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Revised April, 2008
ARTICLE I - NAME AND OBJECTS
SECTION 1: The name of the society is THE ARIZONA SOCIETY, SONS OF THE AMERICAN REVOLUTION, hereinafter referred to as the SOCIETY. It is a state society organized in accordance with the Constitution of THE NATIONAL SOCIETY, SONS OF THE AMERICAN REVOLUTION, hereinafter referred to as the NSSAR. The NSSAR is a corporation created by a Special Act of the Congress of the United States. The objects of the SOCIETY, as a state society of the NSSAR, are those set forth in said Act of the Congress of the United States and the Constitution of the NSSAR.
SECTION 2: If any provisions of the Constitution and Bylaws of the SOCIETY are in conflict with the Act of Congress or the Constitution and Bylaws of the NSSAR, then the provisions of the Act of Congress and the Constitution and Bylaws of the NSSAR shall prevail.
ARTICLE II - MEMBERSHIP
SECTION 1. Membership in the SOCIETY shall be confined to members in good standing of NSSAR and any members of NSSAR shall be eligible for membership in the SOCIETY. Procedures governing the admission of members and their subsequent removal from the rolls of the SOCIETY, for any reason, shall be set forth in the Bylaws of the SOCIETY.
SECTION 2: Local chapters may be formed in communities or designated areas, and the state society may issue a charter to each chapter upon the proper application as provided hereafter in the Bylaws.
ARTICLE III - OFFICERS
SECTION 1: The officers of the SOCIETY shall be elected from the members in good standing, and shall be President, Vice President, Secretary-Treasurer, Assistant Secretary-Treasurer, Registrar, Genealogist, Historian, Chancellor, Chaplain, and Public Affairs Officer. The President shall have been a member of the BOARD OF MANAGERS for at least one (1) year.
SECTION 2: The duties and powers of the officers shall be those customarily pertaining to their respective office and those specific powers and duties more fully set forth in the Bylaws of the SOCIETY. All officers shall hold office for a nominal period of one year to begin with their installation in February and continuing until their successors are duly elected (or appointed) and installed except that the normal one year term of Secretary-Treasurer shall begin on the date of the April meeting of the BOARD OF MANAGERS, after the submission of annual reports and audits.
SECTION 3: The SOCIETY, at its annual meeting, shall also elect, from the members in good standing, nominees to be proposed for election as National Trustee and as Alternate Trustee for the next National Congress, and the names of these nominees shall be transmitted by the Secretary of the SOCIETY to NSSAR.
SECTION 4: The Bylaws of the NSSAR provide for a Vice President General of the Rocky Mountain District. At the appropriate time, the SOCIETY shall select from its members a nominee to be proposed for election as Vice President General by the next Congress of the NSSAR. This nominee shall be selected by a majority vote of the BOARD. The BOARD shall send the name of this nominee to the Rocky Mountain Council immediately following his nomination.
ARTICLE IV: - BOARD OF MANAGERS
SECTION 1: There shall be a BOARD OF MANAGERS, hereinafter referred to as the BOARD, composed of the officers of the SOCIETY. the immediate Past President of the SOCIETY, all members of the SOCIETY who are serving or have ever served as Officers General of NSSAR (who shall be known as General Board Members), the SOCIETY National Trustee, each Chapter President, and one or more board members from each Chapter who shall be nominated and elected by their respective Chapters.
SECTION 2: Each chapter shall have one (1) representative on the BOARD for the first fifty (50) members or any part thereof. Each chapter shall also have one (1) representative for each additional fifty (50) members or fraction thereof over twenty-five (25) members. All members must be in "good standing" which shall be defined as paid up memberships as of the previous January 1st of that year. The chapters shall elect these board members
SECTION 3: The BOARD shall exercise control over the administrative and financial affairs of the SOCIETY and perform those duties and exercise those powers more specifically set forth in the Bylaws.
