By-Laws and Charter
Updated - 07/11/2019
NOTE: ADDITIONAL UPDATES OF THIS
PAGE ARE CURRENTLY UNAVAILABLE
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Auburn Area Historical Society
Charter and Bylaws
(Adopted March 4th, 2008)
ARTICLE I: Origin and Name
Section 1 - ORIGIN: In September, 2007 Auburn celebrated its 150th Anniversary. Even considering the appreciation for and success of this celebration, it had an unforeseen benefit. This event revealed the widespread interest that numerous people expressed in the history and heritage of Auburn and its immediate surroundings. As a result of this revelation, the Auburn Area Historical Society was created.
Section 2 - NAME: The official name of this organization is and will be “The Auburn Area Historical Society”, hereinafter referred to as either “The Auburn Area Historical Society”, “A.A.H.S.” or “the historical society”.
ARTICLE II: MEMBERSHIP TERMS AND CONDITIONS
Section 1 - MEMBERSHIP BENEFITS, PRIVILEGES AND FEE CHART
(EFFECTIVE JANUARY 2008)
Basic Member - Attend any meetings & functions; participate in discussions & make recommendations; submit nominations for officers; present topics or materials; assist with tasks or events; receives copy of monthly A.A.H.S. newsletter. (Free)
Silver Member - All of the above benefits & privileges; plus is eligible to vote on or veto any A.A.H.S. decisions. ($20/yr.)
Gold Member - Lifetime membership including all of the above benefits and privileges. Receives ten personalized A.A.H.S. Business Cards with member’s name & A.A.H.S. position prominently listed. Gold Members are publicly awarded an attractive framed certificate confirming their lifetime A.A.H.S. membership status. ($50/one-time fee)
Section 2 – MEMBERSHIP TERMS:
Sub-section A: Any individual is eligible for Basic Membership at no cost. These individuals need only to display interest in the objectives of the historical society by attendance of one or more A.A.H.S. meetings.
Sub-section B: Any individual is eligible for a Silver Membership by paying an annual fee of $20.00. This non-refundable fee can be paid at any time to any A.A.H.S. officer. This annual membership is non-transferable to any other person through any course of action. The membership begins on the date of payment and ends 365 days later.
Sub-section C: Any individual is eligible for a Gold Membership by paying a single, non-refundable fee of $50.00. This fee can be paid at any time to any A.A.H.S. officer. The membership term is considered a lifetime membership for that specific individual and is non-transferable to any other person through any course of action.
ARTICLE III: ESTABLISHMENT OF OFFICERS AND DUTIES
Section 1 – ESTABLISHMENT OF ORIGINAL OFFICERS: The first meeting of the A.A.H.S. was held on Tuesday, October 16th, 2007 at 7:00 p.m. in the Auburn borough building. The appointment of officers occurred during this meeting. Nominations were accepted from attending members. Once all nominations were received and announced, votes were cast by all members present. The office was awarded to the nominee with the most votes for that particular position.
Section 2 – CRITERIA FOR ELECTED OFFICIALS: Any member is eligible to hold any single office during the course of their term. A member may not hold multiple offices during the same election term. Any member can nominate for office any other member of the historical society unless said nominee is already elected for office during the same term upon which the vote is being cast. A member may also nominate his or her own self for any office as long as said nominee is not already elected for an office during the same term upon which the vote is being cast. No member should be involuntarily compelled to hold office and can decline said nomination if they so choose.
Section 3 – ELECTION OF OFFICERS: Elections will occur during the first scheduled meeting of the calendar year. Effective January, 2009, only members with either a “Silver” or “Gold” Membership status will be eligible to vote for officers. Basic Members are permitted to nominate individuals for office but are excluded from any voting process. In the event of an elected official resigning or otherwise vacating their office, a new election will be conducted for that specific office during the course of the next scheduled meeting, with the newly elected official serving the remainder of the unexpired term.
Section 4 – TERMS OF OFFICE: The original terms will run from the initiation of the A.A.H.S. in October of 2007 until December, 2008. Each subsequent term will run for one year starting in January and ending in December.
Section 5 – LISTING OF THE ORIGINAL ELECTED OFFICIALS:
Sub-section A - Chairperson: Todd L. Graybill (currently vacant)
Sub-section B - Co-Chairperson: Daniel J. Kerschner (currently Bill Sowers)
Sub-section C - Treasurer: Brenda L. Phillips (currently Leigh Ann Witmier)
Sub-section D - Secretary: Donna M. Spotts (currently Cynthia Sowers)
Section 6 – RESPONSIBILITIES OF ELECTED OFFICIALS:
Sub-section A - Chairperson: To preside at all meetings and events; to appoint members to committees; to delegate responsibilities and duties to specific members; to provide leadership and guidance; to actively promote the core values of the A.A.H.S. as outlined in the Mission Statement; to enforce and comply with the society’s bylaws and charter; to help control A.A.H.S. finances and acquisitions; one of three designated members permitted to access, deposit, transfer or withdraw A.A.H.S. funds.
