MDSSAR Bylaws
MARYLAND SOCIETY OF THE SONS OF THE AMERICAN REVOLUTION BY-LAWS
Approved April 14, 2012
Membership, Fees, and Dues
Section 1. Provisions for membership shall be as set forth in the Bylaws of the National Society, Sons of the American Revolution. All applications for membership shall adhere to the standards required by the National Society and are to be accompanied with two copies of supporting documents for each generation noted on the application.
Section 2. Applications for membership are to be forwarded to the State Registrar with the initiation fees and dues for the current year. Every applicant and member shall inform the State Secretary of any changes in his post office or mailing address.
Section 3. All elections to membership shall be by the Board of Officers and Managers, or in their absence, the Registrar or , and subject to the approval of the Registrar General. All such elections shall be by voice vote or ballot, if called for, and two adverse votes on any candidate shall postpone his election until the next regular meeting of said board. At that time three-fourths of the votes of those present shall be necessary to election to membership.
Section 4. The admission fees for membership in the State Society are as set by the Board of Officers and Managers and approved at a meeting of the Society. A refund of dues paid shall be made whenever an application for membership shall be disapproved.
Section 5. The State Society fees for a supplemental claim to establish additional ancestral lines are as set by the Board of Officers and Managers and approved at a meeting of the Society.
Section 6. The annual dues to the State Society are as set by the Board of Officers and Managers and approved at a meeting of the Society. A member not paying such dues by December 31st shall be deemed delinquent and removed as a member of the Society. Any member who has been removed for the nonpayment of dues may be reinstated as a member by the Board of Officers and Managers upon applying to the State Secretary for such reinstatement and paying the reinstatement fee and the annual dues for the year in which the application for reinstatement is made. Any member may resign by notifying the State Secretary in writing.
Section 7. The Board of Officers and Managers of the Maryland Society may recommend to the National Society expulsion of a member if it concludes that, by conduct disloyal to the ideals of, or prejudicial to the interests of the Sons of the American Revolution, he shall have rendered himself unworthy of membership therein. The Board shall appoint a Committee of Inquiry of no less than 3 members to consider the situation, to hear the member's views, and to report its findings back to the Board of Officers and Managers of the Maryland Society. If the Committee recommends expulsion and the Board concurs, the Board shall instruct the Secretary to submit an expulsion recommendation to the Executive Committee of the National Society.
Section 8. The fiscal year of the Society shall begin May 1. The membership year shall begin January 1, as directed by the National Society.
Elections, Meetings and Committees
Section 1. The Board of Officers and Managers shall approve a Nominating Committee, consisting of the National Trustee, who shall act as chairman, all active past presidents, and two other members whom the chairman shall appoint prior to the Semi-Annual meeting. Any member wishing to be considered for a specific office shall submit his request in writing or electronic mail at or before the January meeting of the Board of Officers and Managers. The Nominating Committee shall conduct interviews of all prospective candidates for the offices of President, the Vice Presidents, and any other as they see fit. The Nominating Committee shall draw up a list of recommendations for the Officers and Managers of the Society and Vice President General, as appropriate, as they see fit. The chairman shall report to the January meeting of the Board with their recommendations for officers and managers to be voted on at the ensuing election. At this time the President shall call for nominations from the floor, to be made with the consent of the nominee. When there are no more nominations, the President shall declare the nominations closed. The nominations shall be printed by the State Secretary and a copy forwarded to each member together with notice of the annual meeting. The Officers and Managers shall be elected at the Annual meeting. If election by ballot is called for, the President shall appoint three inspectors of election who shall collect and canvass the ballots and certify to the President over their signature the results of the vote. A plurality of the votes cast for an office shall be sufficient for election to such office. Members must be present to vote.
In case of a vacancy, or if any member of the Board of Officers and Managers shall be unable to perform his duties, said Board, with recommendations from the Nominating Committee, shall have power to fill the office temporarily or for the balance of the unexpired term, as the case may require.
Section 2. The Board of Officers and Managers shall hold meetings in the months of January, May September, and November unless otherwise approved by a majority vote of the Board in a prior meeting. Written notification of each meeting date, time and place shall be sent to each Board member by the State Secretary at least twenty days in advance of each meeting.