ARTICLE V: - MEETINGS
The annual meeting of the SOCIETY for the election and installation of officers and the transaction of any and all other business to be brought before the membership shall be held each year during the month of February on a date reasonably near Washington's Birthday, at such time and place as shall be designated by resolution of the BOARD. In addition thereto special SOCIETY and/or BOARD meetings may be directed by the President and/or the BOARD. Such other meetings shall be as set forth in the Bylaws.
ARTICLE VI: - AMENDMENTS
This constitution may be amended by a two-thirds majority vote of the qualified delegates who shall vote on such amendments at any meeting of the SOCIETY, provided that such amendments shall have been proposed at a previous meeting of the SOCIETY or shall have been proposed by the BOARD, and provided further that detailed written notice of the proposed amendments shall have been sent to all members in good standing at least 30 days prior to said meeting at which said amendments are to be voted upon, or at least 30 days prior to the date set for the counting of letter ballots, whichever is applicable.
ARTICLE I: - OFFICERS
Every officer of the SOCIETY, in the performance of his official duties, shall act at all times wholly within the scope and intent of the Constitution and Bylaws of NSSAR. In addition to the general duties and powers which customarily pertain to their respective offices, the officers enumerated under Article III of the Constitution of the SOCIETY shall have such duties and powers as shall be hereafter conferred on or be delegated to them from time to time by the BOARD
SECTION 1: The President shall be the chief executive officer of the SOCIETY and shall exercise general control over the affairs of the SOCIETY. He shall preside as chairman of all meetings of the SOCIETY and of the BOARD and shall have the right to cast his vote in their deliberations. He shall appoint all committees, unless otherwise provided for. He shall instruct the Secretary to call meetings of the SOCIETY and the BOARD. He shall make a report to the SOCIETY at its annual meeting which shall contain a summary of the more important administrative acts and decisions of the President and the BOARD during the preceding year. He shall make appointments to fill any and all vacancies in the elected offices of the SOCIETY; such appointments shall expire upon the election of a successor to the office. Upon the completion of his term in office he shall serve one additional year as a member of the BOARD.
SECTION 2: The Vice President shall, in case of resignation, death or disability of the President, act as President until a new President is installed. This shall not preclude him from being elected to the office of President for the succeeding year. The Vice President shall exercise such other powers and perform such other duties as may from time to time be delegated to him by the President and/or the BOARD; e.g. membership, program, publicity, or patriotic activities.
SECTION 3: The Secretary, at the direction of the President, shall call meeting of the SOCIETY and of the BOARD. He shall keep a fair and accurate record of all proceedings of all meetings of the SOCIETY and the BOARD, and shall turn over such records to his successor when he for any reason shall leave office. When he is absent from a meeting the President shall appoint an "Acting Secretary" to perform his duties for such meeting. Under the direction of the President the Secretary shall conduct the necessary correspondence of the SOCIETY and the BOARD. All such correspondence shall be available to all members of the BOARD upon request. He shall make such routine and special reports to the NSSAR as may be required by NSSAR. He shall write and/or maintain a Standard Operating Procedure (SOP) manual for the conduct of his office. One and the same officer may hold the office of the Secretary and the Treasurer.
SECTION 4: The Treasurer shall receive all monies paid into the SOCIETY funds and shall deposit same into such depository as shall be designated by the BOARD. He shall receive all monies paid in for the account of the NSSAR and shall remit the same to NSSAR. He shall make all disbursements of the SOCIETY funds, provided that he shall secure from the BOARD prior authority for all disbursements, save only routine or incidental current operating expenses. He shall keep a fair and accurate record of all funds and financial transactions of the SOCIETY and shall turn over such records to his successor when he shall for any reason leave office, and during his term of office he shall present such records to the BOARD for auditing and review when so requested by the BOARD. He may serve without bond at the discretion of the BOARD, but he shall have the privilege of being bonded at the expense of the SOCIETY if he chooses to do so. He shall write and/or maintain a Standard Operating Procedure (SOP) manual for the conduct of his office. One and the same officer may perform the duties of the Secretary and the Treasurer.