Sub-section B - Co-Chairperson: To assist with the execution of meetings and events; to assume the role and responsibilities of the Chairperson in the event of the absence, incapacity, resignation or removal of said Chairperson; one of three designated members permitted to access, deposit, transfer or withdraw A.A.H.S. funds.
Sub-section C - Treasurer: Responsible for the safekeeping of A.A.H.S. funds; to supervise A.A.H.S. finances; to accurately document any and all financial transactions from both an Accounts Payable and an Accounts Receivable aspect; to record any and all donations or loans of physical property to the A.A.H.S.; to present a verbal summation of the society’s financial activities at each monthly meeting; to submit an annual written report of the financial activity of the society for the prior fiscal year each January; to assist with and oversee the filing of any tax related documents or reports; to assume an active role in any fund-raising events; one of three designated members permitted to access, deposit, transfer or withdraw A.A.H.S. funds.
Sub-section D - Secretary: To accurately record detailed minutes of all A.A.H.S. meetings; to recite the prior meeting minutes to attending members during the course of each monthly A.A.H.S. meeting; to record and transcribe important events; to act as liaison for press releases and other dissemination of information, to submit an annual written summation of the society’s primary activities and events for the prior fiscal year each January; and to maintain custody of the aforementioned records and documents.
Section 7 – REMOVAL OF AN ELECTED OFFICIAL: Any officer who is absent from three consecutive monthly meetings will automatically be considered for removal from office during the course of the third or any subsequent meeting. Additionally, any officer can be considered for removal from office for either gross negligence of their duties or failure to fulfill the expectations of their responsibilities. In order for said officer to be considered for removal from office, any attending member must make a motion to that effect and the motion must be seconded by a different attending member, at which time the nomination to revoke their elected position will be voted upon by all eligible attending members. In order for the revocation of position to occur, a majority vote in favor of revocation must take place with the official in question being permitted to vote if said official is present at the meeting. In the event of a tie vote, the official in question remains in position until their term expires or until a similar nomination resulting in a successful vote for revocation occurs at a subsequent meeting. An official can only be nominated for revocation once per meeting and only one vote for said consideration can be conducted per meeting.
ARTICLE IV: SCHEDULE OF MEETINGS
Section 1 – STANDARD MEETING: The standard for A.A.H.S. monthly meetings will be that said meeting is conducted on the first Tuesday of each month at 7:00 p.m. except on major holidays, at which point the meeting will be scheduled for an alternate date & time.
Section 2 – MEETING LOCATION: The A.A.H.S. meetings will be held in the conference room of the Auburn Borough Building located on Pearson Street of Auburn, Pennsylvania, until said meetings can be relocated to a building or structure to be obtained by the historical society for the purpose of conducting meetings and establishing a museum type of display of Auburn area memorabilia to be featured in said building or structure.
Section 3 – SPECIAL MEETINGS: Special meetings may be convened at the discretion of either the Chairperson or Co-Chairperson. The specifications for these meetings will be communicated to all voting members of the historical society by telephone at least 24 hours prior to the commencement of said meeting.
Section 4 – CANCELLATION OR POSTPONEMENT OF MEETINGS: Either the Chairperson, or the Co-Chairperson in the event of absence of the Chairperson, may cancel or postpone any meeting for any reason to include, but not necessarily be limited to, adverse weather conditions or other safety concerns. Said cancellation or postponement will be communicated by either direct conversation, telephonic communication, e-mail or other electronic communication, or by posting a notice of said cancellation or postponement on the doors of the meeting location prior to the event.
Article VI: Agenda for Standard Meetings
(a) Call to Order
(b) Recording of Attendance
(c) Reading of the Minutes by the Secretary
(d) Financial Report presented by the Treasurer
(e) Recognition of New Members (if any)
(f) Reports on Committees
(g) Address Prior Open Business (if any)
(h) Address New Business (if any)
(i) Confirmation of next scheduled meeting
(j) Historical Presentation (if any)
(k) Adjournment
Article VI: COMMITTEES
Section 1 – LISTING OF COMMITTEES: The Auburn Area Historical Society shall form the following committees:
Sub-Section A – Membership Committee: The Membership Committee will be responsible for recruiting new members and recording membership status.
Sub-Section B – Fund Raising Committee: The Fund Raising Committee will be responsible for all generation of funding with the exception of membership fees. This would include, but not necessarily be limited to, the suggestion, planning, implementation and conclusion of any fund raising activities; the installation of and collection from donation boxes; and the research, application and pursuit of any and all applicable grants.