Section 3. The Society shall hold its semiannual meeting in October in commemoration of the Victory at Yorktown and the Burning of the Peggy Stewart in Annapolis, and its annual meeting in March or April as convenient in commemoration of the Battles of Lexington and Concord. All Officers, Chapter Presidents, and Committee Chairmen shall submit an annual report at the annual meeting for inclusion in the annual Yearbook. The anniversary of Washington’s Birthday, in February, as well as such other events as the Board of Officers and Managers may authorize, shall be appropriately observed by the Society. The Society shall hold the Patriots’ Ball annually in December, or as convenient.
Section 4. Special meetings of the Society may be called by the President whenever in his judgment the interest of the Society will be promoted thereby, and shall be called by him on the written request of ten members, or by vote of the Board of Officers and Managers. At such meetings, no business shall be conducted except that which is stated in the call therefore.
Section 5. The order of proceedings at meetings of the Society, and of the Board of Officers and Managers, should be:
1. Invocation by the Chaplain
2. Pledge of Allegiance and American’s Creed
3. Welcome and Introductions
4. Report of the President
5. Officer’s Reports
6. Reports of Former Presidents
7. Reports of Chapter Presidents
8. Reports of Committee Chairmen
9. Old Business
10. New Business
11 Comments for the Good of the Society
12. S.A.R. Recessional
13. Benediction by the Chaplain
2. Pledge of Allegiance and American’s Creed
3. Welcome and Introductions
4. Report of the President
5. Officer’s Reports
6. Reports of Former Presidents
7. Reports of Chapter Presidents
8. Reports of Committee Chairmen
9. Old Business
10. New Business
11 Comments for the Good of the Society
12. S.A.R. Recessional
13. Benediction by the Chaplain
Duties of Officers
President
Section 1. The President shall perform the duties usually pertaining to that office, and shall, unless otherwise especially provided, appoint all Committees.
Vice-Presidents
Section 2. The Vice-Presidents shall perform the following specific duties:
• the First Vice-President shall be the chairman of the annual meeting, shall be concerned with all aspects of membership, and shall preside over meetings in the absence of the President, and will serve as the liaison for and visit the following chapters during his term – Col. John Eager Howard, Col. Nicholas Ruxton Moore, Col. Henry Hollingsworth, Col. Aquila Hall, and Charles Carroll of Carrollton.
• the Second Vice-President shall be the chairman of the semiannual meeting and shall coordinate publicity and public relations matters, including submission of articles and photos to the SAR National Magazine, and will serve as the liaison for and visit the following chapters during his term – Sgt Lawrence Everhart, Gen. William Smallwood, Christian Ardinger, Westminster, and Little Meadows.
• the Third Vice-President shall be the chairman of the Maryland 400 Patriots’ Fund Board of Trustees and shall coordinate Society observances, ceremonies, and entertainment, and will serve as the liaison for and visit the following chapters during his term – John Paul Jones, Col. Tench Tilghman, John Hanson, Capt. John Smoot, and Thomas Stone.
The Vice-Presidents shall also perform such additional duties as requested by the President.
Secretary
Section 3. The Secretary shall notify members of the time and date of meetings of the Society and notify Board members, Chapter Presidents, and Committee Chairmen of meetings of the Board of Officers and Managers. The Secretary shall keep accurate records of the proceedings of the Society and of the Board of Officers and Managers, and give prompt notice to each officer, manager, committeeman or member affected thereby. He shall conduct the general correspondence of the Society, and of the Board of Officers and Managers, and keep correct records thereof. He shall confirm a quorum at the start of each Board Meeting. Yearly, the Secretary shall turn over copies of all correspondence to the Historian for inclusion in the historical records of the Society. He shall transmit to National Headquarters all original and supplemental application papers passed by the Board of Officers and Managers, or Registrar. In consultation with the State Treasurer, he shall keep a roster of all members and their addresses, and provide address labels for Society functions as required. He shall transmit State membership and officer reports to the National Society as required. He shall provide State membership and officer reports to the Society at the Annual Meeting. He shall be responsible for transfer requests between chapters and providing appropriate notifications to the demitting and receiving chapters as well as National Headquarters. He shall record and notify National and the State Chaplain of any deceased members reported to him. In consultation with the State Registrar, the State Secretary shall transmit one copy of the application and related references to the Registrar General of the National Society, SAR, for final processing and retain one copy of the application and related references until approval and then filing as outlined in the current Policies and Procedures Manual of the Maryland Society. The Secretary shall serve as the main point of contact with National Headquarters on the status of approved or pended applications and notify the Registrar of any pended applications. He shall perform such other duties as the Society, the Board of Officers and Managers, or his office may require.