SECTION 5: The Registrar shall examine all applications for membership and make appropriate recommendations thereon to the NSSAR. He shall have the care and custody of all records of membership and shall keep a complete register of the names, dates of birth, dates of admission, resignation, death, or expulsion of all members admitted together with pertinent information concerning all applicants who are refused admission, and turn over all said records when he shall for any reason leave office.
SECTION 6: The Genealogist shall assist the Registrar and the chapter Genealogists and Registrars in the examination and evaluation of applications for membership when so requested.
SECTION 7: The Historian shall compile a written record of the SOCIETY from the beginning to the end of the term of his office. It shall include a chronological list of all officers who have served the SOCIETY with their dates of service and other pertinent information, and insofar as possible, a chronological account of the more important activities of the SOCIETY. Upon completion of his term of office, he shall turn over to his successor all historical information of the SOCIETY in his possession.
SECTION 8: The Chancellor shall be an attorney-at-law and it shall be his duty to give opinions on legal matters affecting the SOCIETY when such questions are referred to him by the proper officer.
SECTION 9: The Chaplain shall be an ordained minister, provided that if there be no ordained minister available to serve from amongst the members in good standing within the SOCIETY, than a layman may serve, and providing further that in selecting such a layman, preference shall be given to a member closely identified with the affairs of his church. He shall pronounce the invocation and benediction at SOCIETY meetings and upon other occasions, and he shall perform such other religious functions as shall to him seem proper.
SECTION 10: The National Trustee (or Alternate National Trustee) shall represent the SOCIETY as a member of the Board of Trustees of the NSSAR. In discharging his duties as set forth in the Constitution and Bylaws of the NSSAR, he shall always endeavor to express the true consensus of the SOCIETY.
SECTION 11: The Assistant Secretary-Treasurer shall have general knowledge of all the duties of the Secretary supra and the Treasurer (Article 1, Section 4, supra). He shall be able to replace the Secretary-Treasurer in any temporary emergency or permanent disability. He is not expected to assist the Secretary-Treasurer on a day-to-day basis. He shall be knowledgeable of the provisions of the Standard Operating Procedures (SOP) maintained by the Secretary-Treasurer.
SECTION 12: The Public Affairs Officers shall be responsible for the dissemination to the public of all appropriate information concerning the affairs of the SOCIETY. This shall include the media, governmental organizations, prospective members, the NSSAR, state societies, and other interested parties. He shall act in an advisory capacity to the BOARD in all matters relating to the public relations of the SOCIETY. He shall keep a complete record of his activities as the Public Affair Officer.
ARTICLE II: - BOARD OF MANAGERS
The BOARD shall be composed of voting members as set forth in Article IV of the Constitution. In addition to the duties and powers set forth therein, the BOARD shall:
SECTION 1: Determine the amount of SOCIETY application fees, other fees and per capita dues.
SECTION 2: Appoint a committee of three to audit the books of the Treasurer at the end of the fiscal year before turning them over to the newly elected Treasurer.
SECTION 3: Approve or disapprove all recommendations of expenditures of the ARIZONA SOCIETY funds, excepting only routine or incidental current operating expenses.
SECTION 4: Meet promptly after the annual meeting for the purpose of preparing a budget of expected revenues and proposed expenditures for the enduing year.
SECTION 5: In case of a vacancy in any office of the SOCIETY, other than the President, or the temporary disabling of such officer to act, the BOARD may appoint a member from the same chapter to fill the office until the disability shall cease or until the next election.
SECTION 6: Make proper recommendations to NSSAR that it discipline or expel any member who by conduct disloyal to the ideals or prejudicial to the interests of the NSSAR, shall render himself unworthy of membership in the SOCIETY, provided the accused shall have due notice and an opportunity to be heard.
