CONSTITUTION of the HATCH FAMILY ASSOCIATION
ARTICLE I – NAME
The name of this association is the “Hatch Family Association,” hereafter referred to as the “HFA.”
ARTICLE II – MISSION, PURPOSE AND OBJECTIVES1. Mission Statement
The mission of the Hatch Family Association shall be to collect and preserve Hatch genealogical information and history, to promote communication among members of the Hatch family, and to strengthen Hatch family ties through membership in the Hatch Family Association.
2. Purpose and Objectives
1. The purposes and objectives of this Association shall be:
a. To learn all we can about our Hatch and related ancestors who bravely came to the New World between 1600 and 1900, thereby increasing our respect and esteem for them.
b. Using the best research techniques, to accurately trace our family roots as far back as we can.
c. To find, acquire, restore and preserve original documents, manuscripts, books, heirlooms, and ephemera of interest to Hatch genealogy and history. Documenting Hatch buildings, homes and properties is also of interest to the HFA.
d. To build family teamwork through coordination of research and sharing of results regarding the history of the Hatch family.
e. To increase communication, friendship and respect among all the members of the family, thus lending support to each other in the attainment of our purposes and objectives.
f. To organize family reunions and excursions to help Hatch descendants and their families and friends meet each other, share information, perform research, and encourage pride in our heritage.
g. To share, using such media as the World Wide Web, e-mail communications, DVDs and other communication media, all that we can about our Hatch heritage.
ARTICLE III – MEMBERSHIP
1. WHO MAY JOIN THE HFA – Anyone who is interested in joining HFA may do so, upon payment of their dues. Anyone with HATCH ancestors who immigrated to the New World between 1600 and 1900 is especially encouraged to become a member of the HFA.
2. DUES – Annual membership dues are $15.00 per family. A family is defined as to consist of the person who joins the Association, his or her spouse, and their children up to the age of 18 living with either spouse, or up to age 22, if in college. Lifetime membership dues are $100.00 per family and will continue through the lifetime of the surviving spouse. Dues are to be paid to the Treasurer of the HFA.
3. DUTIES OF MEMBERSHIP - All members are invited and encouraged to contribute toward the purposes and objectives of this organization, in the form of donations of time, information, and/or monetary funds, to whatever level they are able and willing. All donations, in whatever form, to the HFA will be most appreciated..
ARTICLE IV – MEMBERS OF THE BOARD OF DIRECTORS
The Board of Directors shall be the governing body of the HFA, having the final say in all decisions concerning how the HFA will operate as outlined in this document, except for any other procedure outlined herein. Members of the board shall serve on a voluntary basis with no monetary compensation for regular duties of the board.Board members will serve for a term of five years.
A. PRESIDENT – has the responsibility of supervising, encouraging and assisting all other members of the board of directors and all members in furthering the purposes and objectives of the HFA.
B. SECRETARY – has the responsibility of record keeping for the HFA. (S)he will assist the President and other members of the board in furthering the work of the HFA.
C. TREASURER – has the responsibility for accounting for the funds of the HFA.
D. WEBMASTER – a non-voting member of the board, has the responsibility of creating and up grading the architecture and content of the official website of the HFA. This site is currently designated http://www.hatchfamilyassoc.org/
E. FAMILY REPRESENTATIVE MEMBERS OF THE BOARD – as many as are designated by the board representing Hatch immigrants who came to the New World between 1600 and 1900. Each has the responsibility to represent the interests of the other members of the HFA who are descended from their immigrant. The board of directors may assign one Family Representative to represent more than one immigrant. Each representative is encouraged to confer with other members of his or her Hatch line when considering matters for vote.
F. ARCHIVIST – a non-voting member of the board, has the responsibility of the restoration and/or preservation of original documents, manuscripts, heirlooms and ephemera of interest to Hatch genealogy and history.
ARTICLE V – VOTING
A. BOARD OF DIRECTORS – All measures put before the board of directors by the President shall pass with a majority vote of the board.
B. MEMBERSHIP – All measures put before the membership by the President shall pass with a majority vote of those members who vote within two weeks of an e-mail being sent to the membership with the measure and deadline included, provided a quorum is met.