Treasurer
Section 4. The Treasurer shall keep the accounts of the Society. He shall render bills for and collect all monies due the Society, deposit the same in a bank approved by the Board of Officers and Managers in the name of the Maryland Society of the Sons of the American Revolution, and he shall disburse the same only by checks for bills which have been duly approved by the Board of Officers and Managers. He shall give receipts for monies paid him and render a full report of the finances of the Society at the Annual Meeting, and a statement to the Board of Officers and Managers at each regular meeting thereof. He shall prepare an annual budget for consideration by the Budget Committee, and shall serve as a member of said committee as a voting member of said committee. He shall perform such other duties as the Society, the Board of Officers and Managers, or his office may require.
Registrar
Section 5. The Registrar shall have the custody of and issue all application papers and receive all applications for membership and supplemental claims, and the accompanying proof, and shall carefully examine and verify all statements of lineage and service. The Registrar may direct questions of service and lineage to the State Genealogist for resolution with the applicant. The Registrar shall review, approve, and then submit all applications and supplementals, with related reference documentation, to the Secretary, if deemed acceptable to the genealogical standards of this society following the policies and procedures established by the National Society and the Board of Officers and Managers. The State Registrar shall subsequently report all such approvals at the next meeting of the Board of Officers and Managers for a final approval by the Board of Officers and Managers. The Registrar shall be notified by the Secretary of any pended applications and he will work with the Genealogist and the applicant to resolve such matters if possible. The Registrar shall report to the Annual Meeting of the Society the names of applicants who have been admitted to membership and supplementals approved during the year.
Historian
Section 6. The Historian shall acquire, assemble, and insure the maintenance and preservation of all records and historical matter of the Society and its chapters. He shall prepare for publication such historical addresses, papers and other documents as the Society, or the Board of Officers and Managers, may direct. He shall serve as the Society's liaison with the NSSAR Library and the University of Baltimore Langsdale Library, where the Society's records and archives are currently housed and maintained. The Historian shall coordinate such record retention as needed, and all records of the Society and its Chapters deemed to be worthy of preservation, following the current Document Retention and Destruction Policy outlined in the current Policies and Procedures manual approved by the Board of Officers and Managers. He shall report at the Annual Meeting of the Society on the status of its archival holdings. He shall, along with the Chaplain, keep a necrology, along with any obituaries provided, of all deceased members and shall embody the same in his report to the Annual Meeting along with a biography of any deceased Past State President for inclusion in the Annual Yearbook. He shall report to the Historian General of the National Society all matters pertaining to the history of the Society on or about April 1 of each year.
Organizing Secretary
Section 7. The Organizing Secretary shall have the duty to organize new chapters for the Society, to assist and encourage existing chapters of the Society to prevent, if possible, the disbandment of any chapter, and to revive, if possible, any disbanded chapter. In addition to the State Secretary, he shall keep an accurate record of all of the chapters of the Society with all relevant information in regard to their location, the names and addresses of the current officers of the respective chapters, their activities and growth. He shall make a report in regard to the health of any non-active chapters of the Society at each Board Meeting, and shall provide recommendations to the State President to temporarily fill a vacancy of any Chapter President until a Chapter election can be held. He will contact each chapter and provide a report etc.
Genealogist
Section 8. The Genealogist shall serve as an advisor and consultant to the Society on genealogical matters. He shall advise and consult with membership applicants and prospective applicants on resolving questions of lineage and service in applications, upon referral by the State Registrar or a Chapter Registrar. He is encouraged to conduct workshops on Genealogical matters to assist new applicants, to report and reinforce National application standards, and to further membership development.
Chancellor
Section 9. The Chancellor shall be a current or retired attorney-at-law who shall be available to advise and counsel respecting any matters concerning the operations of the Society or its affiliated Chapters, as requested by the Board of Officers and Managers. He, or in his absence a designate appointed by the President, shall serve as Parliamentarian at each Board of Managers.
Chaplain
Section 10. The Chaplain, preferably a clergyman, shall give spiritual support to members and their families in time of need, give condolences to the families of departed members, shall offer the invocation and benediction at meetings, shall conduct memorial services during the annual meeting for compatriots who have passed away during the preceding year, and provide an annual report of all deceased members reported in the prior year for inclusion in the Annual Yearbook and annual remembrances at the State Annual meeting.