SECTION 7: Meet in general or executive session upon the call of the President. However, upon the written request of eight (8) of its members, representing two (2) or more chapters, and specifying the time and place of the meeting, the BOARD may call itself into session. Such written request shall be mailed to the Secretary and he, in turn, will send notice to all members of the BOARD. Only one such written request will be honored for a meeting of the BOARD for the same time period. Meetings of the BOARD, other than those held in conjunction with the annual meeting or special meeting of the SOCIETY, shall be held on a date which falls on a Saturday at a reasonable hour, and at a place reasonably central in location with respect to the sites of the various chapters. Under emergency circumstances, when the time element is of the essence on matters requiring approval of the BOARD, the President is authorized to obtain its consensus by use of telephone communication.
SECTION 8: The President may convene meetings of the BOARD in emergency session by electronic procedure on the internet. Protocols of such meetings are as follows:
SECTION 9: At all times in the performance of its official duties, act wholly within the scope and intent of Constitution and Bylaws of the NSSAR.
SECTION 10: The BOARD, for cause and after a complete investigation by a committee of three members of the BOARD to be appointed by the President and approved by the BOARD (except in the case of the President), may remove an officer from his duties and may appoint a member of his chapter to complete his term of office. In the case of the President, the BOARD may call itself into session, under the provisions of Section 6 supra, elect a Chairman Pro Tempore , appoint a committee of three and then proceed as above.
ARTICLE III: - MEMBERSHIP
SECTION 1: Eligibility for membership in the SOCIETY shall be in accordance with Article II of the Constitution, and in accordance with the appropriate provision of the Constitution and Bylaws of NSSAR. Applications for membership shall be processed by the chapter concerned, through the SOCIETY to NSSAR.
SECTION 2: Procedures and Criteria for Establishing New Chapters:
SECTION 3: Any member may be disciplined or expelled from the SOCIETY in accordance with the provisions of the Bylaws of NSSAR. The BOARD may initiate action to discipline or expel on its own motion and it shall thoroughly investigate written complaints against any member which are signed by at least five (5) members in good standing. If in any case the BOARD shall find against the accused, it shall promptly so notify he Executive Committee NSSAR which from thenceforth shall have complete jurisdiction in the case. It shall require a two-thirds affirmative vote of the entire membership of the BOARD in order that any such case may be referred to NSSAR.
SECTION 4: CHAPTER DEACTIVATION AND MERGER
ARTICLE IV: - FEES AND DUES
SECTION 1: The annual dues of the SOCIETY are calculated on the basis of a calendar year, payable in advance. On or before October 1st the Secretary/Treasurer of each CHAPTER shall advise the Secretary/Treasurer of the SOCIETY the amount of the per capita dues of the CHAPTER. The Secretary/Treasurer of the SOCIETY shall notify all SOCIETY members of their national, state and chapter dues. Said dues shall be collected by the Secretary/Treasurer of the SOCIETY on or before December 15th of each year. The Secretary/Treasurer of the SOCIETY shall remit to each CHAPTER its dues no later than February 1st of the subsequent year. New members and reinstated members shall pay in advance, upon the submission of their applications for membership or reinstatement, the amount of their admission fees and per capita dues as determined by the BOARD. Junior Members shall pay annual NSSAR and SOCIETY dues. Life Members shall pay annual SOCIETY dues. Youth Registrants shall pay no annual NSSAR or SOCIETY dues. The annual dues of members admitted or reinstated after November 1 shall be credited to the next subsequent calendar year
SECTION 2: Any member of the SOCIETY whose dues have not been paid on or before December 1 st shall cease to be a member in good standing. On or before December 15th of each year the chapter treasurers shall give written notice of delinquency to all such members. Members whose dues have not been received on or before January 1st will be dropped from the rolls. All delinquent dues received after January 1st must be accompanied by an “Application for Reinstatement of Membership” (NSSAR Form 918) and any attendant fees which shall hereinafter be imposed.
SECTION 3: Applicants for dual state membership or transfer from another state society must transmit a letter of notification to the Secretary-Treasurer of the SOCIETY from the Registrar General of the NSSAR to effect the societal change. Such members shall not be required to pay annual ARIZONA SOCIETY dues in the calendar year in which the change becomes effective.