Sub-Section C – Program Committee: The Program Committee will be responsible for the planning, promoting and presentation of relevant programs at monthly meetings or special events; as well as any outside educational programs presented by the Auburn Area Historical Society to interested groups; and the planning, implementation and transportation arrangements of education trips to sites or institutions of historic or otherwise relevant interest to the A.A.H.S..
Sub-Section D – Historic Sites Committee: The Historic Sites Committee will be responsible for designating, researching and validating Auburn Area Historic Structures or Sites; for the pursuit, installation and maintenance of any Historic Markers for said structures or sites; and for maintenance and upkeep of said structures or sites where feasible.
Sub-Section E – Procurement Committee: The Procurement Committee will be responsible for the acquisition of Auburn Area related historic memorabilia and documents through purchase, donation or temporary loan of said memorabilia and documents for the purpose of publicly displaying these items for the education and enjoyment of others.
Sub-Section F – Preservation and Presentation Committee: The Preservation and Presentation Committee will be responsible for the cataloging, cleaning, repairing, preserving, upkeep and display of Auburn area related historic memorabilia and documents obtained by the Procurement Committee and/or other sources; to seek, obtain and maintain display cases and fixtures for this purpose.
Sub-Section G – Research and Archival Committee: The Research and Archival Committee will be responsible for researching, verifying or disproving, and documenting information relevant to the history and heritage of the Auburn Area; to seek out sources of said information; to research deeds, wills, archives, or other informative document pertaining to the Auburn Area, and to create genealogies of past and/or current residents of the Auburn Area; to photograph any memorabilia, structures or sites relevant to the A.A.H.S. interests..
Sub-Section H – Publications Committee: The Publications Committee will be responsible for compiling, drafting, reviewing, proof-reading, revising and publication of any studies, pamphlets, brochures, newsletters, news articles, cookbooks, magazines, booklets, books or other printed materials generated by or on behalf of the A.A.H.S..
Section 2 – Committee Criteria: Any A.A.H.S. member may voluntarily serve upon one or more committees as they so desire. No member shall be compelled to serve on any committee involuntarily. Other committees may be formed on an as-needed basis.
Article VII: FINANCIAL OVERVIEW
Section 1 - REVENUE: The A.A.H.S. has three basic sources of anticipated revenue. The first source of revenue is membership fees. The second source would be donations. The third source would be fund raising activities. All revenues would be applied to the operating expenses of obtaining and maintaining historic memorabilia pertaining to the Auburn area. This would include, but not necessarily be limited to, the expense of utilities, the obtaining of supplies, the acquisition of display cases or fixtures, the purchase of Auburn-related memorabilia, and the eventual purchase and maintenance costs of a structure to use as both a meeting place and museum for the Auburn Area Historical Society. All funds are strictly for A.A.H.S. applications and no monies would be applied to any member’s “wages”, nor would they be distributed to any member for personal use.
Section 2 - MEMBERSHIP FEES: See the Membership Fee Schedule located on page one.
Section 3 - DONATIONS: Another anticipated source of revenue would be donations received from solicitation efforts. The primary examples of said solicitations would be a cash donation box or boxes placed at strategic locations within the Auburn area. The “Auburn area” has been defined by a group vote as being a three mile radius from a relatively central location in Auburn, thus defined as the center of the intersection of Market and Third Streets, Auburn, Pennsylvania. A second collection effort would consist of an annual fund drive where solicitation letters appealing for donations of monetary value be issued to the residents within the Auburn area. This fund drive would occur during the first quarter of the calendar year. A third form of solicitation would involve the distribution of a solicitation letter appealing for donations of either cash, store credit or merchandise from approximately two dozen major retailers within Schuylkill County. This annual program would tentatively be scheduled for February of each year. A fourth source of potential revenue would be from seeking grants pertaining to the interests of the historical society on a sporadic basis.
Section 4 - FUND RAISERS: Fund raisers would be a primary source of income potential utilized by the Auburn Area Historical Society. In an effort to comply with all local, state and federal laws and regulations, no fund raisers will be conducted by the A.A.H.S. that might be construed as a “game of chance”. Examples of fund raisers tentatively planned for the A.A.H.S. include, but are not necessarily limited to, the creation and sale of a cookbook containing recipes submitted by Auburn area residents; the manufacturing and sale of commemorative Christmas ornaments on an annual basis; the manufacturing and sale of digital video discs (DVDs) pertaining to different historic topics of the Auburn area; and possibly a refreshment stand for the sale of food and/or beverages during an annual heritage celebration conducted in Auburn. The monies generated by these fund raisers would first be applied to defray the initial costs pertaining to said fund raiser, with the net profit of these events then being applied to the aforementioned revenue applications as outline previously in this document.