Surgeon
Section 11. The Surgeon shall be a Doctor of Medicine. He shall inform and advise the membership as to the public health matters of concern to this Society and report on medical matters of importance to the membership.
Webmaster
Section 12. The Webmaster shall have an information technology or web development background. He shall maintain and update the Maryland Society website and continually improve the site including maintenance of engine optimization procedures, current calendar of events, officers and contacts, and post articles and photos of interest to the Society. He shall report on IT matters of importance to the membership at each Board Meeting.
Board of Officers and Managers
Section 13. The Board of Officers and Managers, comprised of Officers at outlined in the current Constitution, in addition to the powers and duties elsewhere conferred upon it, shall act on all applications for membership, arrange for celebrations and social meetings, superintend and direct the affairs of the Society and its Chapters, subject at all times to the approval of the Society, and shall make a report of its proceedings, through the State Secretary, at the each Board Meeting..
Executive Committee
Section 14. The President, the three Vice Presidents, Secretary and Treasurer, and Immediate Past President of the Society shall constitute the Executive Committee of the Society. It shall perform such duties and functions as delegated to it by the Board of Officers and Managers in between meetings of the Board of Officers and Managers. It shall meet as needed to consult, plan events and discuss matters of importance to the society between meetings of the Board, as called upon by the President, with the President being able to invite such additional Officers or Chairmen, as it deems fit to attend and participate in the discussions. It shall report its agenda and actions to the Board at its next succeeding meeting for ratification.
National Trustee
Section 15. The State Society shall annually nominate a National Trustee and an Alternate National Trustee to the National Society as set forth in the Bylaws of the National Society, using procedures set forth in Article II, Section 1 above. The National Trustee is formally elected by the National Society at the Annual Congress and represents the State Society at the National Trustees meetings. An Alternate Trustee also is nominated and elected in the same procedure. The Alternate Trustee functions in the absence of the Trustee. In the period between the State Election and the National Election/installation at National Congress, these new officers will be referred to as the National Trustee Elect and Alternate National Trustee Elect.
Vice President General
Section 15. The State Society shall nominate a candidate for the National Society office of Vice President General for the Middle-Atlantic District one year in five. The nomination must be approved at the MDSSAR Annual Meeting preceding the year in which the nominee will take office as Vice President General. The candidate's name must then be given to the current Vice President General to be announced at the annual Atlantic Middle States Conference in the year preceding the election. The Vice President General is nominated by the Maryland Society for 2017, 2022, 2027, and continuing in this rotation. The Vice President General is formally elected by a majority vote of delegates at the Annual Congress of the National Society. In the period between the State Election and the National Election, this new officer will be referred to as the Vice President General Elect.
Chapters
Section 1. Whenever fifteen or more members in good standing residing in any city or county of the State of Maryland shall make application for a Chapter, the Board of Officers and Managers may grant such an application creating a Chapter of this Society to be known as the “<Chapter Name> Chapter of the Maryland Society of the Sons of the American Revolution,” and all members of the Sons of the American Revolution residing in territory contiguous to such Chapter, or interested in joining, shall be eligible to membership therein, if desired.
Section 2. Each Chapter shall, before May 1 of each year, elect and report to the State Secretary, a minimum of President, a Vice-President, a Secretary, and Treasurer, who shall act as the managers of, and conduct the affairs of the Chapter, along with other such officers the Chapter deems necessary for its operations.
Section 3. Officers and Managers of Chapters may adopt such regulations as they may deem best, so long as they are not in conflict with the Constitution and Bylaws of the National Society and of this Society. The Chapters will conduct meetings, events, and other business in accordance with Robert's Rules of Order and the standards of the National and this Society. Officers and Managers of the Chapters will abide by all policies adopted by the Maryland Society of the Sons of the American Revolution. The Chapter must conduct at least one meeting or one event per year to be classified as an active chapter or warrant the intervention of the Organizing Secretary and actions of the Board of Officers and Managers.
Section 4. The President, designated Vice President, Secretary, Treasurer, Registrar, and Historian of the State Society shall be ex-officio members of the Chapters without the right to vote, and shall be exempt from the payment of all local dues to said Chapters and are to be notified of activities and events of the Chapter.
Section 5. Each Chapter shall, by the fifteenth day of March in each year, submit a report of the financial condition and activities for the preceding twelve months, and such reports shall be incorporated in the annual reports of the State Society and shall complete the Annual Electronic Filing Requirement for Small Exempt Organizations — Form 990-N, prior to the 15th day of the 5th month after the close of the tax year. The state treasurer must be informed and will verify this filing is completed.