ARTICLE V: - NOMINATIONS AND ELECTIONS
SECTION 1: The officers enumerated in Article III of the Constitution of the SOCIETY shall be elected by the qualified voting delegates at the annual meeting or any special member meeting called for the stated purposes of elections and/or amendments.
SECTION 2: The Nominating Committee shall be composed of one (1) member from each chapter plus a chairman who shall vote only in case of a tie.
SECTION 3: Qualified Voting Delegates, Tellers, and Procedures.
SECTION 4: The BOARD shall submit its candidate for the Vice President General to the Rocky Mountain District Council every third year on a rotating basis with the Colorado and New Mexico Societies for presentation to the NSSAR Congress for election thereby. The nominee shall be elected by a majority vote of the BOARD. The BOARD shall send the name of the nominee to the Rocky Mountain Council immediately following the nomination.
ARTICLE VI: - MEETINGS
SECTION 1: The President shall call special meetings of the membership as may be necessary or desirable provided that written notice of such meetings shall be sent to each member in good standing at least twenty (20) days prior to such meeting, and provided that the subject of the business to be acted on at such meeting be clearly set out in the notice. No other business shall be acted on at said meeting.
SECTION 2: The Pledge of Allegiance to the Flag of the United States of America and the SAR Pledge shall be recited by the membership at each meeting of the SOCIETY, and the invocation and the benediction shall be pronounced by the Chaplain.
ARTICLE VII: - AWARDS
SECTION 1: The BOARD shall act as an Awards Committee to determine the recipients of all awards to be presented in the name of the SOCIETY. All nominations for awards by the SOCIETY shall be in the form of a letter addressed to the BOARD and sent to the Secretary. Specific reasons for the nomination must be given. All decisions of the BOARD acting as an Awards Committee shall be final. This shall not preclude the President from appointing a Medals and Awards Chairman whose duties may include the coordination of nominations for medals and awards and reporting of state and chapter activities.
SECTION 2: All chapters shall retain the right to make their own awards, including ROTC awards, and to conduct patriotic contests that they feel are fit and proper. Chapter awards shall be paid from Chapter funds.
ARTICLE VIII: - COMMITTEES
The President, with the advise and consent of the BOARD, shall determine from time to time what committees are necessary for the proper implementation of the activities of the SOCIETY, and he shall then appoint the members and chairmen thereof, as may deem advisable.
ARTICLE IX: - DELEGATES TO THE NATIONAL CONGRESS
The President and the National Trustee of the SOCIETY are automatically delegates to the National Congress as provided for in the Constitution and Bylaws of the NSSAR. Additional delegates, up to the maximum determined by the Bylaws of the NSSAR, shall be recommended by the Chapter Presidents and reported to the Secretary of the SOCIETY to the BOARD who shall select the delegates.
ARTICLE X: - ORDER OF BUSINESS
The order of business for all meetings of the SOCIETY may be as follows, provided that the sequence and subjects may be changed at the discretion of the Presiding Officer.
ARTICLE XI: - QUORUM
At any meeting of the SOCIETY a quorum competent to transact all business properly coming before it shall be those chapter delegates in attendance representing a majority of the active chapters of the society. In order to cast a vote on any matter coming before such meeting, a delegate must be a chapter member in good standing and he must be present to cast his vote. There shall be no voting by proxy. A majority of eligible votes cast shall determine all issues except as otherwise provided for by parliamentary procedures or by provisions of this Constitution and Bylaws.
ARTICLE XII: - PARLIAMENTARY PROCEDURES
All meetings of the SOCIETY, all meetings of the BOARD, and all committee meetings shall be conducted in accordance with the current edition of Robert's Rules of Order insofar as the rules are not inconsistent with the Constitution and Bylaws of the SOCIETY.
ARTICLE XIII: - AMENDMENTS
These Bylaws may be amended or revised by the same procedure as that prescribed for amendments to the Constitution of the SOCIETY as set forth in this Constitution, Article VI
supra.
26 April 2008