Section 5 - EXPENDITURES: Expenditures of the A.A.H.S. funds would be categorized into two types; the first being minor expenditures (less than $100.00) and the second being major expenditures ($100.00 or greater). Minor expenditures would be at the discretion of any one of the three elected officials authorized access to the A.A.H.S. funds; those said officials being the Chairperson, the Co-Chairperson or the Treasurer. Major expenditures require a majority vote approval of all A.A.H.S. members who are eligible to vote and who are attending any given meeting when any major expenditure is put to vote. The checking account established by the A.A.H.S. requires two of authorized officers’ signatures to issue a check payment from the A.A.H.S. funds. All expenditures must be reported to the society and must be accompanied by expenditure documentation in the form of a receipt, contract, or other form of informational document explaining said expenditure.
Article VIII: MISSION STATEMENT
* To share with and learn from other members any aspect of the Auburn area’s history.
Article IX: GENERAL INFORMATION
Section 1 - EMPLOYMENT IDENTIFICATION NUMBER (EIN): 36-4625549
Section 2 - MAILING ADDRESS:
Auburn Area Historical Society (or) A.A.H.S.
P.O. Box 114
Auburn, PA 17922
Article X: AMENDMENTS TO BYLAWS
These bylaws may be amended with additions, revisions or deletions as the result of a majority vote by eligible attending members during the course of any scheduled meeting. Amendments to the Bylaws may also occur as a result of a majority vote of eligible attending members during the course of any special meeting, provided written notice of the upcoming meeting and vote is publicly posted at both the Auburn Borough Hall and the U.S. Post Office located in Auburn at least one week prior to the special meeting date.
Charter and Bylaws
(Adopted March 4th, 2008)
ARTICLE I: Origin and Name
Section 1 - ORIGIN: In September, 2007 Auburn celebrated its 150th Anniversary. Even considering the appreciation for and success of this celebration, it had an unforeseen benefit. This event revealed the widespread interest that numerous people expressed in the history and heritage of Auburn and its immediate surroundings. As a result of this revelation, the Auburn Area Historical Society was created.
Section 2 - NAME: The official name of this organization is and will be “The Auburn Area Historical Society”, hereinafter referred to as either “The Auburn Area Historical Society”, “A.A.H.S.” or “the historical society”.
ARTICLE II: MEMBERSHIP TERMS AND CONDITIONS
Section 1 - MEMBERSHIP BENEFITS, PRIVILEGES AND FEE CHART
(EFFECTIVE JANUARY 2008)
Basic Member - Attend any meetings & functions; participate in discussions & make recommendations; submit nominations for officers; present topics or materials; assist with tasks or events; receives copy of monthly A.A.H.S. newsletter. (Free)
Silver Member - All of the above benefits & privileges; plus is eligible to vote on or veto any A.A.H.S. decisions. ($20/yr.)
Gold Member - Lifetime membership including all of the above benefits and privileges. Receives ten personalized A.A.H.S. Business Cards with member’s name & A.A.H.S. position prominently listed. Gold Members are publicly awarded an attractive framed certificate confirming their lifetime A.A.H.S. membership status. ($50/one-time fee)
Section 2 – MEMBERSHIP TERMS:
Sub-section A: Any individual is eligible for Basic Membership at no cost. These individuals need only to display interest in the objectives of the historical society by attendance of one or more A.A.H.S. meetings.
Sub-section B: Any individual is eligible for a Silver Membership by paying an annual fee of $20.00. This non-refundable fee can be paid at any time to any A.A.H.S. officer. This annual membership is non-transferable to any other person through any course of action. The membership begins on the date of payment and ends 365 days later.
Sub-section C: Any individual is eligible for a Gold Membership by paying a single, non-refundable fee of $50.00. This fee can be paid at any time to any A.A.H.S. officer. The membership term is considered a lifetime membership for that specific individual and is non-transferable to any other person through any course of action.
ARTICLE III: ESTABLISHMENT OF OFFICERS AND DUTIES
Section 1 – ESTABLISHMENT OF ORIGINAL OFFICERS: The first meeting of the A.A.H.S. was held on Tuesday, October 16th, 2007 at 7:00 p.m. in the Auburn borough building. The appointment of officers occurred during this meeting. Nominations were accepted from attending members. Once all nominations were received and announced, votes were cast by all members present. The office was awarded to the nominee with the most votes for that particular position.
Section 2 – CRITERIA FOR ELECTED OFFICIALS: Any member is eligible to hold any single office during the course of their term. A member may not hold multiple offices during the same election term. Any member can nominate for office any other member of the historical society unless said nominee is already elected for office during the same term upon which the vote is being cast. A member may also nominate his or her own self for any office as long as said nominee is not already elected for an office during the same term upon which the vote is being cast. No member should be involuntarily compelled to hold office and can decline said nomination if they so choose.
