make such disbursements as may be directed by the Board of Managers or the Chapter; and shall undertake such further duties as the President and/or Board of Managers may prescribe.
The Registrar shall maintain a copy of all submitted applications and supplemental applications for each member of this Chapter to include any genealogical documentation not forwarded to the Registrar of the Virginia Society. He shall assist all applicants in the proper completion of their applications or supplemental applications by providing consultation and advice. He shall investigate the submitted proofs of eligibility of all applicants for members and insure that all applications are properly completed, documented, signed and endorsed before forwarding to the Virginia Society Registrar. He shall report, upon inquiry by the President or Board of Managers, the status of all applications being prepared or submitted. 3
The Historian shall maintain a history of this Chapter.
The Chaplain shall pronounce such invocations, benedictions and other prayers, and shall perform such other religious functions, as may be appropriate.
Section 1. The Board of Managers shall appoint the Financial Review Committee and Nominating Committee Chairman and all members of said committees.
Section 2. The President may appoint a sergeant-at-arms and/or members of a color guard, whose duties will be specified by the Board of Managers. He shall appoint all other committee chairmen to serve until resignation or until their successors are appointed. A vacancy of any committee chairman, unless otherwise stated, may be filled by the President at any time.
Financial Review Committee
Prior to March 1, the Financial Review Committee shall receive from the Treasurer his financial accounts for the preceding year together with his annual report, and shall review the same, and shall report to the Chapter at its next meeting its findings on such review. Such committee shall also undertake such other reviews or investigations of a financial nature as the President may require. Their reports shall be made available to any member of the Chapter in good standing upon request.
Dues and Fees
Section 1. Annual dues of this Chapter, exclusive of dues of the Virginia Society and National Society, shall be established by the Board of Managers at least 60 days prior to the due date. 4
Section 2. Annual dues shall be paid to the Treasurer no later than the thirtieth day of November in each year for the year commencing and preceding January first.
Section 3. When a member is one month delinquent in payment of dues or other charges (January first of the following year), he will be dropped from membership in this Chapter.
Section 4. Upon the payment or settlement of all dues and charges due, the Board of Managers shall have the right to reinstate a member dropped for the non-payment of dues to full membership in this Chapter.
General Parliamentary Rules
The most current revision of Roberts Rules of Order not in conflict with the Constitution or By Laws of this Chapter, nor of the Virginia Society nor of the National Society, shall prevail as the final parliamentary rule at all meetings of this Chapter and its Board of Managers.
Meetings of the Board of Managers
Four members thereof shall constitute a quorum for the transaction of business, provided that reasonable prior notice of a convention of the Board of Managers is given to all its members. The Board of Managers shall meet at the call of the President or of any three members thereof.
Impeachment and Expulsion
Section 1. Any member with just cause for the impeachment of an officer shall bring the matter to a member of the Board of Managers. The Board of Managers shall appoint a committee to investigate the charges, giving the accused ample opportunity to address the Board of Managers. Upon completion of the investigation, should the Board of Managers decide to bring the matter to the general membership, the Chapter shall be notified of the meeting two weeks in advance. At this specially-called meeting, an affirmative vote of two-thirds of the members present at the meeting shall be necessary for the impeachment of the officer.
Section 2. Any member with just cause for the expulsion of a Compatriot of this Chapter shall bring the matter to a member of the Board of Managers. The Board of Managers shall appoint a committee to investigate the charges. The accused Compatriot shall first being given thirty days notice in writing that the Board of Managers will consider his case, and be provided opportunity to defend himself before said Board of Managers. 5
Upon completion of the investigation, should the Board of Managers decide to bring the matter to the general membership, the Chapter shall be notified of the meeting two weeks in advance. At this specially-called meeting, an affirmative vote of two-thirds of the members present at the meeting shall be necessary for the expulsion of a Compatriot.
Section 1. Any member may at any time resign from membership in this Chapter. Resignations shall be submitted to the Secretary; and from the date of the receipt thereof the person giving notice shall cease to be a member of this Chapter, but shall remain liable for all dues, fees and charges due and unpaid by him at the date of such resignation.
Section 2. Members who have resigned or whose names have been dropped from the rolls for non-payment of dues, fees or charges, shall not be eligible for re-admission nor their memberships eligible for reinstatement to this Chapter until all such dues, fees or charges in arrears shall have been settled.
Section 3. Upon reinstatement and re-admission of a former member, he shall not be required to pay an admission fee.
Amendments to this document may be offered may be offered in writing by any member in good standing at any membership meeting of the Chapter. Upon affirmative action by a majority of those present, it shall be referred for review and recommendation to the next Board of Managers meeting. The Board of Managers shall make a recommendation to the membership at its next Chapter meeting. A copy of the recommendation and amendment shall be made available for all members to review at least two weeks prior to the meeting. An affirmative vote of the majority of the members present at the meeting shall be necessary for the adoption of an amendment to this document; and an amendment so adopted shall be effective from the time of its adoption, unless the text of such amendment states otherwise.