C. PROPOSING MEASURES – Board members and general members may submit suggestions for measures to the President by mail, e-mail, phone, or other communication. The President may forward them for voting at his discretion. If the President does not forward a proposal, a majority of either the Board of Directors or the Membership may override the refusal.
ARTICLE VI – AMENDMENTS TO AND RATIFICATION OF THE CONSTITUTION OF THE HATCH FAMILY ASSOCIATION
- This Constitution will be ratified by a two-thirds majority vote of the members in place at the time of the proposal, after majority approval by the Board of Directors.
- This Constitution may be amended by
- a two-thirds vote of the Board of Directors, followed by
- a two-thirds vote of the Membership
- The votes will be conducted in the manner described in Article V of the Constitution.
ARTICLE VII – DISSOLUTION OF THE HATCH FAMILY ASSOCIATION
- The HFA can be disbanded only by a two-thirds majority vote of the Board of Directors, who will then put the measure before the membership at large, who must then approve the motion by a two-thirds majority of those who voted within a one month time period.
- In the event that the HFA is to be disbanded for whatever reason, the material assets of the Association shall be distributed to related non-profit organizations. Every attempt shall be made to give actual physical Hatch memorabilia to other organizations representing the family lines related to them or to an organization specified by the donor, if any.
- If no other organization is specified or the specified organization doesn’t want the item, the local historical society associated with each line or the New England Historic Genealogical Society would be the recipient of choice. The monetary assets remaining after all debts are paid and the cost of disbanding met shall be distributed as donations to similar Hatch organizations, at the discretion of the Board in office at the time the disbanding occurs.
BY-LAWS of the HATCH FAMILY ASSOCIATION
ARTICLE I – ELECTION OF OFFICERS
- Officers are elected by a majority vote of the membership at each family reunion organized by the HFA and may succeed themselves indefinitely in office. Family Representatives shall be chosen by members of their respective lines during each reunion.
- Replacement for any board member may be appointed by the existing board whenever necessary to fill out a term.
ARTICLE II – DUTIES OF OFFICERS
The powers and duties of President include:
- Fulfilling and causing to be fulfilled the decisions of the board of directors.
- Presiding at all meetings and reunions of the HFA.
- Calling meetings of the board of directors for the purpose of carrying on the work of the HFA. Meetings can be conducted by e-mail, telephone or mail to assembled or separate members of the board if it is not practical to meet together.
- Helping to organize family reunions every fifth year “on the fives” beginning in 2010 A.D. and setting the location, dates, schedule and agenda for such reunions. It is expected that (s)he will delegate duties in relation thereto to the other members of the board and members at large in the form of a reunion committee which shall manage the planning and execution of the reunions. The President may preside over the committee if (s)he desires or may appoint a chairperson to preside in his or her stead.
- Organizing or causing to be organized excursions of interest to members of the HFA. Delegation of duties is expected in this, as well.
- Placing motions before the board of directors related to the work of the HFA, asking for votes and forwarding a record of the results to the Secretary. The President will vote only if a tie needs to be broken. Passing on all motions needing membership vote to the members.
- Directing, supervising, and delegating any fund-raising activities of the HFA.
- Paying bills in the absence of the Treasurer, thus should be a second signature on the checking account.
- Submit an annual report to the membership by way of the HFA website.
The powers and duties of the Secretary include:
- Keeping minutes and attendance of reunions, excursions and board meetings and reporting these to the Webmaster for inclusion on the HFA website.
- Preparing and maintaining an accurate and updated e-mail list and street address list of each member of the HFA for use as the board of directors sees fit.
- Notifying the family representative of new members in their line.
The powers and duties of the Treasurer include:
- Receiving and safekeeping of all monetary contributions to any and all funds of the HFA, maintaining an accurate record of said contributions by name of each contributor, and by specification, if any, of how contributions are to be used.
- Maintaining an accurate record of all membership dues paid and mailing membership cards to all members.
- Keeping accurate records of the dates annual dues were received from each member, and then sending out reminders and requests for membership renewal at least one month before each member’s expiration date.
- Distributing funds of the HFA as authorized by the board of directors, and keeping an accurate record of such distribution.