Section 3 – ELECTION OF OFFICERS: Elections will occur during the first scheduled meeting of the calendar year. Effective January, 2009, only members with either a “Silver” or “Gold” Membership status will be eligible to vote for officers. Basic Members are permitted to nominate individuals for office but are excluded from any voting process. In the event of an elected official resigning or otherwise vacating their office, a new election will be conducted for that specific office during the course of the next scheduled meeting, with the newly elected official serving the remainder of the unexpired term.
Section 4 – TERMS OF OFFICE: The original terms will run from the initiation of the A.A.H.S. in October of 2007 until December, 2008. Each subsequent term will run for one year starting in January and ending in December.
Section 5 – LISTING OF THE ORIGINAL ELECTED OFFICIALS:
Sub-section A - Chairperson: Todd L. Graybill (currently vacant)
Sub-section B - Co-Chairperson: Daniel J. Kerschner (currently Bill Sowers)
Sub-section C - Treasurer: Brenda L. Phillips (currently Leigh Ann Witmier)
Sub-section D - Secretary: Donna M. Spotts (currently Cynthia Sowers)
Section 6 – RESPONSIBILITIES OF ELECTED OFFICIALS:
Sub-section A - Chairperson: To preside at all meetings and events; to appoint members to committees; to delegate responsibilities and duties to specific members; to provide leadership and guidance; to actively promote the core values of the A.A.H.S. as outlined in the Mission Statement; to enforce and comply with the society’s bylaws and charter; to help control A.A.H.S. finances and acquisitions; one of three designated members permitted to access, deposit, transfer or withdraw A.A.H.S. funds.
Sub-section B - Co-Chairperson: To assist with the execution of meetings and events; to assume the role and responsibilities of the Chairperson in the event of the absence, incapacity, resignation or removal of said Chairperson; one of three designated members permitted to access, deposit, transfer or withdraw A.A.H.S. funds.
Sub-section C - Treasurer: Responsible for the safekeeping of A.A.H.S. funds; to supervise A.A.H.S. finances; to accurately document any and all financial transactions from both an Accounts Payable and an Accounts Receivable aspect; to record any and all donations or loans of physical property to the A.A.H.S.; to present a verbal summation of the society’s financial activities at each monthly meeting; to submit an annual written report of the financial activity of the society for the prior fiscal year each January; to assist with and oversee the filing of any tax related documents or reports; to assume an active role in any fund-raising events; one of three designated members permitted to access, deposit, transfer or withdraw A.A.H.S. funds.
Sub-section D - Secretary: To accurately record detailed minutes of all A.A.H.S. meetings; to recite the prior meeting minutes to attending members during the course of each monthly A.A.H.S. meeting; to record and transcribe important events; to act as liaison for press releases and other dissemination of information, to submit an annual written summation of the society’s primary activities and events for the prior fiscal year each January; and to maintain custody of the aforementioned records and documents.
Section 7 – REMOVAL OF AN ELECTED OFFICIAL: Any officer who is absent from three consecutive monthly meetings will automatically be considered for removal from office during the course of the third or any subsequent meeting. Additionally, any officer can be considered for removal from office for either gross negligence of their duties or failure to fulfill the expectations of their responsibilities. In order for said officer to be considered for removal from office, any attending member must make a motion to that effect and the motion must be seconded by a different attending member, at which time the nomination to revoke their elected position will be voted upon by all eligible attending members. In order for the revocation of position to occur, a majority vote in favor of revocation must take place with the official in question being permitted to vote if said official is present at the meeting. In the event of a tie vote, the official in question remains in position until their term expires or until a similar nomination resulting in a successful vote for revocation occurs at a subsequent meeting. An official can only be nominated for revocation once per meeting and only one vote for said consideration can be conducted per meeting.
ARTICLE IV: SCHEDULE OF MEETINGS
Section 1 – STANDARD MEETING: The standard for A.A.H.S. monthly meetings will be that said meeting is conducted on the first Tuesday of each month at 7:00 p.m. except on major holidays, at which point the meeting will be scheduled for an alternate date & time.
Section 2 – MEETING LOCATION: The A.A.H.S. meetings will be held in the conference room of the Auburn Borough Building located on Pearson Street of Auburn, Pennsylvania, until said meetings can be relocated to a building or structure to be obtained by the historical society for the purpose of conducting meetings and establishing a museum type of display of Auburn area memorabilia to be featured in said building or structure.
Section 3 – SPECIAL MEETINGS: Special meetings may be convened at the discretion of either the Chairperson or Co-Chairperson. The specifications for these meetings will be communicated to all voting members of the historical society by telephone at least 24 hours prior to the commencement of said meeting.
