*By-Laws, *Legal Requirements of Board Members, *NY State Non-Profit Forming and Changing

DUBOIS FAMILY ASSOCIATION BY-LAWS

Article IName and Location

  1. The name of the association is the DuBois Family Association, Inc.
  2. The Association shall maintain an office, the location of which may be authorized by the Executive Board, subject to such rules and regulations as the Board may prescribe.

Article II.  Purposes of the Association

  1. To provide funds for the acquisition, restoration, and endowment of the DuBois homestead (the Old Fort) in New Paltz, New York and of such other structures as the Association may vote to acquire, as a memorial or memorials to Louis DuBois, Jacques DuBois and Francoise Billiou.
  2. To assemble, maintain/update and publish the genealogy of the DuBois family.
  3. To preserve and advance our Huguenot heritage and ideals in education, freedom of thought, and family life.
  4. To maintain an accurate record of members.
  5. The title of all property acquired shall be vested in the DuBois Family Association, Inc.

Article III.  Fiscal Year and Dues Year

  1. The fiscal and dues (01/14/2017) year shall be January 1 through December 31.

Article IV.  Membership, Dues, Donations

  1. Descendants of Louis DuBois, Jacques DuBois, and Francoise Billiou and their spouses are eligible for membership, together with all others who wish to advance and contribute to the purposes of the Association.
  2. Definitions:  (a) “Member in good standing” is a member current with dues;                     (b) “Member in arrears” who has not paid dues as of January 1 of the current fiscal year is a member delinquent up to two years with dues payments;  (c)  “Terminated member” is a member two years or more delinquent with dues. (01/14/2017)
  3. The amount of dues by category may be changed by the Executive Board.
  4. All donations shall be made in the name of the DuBois Family Association, Inc.
  5. Membership shall be terminated for failure to pay dues for two consecutive years, provided the member has been given notice previous to the termination.
  6. Dues notices should be sent to members no later than 60 days prior to due date i.e. January 1.  Delinquency occurs if dues are not paid by that date.  Two consecutive years of unpaid dues results in termination of membership per Article IV of the DBFA  by-laws. (01/14/2017) 

Article V.  Meetings of Members and Officers

  1. The biennial meeting of the Association for the election of officers shall be held at New Paltz, NY. Notices thereof shall be sent to each member by the secretary.
  2. lf the Executive Board cancels the biennial meeting due to lack of attendees, balloting for election of officers shall take place by mail.
  3. Notification of cancellation of the biennial meeting shall be posted on the Association website.
  4. The Executive Board may fix another date for the biennial meeting on 45 days notice to each member.
  5. Officers will meet semi-annually, by  phone or in person, with other meetings as needed. (04-17-04)
  6. Special meetings of members may be called by the Executive Board of the Association or the president on 10 days notice to each member.
  7. Members will be informed of officer candidates by newsletter and/or by the Association website.

 Article VI. Officers and Executive Board

  1. The officers of the Association shall be a president, up to five vice-presidents, a secretary and a treasurer. These officers shall constitute the Executive Board.  The offices of secretary and treasurer may be combined.  The term of office shall be two years for each position.  The same person may be re-elected at the end of his/her current term.
  2. The Executive Board will have the authority to manage the affairs of the Association and to make all decisions by and for the Association during the period between biennial meetings, unless such decision would be in violation of the requirements of these by-laws.
  3. The Executive Board will have the authority to authorize expenditures of up to $1000 without a vote of the general membership.
  4. The duties of the officers shall be those usually performed by like officers in corporations, together with any others assigned to them by the Executive Board of the DuBois Family Association, Inc.
  5.  The secretary or a representative designated by the secretary shall attend all meetings of the membership and the Executive Board to carry out the duties of that office.

     Article VII. Duties of Officers

  1. President.  The president will preside at all general, executive, and special Meetings of the Association.  The President will serve as an ex-officio member of all committees, with the exception of the nominating committee.  The president will be the principal executive officer of the Association and will supervise the work of all other officers.  The president will be a mandatory signatory on the  Association’s checking, savings, or other financial accounts.
  2. Vice Presidents.  Vice presidents may be elected to fill special roles as needed.
  3. Secretary.  The secretary will maintain all correspondence, minutes and records of the Association, including the membership records and mailing list. The secretary will be responsible for notifying the membership of the biennial and any general meetings. The secretary will be responsible for tallying and recording all election or special issue ballots.
  4. Treasurer.  The treasurer will be responsible for collection of membership dues and  other Association monies and will maintain accurate records of the Association’s  bank accounts and other funds. The treasurer will pay the authorized expenses in a  timely manner. The treasurer will be a  mandatory signatory on the Association’s checking, savings, or other financial accounts.
  1. The president shall appoint a genealogist and such committees as the president and the Executive Board deem appropriate. They will serve at the pleasure of the president.

     Article VIII.  Elections

  1. Officers will be elected by majority of those voting at the biennial meeting and by paper ballot.
  2. Officers will assume their offices at the end of the biennial meeting at which they are elected.
  3. In the event of the resignation, removal, or death of an officer during the term of office, the Executive Board will appoint a person from the general membership to complete the unexpired term.  If the officer who is resigning, being removed, or who has died, is the president, the vice president with the longest term of service will fill the unexpired term.
  4. Removal of an officer for an allegation of behavior detrimental to the Association will require a majority vote of the Executive Board.
  5. Ballots for special issues may be mailed at the direction of a majority of the Executive Board, to all members in good standing, at any time deemed necessary by the Board.  An Allowance of 30 days between the date of the mailing and the return postmark date will be maintained for any special issue ballot.  The Secretary  will be responsible for counting the special issue ballots and forwarding the results and the ballots to the president.
  6. A candidate for an office must be a member in good standing and remain such during term of office.

   Article IX.   The Duzine

  1. The Duzine shall consist of twelve members and shall function as an advisory board and liaison between members of the Association and the Executive Board.
  2. Members of the Duzine shall be appointed by the president for a term of two years.
  3. Any vacancy in the Duzine by reason of death or resignation, shall be filled by the Executive Board for the unexpired term.

    Article X.   Endowment Fund

  1. Income from the Endowment Fund may be used for current expenses.

    Article XI.   Amendments

  1.  These articles of incorporation and by-laws may be amended at any biennial or special meeting of the members of the Association by affirmative vote of two-thirds of the members present in person.  A copy of the proposed amendments or summary thereof shall be made available on the Association website.
  2. These articles of incorporation may also be amended by the Executive Board by majority vote at a meeting by phone or in person, called with 30 days notice to each member of the Executive Board, accompanied by a copy of the proposed amendment or summary thereof.
  3. Any amendment adopted by the Executive Board shall be subject to repeal or  modification by a two-thirds vote of the members present in person at a duly constituted meeting of the Association.

Legal requirements of Board members

 

NY State Non Profit Forming and Changing