Section 6. The Board of Officers and Managers of the State Society may, for nonobservance of the provisions of the Constitution and Bylaws of the National Society, or of this State Society, or for sufficient cause shown, reorganize a Chapter or revoke any Charter granted for a Chapter, provided such Chapter shall have the right, after due notice, to require that before any action is taken the matter shall be heard and passed upon by the State Society.
Maryland 400 Patriots’ Fund
Section 1. An Agency and Trust Fund of the Maryland Society of the Sons of the American Revolution has been established and is known as the Maryland 400 Patriots’ Fund, the purpose of which is to handle assets as follows: (a) Contributions honoring the “MARYLAND 400”; (b) Gifts and bequests received by the Society to further the Maryland Society's stated purposes and objects; and (c) Assets which may be turned over to it by the Society.
Section 2. The financial record for the Maryland 400 Patriots’ Fund shall be maintained by the Treasurer of the Society.
Section 3. A Board of Trustees shall administer the Maryland 400 Patriots’ Fund. The sole function and purpose of the Board of Trustees shall be to manage and handle the assets of the Maryland 400 Patriots’ Fund as the Agency and Trust Fund of the Society and only the Society with the approval of the Board of Officers and Managers, shall have the authority to initiate and provide for the execution of projects and undertakings in the furtherance of the stated purposes and objects of the Society.
Section 4. The membership of the Board of Trustees shall be composed of the President, Third Vice-President and Chancellor of the Society and three other members who shall be appointed by the President to serve one year terms. The Secretary and Treasurer of the Society shall serve as Secretary and Treasurer of the Board of Trustees for the Maryland 400 Patriots’ Fund, without vote. The Third Vice-President of the Society shall chair the Board of Trustees.
Section 5. The Board of Trustees shall meet as necessary, with four members of the Board constituting a quorum. The quorum must include at least two of the Board’s appointed members.
Section 6. The Maryland 400 Patriots’ Fund shall be audited each year, just prior to the Annual Meeting of the Society and the condition of the fund shall be reported to the Board of Officers and Managers of the Society.
Maryland Society Life Membership Fund
Section 1. The Maryland Society of the Sons of the American Revolution will maintain the restricted permanent fund entitled, "The Maryland Society Life Membership Fund" (hereinafter called “The Life Fund”), the purpose of which is to handle and manage the assets of the Life Fund of the Maryland Society.
Section 2. This program is closed to new enrollees but will be maintained for current enrollees.
Section 3. The Life Fund shall be administered by the Budget, Audit and Finance Committee, subject to the following:
(a) The Life Fund shall be invested in interest bearing savings accounts or certificates of deposit in federally insured banking institutions (up to the federally insured maximum), or obligations of the U.S. Government or agencies of the U.S. Government which obligations are guaranteed by the full faith and credit of the U.S. Government. The term should not exceed ten (10) years.
(b) Within 30 days after the end of each fiscal year an amount earned from the invested capital of The Life Fund equal to the total of the Maryland Society dues of the enrolled members as of the end of the fiscal year shall be transferred to the general operating account of the Maryland Society. Excess earned income is restricted and shall be added to the capital of The Life Fund.
(c) If at the end of any fiscal year, there is insufficient income from the invested capital of The Life Fund to meet the requirements of subsection (b) above, the Maryland Society shall accept 80% of the total income for said calendar year as full payment of that year's Maryland dues. In subsequent years upon the recommendation of the Budget, Audit and Finance Committee and the approval of the Board of Officers and Managers, 80% of income earned in excess of that year's dues shall be applied against the deficiency of the prior year, or years, until the total deficiency has been met.
(d) Upon the death of an enrolled member his name shall be removed from The Life Fund’s rolls and payment of Maryland Society dues for such deceased member shall cease.
(e) The payment of Maryland Society dues of members enrolled in The Life Fund shall continue until enrolled members are deceased. Thereupon, all funds remaining in The Life Fund shall be transferred to the Maryland 400 Patriots’ Fund.
Seal
The seal of the Maryland Society Sons of the American Revolution shall be as defined in Article VIII of the Constitution.
Amendments
These bylaws may be altered or amended by a two-thirds vote of the members present at any meeting of the Society, notice thereof having been given at a previous meeting.
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