Section 4 – CANCELLATION OR POSTPONEMENT OF MEETINGS: Either the Chairperson, or the Co-Chairperson in the event of absence of the Chairperson, may cancel or postpone any meeting for any reason to include, but not necessarily be limited to, adverse weather conditions or other safety concerns. Said cancellation or postponement will be communicated by either direct conversation, telephonic communication, e-mail or other electronic communication, or by posting a notice of said cancellation or postponement on the doors of the meeting location prior to the event.
Article VI: Agenda for Standard Meetings
(a) Call to Order
(b) Recording of Attendance
(c) Reading of the Minutes by the Secretary
(d) Financial Report presented by the Treasurer
(e) Recognition of New Members (if any)
(f) Reports on Committees
(g) Address Prior Open Business (if any)
(h) Address New Business (if any)
(i) Confirmation of next scheduled meeting
(j) Historical Presentation (if any)
(k) Adjournment
Article VI: COMMITTEES
Section 1 – LISTING OF COMMITTEES: The Auburn Area Historical Society shall form the following committees:
Sub-Section A – Membership Committee: The Membership Committee will be responsible for recruiting new members and recording membership status.
Sub-Section B – Fund Raising Committee: The Fund Raising Committee will be responsible for all generation of funding with the exception of membership fees. This would include, but not necessarily be limited to, the suggestion, planning, implementation and conclusion of any fund raising activities; the installation of and collection from donation boxes; and the research, application and pursuit of any and all applicable grants.
Sub-Section C – Program Committee: The Program Committee will be responsible for the planning, promoting and presentation of relevant programs at monthly meetings or special events; as well as any outside educational programs presented by the Auburn Area Historical Society to interested groups; and the planning, implementation and transportation arrangements of education trips to sites or institutions of historic or otherwise relevant interest to the A.A.H.S..
Sub-Section D – Historic Sites Committee: The Historic Sites Committee will be responsible for designating, researching and validating Auburn Area Historic Structures or Sites; for the pursuit, installation and maintenance of any Historic Markers for said structures or sites; and for maintenance and upkeep of said structures or sites where feasible.
Sub-Section E – Procurement Committee: The Procurement Committee will be responsible for the acquisition of Auburn Area related historic memorabilia and documents through purchase, donation or temporary loan of said memorabilia and documents for the purpose of publicly displaying these items for the education and enjoyment of others.
Sub-Section F – Preservation and Presentation Committee: The Preservation and Presentation Committee will be responsible for the cataloging, cleaning, repairing, preserving, upkeep and display of Auburn area related historic memorabilia and documents obtained by the Procurement Committee and/or other sources; to seek, obtain and maintain display cases and fixtures for this purpose.
Sub-Section G – Research and Archival Committee: The Research and Archival Committee will be responsible for researching, verifying or disproving, and documenting information relevant to the history and heritage of the Auburn Area; to seek out sources of said information; to research deeds, wills, archives, or other informative document pertaining to the Auburn Area, and to create genealogies of past and/or current residents of the Auburn Area; to photograph any memorabilia, structures or sites relevant to the A.A.H.S. interests..
Sub-Section H – Publications Committee: The Publications Committee will be responsible for compiling, drafting, reviewing, proof-reading, revising and publication of any studies, pamphlets, brochures, newsletters, news articles, cookbooks, magazines, booklets, books or other printed materials generated by or on behalf of the A.A.H.S..
Section 2 – Committee Criteria: Any A.A.H.S. member may voluntarily serve upon one or more committees as they so desire. No member shall be compelled to serve on any committee involuntarily. Other committees may be formed on an as-needed basis.
Article VII: FINANCIAL OVERVIEW
Section 1 - REVENUE: The A.A.H.S. has three basic sources of anticipated revenue. The first source of revenue is membership fees. The second source would be donations. The third source would be fund raising activities. All revenues would be applied to the operating expenses of obtaining and maintaining historic memorabilia pertaining to the Auburn area. This would include, but not necessarily be limited to, the expense of utilities, the obtaining of supplies, the acquisition of display cases or fixtures, the purchase of Auburn-related memorabilia, and the eventual purchase and maintenance costs of a structure to use as both a meeting place and museum for the Auburn Area Historical Society. All funds are strictly for A.A.H.S. applications and no monies would be applied to any member’s “wages”, nor would they be distributed to any member for personal use.
Section 2 - MEMBERSHIP FEES: See the Membership Fee Schedule located on page one.