- Seeking no-cost or lowest cost methods of banking of funds, and the highest rate of interest of any and all savings funds of the HFA, whenever practical.
- Preparing and supplying to the President and board of Directors a financial report of the HFA to include all contributions by name and specification, disbursements, and current amounts, status and rates of interest of all funds and possessions of the HFA on a semi-annual basis, as decided by the board of directors.
The Webmaster is a non-voting member of the board. The powers and duties of the Webmaster include:
- Making the HFA website as interesting, useful, and accurate as possible for the use of anyone interested in Hatch history and genealogy.
- Exhorting all members to conduct research and submit articles, research results, and photographs of Hatch family interest for possible inclusion on the website.
- Editing and making decisions as to the appropriateness of all submitted materials, with the help of the Archivist. Difficult decisions will be submitted to the board of directors for final decision as to inclusion on the website. If the Webmaster happens to have no genealogy expertise to be a judge of such matters (as in the case of a hired specialist), the board may appoint an HFA member to consult on this matter or defer to the Archivist as appropriate.
- Actively pursuing the collection of all information available of interest to the HFA.
The Archivist is a non-voting member of the board. The powers and duties of the Archivist include:
- Having general charge and acting as trustee for all property belonging to the HFA.
- Maintaining an accurate record of contributions of physical items by name of contributor and by specification, if any, of how the contribution should be used. Also noting if there are any specific instructions for dispersal should the HFA be dissolved or the HFA needs to dispose of the item.
- Reviewing submissions to the website for accuracy and genealogical value.
F. FAMILY REPRESENTATIVE MEMBERS OF THE BOARD
- Board members may appoint assistants out of the membership to assist in their duties, and these assistants shall be non-voting members of the board unless they are already members in some other capacity.
- Each member of the board has the responsibility to respond in a timely manner and vote on each proposal that may be put before it by the President. Each member of the board has one vote.
- Each member represents the interests of all HFA members who descend from their particular immigrant ancestor in all matters brought before the board.
ARTICLE III – REMOVAL OF OFFICERS
- Officers may be dismissed by a two-thirds vote of the members at a reunion.
- Officers may also be dismissed by a two-thirds vote of the membership following the voting procedure outlined in Article V of the Constitution.
- In the event that the President is the officer being removed, the Secretary will place the motion before the membership.
ARTICLE IV – REIMBURSEMENT OF EXPENSE
1) The HFA shall reimburse the secretary and treasurer for properly documented expenses necessary for the performance of his or her duties, such as office supplies and postage. The mechanism by which this takes place is negotiable between the board and the secretary in office at the time.
2) Other officers and members of the board of directors may, upon approval by the members at large, be compensated for extraordinary expenses related to the activities of the HFA. Such approval would consist of a majority of votes received by a stated deadline, no less than one week, collected by e-mail, postal mail, or phone.
ARTICLE V – MEMBERSHIP QUORUM
A response by a minimum fifty-one percent of eligible members at the time of the vote, as determined by the treasurer, shall constitute a quorum for voting, unless otherwise specified elsewhere in the Constitution or By-Laws.
ARTICLE VI – RULES OF ORDER AT PHYSICAL MEETINGS
Robert’s Rules of Order shall be followed as to proper Parliamentary procedures at any physical meeting of the Board of Directors or of the Members. It is felt that the e-mail process provides everyone a voice so that Parliamentary procedures are not as critical in the electronic business meetings.
ARTICLE VII – AMENDMENTS TO BY-LAWS
These By-Laws may be amended by
- a majority vote of the Board of Directors, followed by
- a majority vote of the Membership
The vote will be conducted in the manner described in Article V of the Constitution.
ARTICLE VIII – COMMITTEES
From time to time, the Board of Directors may appoint any number of committees to perform needed functions on a short term or long term basis. Each committee will consist of a chairperson and a number of members, selected from Board members as well as members at large, deemed necessary by the Board to do the work in question, and will remain in existence until such time as it is no longer needed. These functions may include but shall not be limited to planning committees for reunions (as suggested in Article II Section 4) as well as feasibility study groups for possible projects and actual project planning and execution. Committees should report to the Board on their progress in a timely manner, but it is suggested at least monthly. These committees can meet electronically or physically, as their members desire and can facilitate.