Provisions of the Bylaws shall not be in conflict with the Pamlico Arts Council ByLaws.
Article I. Purpose
The name of the organization shall be The Historic Port of Washington Project, a group affiliated with the non-profit Pamlico Arts Council of Washington North Carolina. Its purpose shall be to bring awareness to the public through the use of exhibits, historic walking tours, lectures, and electronic media related to the significance of Washington, NC as a vibrant maritime port and center of culture and commerceyyht+63
Article II. Meetings (Regular, Special, Quorum)
Meetings will be held on Thursday mornings at 10 am every two weeks and at other times as deemed necessary. Meetings may be canceled or rescheduled by a majority vote of all officers present in a quorum at a given meeting.
Time of meeting shall be from 10 am to 11am with a max duration of 12 noon.
In the month of February, the Annual Meeting shall be held in conjunction with the regular business meeting, at which time new officers will be elected and a full and complete Annual Accounting of the financial condition of the project shall be made to the officers and supporters .
Special meetings may be called at any time by the Presiding Officer. Also, any three or more general supporters may request a special meeting, in writing. In all cases, special meetings shall be limited to the stated purpose, which must be communicated in advance.
A quorum of five supporters shall be present at any regular or special meeting in order for business to be conducted.
A majority shall be present at any regular, special, or Annual Meeting before the election of officers or amendments to the Partnership Agreement or Partnership Bylaws can commence. A majority vote of those present is needed to approve amendments to the Partnership Agreement or Bylaws, or to elect officers.
Article III. Officer Positions and Duties
At the annual meeting officers shall be elected by a majority vote of the supporters present, or by appropriate proxy, to the following positions and duties:
Presiding: Sets meeting dates and locations, appoints committees, presides over meetings, sees that the resolutions passed are carried out.
Assistant Presiding: Takes the place of the Presiding officer when he or she is absent.
Recording Secretary Keeps meetings minutes, a record of the actions authorized , and notifies members of meetings, special events and activities.
Financial Officer/Treasurer: Keeps a record of receipts and disbursements and generates financial reports, monitors compliance with local, state and federal regulations.
Museum Operations Committee Chair
Acquisitions Committee Chair
Fund Raising Committee Chair
Grant writing Committee Chair
Public Relations Chair, includes print and electronic media
Nominations for officer positions will take place in January of each year. If absence from the Annual Meeting is unavoidable, appropriate proxies may be submitted before the Annual Meeting to elect nominees to serve in officer positions.
Article IV. Removal of an Officer
If an officer does not fulfill duties required as described in Article III, that officer will be notified in writing of the meeting at which removal from office will be discussed and voted upon. At that meeting, the individual may present statements in an effort to retain the position.
Removal will occur if so voted by majority of the supporters present at the meeting or voting by appropriate proxy.
Article V. Guests
Supporters may invite guests to any meeting.
Article VI. Contributions and donations
Members will make a minimum contribution of $25 annually at the February meeting. Thes may also make optional additional contributions in any increment(s).
Article VII. Volunteer Hours
Each member will contribute at least five hours volunteer service monthly either at an event or routine exhibit space opening and/or perform other committee work to support the Mission and Goals of the organization. Each member is responsible for updating their volunteer hours at the HPOW headquarters.
Article VIII. Liquidation Plan and Exit Strategy. In the event the org becomes insolvent or chooses to close operations:……
Article IX. Non Profit Status
The organization will initially operate under the nonprofit umbrella of the Pamlico Arts council located at 150 Main Street, Washington NC 27889. All donations will be make to Pamlico Arts Council. It is informally assumed that the organization will apply for its own nonprofit corporation status as a 501C3 entity within five years of opening its doors to the public.
Article X. Financial Records
The financial records shall be a complete set of accounts, consisting of assets, liabilities, with a separate donor and collections inventory. The income profit/loss statement will use appropriate revenue and expense accounts using the double-entry accounting system.
Article XI. Annual Accounting
Each calendar year, a full and complete account of the condition of the non profit org shall be made to officers and the general membership The annual accounting shall take place at the Annual Meeting for the preceding year.
All financial transactions shall be reviewed quarterly and/or semi-annually by an informal Audit Committee.
Article XII. Bank Account
The organization may select a bank for the purpose of opening a bank account for deposits other than charitable donations. Funds in the bank account shall be withdrawn by checks signed by any Officer designated by the group.