Section 3 - DONATIONS: Another anticipated source of revenue would be donations received from solicitation efforts. The primary examples of said solicitations would be a cash donation box or boxes placed at strategic locations within the Auburn area. The “Auburn area” has been defined by a group vote as being a three mile radius from a relatively central location in Auburn, thus defined as the center of the intersection of Market and Third Streets, Auburn, Pennsylvania. A second collection effort would consist of an annual fund drive where solicitation letters appealing for donations of monetary value be issued to the residents within the Auburn area. This fund drive would occur during the first quarter of the calendar year. A third form of solicitation would involve the distribution of a solicitation letter appealing for donations of either cash, store credit or merchandise from approximately two dozen major retailers within Schuylkill County. This annual program would tentatively be scheduled for February of each year. A fourth source of potential revenue would be from seeking grants pertaining to the interests of the historical society on a sporadic basis.
Section 4 - FUND RAISERS: Fund raisers would be a primary source of income potential utilized by the Auburn Area Historical Society. In an effort to comply with all local, state and federal laws and regulations, no fund raisers will be conducted by the A.A.H.S. that might be construed as a “game of chance”. Examples of fund raisers tentatively planned for the A.A.H.S. include, but are not necessarily limited to, the creation and sale of a cookbook containing recipes submitted by Auburn area residents; the manufacturing and sale of commemorative Christmas ornaments on an annual basis; the manufacturing and sale of digital video discs (DVDs) pertaining to different historic topics of the Auburn area; and possibly a refreshment stand for the sale of food and/or beverages during an annual heritage celebration conducted in Auburn. The monies generated by these fund raisers would first be applied to defray the initial costs pertaining to said fund raiser, with the net profit of these events then being applied to the aforementioned revenue applications as outline previously in this document.
Section 5 - EXPENDITURES: Expenditures of the A.A.H.S. funds would be categorized into two types; the first being minor expenditures (less than $100.00) and the second being major expenditures ($100.00 or greater). Minor expenditures would be at the discretion of any one of the three elected officials authorized access to the A.A.H.S. funds; those said officials being the Chairperson, the Co-Chairperson or the Treasurer. Major expenditures require a majority vote approval of all A.A.H.S. members who are eligible to vote and who are attending any given meeting when any major expenditure is put to vote. The checking account established by the A.A.H.S. requires two of authorized officers’ signatures to issue a check payment from the A.A.H.S. funds. All expenditures must be reported to the society and must be accompanied by expenditure documentation in the form of a receipt, contract, or other form of informational document explaining said expenditure.
Article VIII: MISSION STATEMENT
* To share with and learn from other members any aspect of the Auburn area’s history.
- To operate a benevolent, non-profit organization dedicated to the preservation of Auburn’s heritage.
- To promote, instill and support an active interest in said heritage in the general population.
- To seek, obtain and preserve historical artifacts and memorabilia pertaining to the Auburn area.
- To secure, display and provide monitored access to said artifacts and memorabilia to the public.
- To solicit, generate or collect funds to be utilized for the acquisition or preservation of said artifacts and memorabilia as well as defray related Auburn Area Historical Society expenses.
- To research, verify and compile historical information of significance relevant to the heritage of Auburn.
- To draft, revise and produce an accurate, comprehensive written and pictorial history of the Auburn area.
- To identify historical buildings and sites within the Auburn area and support the preservation of said buildings or sites.
- To provide to the Schuylkill County Historical Society information and artifacts pertaining to the Auburn area.
Article IX: GENERAL INFORMATION
Section 1 - EMPLOYMENT IDENTIFICATION NUMBER (EIN): 36-4625549
Section 2 - MAILING ADDRESS:
Auburn Area Historical Society (or) A.A.H.S.
P.O. Box 114
Auburn, PA 17922
Article X: AMENDMENTS TO BYLAWS
These bylaws may be amended with additions, revisions or deletions as the result of a majority vote by eligible attending members during the course of any scheduled meeting. Amendments to the Bylaws may also occur as a result of a majority vote of eligible attending members during the course of any special meeting, provided written notice of the upcoming meeting and vote is publicly posted at both the Auburn Borough Hall and the U.S. Post Office located in Auburn at least one week prior to the special meeting date.
Checks & Balances + Transparency = Trust
What is the significance of "Checks & Balances + Transparency = Trust"? In today's society, contributions, donations, endowments and inheritances are becoming less common due to the distrust created by an ever-increasing dishonesty in society. Everything from charities to churches have become discredited due to the actions of a few despicable individuals, abusing funds that were earmarked for higher purposes. While the majority of charities, churches and other organizations remain honest and philanthropic, donors are understandably reluctant to part with their money if there exists even a chance that it might be misapplied.
The Auburn Area Historical Society understands and commends those individuals who exercise prudence in the management of their financial assets. For that very reason, the A.A.H.S. applies to a system of "checks and balances" as well as "transparency" in all aspects of its finances. All of the A.A.H.S. officers are unpaid volunteers so no money is diverted for wages or other forms of compensation. The officers are elected each year during an anonymous ballot vote of all those individuals in attendance during the voting process. The votes are separately tallied by two individuals and then compared to ensure accuracy and fairness. The results are publicly announced immediately after the tally.
The elected Treasurer retains and enters all transactions into the A.A.H.S. check registry. During each monthly meeting, the Treasurer provides and reads to those in attendance a detailed report of all A.A.H.S. financial transactions which have occurred since the prior report to include a starting balance, all debits, all credits and and ending balance for the monthly report. The Treasurer also provides a written copy of the report to each of the other three elected officers. The Chairperson is the recipient of the mailed bank statement for the checking account which he retains. The Chairperson has no access to the checking account while the Treasurer has no access to the bank statements. Any discrepancies in the Treasury balance could be "immediately" detected upon receipt of the bank statement when compared to the Treasury reports. Basically, this proven system of "checks and balances" ensures none of the money can be misapplied without relatively quick detection.
Additionally, no A.A.H.S. check can be issued without signature of TWO A.A.H.S. officers. The officers who are authorized to sign an A.A.H.S. check are the Chairperson, the Co-Chairperson and the Treasurer. Each check is carefully documented for its amount and to whom it was issued, and each check is mentioned in detail during the next financial report.
Three officers are authorized to make "minor" purchases of $100 or less without pre-approval; however, these purchases must be documented with a signed receipt for the exact amount, must have the receipt submitted to the A.A.H.S. for reimbursement and must be included in detail within the next financial report. Those officers are the Chairperson, the Co-Chairperson and the Treasurer.
Major purchases of more than $100 require pre-approval by majority vote of those individuals in attendance during the meeting at which the proposal is made. If the vote is tie, the expenditure cannot be authorized. Only one vote per proposal may be made during any one meeting. If approved, the expenditure must meet the same criteria as that of the smaller purchases. A signed receipt for the exact amount must be submitted, the check must be made payable for the exact amount, and the expenditure must be detailed within the next financial report.
All financial reports are retained and are available for public scrutiny. Any of the four elected officers of the A.A.H.S. are encouraged to discuss A.A.H.S. finances openly and honestly with anyone making an inquiry. The A.A.H.S. prides itself in total transparency of its Bylaws, Elections, Finances and Operation.
The Auburn Area Historical Society understands and commends those individuals who exercise prudence in the management of their financial assets. For that very reason, the A.A.H.S. applies to a system of "checks and balances" as well as "transparency" in all aspects of its finances. All of the A.A.H.S. officers are unpaid volunteers so no money is diverted for wages or other forms of compensation. The officers are elected each year during an anonymous ballot vote of all those individuals in attendance during the voting process. The votes are separately tallied by two individuals and then compared to ensure accuracy and fairness. The results are publicly announced immediately after the tally.
The elected Treasurer retains and enters all transactions into the A.A.H.S. check registry. During each monthly meeting, the Treasurer provides and reads to those in attendance a detailed report of all A.A.H.S. financial transactions which have occurred since the prior report to include a starting balance, all debits, all credits and and ending balance for the monthly report. The Treasurer also provides a written copy of the report to each of the other three elected officers. The Chairperson is the recipient of the mailed bank statement for the checking account which he retains. The Chairperson has no access to the checking account while the Treasurer has no access to the bank statements. Any discrepancies in the Treasury balance could be "immediately" detected upon receipt of the bank statement when compared to the Treasury reports. Basically, this proven system of "checks and balances" ensures none of the money can be misapplied without relatively quick detection.
Additionally, no A.A.H.S. check can be issued without signature of TWO A.A.H.S. officers. The officers who are authorized to sign an A.A.H.S. check are the Chairperson, the Co-Chairperson and the Treasurer. Each check is carefully documented for its amount and to whom it was issued, and each check is mentioned in detail during the next financial report.
Three officers are authorized to make "minor" purchases of $100 or less without pre-approval; however, these purchases must be documented with a signed receipt for the exact amount, must have the receipt submitted to the A.A.H.S. for reimbursement and must be included in detail within the next financial report. Those officers are the Chairperson, the Co-Chairperson and the Treasurer.
Major purchases of more than $100 require pre-approval by majority vote of those individuals in attendance during the meeting at which the proposal is made. If the vote is tie, the expenditure cannot be authorized. Only one vote per proposal may be made during any one meeting. If approved, the expenditure must meet the same criteria as that of the smaller purchases. A signed receipt for the exact amount must be submitted, the check must be made payable for the exact amount, and the expenditure must be detailed within the next financial report.
All financial reports are retained and are available for public scrutiny. Any of the four elected officers of the A.A.H.S. are encouraged to discuss A.A.H.S. finances openly and honestly with anyone making an inquiry. The A.A.H.S. prides itself in total transparency of its Bylaws, Elections, Finances and Operation.